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Department and Field Class Management

The system uses a hierarchical structure where Field Classes group related departments together, providing a logical organizational framework for financial management.

Understanding the Hierarchy

  • Field Classes: High-level categories (e.g., Administration, Operations, Public Services)

  • Departments: Specific organizational units within field classes (e.g., HR, Finance, IT)

Setting Up Field Classes

Field Classes are the top-level organizational categories that group related departments.

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Creating a Field Class

  1. Navigate to Field Class Setup

    • Go to Field Class Setup page

    • Click New

  2. Enter Field Class Information

    • Code: Unique identifier (e.g., "ADMIN", "OPS")

    • Income/Balance: Select either "Income Statement" or "Balance Sheet"

    • Name: Descriptive name (e.g., "Administration", "Operations")

    • Field Class Dim. Code: Associated dimension value for SERVICE dimension

    • AB Dim. Code: Associated AB dimension value (if applicable)

    • Close Income Dim. No.: Department used for year-end closing procedures

Field Class Properties

  • Type: Automatically set to "Field Class"

  • Income/Balance Classification: Determines reporting category

  • Dimension Relationships: Links to various dimension codes

  • Closing Configuration: For year-end procedures

Setting Up Departments

Departments are the operational units that belong to field classes and perform the actual work.

Creating a Department

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  1. Navigate to Department Setup

    • Go to Department Setup page

    • Click New

  2. Fill Required Fields

    • Code: Unique department identifier (e.g., "ADMIN01", "IT01")

    • Name: Department name (e.g., "Human Resources", "Information Technology")

    • Field Class (Heading): Select the parent field class from dropdown

    • Income/Balance: Automatically inherited from field class

    • Type: Set to "Department"

    • Closed From Date: Leave blank unless department is being closed

  3. Configure Dimension Codes

    • Field Class Dim. Code: Automatically filled from parent field class

    • AB Dim. Code: Automatically filled from parent field class

    • Field Dim. Code: Issue classification code (set manually if needed)

    • DimFilter - Automatically generated filter string

    • Close Income Dim. No. - For year-end closing procedures

Department Properties

  • Hierarchical Structure: Departments appear indented under their field class

  • Automatic Inheritance: Key properties inherited from parent field class

  • Filter Generation: System automatically creates DimFilter for reporting

  • Dimension Synchronization: Changes sync with Business Central dimension values

Using the Department Card

For detailed configuration, access the Department Card:

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Available Fields

  • Code and Name: Basic identification

  • Field Class (Heading): Parent field class assignment

  • Income/Balance: Classification for reporting

  • Type: Department or Field Class designation

  • Closed From Date: For department closure management

  • Dimension Codes: All related dimension assignments

  • DimFilter: Automatically generated filter string

  • Close Income Dim. No.: For year-end closing procedures

  • Account Dimension Relation: Define allowed account-department combinations

  • Field Class VAT Setup: Configure VAT by department

  • Automatic Transfer: Set up automated transfers

  • G/L Entries: View all general ledger entries for the department

Dimension Synchronization

The system maintains automatic synchronization between departments and Business Central dimensions:

Automatic Processes

  • Insert: Creating a department automatically creates corresponding dimension value

  • Modify: Changes to department sync to dimension value

  • Delete: Removing department deletes corresponding dimension value

Dimension Value Properties

  • Field Classes: Created as "Begin-Total" type with no indentation

  • Departments: Created as "Standard" type with 1-level indentation

  • Income/Balance: Synchronized with department classification

Best Practices

Naming Conventions

  • Use consistent prefixes for field classes (e.g., "ADM", "OPS", "SVC")

  • Include sequential numbers for departments (e.g., "ADM01", "ADM02")

  • Keep names descriptive but concise

Organizational Structure

  • Limit field classes to 5-10 main categories

  • Group related departments logically

  • Consider reporting needs when structuring

Maintenance

  • Review structure annually during budget planning

  • Archive closed departments rather than deleting

  • Document any structural changes