How to organise departments and see the organisation chart

What is it for?

It shows how the company is organised: which departments it has, which depend on which and who reports to whom. From the departments, accounting can create the cost centres.

When to use it?

• You are about to start recording employees and want the departments ready.
• You opened a new area or changed a team's manager.
• Accounting wants to see expenses by department.

Where to find it?

• People › Workers › Departments and People › Workers › Org chart.
• Each employee's manager: People › Workers › Workers, on the record, Work tab.

Before you start

• Departments, records and the org chart belong to the HR manager profile. The steps were done end to end with that profile.
• Cost centres belong to the Administrator profile, who reaches the list by the path in How to use cost centres. The HR manager has no menu for this list.

How to use it

Create a department

1. Open People › Workers › Departments and click New.
2. Type the department's name (here, “Armazém e Logística”).
3. If it depends on another, choose it in Parent Department (here, “Comercial”). In Manager, choose the employee who heads the department.
4. Save. The title now shows the full path: “Comercial / Armazém e Logística”.
5. To see the structure, choose the Hierarchy view, at the top right, and click the button below the department to see those that depend on it.

Put the employee in the department and set the manager

1. Open People › Workers › Workers and the employee's record.
2. In the Work tab, choose the Department.
3. Also choose the Manager. Choosing the department does not fill it in, even if the department has a Manager.
4. Save.

Read the org chart

Open People › Workers › Org chart. Each column is a manager, with the number of employees reporting to them. The None column gathers those who do not yet have a Manager. On the left, in DEPARTMENT, choose a department to see only that part. The number next to a department also counts those that depend on it.

On the employee record, the Work tab shows the same link: the manager and, below, the employee.

Create cost centres from departments

1. In the Analytic Accounts list, click From departments.
2. The Create cost centres from departments window opens with the Plan and all the company's departments. Remove those you do not want, with the x on each one.
3. Click Create cost centres.

Expected result

• The department appears in Departments, with the number of employees and the manager.
• The employee leaves the None column of the org chart and moves to their manager's column.
• The cost centres created appear in Analytic Accounts, in the chosen plan and with a balance of €0.00. To use them on invoices, see How to use cost centres.

Important notes

• The org chart follows each employee's Manager, not the department. An employee with a department but no Manager stays in None.
• Cost centres are compared by name. Only a department whose account has exactly the same name in the plan is skipped. In the demo there was already the “Comercial” centre, and the “Comercial (demonstração)” department created a new centre. Check the names before confirming, so you do not end up with two centres for the same area.

Common problems

“Some required fields are empty”

• Symptom: when saving a department, “Some required fields are empty. Fill in the fields marked in red to be able to save.” appears.
• Cause: the department name is missing.
• What to do: type the name and save again.

I cannot save the employee record

• Symptom: the save button stays inactive after choosing the department, and Usual Work Location is red.
• Cause: this field is mandatory. If the company has no workplaces yet, the list is empty.
• What to do: type the workplace name (for example, “Armazém de Lisboa”), click Create in the list and save.

“Every chosen department already has a cost centre…”

• Symptom: the Invalid Operation window says “Every chosen department already has a cost centre in the plan “Centro de Custo”: nothing to create. Choose other departments.”
• Cause: you have already created these centres.
• What to do: if you want another plan, choose it in Plan. Otherwise, click Cancel: the centres already exist.