9.2 Adding a New Department to ChartField Definitions

Purpose: Use this document to add departments for colleges.

Audience: Finance staff

Adding a New Department to ChartField Definitions

Navigation:  NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values.

Caution:  If a department is just started as of 7/1/xx, the Department must have a start date of 1/1/19 that is inactive,  and an active date of 7/1/xx. If the current date is used, various trees and reports may not contain the departments as they will be outside of its criteria’s scope.

  1. The ChartField Values page displays.
  2. Select the Department link.
Chart Field Values page
  1. The Department search page displays.
  2. Select the Add a New Value tab.
  3. Enter SetID.
  4. Select Add.
Department search page
  1. The Department page displays.
  2. Enter the Effective Date, Status = "Active", Description,  Short Description, and Manager ID.
  3. Select Save.
Department page
  1. Select the Add a New Value [+] icon to create another record.  This new record starts with the date of 1/1/1901 and has the same detail as the prior record.
Department page

NOTE:  the beginning date is usually not the date of input.  For instance, the beginning of a fiscal year would be most common and thus begin with 7/1/xxxx. As mentioned before, you must have a start date of 1/1/1901 and inactive up to the date of starting the new department

  1. Process complete.

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