There are several steps to departmentalising your clinic.
Steps 1 to 5 need to be completed before you start using departments.
For financial reporting it would be advisable to start using departments at the start of a month. Therefore, set up (including a physical stock take)needs to be completed at the end of the previous month .
Setting up for Departments
Go to: Main menu > Maintenance module > Maintenance menu > Codes and Descriptions > Departments.
Create department codes for your departments.
Go to: Main menu > Maintenance module > Maintenance menu > System Defaults > System tab.
Tick Use Analysis by Department.
Go to: Main menu > Maintenance module > Maintenance menu > Computer Defaults.
Type the default department in the Default Dept box.
This needs to be entered on each workstation and would normally be your head office/clinic department number (dept 1).
Stock transfer.
All stock will currently be sitting in department 0.
All stock must be transferred into department 1 or the main clinic department. This is done in Main menu > Maintenance module > Maintenance menu > Database Maintenance > General Maintenance > Write Non Dept Entries.
This will load all stock into department 1 as well as all other financial transactions, which are currently entered as department 0.
A physical stock take will need to be done for the entire clinic (including all vets' cars).
Entering Stock into the New Departments
When entering the stock take for the first time via departments:
Go to: Main menu > Stock module > Stock menu > Stock Taking > Stock Taking Options.
Select Include Products without Activity so that all stock items are displayed.
Enter the stock quantities from the physical count for that department.
OR
Transfer the stock quantities counted at stock take for the vets' cars, from dept 1 to the corresponding vet's dept.
This way the stock take list will show only these items.
Maintaining Department Stock Levels
When vets take stock from the clinic, enter stock transfer journals in Main menu > Stock module > Stock menu > Stock Transfer.
These can be done on a daily or weekly basis, depending on volume.
Default Departments
When departments are set up, the default department will be displayed on client/supplier invoices, General Ledger journals and cashbook deposits/payments. The default department can be set up for each individual computer in Main menu > Maintenance module > Maintenance menu > Computer Defaults.
