How To - Departments

The Departments functionality within Acquire allows organisations to create distinct divisions within their outlets, e.g. Housekeeping, Restaurant, Bar etc.

By doing this, each outlet can order and invoice departments separately by selecting which one(s) are relevant at the time of placing the order.

This functionality can be requested through your Account Manager

Process to Create a Department

1. Select the Admin Functions icon in the menu bar.

2. Select the Departments icon from the drop-down list.

3. Select the Outlet and/or Group for which you want to create a new department

4. Enter a Department Name, e.g. Housekeeping, Bar, etc.

5. Enter a Department Code, which is used as an internal reference for your company.









6. Select OK.

Assigning departments to outlets

1. Select the Admin Functions icon in the menu bar.

2. Select the Departments icon from the drop-down list.

3. Select Assign Outlets

4. Select the check-boxes of the sites you want to be assigned to the new department.



If you need to narrow down the search you can filter the outlet list by selecting a group or you can enter the site name into the search field and the outlet list will be updated accordingly.



5. Select OK when complete.
6. You can check the list of outlets assigned to the Department by selecting View Assigned Outlets.







7. Select Save to retain your change, and to make this active for users when ordering.

8. When a user places their order in Acquire, they will now be required to choose the department for which the order is relevant.

Setting up the Supplier Department Reference

Once the departments have been created and the outlets have been assigned, HO users must input a Supplier Department Reference which will be used for invoicing purposes. This must be obtained from the company's suppliers.

1. Navigate to Admin function
2. Choose Supplier References
3. Select Supplier
4. Expand the Outlet to show the Departments available.
5. Input the reference that the supplier will identify the department by.

This supplier/department reference are both used in supplier integration. If a Supplier Department Ref is not provided, the Sales Outlet Ref will be used.

Amending existing departments

To edit an existing department:

1. Select the Admin Functions icon in the menu bar.

2. Select the Departments icon from the drop-down list.

3. Under Departments Summary, select Edit alongside the Department that you wish to edit.








4. The existing department is displayed.
5. Edit the department as required and click Update to apply your changes.

Delete existing departments

1. Select the Admin Functions icon in the menu bar.

2. Select the Departments icon from the drop-down list.

3. Under Departments Summary, select Delete alongside the Department that you wish to delete.








4. The existing department is deleted.
5. Click Update to apply your changes.