Pathway: Setup > System > Division
This article outlines the setup of a Division, which serves as a distinct operating unit for organizing accounts. It plays a key role in streamlining operations, billing, and reporting processes. Divisions are used to separate business units, geographical regions, or different companies operating under the same system.
Field Descriptions
| Field | Description |
|---|---|
| Division ID | System generated unique ID. |
| Name |
The name of the Division. |
| Legal Address | The main phone number for the division.
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| Phone | Phone number for the division.
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| Toll Free Phone | Toll free phone line for the division.
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| The primary email for the Division.
The Send Bulk Customer Portal Invites tool uses this for the Email From field.
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| Division Group |
An internal grouping, primarily used for reporting purposes.
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Add/Edit a Division
To create a new division or modify an existing one, follow the steps below.
To Add
- Click the green + icon to open the Add Division screen. There are several tabs that contain settings and values that define the Division and how it is handled financially and operationally.
- Required fields are highlighted in red or have a default value already set.
- Carefully enter the information. Reference the Tab sections of this article for detailed information about each field.
- Select Save when finished.
To Edit
- Double click on the Division row to open the Update Division editor.
- Carefully adjust values.
- Select Save.
Note: In lieu of updating an existing division, sometimes it is best practice to create a new division instead, depending on what needs to be changed.
Details Tab
Use the Details tab to enter/view division-specific information, such as contact and address details. Fields highlighted in red are mandatory for saving.
Field Descriptions
| Field | Description |
|---|---|
| Name Required |
The name of the Division. The name entered here is what displays for selection in Division fields throughout the application and on reports.
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| Main Phone Required |
The main phone number for the division.
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| Toll Free Phone | The Toll free phone line for the division.
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| Fax | The Fax Number for the division.
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| The main email for the Division.
The Send Bulk Customer Portal Invites tool uses this in the Email From field. | |
| Time Zone Required |
The time zone the Division is located in.
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| Service Notification Email | The 'Sent By' email address that is populated when a service notification email is sent.
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| Division Group | Division based on internal grouping, primarily used for reporting purposes.
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| EPA ID | The EPA ID for divisions that handle Regulated Medical Waste or Hazardous Material Removal.
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| GL Segment | If utilizing GL segmentation, enter the division segment number here.
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| External DB ID | External ID field for database imports.
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| Note | |
| Logo URL | Option to upload a Logo URL for the division.
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| Auto Process Service Changes Required |
Controls whether service changes require approval in Accounts > Order Processing. If a change is submitted for an existing service and auto processing is disabled, the service will appear with a blue banner on the site.
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| Customer Portal URL | The Customer Portal URL for the division.
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| Customer Portal Past Due Text | The text that displays upon login when an account is past due. |
| Account Custom Setting Class | |
| Site Custom Setting Class | |
| Exclude From Navu Sales | Excludes the division from displaying in the sales screens and pipelines.
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Adjust Amount Requiring 2 Approvals |
If an amount is entered here, a secondary approval will be required for invoice adjustments that exceed what was entered. A message noting the requirement will display at the time the user adjusts the invoice as well as on the Invoice Adjustment - Pending Approval and History screen.
Approver 1 Logic This setting takes into consideration the user's Adjustment Approval Limit assigned to the user's role. If the value entered for the user role is greater than the adjusted amount to the invoice, they are considered approver 1. Approver 2 Logic Once the adjustment has received its first approval, the same approval logic will apply for the second approver. |
| Refund Amount Requiring 2 Approvals | If an amount is entered here, a secondary approval will be required for refunds that exceed this value. A message noting the requirement will display at the time the user submits the refund request.
Approver 1 Logic This setting takes into consideration the user's Refund Approval Limit assigned to the user role. If the value entered for the user role is greater than the refund amount, they are considered "Approver 1." After the first approval, the status will remain "Submitted for Approval." > Example: Refund Request Amount = $500 and User Refund Approval Limit = $1000. User is authorized to approve refund request. Approver 2 Logic After the refund has received its first approval, the same approval logic will apply for the second approver. After the second approval is captured, the status will be updated to "Approved." |
Integrations Tab
The Integrations Tab contains settings that manage how Navusoft connects with external platforms and services.
Field Descriptions
Field
Description Enable Integration
RequiredIndicates whether the system should allow data exchange between Navusoft and an external platform or service. When enabled, integration-related features and workflows become active based on the connected system’s configuration.
Lock Box Import Format
If using a LockBox account, select the format here.
Lock Box Non-Matching Default Account
The account information for any non-LockBox payments that should be routed to a separate bank account for additional sorting.
