Branch and Department Management Enhancements v23.02 – this functionality has been developed to support future Q360 core enhancements

Purpose: Version 23.02 introduces expanded options for Branch and Department use within Q360.  Previously, Branches and Departments were primarily used as warehouses or profit / cost centers.  While maintaining this capability, 23.02 enhancements focus on the Branch and Department influence on accounting within Q360.  These add validation to which Branch and Departments are selectable, and allow you to better define your profit and cost centers.  Additionally, in v23.02+ all inventory hosting locations are now identified within the system as warehouses, streamlining the process of receiving and shipping inventory

Path: Accounting > Admin > Branch and Dept Maintenance (note: previously, branches and departments were defined within Q360 General Codes)

Note about changes: adding, deleting, or deactivating Branches or Departments requires that General Ledger Segments be recreated.  This action may be completed via Accounting main menu > Admin > GL Admin > GL Segments.  From the GL Segment Maintenance form, select Build GL Segments from the Extended Menu.  After the segments are recreated, it is important that you carefully review the system-generated list for accuracy

Branch Tab: Branches may be added or edited

• Seq (select one from drop down)
• Branch (free form)
• Sub Account (free form)
• Company No (select one from drop down menu)
• Site No (free form)
• Site Name (not editable)
• Branch Lock (free form) – when lock is ON, nothing may be received or shipped out of this branch, i.e. during physical inventory count
• Api Ref (free form)
• Active (checkbox)
• Profit Center (checkbox) – checked by default upon upgrade (for active branches) – a Profit Center is a Branch that can post both revenue and costs
• Cost Center (checkbox) – checked by default upon upgrade (for active branches) – a Cost Center is a Branch that can post costs, but not revenue
• Warehouse (checkbox) – checked by default upon upgrade (for active branches) – a Warehouse is a physical segmentation of a branch which holds inventory.  Warehouses may be in the same physical space or a different physical space or address.  Warehouses will be used to isolate inventory such as general resale stock and service inventory, and may be used as assembly areas (rack build) from which inventory will move in and out
• Rack Build (checkbox) – coming in a future release – may only have inventory move in and out
• Parent Branch (select one from drop down menu) – coming in a future release – used for grouping virtual branches (like warehouses) with a physical location.  This grouping is restricted to one level
• Default Warehouse (select one from drop down menu) – coming in a future release – used as default receiving center for inventory
• Note: For all ACTIVE branches, Profit Center, Cost Center and Warehouse are checked by default upon upgrade.  Current users should not see a difference in functionality 

Department Tab: Departments may be added or edited

• Seq (select one from drop down menu)
• Department (free form)
• Sub Account (free form)
• Active (checkbox)
• Profit / Cost Center (select one from drop down menu) – all departments default to PROFIT upon upgrade

Add a Branch:

1. Accounting > Admin > Branch and Dept Maintenance
2. Place grid in EDIT mode
3. Click the ADD button. A new branch line will appear at the bottom of the Branches grid
4. Fill in Seq, Branch, Sub Account, Company No fields, and search for / select a Site No. Define Branch Lock and Api Ref.  Define this Branch as Active or not, and select appropriate checkboxes (Profit Center, Cost Center, Warehouse, Rack Build (coming in a future release)).  Notes: Profit Centers are automatically flagged as Cost Centers, and Rack Builds are automatically flagged as Warehouses
5. Select a Parent Branch and Default Warehouse, if desired (coming in a future release)

Sales driving functionality:

All sales driving records are linked by Branch and Department information.  These include Opportunities, Quotes, Orders, Invoices, Service Contracts and Projects.

• • Branch drop down menus on sales driving records are populated based on which branches have been associated with the Company No AND according to form in use:
    • Opportunity/Service Contract forms:  Branch drop down menu only lists Branches defined as PROFIT centers according to UNIFIEDTYP General Code (see below)
    • Project/Quote/Order/Invoice forms:  Branch drop down menu will be limited to PROFIT/COST centers according to UNIFIEDTYP General Code (see below)

• If the Sale Type selected on these records is set up as a Profit Center, the selected Branch and Department must also be set up as Profit Centers (see General Code UNIFIEDTYP below)

General Code UNIFIEDTYP and Config UNIFIEDTYPE:

• Config UNIFIEDTYPE will be ON by default upon upgrade.  When this config is ON and Sale Type (UNIFIEDTYP code) is designated as a Profit Center, then, on sales driving forms, user must select both Branch and Department fields that are also designated as a Profit Centers.  When config UNIFIEDTYPE is OFF, Branch options will not be filtered on sales driving forms
• General Code UNIFIEDTYP for each Sale Type may be set to either PROFIT or COST.  This will impact Branch selection on sales driving forms (see above).  If Sale Type is not specified as either PROFIT or COST, all branches will be displayed in Branch drop down menu on sales driving forms
• Note: when posting project revenue (Project form > Extended Menu > Post Project Revenue), project Branch and Department must both be flagged as Profit Centers