9.2 Adding a New Department to ChartField Definitions

Purpose: Use this document to add departments for colleges.

Audience: Finance staff

You must have at least one of these local college managed security roles:

  • ZD GL Local Config Inquiry
  • ZZ GL Local Configuration

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Adding a New Department to ChartField Definitions

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

Caution:  A NEW department must start the first day of the new fiscal year, i.e. 7/1/20XX. 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 Business Unit in the SetID field.
  4. Enter Department number.
  5. Select Add.
Department search page
  1. The Department page displays.
  2. Enter the following information;
    • Effective Date = 07/01/20XX
    • Status = Active
    • Description
    • Short Description
    • Manager ID
  3. Select Save.

ADDING/EDITING DEPARTMENTS:  When adding a new department, the effective date should always be at the beginning of the fiscal year. If editing an existing Department (for example adding a new Department Manager), add a new line with an effective date equal to the update.

  1. Select the Add a New Value [+] icon to create another record.  

INACTIVATING DEPARTMENTS:  Please do not inactivate the previous year as this will lead to issues with closing. If you want to inactivate a department, this should also be done with the beginning of a fiscal year. In this instance, you would create a new line item by using the plus sign and make the new line with the status of inactive. Before inactivating a department, please make sure all data has been transferred.

NOTE: if you have a change to managers, a new line should be created with an effective date of when the manager changed.

NOTE:  the beginning date of a new department should be the first day of the fiscal year.  

  1. The new effective date defaults to the current date. Enter the new effective date.
  2. To retain history, change the status to Inactive of the prior date department.
  3. Select Save.
  1. Process complete.


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