Departments

Customers can have Departments which are used to categorize their transactions. They can be useful when, for instance, a delivery branch doesn't group together orders in the way your customer needs. Budgets can also be set for a department.

Note: Departments are analogous to Cost Centres in EvolutionX, not Departments.
The option Require line department selects the EvolutionX option User > When Ordering > Require a cost centre to be selected.

To create a department:

1. On the Set-up menu, click Traders (or press F9).
2. Browse to the customer for whom you want to set up analysis.
3. Click the Departments tab.
4. Click the add button (bottom right of the window) to create a new department.
5. Complete:
   • Code – department code
   • Description – name for the department
   • Active – when selected, the department can be selected on transactions in Horizon and in HorizonWeb checkout

   Note: To show departments that have Active cleared, select Show inactive.

   • Analysis – default level 1 analysis code when the department is selected.

   Note: Code and Description are both mandatory boxes.

6. Click the tick button to confirm.
7. Repeat the above steps to create the next department if required.

Modifying Departments

A department can be modified by:

1. Under the Departments tab, select the department you want to modify.
2. Change the above settings as required.
3. Click the tick button to confirm the changes, or click the cross button to discard the changes.

Budgets

Budgets can be reset on a cadence of Weekly, Monthly, Quarterly or Yearly.

Example

Your customer's HR department has an authorized budget of £500 each month. You can set the budget to reset on the 1st of each month. You must also set up contacts so there is an authorizer who authorizes orders that exceed the department's budget.

Note: Budget totals are exclusive of VAT, so please calculate budgets accordingly if you want to set amounts inclusive of VAT.

The order lines used to calculate Spend are:

• on each order line, Details tab > Department. This order details setting takes precedence.
• order header > Customer tab > Department. This setting is used if Details > Department is left blank.

To set up budgets:

1. On the Utilities menu, click Daily Processing.
2. Ensure Reset budget spends is selected. Click OK.
3. On the Set-up menu, click Traders (or press F9).
4. Browse to the customer for whom you want to set up a department budget.
5. Click Contacts then click the Web tab.
6. In the list, select the contact who will authorize orders. In the Authorize Access Level group, choose the option for which orders waiting for authorization the contact should be able to see:
   • Authorize – if the user is an authorizer:
   • None – contact cannot see any orders that are awaiting authorization;
   • Self – contact can view their own orders awaiting authorization;
   • Department – contact can view their default department's orders awaiting authorization;
   • Trader – contact can view all orders awaiting authorization for their trader.

   Note: This setting only changes what orders the authorizer sees.

7. Click the Authorization tab.
8. Clear the Authorized by department option.

   Note: Selecting this option will send every order to be authorized, not just those which exceed the budget.

9. Close the Contacts window.
10. Click the Departments tab and select the department you want to modify.
11. Select:
    • Authorized by – the contact to authorize orders on HorizonWeb for the department
    • Default contact – reserved for future development.
    • Budget – reserved for future development.
    • Budget clears on – next date budget is reset and the frequency at which is it set (Weekly, Monthly, Quarterly, Yearly).
    • Budget – the initial budget allocated to the department.
    • Spend – order total spent against this budget. If Spend exceeds Budget then the order must be authorized by the authorizer on HorizonWeb.
12. Click the tick button. The budget is now set.

See Also