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Set Up Departments

 This video will take you through:

  • Setting up Departments
  • How employees are attached to Departments
  • Departmental reporting

Prefer reading instructions instead? Read below...

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What is a Department? 

Wagemaster uses the terms 'department' and 'sub-department' to refer to an internal organizational unit within a company.  Common titles for such units are sections, divisions, groups, units or departments.  A department is different to a job in that a job will often involve a selection of people from several departments working on one project for a while before splitting and reforming to work on a different job at a later date.  A job focuses on company clients rather than company structure.

By default, a department is created. Use the default department created otherwise, if you want to create your own, continue reading. 

Items to consider when setting up the Department Tree

  1. The Company Accounting System. i.e. Does the Payroll Department Structure need to be the same as set up in the Company Accounting System for exporting payroll data?
  2. How does the Company require reports to appear for costing?
  3. If you have branches in each state, separating your departments by state at the highest level, may assist in the calculation of payroll tax
  4. Departments and their sub-departments can branch down six levels
  5. Employees can only be added to the very lowest level i.e. items with a sphere identifier not a triangle

Click on the Setup Menu> Departments

image004.jpg 

This structure does not have to reflect the formal company structure but it often will. In Wagemaster, each employee is allocated to a (default) department where their wages will be costed to automatically. If need be though, employees can be linked to multiple departments with different pay rates, within their employee file. 

At timesheet production you can select these different departments for each block of worked hours to allocate their payments elsewhere. 

This will apportion the wages appropriately to each department according to the hours worked there.

Wagemaster uses the Departments to collect payroll data as a means of reporting Company Costs.

To set up the Department Tree, the best practice is to start at the top of the Company Tree and work your way down.

In the above example company department structure, NSW has been created as a top level or parent Department

Initialising the Department Structure

To initialise the setting up of your department structure

  1. Go to Setup > Departments > Add 
  2. Click the General tabimage005.jpg
    • Department Name: Enter in the Descriptive name for the first department (E.g. Name of Station 1, or Cropping as a department)
    • Sub-Department: Leave blank
    • Manager: If no employees are set up, a Manager can be added later. (Non-compulsory field)
    • GL Account No: A GL Account number can be entered here or at a later stage during the General ledger set up
    • Click Close

 Create Sub Departments

Then once the initial Parent Department has been created, you can then go ahead and create the Sub Departments. 

  1. Go to Setup> Departments> Add to add a Sub-Department (Child) 
  2. Click the General tabimage006.jpg
    • Department Name: Type in the Descriptive name for the Sub Department 
    • Sub-Department Of: Click the down arrow, and select the existing Parent Department required. (Double click on the mouse to hold this selection)
    • Manager: If no employees are set up, a Manager can be added later (Optional)
    • A GL Account No: Leave blank as you have Agrimaster as your accounting system 
  3. Click Close
  4. In the example above, ADMINISTRATION has now been created as a Sub Department of NSW.  

    If Administration then has a Sub Department underneath, we can now create it and attach.

    Please select Add to create another Department to become a Sub – Department (Child) of Administration under NSW.          

    In the below example: Payroll has now been created as a sub department of ADMINISTRATION, which is a Sub Department of NSW. 

     image007.jpg

    Please Note:

    • The Department Number is only used as an identifier in those cases where the Employees hours are being imported from a Time and attendance system.
    • Employees can only be added to Sub Departments. Departments (Parent) are used to collect costs for their associated sub-departments (child).
    • It is this bottom tier Cost Centre/Department that needs to be coded with a GL account number for accounting purposes.

Next step: Set up employee records 

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