Maintaining Departments and Locations

This Job Aid shows how to create and maintain departments and locations for your organization in COMMBUYS.

Overview

Departments and locations are entered into the system by the Organization Administrator (OA). OAs maintain the departments, locations, users, and approval paths for their organization in COMMBUYS. The set-up options available for OAs in COMMBUYS provide systematic control of the end-to-end procurement process, including document creation rights, viewing privileges, and user workflow within their organization. A Department and a Location must be assigned prior to adding agency users.    

Confirming Your Account Role

1. Select Account
2. Expand the identified role and confirm you are in the Organization Administrator role

Organization Administrator Home

1. Select Maintain Agency Organizations/Departments/Locations on the Organization Administrator home page
2. Select Maintain Organization Departments on the Agency Organization Administrator home page
3. Review Existing Departments on the Department Maintenance page
4. Select Add Department

Adding a Department

To add a department for your organization, any field marked with an asterisk (*) must be completed. 

Field Name	Action Needed
Department ID*	Type a unique identifier for the department; a five-digit alpha-numeric id. Once set, the Department ID cannot be changed.
Department Name*	Type a name for the department

1. Select Save and Continue
   1. A Confirmation Message displays stating the Changes saved successfully. The page redisplays with the Department Information filled in and the Department Address List and Location List sections displayed below.  

Adding a Department Address

The shipping and billing addresses added here will be available to the purchasers within this department.  

To add a department address, any field marked with an asterisk (*) must be completed. To add multiple addresses, repeat the steps below.

1. Select Add Dept Address 

Field Name	Action Needed
Department Suffix ID*	Type a unique identifier for the address; a five-digit alpha-numeric id. Once set, the ID cannot be changed.
Department Suffix Name*	Type a description or name for the address
Copy from Department Address	If the address being added exists for another department, use the magnifying glass to copy the address to the new department. Changes may be made to the information populated.
Contact Name*	Contact name for the address
Address Line*	‘Address Line 1’ should be a valid street address. Use additional address lines for specific information such as floor number, suite number or PO Box.
City*	Type the city for this address
State/Province*	Choose the state from the dropdown menu
Zip*	Type the zip code
Phone*	Type the phone number including area code
Email*	Type the email for the contact person

2. Select Save and Exit 

Adding a Location

At least one Location where purchasers work is required for each department. To add multiple Locations, repeat the steps below. Any field marked with an asterisk (*) must be completed. 

1. Select Add Location

Field Name	Action Needed
Location ID*	Type a unique identifier for the location; a five-digit alpha-numeric id. Once set, the ID cannot be changed.
Location Name*	Type a description or name for the location
Purchaser	Choose a purchaser from the dropdown for this location
Ship-to Department Address	Select a destination address
Bill-to Department Address	Select a billing address

2. Select Save and Exit
   1. Repeat the steps in the table above to add multiple locations
3. Select Exit 

Updating a Department

1. Select Home to return to the Department Maintenance page
2. Select the linked Department ID to modify a department, location, or address

This page is broken up into three sections:  Department Information, Department Address List, and Department Location List.

Editing Department Information

In the Department Information, you may edit the ‘Department Name’ and ‘Status’. If you change the 'Status’ to Inactive the ‘Department’ will not display to the Purchasers.

Save Changes.

Editing a Department Address

In the ‘Department Address List’, you may edit an existing address by selecting the linked Department Suffix ID. Change the ‘Status’ to Inactive if the address is no longer valid.

Save Changes.

Editing a Location

In the Location List, you may edit an existing location by selecting the linked Location ID. Change the ‘Status’ to Inactive if the location is no longer valid.

Save Changes.