This article explains how departments work in uManage and how to set up your budget depending on the department settings selected for your association.
There are two different settings that determine how departments are used in transactions and budgets:
- Include Department
- Include Dept in the GL
Each option affects how departments behave and how budgets should be created.
When “Include Department” Is Checked
This option allows users to select a department for each transaction, depending on the purpose of the expense or revenue.
How it works
- The same GL account may be used for different departments.
Example: GL 60000 may be used for Department 1 in one situation and Department 2 in another. - Users can manually choose which department the transaction belongs to.
Budget requirement
Because transactions can go to multiple departments:
- A separate budget must be created for each department
- This helps track:
- How much was budgeted per department
- How much has already been spent in each department
When “Include Dept in the GL” Is Turned On
This option means that each GL account already has a department assigned in the Chart of Accounts.
How it works
- The department is automatically inherited from the GL account setup.
- During transaction entry, the user cannot select or change the department.
- All transactions posted to that GL account will use the same department.
Budget requirement
Since the department is fixed:
- You only need one budget with no departments,
- because the department assignment is already controlled by the Chart of Accounts.
Summary
Setting | How Departments Work | Budget Needed |
Include Department | User selects department per transaction | Separate budget for each department |
Include Dept in the GL | Department comes from the Chart of Accounts setup; user cannot change it | One budget with no departments |