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Departments [FM]

Department File​

From the DockMaster menu, select File Maintenance > Departments

The Department File groups like inventory items together for reporting purposes and provides the flexibility to make different accounting entries based on the G/L account numbers within each department.

Department codes should be used to group items with similar purposes or characteristics. As an example, you could group items by vendor such as Mercury parts; OMC parts could be another department.

A good test to use when deciding if you need to define a department for a group of items is the accounting entries, which should be made to sell these items. If the General Ledger account numbers differ from any other department, then you should add another department. Also, if you want to track the sales activity of a particular group of items, you should create a department.

In the DockMaster system inventory departments can be viewed as sub-categories of General Ledger cost centers. A Sales By Department Report gives you a sales summary of each department comparing sales with cost of sales and calculating the profit margin. This report can be used in conjunction with the Income Statement to further break down your sales figures.

A department code consists of up to five numbers and/or letters. You can have as many different department codes as are necessary for your business. A department numbering scheme should be devised before continuing past this point.

Below are some suggestions when setting up departments in the various DockMaster modules.

Boat Sales

  • 1 department per boat line
  • 1 department per trailer line
  • 1 department per motor line

Service

  • 1 department for each labor division (i.e. paint shop labor, engine shop labor, carpentry labor, etc.)
  • 1 department for Mileage charges if applicable
  • 1 department for Freight charges if applicable
  • 1 department for Equipment charges if applicable
  • 1 department for Sublet Charges if applicable
  • 1 department for Miscellaneous charges

Storage/Billing

  • 1 department for storage charges; two (2) if you keep wet and dry or storage and dockage separate

Reservations

  • 1 department for transient charges

Inventory

  • 1 department for each part category
  • 1 department for each major vendor
  • 1 department for miscellaneous parts

Department Maintenance

When first opened, the page will only have the Department ID field active. You may create a new Department Code or edit existing codes from here.

  • Department ID - Enter a Department ID to create a new department; any combination of up to 5 letters and/or numbers can be used. Press F6 to get a list of existing Department codes and select one for editing.
  • Description - Enter a department Description using any combination of up to 25 letters and/or numbers.
  • Discount - Enter a Discount percentage. This field is used to discount all parts and merchandise within this department, which are sold through the Point of Sale, Order Entry and Service (Retail Work Orders only) modules. Enter any number between 0 and 99.99. The computer will automatically calculate the discount at the time of sale.

Note: All account number options require that valid General Ledger account numbers be entered if the General Ledger module is installed. If the General Ledger module is not installed there will be no validation at any of the account number prompts.

General Accounts [tab]

The account numbers in this section should be maintained if you are processing transactions with any of the following modules: Point of Sale, Order Entry, Storage and Billing, Transient Reservations, or Boat Sales.

  • Inventory - Enter a G/L Inventory account number. Press F6 to list the available accounts. The Point of Sale, Order Entry, and Boat Sales modules use this account.
  • Inventory Shrinkage - Enter a G/L Inventory Shrinkage account number. Press F6 to list the available accounts. This account will be debited or credited, depending on whether an adjustment is negative (decrease) or positive (increase). The Point of Sale, and Order Entry modules use this account.
  • Sales - Enter a G/L Sales account number. Press F6 to list the available accounts. The Point of Sale, Order Entry, Storage and Billing, Transient Reservations and Boat Sales modules use this account.
  • Cost of Sales - Enter a G/L Cost of Sales account number. Press F6 to list the available accounts. The Point of Sale, Order Entry, and Boat Sales modules use this account.
  • Discount - Enter a G/L discount account number or press F6 to list the available accounts. The Discount Account is used in the Point of Sale, Order Entry and Boat Sales modules when an item is given a discount. Note: This discount will override the discount account from the Point of Sale and Boat Sales parameters menu.
  • Rigging Inventory - Enter a Rigging Inventory account number.
  • Prep Inventory - Enter a Prep Inventory account number.
  • Accrued Rig Inventory - Enter an Accrued Rig Inventory account number.
  • BMT Rig Cost of Sales - Enter a BMT Rig Cost of Sales account number.

