Departments vs Worksites
Why bother taking the time to create departments and worksites for a customer when you can create orders, assignments, and invoices through one primary record? There are lots of reasons actually! Including...
- The customer would like invoices for a particular department sent to a different location other than the billing address on the main customer record.
- The customer requires different invoicing criteria for different departments.
- Departments have different worker comp code defaults.
- The customer would like specific reporting by department.
- There are multiple branches or multiple sales teams servicing the customer.
- Customer terminology - a customer calls to place an order for the "Human Resources" department.
Also, let's look beyond the customer's needs- perhaps you want to track financials, gross profit, order fill ratio, etc. for different areas of the customer. That would be nearly impossible to accomplish if you were creating all orders and assignments under the same primary department.
By having departments, you are essentially creating an organizational chart for that customer where you can run reports, searches, and track metrics by individual department or for the entire customer. The list of benefits goes on and on!
How to Setup Worksites
Worksites are located under the details tab on the customer record:
All worksites for a customer will be listed here:
Select the button to add a new worksite to the list.
When adding a new worksite, 3 steps will need to be completed to finalize it's creation:
If you are utilizing our Address Standardization configuration for worksites, you may have an additional step to validate the address with the USPS. For more information, check out Beyond - Address Standardization
Step 1: Worksite Details
The 'Worksite Details' section lays down the foundation of what makes the worksite a specific place.
- Worksite Name: A unique name used to describe the location, e.g. Downtown, 2nd Street, South Shipping, etc.
- Address Information: The physical location of the site.
- Time Zone: This is relevant especially for clients that are utilizing our TempWorks TimeClock solution. From the drop-down menu, set the time zone on the worksite to the time zone that the clock is in. The "Observes Daylight Savings' box should be selected in all instances except for clocks that are located in Arizona and Hawaii.
- Dress Code & Directions: Allows users to input dress code and directional information related to the worksite. Text entered here will display/pre-fill into orders that are created for this worksite and will also post out to the WebCenter employee portal.
Step 2: Payroll Taxes
Beyond utilizes the zip code that was entered within the worksite details step of the wizard to determine local tax profiles (state, city, school district, county, etc.). As long as the worksite selected on the order is accurate, payroll taxes will be as well.
Select the box next to the correct City/County from the list & use the boxes at the bottom if the location is exempt from any set of taxes. Select Next to continue.
Step 3: Sales Tax
Typically, sales tax is location specific, meaning it should be applied based on where the employee works.
*Note* Not all states require sales tax on staffing services. Please consult your tax professional for specific information for your location.
If you are in a situation where it would be appropriate to add sales tax, from the 'Select A Sales Tax Jurisdiction To Add' drop-down, simply select the matching jurisdiction:
If you do not want sales tax to apply to the worksite, select the checkbox at the bottom:
Select Submit to save your worksite.
Once you have saved your worksite, you will be brought to the details of the worksite:
Select details > worksites to return to the list.
Creating Customer Departments
Departments help create a hierarchy within the customer record. Departments are a great option when customers need separate billing information or for tracking separate sales and reporting for different branches of a customer.
Things to Know About Departments:
- There are no limits to the number of levels (departments) that can exist within a customer record. When dealing with departments, the terms 'primary' and 'root' are interchangeable. The primary/root record is always at the top of the customer tree.
- When creating a department, the department record will inherit all of the properties of the parent record (i.e. the customer record that exists one level above and they can be modified at each department level). Remember, creating a department creates an additional customer record underneath the customer record that is currently selected/in view. Keep in mind that the customer hierarchy as a whole is your organizational chart. All data entered at the primary level will flow into departments that are created but can be modified at each department level.
- If departments have been created for a customer, it is unlikely that orders would/should be created under the primary customer record.
- Changes to a primary customer record will not be reflected in departments which already exist for that customer.
How to Setup Departments:
Begin by navigating to the 'Departments' sub-tab within the customer's 'DETAILS' tab:
Select '+ NEW DEPARTMENT' button:
A 'Customer Department' wizard will appear. Enter in the name of the department and assign a default worksite to that department (this can be edited later and a worksite can be added immediately using the '+' button).
- Department Name: Should generally describe the type of work/positions within the department- such as Manufacturing, Legal, Payroll, etc.
- Selected Worksite: The actual physical location where the department is located and where employees will be sent to work. It is crucial that the selected worksite and worksite information is accurate as this address information is used in determining what taxes should be applied to the employee's paycheck. If the department is located at an address/worksite not currently listed in the table, simply select the '+' icon to add a new worksite.
Reviewing the Updates Customer Hierarchy and Department Record
Following our example, within the 'departments' tab of the customer record we now see the 'Grocery' department:
To navigate to the department, simply select it with your cursor. The Deparment you are currently viewing will be displayed under the customer name:
*Note* Reminder that the default worksite is important because whenever a new order is created for a customer/department, the order worksite will default to the department's default worksite.
Department Specific Items to Consider Setting Up
Now that you have created the department record, consider the following to help customize the department information.
- Contacts: Who is the supervisor for this department? Who calls out the order requests for this department? These questions are answered by setting up contacts (via the visifile) and dividing out contact roles (via the details page).
- Interest Codes (via the details section): What unique skill sets and qualifications does this department typically look for in its employees? For example, if you were creating a clerical department, maybe they routinely seek candidates with data entry and Microsoft Excel experience.
- Defaults (via the details section):
- Multiplier Codes: Does the new department have a uniquely different markup compared to the parent department? If it does, be sure to save a new multiplier code.
- Shifts: Does the new department have different start times compared to other departments in the same customer? If yes, waste no time in saving the new shift information.
- Worker Comp Codes: What type of work will be done through this department? Establish specific worker comp codes so that your orders, assignments, and reports are correct.
- Invoice Setup: If this department has unique invoicing rules, such as billing schedule (weekly, bi-weekly, monthly), style, the invoice recipients, etc., be sure to establish these setting within the billing setup and credit and payroll section of invoice setup.