Departments allow grouping of vehicle records within a facility. Setting up the department file allows many vehicle cost and billing reports to be generated by a specific department (or cost center), a range of departments, or all departments in a facility. For example, a city can be set up as a facility in RTA and the fire, police, and transportation departments can set up as departments. Then when vehicle cost reports are generated, costs can be reported for the entire city or just the police department. Departments can be used even if your company has no departments or locations. For example, you can group different types of vehicles or equipment by setting up each type as a department (e.g., cars, trucks, tractors, forklifts, Fords, and Chevys). Setting it up in this manner allows cost reports to be produced by vehicle or vehicle type.

Adding a Department

To add a department record, do the following:

1. Select Master > Department > File Maintenance from the RTA main menu (MDM).
2. Enter a department number and choose Add. The department number is a text field allowing up to ten characters.
3. Enter the department information.
4. Save the record.

Department Record Field Descriptions

• Department Number: (Text field) Enter up to ten characters for the department number.
• Description: Enter a description for the department.
• Department Name and Basic Information: Enter the department name, address, main contact person, and phone number for this department. This information appears on departmental billing reports.
• Work Order Facility: This field is used to indicate the facility in which service bulletin work orders will be created. Service bulletins are work orders created for vehicle recalls and other campaigns (WA). Refer to "Service Bulletins" more information.

TIP: When editing a department, you can click the ADD CUSTOMER button at the bottom of the screen. This will create a matching customer record. In many fleets, the departments ARE customers. This utility feature reduces data entry time in setting up the same record in both lists.

Changing a Department

To change a department record, do the following:

1. Select Master > Department > File Maintenance from the RTA main menu (MDM).
2. Enter a department number or press F1 to select a department from the lookup list.
3. Make the changes as needed.
4. Save the record.

Deleting a Department

To delete a department record, do the following:

1. Select Master > Department > File Maintenance from the RTA main menu (MDM).
2. Enter a department number or press F1 to select a department from the lookup list.
3. Select Edit > Delete from the menu or click on the Delete Department icon in the toolbar.
4. Choose Yes to confirm the deletion.
5. Enter password level 1.