Setting Up EM Departments

EM Departments determine where equipment revenue, usage, and costs post to GL. Every EM Equipment record must have a department. One department is enough when all equipment shares the same GL accounts.

Before you start

• EM Company Parameters exists with a valid GL company.
• GL accounts for equipment revenue, usage, and costs exist. Department GL accounts need Sub Ledger Code E-Equipment or blank.
• EM Cost Types, EM Cost Codes, EM Revenue Codes, and EM Revenue Breakdown Codes are planned (you can stub departments first, then finish account maps).
• Know whether mechanics' timecard earnings and liabilities will post through EM department tabs.

Steps

Create the department

1. Open EM Departments.
2. Enter the department code and description.
3. Assign the primary GL accounts used for equipment posting. Confirm each account's Sub Ledger Code is E-Equipment or blank so EM can post.

Cost Types and Cost Codes accounts

4. On Cost Types, map accounts for each cost type used by the department. Cost Type accounts must be E-Expense or A-Asset.
5. On Cost Codes (optional), override Cost Type accounts for a finer breakdown when a specific cost code needs a different GL account than its cost type default.
6. Cost Codes override Cost Type accounts when both are assigned for the same posting path.

Revenue Breakdown vs Revenue Code accounts

7. Map credit accounts for revenue:
   • When a Revenue Breakdown Code is assigned on the rate or usage path, breakdown accounts take precedence.
   • When no breakdown applies, Revenue Code accounts on the department are used.
8. Keep breakdown and revenue-code maps aligned with EM Revenue Breakdown Codes and EM Revenue Codes so usage credits land where finance expects.

Earnings and Liability tabs (mechanics)

9. When shop labor posts through Payroll into EM, complete Earnings and Liability tabs so mechanics' timecard postings resolve to the correct department accounts.
10. Match earnings and liability codes to the PR setup used by shop employees before the first live mechanics batch.

Department Workflow

11. If Workflow / review-approval is in use, set Department Workflow assignments. Department Workflow settings override company and module workflow for that department. Roles require HQ role setup before assignments work.

Notes

• Every equipment record needs a department. Create at least one before equipment master entry.
• Sub Ledger Code must be E-Equipment or blank on department GL accounts; other subledgers block EM posting.
• Revenue Breakdown accounts win over Revenue Code accounts when a breakdown is on the rate.
• Related: EM Company Parameters, EM Cost Types, EM Cost Codes, EM Revenue Codes, EM Revenue Breakdown Codes, EM Equipment Records.