How to manage Departments ?

Department Master

Purpose:
Define all departments in your organization (e.g., Purchase, Finance, IT, Admin) and use them to tag events and users for tracking and reporting.

How to Create a Department

1. Go to Masters → Department

   • From the left navigation, open Masters .

   • Click on Department. 

2. Click “Add New Department”

   • Opens a form or modal to create a department.

3. Fill in Department Details

   • Department Name (Required)

     • Example: “Purchase”, “Administration”, “Plant Maintenance”.

4. Save

   • Click Save .

   • System will:

     • Prevent duplicate department names.

     • Store the department for use in events.

5. Usage

   • While creating an RFQ or auction:

     • Select the Department from a dropdown in General Details.

   • In user management:

     • Optionally map users to their department.

Edit a Department

1. Open the Department List

   • Go to Masters → Department.

   • A table/grid of existing departments is displayed.

2. Find the Department

   • Use search or filters to locate the department you want to change.

3. Click Edit

   • Click the Edit (pencil) icon or “Edit” link on that row.

4. Update Fields

   • Change Name, Short Code, or Description as needed.

   • Ensure the updated name is still unique.

5. Save

   • Click Save / Update.

   • Changes will apply to future selections; historical records remain intact but show the latest name.

Delete a Department

1. Open the Department List

   • Go to Masters → Department.

2. Click Delete

   • Click the Delete (trash) icon for the department.

3. System Validation

   • If the department is not used in any event or user:

     • Deletion is allowed.

     • Confirm when prompted.

   • If the department is already linked to events or users:

     • Deletion is blocked and an alert such as
       “This department is linked to existing events/users and cannot be deleted.”
       is shown.