Configure Departments

This element is used to link an event with a Department that hosts or services a meeting (so they can send notifications and confirmations, track billing, and initiate invoices), so you do not need to define departments in EMS other than these. Typically, these departments absorb the cost of hosting events, and departments like A/V or Catering that provide services. All financial transactions in EMS are batched by department. Groups and customers make payments to one or more departments for the events they schedule at your organization’s facilities.

You only need to define departments responsible for hosting or servicing events in EMS.

As the EMS administrator, you configure departments for your organization so they can notify attendees and send invoices linked to billing and PO numbers.

1. On the EMS menu bar, navigate to Configuration > Administration > Departments. 

   The Departments window opens. The window displays all departments that are configured in your EMS database with a status of Active. To view all departments, regardless of status, under Show, select Inactive.

2. Click New. 

   The Department dialog opens.

3. Enter the information for the new department.

   The name, address, phone, and fax that you define are printed at the top of confirmations and invoices.

   Field	Description
   Department	Name of the department (50 character maximum including spaces).
   Address, City ST Zip	Address for the department.
   Country	Country for the department.
   Phone Fax	Phone and fax number for the department.
   International	Select to drop the State and Zip fields for an international department.
   Email Address	Email address for the department.
   Notes	Descriptive information related to the department.
   Invoice Prefix Invoice Suffix	Not required for the first department that you configure. Required if multiple departments have been configured. This information clarifies which department generated an invoice.
   Next Invoice No.	Required. The value must be a number between 1 and 999999. The invoice number entered is the number of the first invoice that is generated by a user in the department. This number automatically increments by one each time a user in the department generates an invoice.
   Transaction Lock Days	Number of days after a transaction is generated that it can still be modified. For example, if the field is set to 30, an invoice generated by this department can be voided only within 30 days of its creation.
   Inactive	Leave blank to add the department as an active department. Select this option to inactivate the department.

4. Do one or more of the following:
   • Set a department logo:
     1. Select the Logo tab.
     2. In Description, enter a description for the logo that is to be printed on the confirmations and invoices generated by the department (maximum of 50 characters, including spaces).

     3. Click Browse to browse to open the Find Logo dialog, and then browse to and select the logo.

        The logo must be one of the following file types: .gif, .jpg, .jpeg, .bmp, .wmf, and .png. By default, the logo is printed at the top left of confirmations and invoices.

     4. Select Align Right to align the logo at the upper right instead of the upper left.

   • Select the Confirmation Header Fields tab, and on the Available list, select the field, or Ctrl-click to select the multiple fields that are to be included in the header of every confirmation that is generated by the department.
   • Select the Invoice Header Fields tab, and on the Available list, select the field, or Ctrl-click to select the multiple fields that are to be included in the header of every department invoice.
   • Click Spelling to spell check the information before you save it.

5. Click OK.