Mailchimp API Key
A secure code that enables third-party systems to interact with your Mailchimp account via its API.
Mailchimp List ID
A unique identifier assigned to each audience (formerly called a list) in your Mailchimp account.
Camera External ID
TheThirdEye information to connect to account.
EDI Company ID
The name of the company or trading partner used for Electronic Data Interchange (EDI) communication.
Addresses Tab
The Addresses tab is used to set up addresses for legal documents, return mail, billing, and invoice redirects.
Field Descriptions
| Address Name | Address Description |
| Legal Address Required |
The official address used for legal and formal communications regarding the division.
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| Return Mail Address | The address where undeliverable mail can be returned to.
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| Bill Remit Address | The Bill Remit Address is where payments for an invoice should be sent. This address may differ from the legal address, particularly if payments are processed at a separate location, such as a central office or third-party payment processor.
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| Redirect Invoice Address | An alternate address to which invoices are sent instead of the Bill Remit address.
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Credit Card / ACH Processing Tab
The Credit Card / ACH Processing tab activates credit card and ACH processing for a division. Fields highlighted in red are required to save.
Field Descriptions
| Field | Description |
| Card Not Present | |
| Enable Required |
Selections here affect the display of the Add icon in Accounts > AR History > Wallet and the Wallet feature in the Customer Portal. If 'No' is selected, the icon is not displayed. Options include:
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| Processor Required |
Indicates the credit card processing platform used for transactions.
Note: If a processor is selected, additional processor specific fields will display. |
| Environment Required (if Processor is selected) |
Controls if this is a testing environment or live.
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| API Key / User Name Required |
The Gateway API Key provided by the credit card processor.
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| Trans. Key / Password Required |
The password provided by the credit card processor.
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| Credit Card Merchant ID | The identification number for credit card provided by the credit card processor.
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| Echeck/ACH Merchant ID | The identification number for the bank account provided by the credit card processor.
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| Settlement Time Required |
The settlement time for the payment batches. Any payments recorded after the time selected will be applied to the next day's payment batch.
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| Credit Card Bank Account | The bank account that payments are to be sent to from the available options.
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| Payment Receipt Notification Template Required |
The Payment Receipt Notification Template that will be emailed to the customer upon receipt of payment.
Notification Templates are created in Setup > System > Notification Template |
| Declined Payment Notification Template Required |
The Declined Payment Notification Template that should be emailed to the customer in the event a payment is declined.
Notification Templates are created in Setup > System > Notification Template |
| Payment Refund Notification Template Required |
The Payment Refund Notification Template that should be emailed to the customer in the event a payment is declined.
Notification Templates are created in Setup > System > Notification Template |
| Chargeback Notification Template | The Chargeback Notification template that should be emailed to the customer in the event of the reversal of a transaction through the bank or credit card issuer.
Notification Templates are created in Setup > System > Notification Template |
| Card Present | |
| Processor | The credit card processing platform used for transactions.
Note: If a processor is selected, additional processor specific fields will display. |
| Wait for Terminal Timeout (Sec) | The number of seconds the system will wait for a response from the credit card terminal before considering the attempt timed out or failed.
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| Enable Non-Integrated Credit Card Terminal | Indicates a standalone credit card terminal is being used and there is no automatic communication between Navusoft and the terminal.
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| Enable Card-Not-Present on Scale | If disabled, requires scale operators to use credit card terminals for credit card transactions as a method to prevent manual entry.
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Inter-Company Tab
Inter-company billing involves invoicing transactions between different divisions. It's crucial for tracking internal costs and keeping financial records consistent across all business units.
Fields and Descriptions
Field |
Description |
Enable Disposal Billing |
Determines how internal disposal is billed.
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Bill To Site |
The specific site disposal transactions will be billed against. Requires prior setup of a site.
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Disposal Charge Code |
The charge code to be used for internal billing. A charge code for inter-company disposal must be set up beforehand.
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Permissions
The following permissions are required to add and edit within the Division Setup screen:
Permission ID
Permission Name 120
Setup / System Security
Database Query Mapping
Use the Database Query Tool to filter, group, and analyze operational and financial data by Division, providing localized reporting and performance audits across both Account and Site divisions.
Database > Database Query
Here are some example mappings:
| To Find | Use this Entity | Use this Display Field |
All accounts and/or sites
|
Accounts and Sites | Account Division Name and/or Site Division Name |
| All work orders
for a given division. |
Work Order or
Active Services |
Division Id (work order) or
Division Name (active services) |
| Revenue billed
for a given division. |
Revenue or
Aging Results |
Division Id or Division Name |