Divisions Setup

The Divisions option has various settings and configuration options within the system.

The main place to add and manage Divisions is in the Server Setup > General tab.

TABLE OF CONTENTS

• Server Setup > General tab > Divisions
• Server Setup > Financial tab
• Server Setup > Media Library tab
• Object Manager
• Contacts
• Projects
• Media Orders

Server Setup > General tab > Divisions

Use the existing grey box to configure one of your Divisions, and add new ones by clicking on the green plus icon.

In the Divisions window, configure the following settings:

• Division ID: by default the database only contains one Division, which is hidden, but additional Divisions can be added (separate sold feature).
• Currency: Select default currency per Division (separate licensed option)
• Use Fiscal Year: When enabled, the Fiscal Year as entered in this field, will show on the top left corner of the Invoice Editor. It can be used in combination with the Reset Invoice Numbers option (see below) to establish what the next invoice number should be for the new fiscal year.
• Fiscal Year: Enter the number format for the Fiscal Year e.g. 07 or 2007. For each new Fiscal Year start, this value needs to be manually modified at the beginning of every fiscal year.
• Active: tick off to set Division inactive. Read further down for more details on this option.
• Use Own Credit Note Series: Enable this option to have Credit Notes to use a separate number series from the Invoice series.
• Reset Invoice Numbers: Enter the number that the first Invoice created in the Invoice Creator should have. If the Use Own Credit Note Series option is enabled, you can also enter the number for the first Credit Note. Note that only numbers are allowed.
• Colour: Choose a different colour for each Division. Visible in Project Window.
• Icon: Choose Icon to show in Object Tree (in conjunction with EMT option)
• OK: Save the configuration and leave this window.
• Cancel: Cancel any changes made and leave this window.
• Delete: To delete the Division. Use with caution. 

Below the list of Divisions, there is one more setting:

• Allow Users To Change Their Own Division: Enable this feature if you have some Users who actively travel between Divisions. On the day when the User is working at a different Division, he also needs to go to Toolbox > Settings > Miscellaneous > Division and select the corresponding Division. As a result, any new Project, Contact etc that he creates will use the selected Division automatically.

Server Setup > Financial tab

Divisions Share Invoicing Number Series: With this feature all Invoices will use the same continuous numbering

series, instead of one series per Division.

Server Setup > Media Library tab

Add Users Division ID To Media Number: It adds the Division ID as a prefix to all Media numbers.

Note: Even without a Division license you can still set up a Division ID on the single Division in Server Setup

> General tab > Divisions.

Object Manager

In Object Manager, click on the drop-down menu and select Columns > Division, to get the Division of

Objects to show in the overview.

When creating a new Object (Object, User or Resource) in Object Manager, you can define the specific

Division it belongs to, or if it belongs to any Division.

To change the Division on many Objects at once, mark them and select Change Divisions On Multiple from

the drop-down menu in Object Manager.

You can also use the Export/Import functionality, if you need to change many other details, not only Division. Take a look at the corresponding article.

Note: The Object Division can also be used as a search filter when searching in the Objects window in the

Toolbox. (this could be added as a note in this chapter or move it to another chapter, whatever makes more

sense)

Contacts

Divisions on Contacts are intended for the type Resource only. These Contacts are similar to other bookable

Objects in the database. They can be added to Bookings and have Buy/Sell Rates and will therefore appear

on an Invoice hence they need to have the option to be added to a specific Division or to ‘Any’ and will

behave as described for Objects.

• Divisions can also be set on Client contacts and can server as Filter if some clients belong only to one Division than another.
• Division can be set company related.
• Note: when changing the division through object manager using the change division on multiple, if selecting only one resource that belong to a company, the company's division is actually changed, thus affecting all resources that belong to that company.

Projects

The Project Division is set as shown.

Edit Project Window - select Division

In an Invoice the Project Division will only be used in the cases where the Object Division has been set to ‘Any’.

Summary:

1. If the Object added to a Project or Booking has a Division defined, Farmers WIFE will use that to
   determine which Division to invoice from.
2. Otherwise Farmers WIFE will use the Projects Division.

The Project Division can also be used as search criteria when searching for Projects in the Toolbox or the Advanced Project Search and can be displayed in the Toolbox > Projects > Display: Division.

In 7.1 we've added a new permission to the User's Profile. It's not the same as Project Permissions, but it allows to limit visibility of Projects by Division. 

If "User Can Only See Projects from Own Division" is enabled, effectively User is not able to see/search or create bookings on any other Division. This setting can be useful if: 

• Division Module is purchased
• Projects are not being shared between Divisions (each Division is working on its own projects)
• Users are not able to see / book or search other Divisions' Projects

Media Orders

A Media Order Division is set as shown.

Set the Division on the Media Order type from the Server Setup > Media Order or from Object Manager / Server Setup:

If Objects added to a Media Order, including the type of Media Order, have Divisions an Invoice will be created for each Division accordingly.

If an Objects Division is set to ‘Any’, the Division on the Invoice will be the Media Order Division.

In the Invoice the Division for each Financial Line is determined in the following priority order:

1. If the Object (Media Order type, Service, Object etc.) has a Division defined, Farmers WIFE will use that
   to determine which Division to invoice from.
2. Otherwise it will use the Media Order's Division. If the MO type Division is set to Any then Farmers WIFE
   will look at the MO Division. The MO Division MUST be selected and operate independently of the
   Project Division. A MO Division CAN’T be set to Any!