Basic Info (Departments) |
The Basic Info tab for departments enables you to display and define information about departments, such as identification code, name, contact information, and whether the department is a motor pool.
The field in the top section of this tab defines the data that displays.
Department ID
Identifier of the department currently selected in the grid or that you are defining. This field has a list box. If the ID already exists, the department name displays to the right of the ID. There is no limit to the number of department IDs that can be defined for an organization.
Data in the fields in the bottom section of this tab define basic information about the department. Unless otherwise indicated, these fields are required.
Name
Name associated with the department ID. Maximum field length is 60 characters.
Account ID
Identifier of the general accounting system’s account associated with this department. The account name displays to the right of the ID. To be assigned, an account ID must have a status of ACTIVE.
Account IDs and their statuses are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. The Account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen specifies whether information in this field is required, optional, or not required.
Contact name
Name of the contact person. This field is optional.
Address
Address of the department. This is an optional, free-format area.
Line 2, Line 3, Line 4
Text fields for additional address lines. You can use Administrator mode to change these field labels to whatever text makes sense for your organization. This field is optional.
Phone
Telephone number. Maximum field length is 30 characters. This is an optional, free format area.
Fax
Fax number. Optional, free format area.
Phone 2, Phone 3, Phone 4
Text fields for additional telephone numbers. You can use Administrator mode to change these field labels to whatever text makes sense for your organization. This field is optional.
Full time equivalents
Number of full-time equipment-unit equivalents required by the department. This field is optional.
Note: Full-time equivalents are similar to equipment unit allowances. The information is intended top be used when you need to determine whether the organization has an excess number of equipment units.
For example, if an organization has 15 departments, each of which has a full-time equivalency requirement, the sum of the equivalents for all departments is the total quantity of equipment units in the organization. Thus, if the actual count is greater than the sum of the full-time equivalents, the organization has an excess number of equipment units. A comparison of actual equipment assigned and the full-time equivalents required will reveal the variances.
Institution group ID
Identifier of the institution group code for the department. This field may contain any type of information. This field is optional.
Customer type
Department’s code for the type of customer. This field may contain any type of information. This field is optional.
Motor pool
If this field has a check and the optional Motor Pool module is installed, the department is a motor pool. If this is the case, motor pool equipment units must be assigned to the department using the Assignments tab on the Data -> Equipment Units -> Fleet Equipment screen. Motor pool departments may not be assigned to linear assets or components.
Note: If there is a check in this field and there are equipment units assigned to this department that have a motor pool dispatch status of OUT or are needed to satisfy a future reservation with a reservation status of CONFIRMED, you cannot remove the check from this field.
Motor pool dispatch status is specified in the Motor pool dispatch status field on the Motor Pool tab of the Data -> Equipment Units -> Fleet Equipment screen. Reservation status is specified in the Status field on the Status/Other Info tab of the Data -> Equipment Activity -> Motor Pool -> Motor Pool Center screen.
See also requirements for an equipment unit to be assigned to a motor pool and how to remove equipment units from a motor pool.
Print motor pool confirmation tickets
If this field has a check and the optional Motor Pool module is installed, when you insert or update reservations on the Data -> Equipment Activity -> Motor Pool -> Motor Pool Center screen with a status of either STANDBY or CONFIRMED and the Message Printers tab on this screen specifies one or more printer IDs for the reservation's department ID, confirmation tickets are sent to those printers.
Active
If this field has a check, the department is active. A department must be active to associate it with an equipment unit, operator, or transaction (such as work orders, usage tickets, or motor pool reservations).
If this field is blank, the department is inactive. Inactive departments will not display in department ID choice lists, and may not be assigned to equipment units or any other data.
You may remove the check only under the following conditions:
All equipment units to which the department ID is assigned are also assigned to life cycle status code IDs that do not have a check in the Status denotes that unit is active field on the Data -> Equipment Units -> Setup -> Life Cycle Status Codes screen. The Department ID fields on the Assignments tab of the Data -> Equipment Units -> Fleet Equipment screen assign department IDs to equipment units. The Status tab on that screen assigns life-cycle status code IDs to equipment units.
All operators to which the department ID is assigned no longer have a check in the Active field in the Employment Info tab on the Data -> Equipment Units -> Setup -> Operators -> Primary Information screen.
Calendar ID
Identifier of the calendar associated with the department. This calendar ID defines the department's hours and holidays. This field has a list box. The calendar description displays to the right of the ID.
Calendar IDs are defined on the Data -> Setup -> Organization Structure -> Calendars screen.
Email address
Department’s e-mail address. This field is optional.
Company ID
Identifier of the company associated with the department. The company name displays to the right of the ID. This field is optional.
Company IDs are defined on the Data -> Setup -> Organization Structure -> Company Codes screen.
Preferred contact
Preferred method of contact (e.g., telephone, e-mail). This field has a list box. This field is optional.
Permit duplicate overlapping reservations for an operator
If this field has a check, there may be more than one reservation for an operator for the same vehicle type during the same time period.
Address ID
Identifier of the address used for the department. If an address ID is entered, the address ID information will be used instead of address lines 1-4. Detailed address information for address IDs is set up on the Addresses screen.