Configure Departments

Departments identify the groups within your organization that host events, provide services, generate invoices, and receive revenue. Examples include Facilities, Catering, and Audio/Visual departments.

You only need to configure departments that host events or provide services through EMS.

EMS uses departments to:

  • Send notifications and confirmations
  • Generate invoices
  • Track billing and purchase orders
  • Group financial transactions
  • Support reporting and account reconciliation

The department name, address, phone number, and other contact information appear on confirmations and invoices generated by that department.

Configure a department

  1. Select Configuration > Administration > Departments.

    The Departments window opens and displays the active departments configured in EMS.

  2. Optional: To display all departments regardless of status, select Inactive in Show.

  3. Select New.

    The Department window opens.

  4. Enter the department information.

  5. Optional: Configure a department logo.

  6. Optional: Configure confirmation header fields.

  7. Optional: Configure invoice header fields.

  8. Optional: Select Spelling to check spelling before saving.

  9. Select OK.

Department fields

Field Description
Department Name of the department. Maximum length is 50 characters, including spaces.
Address, City, ST, Zip Department mailing address that appears on confirmations and invoices.
Country Country associated with the department.
Phone Department phone number.
Fax Department fax number.
International Removes the State and Zip fields for international addresses.
Email Address Email address assigned to the department.
Notes Additional information about the department.
Invoice Prefix Prefix added to invoices generated by the department. Required when multiple departments generate invoices.
Invoice Suffix Suffix added to invoices generated by the department. Required when multiple departments generate invoices.
Next Invoice No. Starting invoice number. EMS automatically increments this value as invoices are generated.
Transaction Lock Days Number of days after creation that transactions can be modified or voided.
Inactive Marks the department as inactive.