Mapping departments

This dimension is a table that stores the records for each General Ledger (GL) department within an institution. In Axiom, department numbers are formed by concatenating the company number and department number.

NOTE: If the concatenation of company and department numbers is too foreign for your institutions to report on, you can work with your Syntellis consultants to create grouping columns for native department numbers and/or branch numbers within the Department dimension to allow your institution to write reports that reference those values.

At the top of the page, the system displays when the table was last updated. You can perform the following actions to manage your department records:

  • Edit existing departments directly in the table.

  • Add one or more new departments directly in the table.

  • Manage the list of departments outside the system by downloading the table to Excel, make your changes, and then upload the table to the system. This allows you to make larger changes more easily. For more information, see Editing a dimension using a spreadsheet.

  • Download a template of the table to add departments. For example, when you are performing the initial system setup.

Departments and payroll planning

All departments having employees or expected to have employees must be mapped to a payroll budget to be included in a payroll budget or forecast. The mapping is done in the dimension table, where individual departments are mapped to members of the PayrollBudgetDeptRollup or PayrollForecastDeptRollup columns. These rollup departments, in turn, are mapped to members of the PayrollBudgetPlanCode or PayrollForecastPlanCode columns, which link to payroll plan files.

Both plan codes and rollup departments must be members of this Department dimension. Rollup departments, as the name implies, can be used to group individual departments and their payroll expense into summary departments for planning.

  • If you choose to plan expenses at the department level, the rollup department number is the same as the department number.
  • If you choose to summarize plan expenses for multiple departments, you must select one of the department numbers as the rollup department and enter that number into DEPT Rollup column for every department included in the rollup.

Plan codes link rollup departments to the plan files. Every rollup department must have a plan code to be included in a budget or forecast.

  • If you choose to plan rollup departments individually, each has its own payroll plan files and plan codes that are the same as the rollup department number.
  • If you choose to plan multiple rollup departments in one plan file, they share the plan code selected from one of the rollup departments.

NOTE: Combining rollup departments into one plan file centralizes planning for those rollup departments, but projected expenses are still saved by rollup department for reporting and tracking.

Adding or editing a department

NOTE: The system can only display up to a maximum of 10,000 records. Use the filter to increase or decrease the records returned in the table.

To add or edit a department:

  1. On the Manage Data tab of the System Administration page, click the Departments sub-tab.

  2. Click Open.

  3. In the table, do any of the following:

    • To add a single department, click Add Row. The new row displays at the bottom of the table. Enter information in each column. After you save, the table will display the new row in order by the DEPT column.

      NOTE: You can optionally add multiple departments by clicking Add Rows. This displays the Add Rows dialog box, where the system will prompt you to enter the number of rows to add.

      IMPORTANT: If you add a new record that already exists in the table, the system will overwrite the original column values with your new entries when you save your changes. We recommend that you review your entries before saving any changes.

    • To edit a department, click in the cell(s) to make your changes.

    • To undo your changes, click the left arrow icon.
    • To redo your changes, click the right arrow icon .
  4. When you finish making changes, click Save.

Deleting a department

IMPORTANT: If the record is currently used in the system or has historical data assigned to it, Axiom may not allow you to delete the record.

To delete a department:

  1. On the Manage Data tab of the System Administration page, click the Departments sub-tab.

  2. Click Open.

  3. In the table, select the row to highlight it, and then click Delete Row.

  4. At the confirmation prompt, click OK.
  5. When you finish making changes, click Save.

Filtering records

To filter records:

  1. Click the funnel icon in the upper left corner of the page.

    TIP: To keep the Filter panel open and in place, click the thumbtack icon in the upper right corner of the panel. To close the panel, click the thumbtack icon again.

  2. In the Maximum Records (Up to 10,000) field, type the number of records to display (up to 10,000).
  3. In the Filter box, you can narrow down the records to display by selecting or creating a filter using the Filter Wizard. To access the Filter Wizard, click Edit. If you are familiar with writing filter statements, you can type the statement syntax directly in the Filter box. For more information, see Filter criteria syntax.
  4. Click Apply.

Column descriptions

For column descriptions, see Departments dimension.