Guide: Creating Departments

Sub: Creating department / Assigning department to users

Links: [Create a department] / [Assign a user to a department] / [Entering Account codes for a department]

Info:

Departments allow you to separate a unit into different areas (departments) in doing so allows users the ability to select which department they require the order to be placed for. Once a department has been set up it can be assigned its own delivery notes / address ect and also allows the supplier to enter individual account codes to each department rather than just the one code for the entire unit.

This guide will take you through the steps to create a new department in a unit and assign users to the department.

Creating a new department

Note: To create a department you must have access to the Admin settings on your account.

From the top menu bar click on the ‘Admin’ tab

Left side menu bar click on the red ‘Purchaser Administration’ tab and select ‘Purchaser Units’ from the sub menu

A list of all units created on your account will display in the table.

Click on the unit you require to set up the departments for.

On the yellow tab click on ‘Departments’ tab, located at the top of the screen

A list of active departments will display in the blue table. To create a new department click on the ‘Add Department button’

Fill in the departments details. Once done click on the ‘Create Button’

The department code will be added to the products nominal code if the order was place through this department

The new department will be added to the table repeat the process to create additional departments.

Assigning users to a department

One you have created the required departments you will need to assign users who will place orders through these departments.

Note: Users can be assigned to multiple departments at once.

From the ‘Purchaser Administration’ tab click on the ‘Purchaser Users’ from the sub menu.

Click on the ‘edit’ icon of the user you wish to assign departments to.

Click on the yellow tab marked ‘Associated Departments’

A list of all departments currently attached to this user will display on screen.

To assign a new department to the user:

From the drop down menu select ‘Purchaser Unit’ and ‘Department’ you require adding

Once selected press the ‘Attach to Department’ button

The department will then be added to the list. Repeat the process to add multiple departments to the users account.

Once the user has been assign a department the next time they choose a mini market to place a order in they will receive a new option to select the department they require the order for.

If the user fails to select the department they will receive the below prompt

Note: The user will not be able to process further until a department has been selected

Supplier account numbers

Once created you can assign individual account numbers to each department.

From the admin tab click on Supplier and select ‘Manage Suppliers’

From the admin tab click on the supplier you wish to assign the department accounts numbers to

Scroll to the middle of the page under the Our settings will now list the departments for each unit

From here you can enter in the account number for each department.

Note:

If no account number is entered the system will default to the unit number

If no unit number has been entered the system will default to the Global account number

Supplier account number

Displays the suppliers own account numbers they have entered onto system. The supplier can also assign account numbers to the individual departments.

If you require any further support please contact a member of the Support Team on the below details:

Email: support@procurewizard.com

Tele: 0131 440 6162 or 0151 652 8775