Field Definitions: EM Departments Form

The following is a list of field descriptions for the EM Departments form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Department

Enter a code that uniquely identifies this department, up to 10 characters.

Description

Enter a description of this department, up to 30 characters.

Invoice Reviewer

Enter the invoice reviewer (from HQ Reviewers) for this department. The reviewer specified here will be used as the default reviewer for unapproved EM invoices posted to this department in AP Unapproved Invoice Entry.

Press F4 for a list of active Reviewers from which to choose.

Press F5 in the Reviewer field to access HQ Reviewers.

Invoice Reviewer Group

Optional field.

Enter the reviewer group that defaults for each line referencing this equipment in AP Unapproved Invoice Entry. Press F4 for a list of active reviewer groups. Press F5 to access HQ Reviewer Group. For more information on reviewer groups, refer to Related Topics below.

Purchase Reviewer

Enter the purchase reviewer (from HQ Reviewers) for this department. This reviewer will default as the assigned reviewer for equipment and work order requisitions posted to this department (in Requisition Entry).

Accumulated Depreciation GL Account

Required.

Specify the GL account to use for accumulated depreciation. This account will be credited to offset each depreciation debit entry. Other accounts used for depreciation are defined for each asset in EM Asset Setup.

Note: This is a required field, even if you are not using Vista™ by Viewpoint software to process your depreciation. Any valid GL account may be used.

Labor Fixed Rate GL Account

Specify the GL account to credit when posting fixed-rate timecards in EM Maintenance Timecard Entry.

Cost Codes: Cost Code

Enter the cost code (from EM Cost Codes) associated with this department. You will typically only need to add cost codes that require posting to a different GL account than those specified for the department cost types.

Cost Codes: Exclude PR

Check this box if this cost code override will not be used for transactions with a Payroll source. Transactions with a payroll source will instead be posted to the GL account specified for the earnings type, liability type, or cost type.

Leave this box unchecked if the cost code override will always be used, regardless of the transaction's source.

Cost Codes: GL Account

Specify the override GL account to which costs should be posted for this department/cost code.

Cost Types: Cost Type

Enter the cost type (from EM Cost Types) associated with this department.

Cost Types: GL Account

Specify the default GL expense or asset account (i.e., those assigned an ‘account type’ of ‘E-Expense’ or ‘A-Asset’ in GL Chart of Accounts) to which costs will be posted for this department/cost type.

Earnings Types: Earn Type

Specify the earnings type (from HQ Earn Types) associated with this department. You will typically only need to add earn types that require posting to a different GL account than those specified for the department cost types.

Earnings Types: GL Account

Specify the override GL account to which this earnings type will be posted when entering mechanics' timecards. This account will be used in place of the labor cost type GL account.

Liability Types: Liability Type

Specify the liability type (from HQ Liability Types) associated with this department. You will typically only need to add liability types that require posting to a different GL account that those specified for the department cost types.

Liability Types: GL Account

Specify the override GL account to which this liability will be posted when entering mechanics' timecards. This account will be used in place of the GL account for the corresponding cost type.

Revenue Codes: Revenue Code

Enter the revenue code (from EM Revenue Codes) to associate with this department. You will typically only need to add revenue codes that require posting to a different GL account than those specified for the department revenue breakdown codes.

Revenue Codes: GL Account

Specify the default GL income account to which revenue (also referred to as usage) will be posted for this department/revenue code.

Rev BdownCodes: Revenue Breakdown Code

Enter the revenue breakdown code (from EM Revenue Breakdown Codes) associated with this department.

Rev BdownCodes: GL Account

Enter the default GL income account to which revenue (also referred to as usage) will be posted for this department/revenue breakdown code.

Active

Check this box if the selected role and user should be used when the system is calculating the workflow to apply to a PO. The system will only use this user/role if this box is checked.

Lead

Check this box if the user is the lead at the selected role.Currently the selection in this box has no affect on how which workflow is applied. This box is informational only.

Notes

Use this field to enter notes on a role/user.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Role

Use this field to select a role. Press F4 to select one from a list. Click here for more information about how roles work in the Process Workflow feature.

Roles are created and maintained using the HQ Roles form. You can launch this form by pressing F5 in this field.

User Name

Use this field to select a user account. You can only select a user that is associated with the role selected in the Role field.

Roles are created and maintained using the HQ Roles form, and users are associated with roles using either of the following forms:

  • Users tab on the HQ Roles form - You can access this form by pressing F5 in the Job Role field.
  • Roles tab on the VA User Profile form - You can access this form by pressing F5 in the User Name field.

Process

Press F4 to select the workflow process that should be performed on the PO.

Workflow processes are created and maintained using the WF Workflow Process form, which you can open from this field by pressing F5.

You can only select a workflow process that:

  • Is associated with the same document type selected in the Document Type field

  • Or isn't associated with a specific document type

    Note: When a workflow is created in the WF Workflow Process form, it can be associated with a specific document type, or it can be a generic workflow that isn't associated with a document type.

    Click here for an overview of workflow processes.

Notes

Enter any notes on the workflow in this field.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Document Type

Select the type of document that the workflow applies to - currently only P-Purchase Order is available.

You can have only one process for each document type.

This field relates to the Process Workflow feature. Click here for an overview.

Active

Check this box if the workflow should be applied when new POs are created.

This field applies to the Process Workflow feature. Click here for an overview.