If you have set up your department structure, and have processed payrolls, then the existing department structure will already have associated costs assigned to it at the very bottom level (sub departments), i.e. the departments with the circle symbol or departments with the triangle symbol, are parent departments and you cannot attach employees to these.
These sub departments are the actual departments that have grouped the associated costs in accordance with the Employees attached to it (their default department), or those Employees who have been assigned worked hours on a timesheet for a department.
Before changing the Department Structure, print the following report: Reports, Staff Listing, By Department.
This article will step through two types of restructuring:
Moving Parent and Sub Departments around:
In order to demonstrate restructuring, we will change the States to be Parent departments and the Job/Function (i.e., Labour, Account, Administration, and Construction) will become the sub departments. Rename the Sub Departments and then rename the Parent Departments, ensuring that the employees attached to the Sub Departments remain in the correctly named new department.
Click on a Sub Department, the department with the circle symbol, Edit, and type a new Department Name, Close. Modify all sub department names.
Once all Sub Departments have been renamed, rename the Parent Departments, the ones with the triangle symbol. If there are any departments that will no longer be used, enter an X or Z in front of the Department Name, and these will appear at the bottom of the list. Create any additional departments if required.
Once the Parent Departments have been renamed or created, the Sub Departments now have to be linked to the correct Parent Department. Edit a department with a circle symbol and select the correct Sub-Department Of (which means Parent Department) and modify the Department Name, if necessary. Close.
Print the following report: Reports, Staff Listing, By Department to ensure your employees are still in the correct departments.
Changing the Existing Department Structure by adding an additional level:
The steps assume that you already have employees in the sub department that you want to add another level on to.
Double click the department you want to add levels to and rename the department, Close.
Add a new Department and type in a Department Name, Close.
Edit the Department in step 1 above and allocate a department in the Sub-Department of field, Close.
Step 3 can be repeated in order to create more Sub-Departments.
Check your employees' Departments by printing: Reports, Staff Listing, By Department, and move the employees to the correct departments if needed.