Department Master File

(Dept.exe) This application allows the user to enter into the system all of the departments for each entity in the hospital. Prior to using this application, the user needs to create the entities in the Entity Master File.

Adding a Department

First, choose an entity by using the drop down menu in the Entity field. Next, key in CTRL+N, choose New icon or select File then New from the application menu. Enter the Department Number and Department Name. May key in the code for Order Days if applicable. When creating a new Department, it will be marked as Active.
Place a check in the Profile ID Required box if the department must be associated with a profile ID at all times. Therefore, this department must have at least one profile assigned to it in the Profile Master File. Profile ID will be required for issues only. Finally, key in CTRL+S, click the Save icon or File then Save to save the record.
When you create a department, a Default Deliver To code is automatically assigned to this department with the same code. Enter the Manager Name or Manager Code if applicable. If you are using E-mail to send reports (Monthly Issues by E-mail Department for example) click the E-mail Addresses button. This will open a screen whereby you can add or delete E-mail addresses that will be associated with the Department. There is a Buyer field to assign a Buyer to a Department. There is a Closed Date field which the date may be entered if needed. Interface Code will display if applicable. A memo may be entered if necessary. There is a System Option, Create PO’s With Dept Buyers, in the Requisition module that will use the Buyer assigned to the Department when creating Purchase Orders in the Process Non-Stock Requisitions of Online Requisitions, when selecting One Department per Purchase Order.

Deleting a Department

To delete a department, first select the department you want to delete. You can use the Search function to accomplish this. Then key in CTRL+D, click the delete icon or choose File then Delete from the application menu. Answer yes to the question asking you if you are sure you want to delete the record. Please be aware that deleting may affect the history in reports. You may want to inactivate the Department, by un-checking the Active box instead.

You may export information, by selecting Tools then Export and choosing a format.

Also, added the export to the E-Mail screen, by clicking on the E-Mail Addresses button. When the E-Mail Addresses box opens you may right click and an Export box appears. Click on this to Export.