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department_setups

Adding or Removing Departments

Configurations and routines will need to be checked prior to running the move department routines. Both the addition and removal of departments may need to use the Move Departments Toolbox routine

Make sure that you reset minimum book month to exactly the first month of business and close all other windows within windward including the browser page.

Tip(cm): setting minimum book month to 00/0000 will set minimum book month to the no book month setting.
The minimum book month will then show as "MM/YYYY".

The toolbox is accessed by going to Setup Tools → Utilities → Toolbox

The Move Departments routine is located in the Toolbox as show in Figure 1.

Tip(cm): The routines should be ran on the data server if possible to help the routine
run as quickly as possible. It can easy take 10 times as long to perform the restart
from a client PC, but should not take as long from the server. 


Figure 1 - Move Departments routine in the Toolbox

Setting up a Departmentalized Dataset

After the license codes have been installed the Move Departments Routine shown in Figure 1 should be run moving Department 0 to Department 1.

If the company was originally created with departments then no move department routines need to be run.

Regardless if the departments needed to be moved or the dataset already has departments installed then the following link can be used to assist with department setups:

Department Setup Overview

For directed assistance with configuring departments please contact us and speak with your sales manager about System Five Implementation Solutions.

Removing Departments

Removing departments from the System Five dataset is a multi-step process and should be performed as follows:

  • Complete any open transfers
  • Move each department into department zero
  • Install new System Five license codes that have departments set to zero
System Five will will need to be shut down on all other stations in order to perform this activity


Completing Open Transfers

Any pending transfers (Transfer Delayed) will need to be voided or completed. If the departments are removed while these transfers are still pending then the stock will be “lost” creating a stock discrepancy.


Move Each Department into Department Zero

Each department including department 1 will need to be moved into department zero using the Move Departments tool shown in Figure 1. Start with the highest numbered department and move it to zero, then go to the next highest department number until department 1 is moved into department zero.


Install System Five License codes with no Departments

Removing the departments from System Five requires license codes that have the departments removed. The Windward Account Manager will need to be contacted prior to the remove departments activity so new System Five license codes can be issued.

After all departments have been moved into department 0 then the license codes can be installed as demonstrated in the following link:

Installing the System Five License File

Department collapse demonstration video

The following video summarizes the procedures for collapsing the departments in System Five.

Department Collapse Video


Removing One Department

Removing a single department from the System Five dataset that currently contains three or more departments is possible. More work is involved in this scenario than simply removing all departments. This scenario if for a ten department System Five

First thing to be considered is in the real world, is my shop closing or are two shops being merged together.

If my shop is closing I may wish that all transactions from that shop end up in the head office. This would mean moving department four to department one.

If I have two shops that are merging I may wish to move all the transaction from one into the other. This would mean moving department four to department three.

The multi-step process should be performed as follows:

  • Complete any open transfers. (For department four in this scenario)
  • Move the department into another department. (Department four to department three)
  • Move any other departments down by one (So department five needs to move to four etc all the way up to department 10 being moved into department 9)
  • Install new System Five license codes.
System Five will will need to be shut down on all other stations in order to perform this activity


Completing Open Transfers

Any pending transfers (Transfer Delayed) will need to be voided or completed. If the departments are removed while these transfers are still pending then the stock will be “lost” creating a stock discrepancy. These transfers may also appear as Invalid Department integrity errors if they are not removed.


Move The Department into Another Department

The department will need to be moved into another department using the Move Departments tool shown in Figure 1.


Install System Five License codes with correct Departments

Removing a department from System Five requires license codes that has the department removed. The Windward Account Manager will need to be contacted prior to the remove department activity so new System Five license codes can be issued.

After the departments have been moved into their new position, then the license codes can be installed as demonstrated in the following link:

Installing the System Five License File

department_setups.txt · Last modified: 2013/12/05 13:56 by mark