How do I add/edit a department?

Navigating Department Setup and Modifications

Updated at February 12th, 2024

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Introduction

Departments within XSite act as a fundamental organizational tool, enabling a more streamlined management of your store's diverse inventory. These categories facilitate effective tracking and reporting of sales data, as well as the application of relevant sales taxes.

Video Tutorial - Department Basics

Video Tutorial - Department Functions

Adding a Department in XSiteIO

Select 'Price Book' from the side menu, hover over 'Items', then click ‘Departments’.
Click the '+' icon located at the top left corner to start adding a new department.
In the 'Id' column, input a department number that is not currently in use by another department.
Enter your desired department name in the 'Name' column.
Provide a shortened version of the department name for ease of reference in the subsequent field.
1. Example: For 'BOTTLE DEPOSIT', a suitable short name could be 'BOTDEP'.
If necessary, enter the Host Product Code (HPC) in the designated column.
Confirm and save your new department by clicking the white 'Add' button on the right.

Editing a Department in XSiteIO

From the side menu, select 'Price Book', navigate to 'Items', and proceed to click on 'Departments'.
To modify an existing department, either click directly on the department listed OR use the quick search tool at the top of the page to locate the department by its ID or Name.
Once you select a department, you will be directed to its edit page. Here, you can update any relevant information.
Beneath the ‘Departments’ title, explore 'Additional Options' and 'Performance' tabs to access further settings you may wish to modify.
For specific configurations such as age restrictions or tax overrides, click on 'Additional Options'.
Use the toggles next to 'Sales Restriction' or 'Taxes' to activate these features. A green toggle indicates that the feature is enabled.
After making the necessary edits, ensure all changes are saved by clicking the green 'Save' button located in the top right corner.

Adding a Department in XSite Classic

Select 'Price Book' from the side menu, then click on 'Departments'.
Click the '+' icon located at the top left corner to start adding a new department.
In the 'Id' column, input a department number that is not currently in use by another department.
Enter your desired department name in the 'Name' column.
Provide a shortened version of the department name for ease of reference in the subsequent field.
1. Example: For 'BOTTLE DEPOSIT', a suitable short name could be 'BOTDEP'.
If necessary, enter the Host Product Code (HPC) in the designated column.
Input the General Ledger (GL) Code in the last column if required.
Confirm and save your new department by clicking the blue 'Add' button on the right.

Editing a Department in XSite Classic

Under 'Price Book' in the side menu, select 'Departments'.
Click the department you wish to modify OR use the quick search tool to find the department by its ID or Name.
Update any necessary information on the 'Department' page.
Edits can include an age restriction or tax item override.
1. To activate these settings, toggle the switch next to 'Sales Restriction' or 'Taxes'.
When the toggle is green, the feature is active and ready for configuration.
Save your edits by clicking the blue 'Save' button in the top right corner.

Understanding Sales Restrictions

Activate the ‘Sales Restriction’ toggle to green in the desired department to enforce age limitations.
Select the specific age threshold (e.g., 19+) and save your setting with the button at the top right.
This restriction will apply to all items within the department.

Configuring Taxes

Like sales restrictions, choose which taxes are relevant to the department's items. This may vary based on item categories such as alcohol or confectionery.
Select from the available tax options (e.g., TAX 1, TAX 2, or both) and save to apply these taxes to the items upon scanning.
Tax settings are initially configured based on your location and jurisdiction during the initial setup of XSite.
Note: If your location has specific tax requirements not listed, please contact XSite support for assistance in updating your tax configurations.

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