Use this screen to set up "top-level" organizations. Each organization with a unique first level can have unique structure and level names.
For example, Organization 1's structure might be "XX.XXXX.XXX," while Organization 2's structure might be "XX.XXXXX.XXXX.XX."
Note that the size of the first (or top) level of all organizations must be the same size that you defined in the G/L Settings screen (Accounting » General Ledger » Controls). Also note that you can print combined reports only for organizational elements that share the same first level. Therefore, if you need to print company-wide reports, you should set up only one organization here.
You must set up the top level before you can set up additional nodes of an organizational tree. In general, the higher nodes must exist before you can add lower level nodes.
To add a new organization, enter the identifying top-level code. Its size must be equal to the settings in the Length of First Segment group box in the G/L Settings screen (Accounting » General Ledger » Controls). Do not enter more than the first level. Enter lower level organizations in the Maintain Org Elements screen (Accounting » General Ledger » Organizations).
Enter the descriptive name of the organization. This name will display in screens and on reports to help identify the code.
Inactive organizations cannot be charged during data entry or posting. Do not select this check box if you need to put this edit in place for the organization. Note that inactivating the top level of the organization does not inactivate lower levels within that organization. However, it does inactivate any account/organization combinations that contain the inactive organization.
This field automatically displays the number of levels that have been established in the table window below.
Enter the level of the organization at which you will be preparing balance sheets. Some posting programs use this when determining at which level a posting should occur. For example, in Costpoint Labor, accrued salaries are posted at the balance sheet level of the home organization of the employee.
You cannot enter a level greater than the number of levels within the organization.
If you will be charging the top level of the organization, you may want to use an abbreviated code for ease in data entry. This abbreviation is optional. If used, it must be unique within the database. When entered into the Org Abbrev field on various transaction screens, the abbreviation pulls in the longer organization ID. (This feature is not available in reporting and control screens, but is available in most transaction screens.)
If you select this check box, this organization is exported to Deltek Time & Expense when you run the Export Data to Deltek Time & Expense 5.x+ application (People » Labor » Time Collection (ET) Interface). The organization is included in the UDT09_YYYYMMDDHHMMSS.CSV file. This checkbox is enabled only if the Time Collection version is 5.x or higher and/or the Deltek Expense version is 6 or higher.
Enter, or use 
to select, a valid company ID for this
required 10-character alphanumeric field. This is the company to which
this organization belongs. The company ID must have been previously established
in the Set Up Company Info screen (Accounting
» General Ledger » Organizations).
Enter, or use to select, a valid
taxing entity
for this required 10-character alphanumeric field. You originally
set up the taxing entity
in the Set Up Company Info screen (Accounting
» General Ledger » Organizations). You may have more than one taxing entity per company.
Enter, or use to select, a valid account that will
serve as the Due From
intercompany receivable account for this organization. This account will
be debited on any intercompany receivable journal entries. These entries
are created to correct any out-of-balance condition, within an organization,
which could have resulted when one organization incurred a payable or
receivable on behalf of another.
If you are using Reference Number 1, enter, or use to
select, a valid Reference Number 1 for the Due
From account.
If you are using Reference Number 2, enter, or use to
select, a valid Reference Number 2 for the Due
From account.
Enter, or use Lookup to select, a valid account which will serve as the Due To intercompany receivable account for this organization. This account will be credited on any intercompany receivable journal entries. These entries are created to correct any out-of-balance condition, within an organization, which could have resulted when one organization incurred a payable or receivable on behalf of another.
If you are using Reference Number 1, enter, or use to
select, a valid Reference Number 1 for the Due
To account.
If you are using Reference Number 2, enter, or use to
select, a valid Reference Number 2 for the Due
To account.
For more information, please see Special Topic GL-4, "Intercompany Receivables."
The starting and ending FY and period can be used only when an organization is valid during a particular period of time. For example, if you were to change your organizational structure at the end of fiscal year 2003, you would enter the final period of 2003 as the ending period for the old structure elements and the first period of 2004 as the starting period for the new structure elements. If you leave these fields blank, no time limitations are placed on the validity of the organization.
Select the New Line icon on the toolbar or press CNTRL-N to add a new row to the table window. Click on a specific row to make changes to it. Note that you cannot change the length of an organization level once elements have been set up with that level.
The level number is entered automatically by the system when you select the New Line button on the toolbar or complete the line above. As you add levels, the No of Levels field is updated.
The first row should be the first level of the organization. Its length must agree with the first organization level length specified in the G/L Settings screen (Accounting » General Ledger » Controls).
Enter a descriptive name, such as company, region, division, department, etc., to describe the organization level. This will be displayed in screens and printed on the Organizational Listing report.
Enter the number of characters that are allowed for each level. (You do not need to count the level separators when calculating the length of each segment, although the separators are counted in determining the overall length of the organization structure.) For example, the organization structure:
XXX.XXXX.XXX
would be entered as:
|
Level |
Length |
|
1 |
3 |
|
2 |
4 |
|
3 |
3 |