Service Accounts [tab]

The Sales and COS accounts on this tab are only used by the Service module. If this module is not installed on your system, you can bypass all entries in the Service Accounts tab. If you do not break up service income on your General Ledger by Work Order type, enter the same Sales and Cost of Sale (COS) accounts in the respective fields.

  • Internal Sales - Enter a G/L Internal Work Order Sales account number. Press F6 to list the available accounts.
  • Warranty Sales - Enter a G/L Warranty Work Order Sales account number. Press F6 to list the available accounts.
  • Rigging Sales - Enter a G/L Rigging Work Order Sales account number. Press F6 to list the available accounts.
  • Prep Sales - Enter a G/L Prep Work Order Sales account number. Press F6 to list the available accounts.
  • Retail Sales - Enter a G/L Retail Work Order Sales account number. Press F6 to list the available accounts.
  • Assembly Sales - Enter a G/L Assembly Work Order Sales account number. Press F6 to list the available accounts.
  • Internal COS - Enter a G/L Internal Work Order Cost of Sales account number. Press F6 to list the available accounts.
  • Warranty COS - Enter a G/L Warranty Work Order Cost of Sales account number. Press F6 to list the available accounts.
  • Rigging COS - Enter a G/L Rigging Work Order Cost of Sales account number. Press F6 to list the available accounts.
  • Prep COS - Enter a G/L Prep Work Order Cost of Sales account number. Press F6 to list the available accounts.
  • Retail COS - Enter a G/L Retail Work Order Cost of Sales account number. Press F6 to list the available accounts.
  • Assembly COS - Enter a G/L Assembly Work Order Cost of Sales account number. Press F6 to list the available accounts.
  • WIP Parts - Enter a G/L WIP Parts account number. Press F6 to list the available accounts. This account is used by the Service module any time you add or remove a part on a Work Order.
  • WIP Labor - Enter a G/L WIP Labor account number. Press F6 to list the available accounts. The Service module uses this account if you set the Service Parameters to accrue labor.
  • Accrued Labor - Enter a G/L Accrued Labor account number. Press F6 to list the available accounts. This account is used by the Service module if you set the Service Parameters to Accrue Labor.
  • Labor Discount - Enter a G/L Labor Discount account number. Press F6 to list the available accounts. This account is used by the Service module when the labor for a technician from this department is discounted.
  • Parts Discount - Enter a G/L Parts Discount account number. Press F6 to list the available accounts. This account is used by the Service module when a part from this department is discounted.

Boat Sales Accounts [tab]

The accounts on this tab are used in the Sales Management module. If this module is not installed on your system, you can bypass all entries in the Boat Sales Accounts tab.

--Income Accounts--

  • Sales - Enter a G/L Boat Sales account number. Press F6 to list the available accounts.
  • Miscellaneous Charges - Enter a G/L Miscellaneous Charges account number. Press F6 to list the available accounts.
  • Freight - Enter a G/L Freight account number. Press F6 to list the available accounts.
  • Prep - Enter a G/L Prep account number. Press F6 to list the available accounts.
  • Rigging - Enter a G/L Rigging account number. Press F6 to list the available accounts.

--Cost of Sales Accounts--

  • Cost of Sales - Enter a G/L Cost of Sales account number. Press F6 to list the available accounts.

--Other Accounts--

  • B/M/T/O Inventory - Enter a G/L B/M/T/O Inventory account number. Press F6 to list the available accounts.
  • Trade Cash Value - Enter a G/L Trade Cash Value account number. Press F6 to list the available accounts.
  • Trade-In Allowance - Enter a G/L Trade-In Allowance account number. Press F6 to list the available accounts.
  • Floorplan Liability - Enter a G/L Floorplan Liability account number. Press F6 to list the available accounts.
  • Floorplan Deferred Discount - Enter a G/L Floorplan Deferred Discount account number. Press F6 to list the available accounts.
  • Accounts Payable - Enter a G/L Accounts Payable account number. Press F6 to list the available accounts.