Division/Department Record Maintenance

Grouping extensions by Div/Dept allows you to query by Div/Dept and our reports will also breakdown by Div/Dept, making analysis easier.

If you wish to define divisions or departments/supervisors within your organization and assign specific extensions to the appropriate department/supervisors, you will need to access the following screen and create new Div/Dept 'master records'.

During the initial setup you will define the number of digits for both Division and Department. The first digit represents Division and the second Department. Example is 3 digits for Division and 5 digits for the Department. If needed, the Div/Dept code can accommodate any combination, of digits, from (0/8 - 8/0).

Matsch Systems will create a default Division/Department code (XXX00001) when your account is set up. The default code should NEVER be removed.

You must first define the DIVISION code (i.e. MAT - Matsch Systems) and save. To define the DEPARTMENT bring up the DIVISION code and add the DEPARTMENT code in the balance of the digits (i.e. MATCLERK for Clerical). The codes can be alpha, numeric or alphanumeric. NOTE: there cannot be a space in the Div/Dept code ( right MAT714, wrong MAT 714 ).

For each code added, you provide the Name/Description and an optional G/L number.

A GENERAL LEDGER number can be assigned at the DIVISION or DEPARTMENT level. If a G/L number is needed for a specific extension (dedicated for one purpose) it is assigned in EXTENSION MASTER MAINTENANCE.

Once a code is created, it must be added to each associated extension using the EXTENSION MASTER MAINTENANCE screen.

• Update - Add new or Change current Div/Dept information.
• Add - saves a new record.
• Change - saves changes made to an existing record.
• Delete - deletes the record shown on the screen.  You MAY NOT delete a record from the Div/Dept master file as long as there are one or more extensions currently on file (in the extension master file) with that Div/Dept code assigned to it.
• List - provides a list of all division/departments currrently defined.
• Exit - returns you to the main web page. When the fields are populated Exit becomes Cancel, so you can clear the screen without making any changes or deleting the record. You must press the Cancel button to clear the screen, for the Exit button to reappear.

NOTE: each field name is a link to a help window explaining now to enter data into that field.