In general, various types of areas in a business carry specific responsibilities that contribute to the overall function of the organization. For example, a hospital can be subdivided into surgery, admissions, radiology, biomed engineering, etc.
In the preceding illustration, the Chemistry Department occupies rooms 101-106. The Biology Department occupies rooms 107 and 108. Even though these departments may not always occupy every room, all assigned rooms are their financial responsibility.
WebTMA software refers to the grouping of these areas as departments, and you can assign maintenance-related items to the department.
This designation allows you to print a list of items such as equipment and assets that are assigned to a department.
If you use the department designation in WebTMA software, work orders written against a department's space will automatically roll the labor, material, and other costs to the specified department.
Some of the department windows, buttons, and check box options are found throughout WebTMA. These are described in the separate Help > Help Page > Common Functions document.
If your organization uses the Invoicing module, an Invoices Tab displays all receivable transactions with a column to identify the transaction type.
Department Identity Tab
Path: Organization > Departments / Identity Tab
This is the primary department window. Use the window to add department records, make obsolete department records inactive, and view costs for labor, parts, and other by department.
For cost accumulation purposes, users can make one department a child of another department. Costs from child departments roll up to the Cost Tab of the parent record. The Sub-Assembly Tab of the parent record displays a graphic view of all the child records associated with the parent.
The Action Menu / Last Modified link is available in both Add and Edit mode to review information about who made changes most recently to the record and when.
How to Add a Department
- Click Add on the WebTMA toolbar.
- Enter a Department Code with a maximum character length of 20.
- Type the Department Name.
- Select a Type Code. The Type Name field is populated when you select the code.
- Complete as many elective fields as possible (defined on page 21).
- Click Save on the WebTMA toolbar.
Department Areas Tab
The information on the Organization > Departments / Area Tab is read-only and corresponds to data found on the Organization > Areas / Department window for an area related to this department.
Department Accounts Tab
Path: Organization > Departments / Accounts Tab
This Tab is a function of the optional Billing Review and Dispute module. In addition, the Tab is only visible when the Enable Pending Charges Dispute Preference is checked in Admin > Client Info / Preferences-Advanced Accounting section.
Use the Accounts Tab to assign accounts to a department. Theses are accounts that are managed by the department. An account can only be assigned for management to one department at a time, but one department can manage multiple accounts.
In the event an account has already been assigned to another department, an alert window opens with an option to attach it to the current record.
If you click Yes, the department record is saved, the account is attached to the new department, and the account is no longer managed by the previous department.
The read-only Users Subtab displays Users or Requestors that have this Department selected on their User Management record. If the Department is associated with an Account record listed on the Accounts Subtab, the associated names display on this Subtab.