- In the Name field, enter the name of the department to be created
- Select department types by setting the flags
- In the Legal entity line, select one of your legal entities from the drop-down list
- In the Enterprise line, select one of your enterprises from the drop-down list
In order to create StoreHouse 5 departments, the enterprises linked with these departments must be licensed.
- Fill in the KPP list table for organizations operating on the territory of the Russian Federation
- Fill in the Licenses table for organizations that operate on the territory of the Russian Federation and have a license for the retail sale of alcoholic beverages
- Save the department using the Document > Save document main menu item or click the
button on the toolbar
If the enterprise selected for the department is not linked with a license, the system will not allow you to save the new department and will show an error message.
Department Type
Department type is a department property that allows limiting the use of the department in the corresponding documents types.
- Warehouse — setting this flag means that receipt notes and returns to supplier can be created for this department.
Example 1: The enterprise has the Main Warehouse, Kitchen and Bar departments.
All receipt notes are created only for the Main Warehouse department. Then the goods are transported by transfer documents to the Kitchen and Bar departments.
To prohibit all users, regardless of the set rights, to create receipt notes and returns to supplier, uncheck the Warehouse flag in the Kitchen and Bar departments. However, for the Main warehouse department, the Warehouse flag must be set.
- Production — setting this flag means that production documents can be created for this department: complectation and decomplectation.
Example 2: The enterprise has the Main Warehouse, Kitchen and Bar departments.
All receipt notes are created only for the Main Warehouse department. Then the goods are transported by transfer documents to the Kitchen and Bar departments. The Kitchen and Bar departments produce dishes for sale.
To prohibit all users, regardless of the set rights, to create production documents, in the Main warehouse department, uncheck the Production flag. For the Kitchen and Bar departments, the Production flag must be set.
Trade — setting this flag means that delivery notes and returns from customers can be created for this department.
Example 3: The enterprise has the Main Warehouse, Kitchen and Bar departments.
All receipt notes are created only for the Main Warehouse department. Then the goods are transported by transfer documents to the Kitchen and Bar departments. The Kitchen and Bar departments produce dishes for sale. The sale of dishes is also processed from the Kitchen and Bar departments.
To prohibit all users, regardless of the set rights, to create delivery notes and returns from customers, uncheck the Trade flag in the Main warehouse department. For the Kitchen and Bar departments, the Trade flag must be displayed.
If it is necessary to create the Spoilage write-off documents for the department, then the Trade flag must be set. The Spoilage write-off is also documented by delivery note.
Therefore, in our example, it is better to set the Trade flag for all departments.
Flags can be "summed", i.e. set in different combinations, ncluding all the flags being set.
Setting all flags means that all types of delivery notes can be created for the department. Further, the ability to create delivery notes will be regulated only by user rights.
If a department is already used in delivery notes related to the set department type, then this department type flag cannot be cleared.
Legal Entity and Enterprise
In the StoreHouse 5 database, it is possible to manage several legal entities and enterprises. Each reference is created separately and is not directly related to each other, because one legal entity may own several enterprises and one enterprise can have several legal entities.
The link between the enterprise and the legal entity is specified place in the department card, because a department can only have a single entity-enterprise link.
To specify a legal entity and enterprise:
- Click the empty space of the Legal entity line, and select the legal entity owning this department from the drop-down list
- Do the same to select an enterprise.
This method of specifying enterprises and legal entities allows creating convenient filters for StoreHouse 5 reports if you need to build a report only for a legal entity or only for an enterprise, as far as in all documents both a legal entity and an enterprise are specifiedthrough the department.
- Changing a legal entity or enterprise in a department card that is already used in documents WILL NOT change the quantitative or total data in the department itself.
Other properties
Other properties — KPP and Licenses (meaning alcohol sale licenses) — are relevant for organizations operating in the Russian Federation.