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

Caution:  A NEW department must start the first day of the new fiscal year, i.e. 07/01/20XX. 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 Define ChartField Values page displays.
  2. Select the Department link.
  3. The Department search page displays.
  4. Select the Add a New Value tab.
  5. Enter Business Unit in the SetID field.
  6. Enter the new Department number.
  7. Select Add.
Add a New Value
  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.
Department page
  1. Process complete.
Editing Existing Departments

When editing an existing Department (for example adding a new Department Manager), add a new line with an effective date equal to the update.

  1. From the Department main page, select the Add a New Value [+] icon to create another record.  
  2. Select the View All link to view all records.
Select the plus icon to add new row and select the View All link
  1. The new Effective Date row defaults to current date.
  2. Update the new record criteria as needed. Example below updates the Manager ID.
  3. Select the Save button.
Update new record and select save
Inactivating Departments

Please contact SBCTC Accounting prior to inactivating a Department for it may impact Financials.

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.

  1. From the Department main page, select the View All link to view all records.
  2. Select the plus icon [+] to add a new record, it will default to current date.
Add new record and select view all link
  1. To retain history, change the status of the new record to Inactive of the prior date department.
  2. Select the Save button.
Select Inactive status and set effective date to 07/01/20XX
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

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