Add Division Overview

A division represents a store, branch, or location within the company.
Separate address and taxing information can be maintained for each division in Divisions.
Operator access to Divisions is controlled by Security Role.

Texada SRM requires at least one division, Division (Blank) for Head Office.
This blank (Head Office) division comes pre-loaded into your system. Additional divisions can be added as outlined in Divisions to suit your business requirements.

Some divisions may be administrative, non-inventory-holding divisions used to separate costs from the operational divisions.
For example, if Head Office is a rental division as well as the company head office, and it performs administrative tasks for all rental divisions, an Administrative division can be set up to more accurately allocate expenses such as phones and salaries.

Add a New Division:

The Division information can be maintained in Divisions provided the operator has the correct security permissions.

Copy Division Parameters:

In the Division Parameters click the COPY button to copy the divisional parameters settings from a source division to a target division, as outlined in Copy Division Parameters.
Uncheck the Copy Division Information to prevent replacing the new division’s address with the address from the source division.

The Division Parameters can then be fine tuned according to the new division's business practices.

Crystal Forms Control:

If your firm uses Crystal forms control, copy the <Forms> folder from SCSBIN on an existing workstation, to SCSBIN on each workstation in the new division after the SRM client has been installed.
Then log into SRM on each workstation, and click on the RESET FILES button in Customer Forms to run the Regen Forms utility.
This is required on all new workstations for Crystal reports, as reports are stored on each Client.

Division Operators:

Operators can be assigned a division in Operators, with the ability to flag this division as a default that the operator can change on a document, or to prevent the operator from entering documents for other divisions.

Operators access to information from other divisions can also be controlled by access codes assigned to the operator as outlined in Divisional Restricted Views.

Company Wide Settings that Could be Divisional:

The following Company Parameters can be flagged to apply at the company level or to respect a divisional setting:

• In the Company Billing Parameters under the "Cycle Billing Settings" Bill Contracts By Division
• In the Company Daily Close Parameters under the "General Settings" Post DBR By Division

Divisional Settings:

Many tunable parameters for each division can be set in Division Parameters.

The following critical divisional parameters should be reviewed:

• In the Divisional Contract Parameters under the "Customer Settings" set the Add Cash Customers flag to suit the new division and in Customer# to Clone set the customer number to be used as the template for new customers added in counter documents.
• In the Divisional Inventory Parameters check the following:
  - Show Warning When Renting Location Is Not Owning
  - Inventory Location Checking
  - Use Requirements When Calculating Availability
  - Two-Step Transfers Check Availability For # Days relating to the Internal Branch Transfers
  - Document Search Settings particularly the Default Location for searches
• If the rates for this Division are different, setup the rates for this division under a unique Rental Rate Level code in the Special Rates, then assign the Rental Rate Level in the "Special Pricing" in the Divisional Rates Parameters.

Stock Transfers to the New Division:

• Transfer all stock from one division to another using the Change Inventory Location utility.
  This can be useful if the new division is to replace an existing division, and all inventory quantities need to be moved from the old to the new location.
  Note: There is no audit trail for this move.

• To transfer individual items of stock from one division to another and maintain an audit trail, use Internal Transfers.
  Then update 'Owning Division' on the Asset Tag in Rental Inventory if appropriate.
  The transfer is immediate.

• Internal Branch Transfers can also be used to move stock tracking shipping and receiving separately by divisions.

Divisions in Journals, Accounts Payable, etc:

On each GL detail line a field is provided to capture a division.
This is the division to which the expense or revenue is to be posted.
e.g. A telephone bill relates to 2 branches so on the journal split the amount into two lines with the different divisions on each relevant line.

Document Division versus Location:

The DIV on a document is the accounting division for billing.
The LOC is the stock location.

Allocate Revenue to Another Division:

In the Rental Product Class the Cross-Store Check-In Account can be set so that when non-bulk rental products are returned to a different division from the "Owning Division" on the Fixed Asset Tag, a portion of the revenue can be assigned to the returning division.
This percentage can be setup in the Divisional Return Parameters.

Inventory Quantity Adjustments:

Inventory quantity adjustments can be executed in many areas including in the "Locations" table in the window on the Quantity On Hand field of Rental Inventory / Sales Inventory or in the Update On Hand Quantity By Product utility.

Inventory Cost Adjustments from one Division to Another:

If costs are also required to be transferred from one division to another at the General Ledger level, run Post Inventory Adjustments.
An "inventory re-valuation" GL expense account can be used to record the movement from one DIV to another.
This operation will Credit the current source DIV and Debit the expense account for that source division, then Debit the new target DIV and Credit the expense account for that target division.
The net effect on the expense account is $0.

Note: Only run it for the date of the adjustments, as there may be many old records with prior dates in here.
Accept to clear the report, and post to the GL when prompted.
(At another time, run this report for an older date range and clear any postings that should not update the G/L, without posting).