Departments

Please note: If this is your first time using Departments, please reach out to Support or your Customer Success Manager to ensure the configuration is set up properly.

In This Article:

• What are departments?
• How are departments used?
• Departments Setup
• Departments Usage

What are departments?

Departments are a quick and easy way to split invoices or items within Ottimate. Your departments should mirror your accounting software departments or classes so you can split and export properly. 

How are departments used?

Departments are commonly used in two ways:

• Location-Based - Splitting an invoice or item across locations. For example, you receive an invoice from your insurance company that needs to be allocated across several locations.
• Revenue Center-Based - Splitting an invoice or item across revenue centers within your location. For example, you receive a case of lemons that needs to be allocated between the kitchen and the bar cost centers.

Departments Setup

At the top right, click the cog symbol to access Settings.

Once in Settings, click Departments on the left. Click the Add Departments dropdown to get started.

You can Add Departments individually or Import Departments from a CSV export from your accounting software.

 

To add a department, click Add Department.

 

Enter the department information:

• Name - Name of the department
• Code - Department code from your accounting software
• Accounting SW ID - (Optional) - Depending on your accounting software
• Company - Select your company name from the dropdown

 

Once you select a company, a location selector will pop up. You can choose All, None, or select individual locations by clicking the checkbox next to them. You can use this feature in different ways, depending on your situation. If you use departments to split an invoice across locations, select the location receiving the invoice, or set up a corporate location in Ottimate to use departments in this way. In the case of revenue center splits, select the location(s) that will have invoices or items split by these departments.

Click Save when finished. Repeat for multiple departments.

To import a CSV from your accounting software, click Import Departments.

 

A pop-up will ask you to upload your CSV file.

The next pop-up will ask you to assign your columns to our upload columns. Select the matching columns from the dropdowns.

 

Click Submit when finished.

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Departments Usage

After you set up your departments, you can begin splitting invoices or items from the Invoices tab.

Select the invoice. Under the Line Items, you will see a Choose Department dropdown.

Select your GL Account and Department. It will autosave; you can edit from the bottom of the page if needed.

You can also split the item by clicking the split icon (after clicking on the three dots). Click Save when finished: