Department Setup — Main Screen
Define core identity, accounts, and module options for a department
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Overview

Use Department Setup to create or maintain a department’s identity, contact information, accounting linkages, and operational defaults. These settings drive how invoices, statements, and modules (Air/Ocean, Customs Brokerage, Warehouse/FTZ, etc.) behave for the selected department.

If you plan to use our General Ledger System and require a divisionalized Balance Sheet or Income Statement, it is essential to configure your divisions correctly in the GL Setup screen. The system is flexible: you can assign a department to a single division, or link multiple departments to the same division, depending on your reporting needs. Proper setup ensures accurate financial statements and streamlined reporting across divisions.

Main Screen

Use Department Code to choose an existing record or create a new one. Fields are grouped in identity, regulatory, and accounting sections.

The blue Module Options bar provides shortcuts to module‑specific setup screens.

Fields

Department Code
Identifying code - NOTE: Keep codes between 2 and 3 digits.
1. Description
Department display name (e.g., Customs Brokerage).
2. Company Name
Legal name printed on invoices/statements.
3-7. Adtress / City / Country / State
Mailing adtress used on documents.
8. Zip Code
Postal code for the address.
9–10. Phone/Fax
Primary contact numbers.
11. IRS Number
Federal tax ID (printed where required).
12. Broker No.
Customs broker number (if applicable).
13. FMC Number
FMC/Ocean number for NVOCC/forwarder operations.
14. Dept Type
Coded type (e.g., CB, AE, OE, WH) defining module behavior.
15. GL Company
Company code tied to your GL.
16. GL Division
Division/segment code, if used.
17. AR Account
Control account for Accounts Receivable postings. - Only needed if you plan on having divisionlized balance sheet.
18. AP Account
Control account used by payables from this dept. - Only needed if you plan on having divisionlized balance sheet.
19. Active Status
INA/MOD INA=inactive department, MOD=To be used only for modifying existing transactions.
20. Path Name
Optional field to indicate database directory.
21. Billing Type
Default billing code set (e.g., BB).
    Valid Options:
  • MB Manual Billing Only
  • OB Operations Billing Only
  • BB Both Manual and Operations Billing
22. Manual Inv#
Formats/sequence for manual invoices (e.g., X,5N).
23. File Number
Default file numbering prefix/scheme (e.g., ES).
    Valid Options are:
  • X = User assigns File# (any type any size)
  • 0N = System assigns number starting with
  • 'X',0X = User assigns number but must match pattern
  • E = Entry# complete with check digit leading zeros
  • EB = Entry#, beginning at 3rd number and no check digit
  • EL = Entry# including leading zeros without check digit leading zeros
  • ES = Entry number no check digit no leading zeros
24. Time Zone
Department’s operating time zone (affects date/time stamps).

Module Options (A–M)

Press the letter shown to open module‑specific setup for this department:

  • AAir Export — Defaults and number formats for Air Export.
  • BBreak‑Bulk — Settings for consolidation/manifest handling.
  • OOcean Export — Defaults for ocean shipments and documents.
  • CCustoms Brokerage — Brokerage‑specific flags (ABI/ACE printouts, entry types, statement behavior).
  • WWarehouse/FTZ — Warehouse or FTZ configuration and numbering.
  • MMiscellaneous — Additional options not covered above.

Air Export (A)

Press A to open Department Setup — Air Export. Define airport defaults, Chamber of Commerce values, invoice printing on HAWB, TSA certificate, and airbill rounding.

Fields

  • 1. Default Airport Code — e.g., 330.
  • 2–3. Chamber of Commerce / State — Used on export documentation.
  • 4. Print Invoice# on HAWB — Y/N default.
  • 5. TSA Security Cert# — Known shipper/indirect air carrier cert.
  • 6. Airbill Weight Rounding — Control weight rounding for airbills.

Break‑Bulk (B)

Press B to open Department Setup — Break‑Bulk. Set port defaults, accepted modes of transportation, default freight location, and the BUC billing code.

Fields

  • 1. Port Number — Default port (e.g., 3307 DENVER, CO).
  • 2. Mode of Transportation — Up to three default modes.
  • 3. Default Freight Location — Default storage/handling location.
  • 4. BUC Bill Code — Default bill code used for break‑bulk charges.

Ocean Export (O)

Press O to open Department Setup — Ocean. Configure port defaults, document controls, Chamber of Commerce information, and AES filing behavior.

Fields

  • 1. Port Number — Default port (e.g., 3307 DENVER, CO).
  • 2–4. Quote # / Doc Receipt # / Brokerage # — Numbering or references used by your ocean docs/billing.
  • 5–6. Chamber of Commerce / State — Values printed on certs or export documents.
  • 7. Bill of Lading Routine — Default printing routine/template.
  • 8. Forwarding Account# — Default forwarding account reference.
  • 9. AES Filing (Y/N/T) — Default AES mode: Y yes, N no, T third‑party.

Customs Brokerage (C)

Choosing C from Module Options opens the Department Setup — Brokerage screen for entry number ranges, document/statement defaults, and port routing. These settings control how ABI/ACE entries, 7501s, and statements are produced for this department.

Fields

  • 1. Starting Entry Number / 2. Ending Entry Number — Valid range for generating entry numbers.
  • 3. Next Entryno Number — Next number to assign; increments automatically when used.
  • 4. Check Digit Increment — Optional check‑digit step used by your numbering scheme. (Must be CBP approved)
  • 5. Default Producer No. — Default MID/producer number placed on entries when applicable.
  • 6. Importers Declaration — Codes for Importer’s Declaration text to print on forms.
  • 7. Number of 7501 Copies — Default count when printing the 7501.
  • 8. Continuation Form? — Y/N to include CF continuation when lines overflow.
  • 9. Number of Duty Days — Days until duty is due; drives reminders/aging.
  • 10. Pymnt/Processing Port — Primary port code used for payment/processing.
  • 11. Document Signature — Signature legend (e.g., ATTY‑IN‑FACT), printed on forms.

Ports & Branch Designators

  • 12. E/Port Grid — Configure Entry Port, Port Name, optional Box No., Trans Mode, and Out Port for routing.
  • 13. Br‑Code — Branch designator codes and descriptions for multi‑office filers.

Commands

  • Abi — View ABI/ACE related information for validation.
  • Info — Additional guidance/tooltips for highlighted field.
  • RETURN — Accept and return to the main Department Setup screen.

Customs Brokerage — Additional Options

This screen complements the primary Brokerage setup with ACH, 3461/7501 print/update behavior, default ports/countries, and delivery preferences.

Fields

  • 1–2. ACH Vendor/Bank — ACH profile used for payments to U.S. Customs Service.
  • 3. Payers Unit Number — PUN associated to your ACH account.
  • 4–5. Starting/Ending IT Number — IT number range; Next IT Number increments automatically.
  • 6–7. Print/Auto Print 3461 — Enable 3461 sheet and auto‑print behavior.
  • 8–9. Auto Print Cargo Response / Cargo Release Printer Loc. — Auto print cargo responses and select device/location.
  • 10–11. 7501 Printing & Auto Update Duty Due Date — Default 7501 print flag and automatic duty due date updates.
  • 12. Update CB with ISF (Y/N/A) — Whether ISF updates should propagate to Customs Brokerage.
  • 13. 7501/ID SEB Screen Called — Default sub‑screen (e.g., S) to open when posting.
  • 14. ACE Simplified Entry? — Coded option to drive SE handling (e.g., C).
  • 15. Confirm Xmit on 3461 — Y/N prompt before transmission.
  • 16. Default Trans. Mode — Default transportation mode code for new entries.
  • 17–19. Default Ports & Country — Unloading port, foreign port, and country defaults (e.g., 2604, 20195, MX).
  • 20–21. Location of Goods / Bill To — Default LoG (e.g., 5513) and whether to bill the customer by default.
  • 22. Delivery Order Phone# — Phone printed on delivery orders.
  • 23. ID Release Procedure Filer? — Y/N toggle when acting as ID Release filer.

Warehouse / FTZ (W)

Press W on the main Department Setup to open Department Setup — Warehouse. Use this screen to link Entry Summary/In‑Bond activity with the Warehouse and FTZ modules when the FIRMS location matches, and to direct updates into your chosen warehouse code.

Fields

  • 1. FTZ ABI Submissions? — Y/N. When Y, the system will create an FTZ submission link from In‑Bond to FTZ whenever the FIRMS location used in In‑Bond matches the FIRMS code below.
  • 2. FTZ Firms Code — The FIRMS code representing your FTZ site (e.g., W473).
  • 3. Update Warehouse? — Y/N. When Y, Entry Summary actions will also update the Warehouse module.
  • 4. Warehouse Code — Target warehouse (e.g., W01) to receive updates.

Note: The same linking logic applies in reverse for Warehouse updates sourced from Entry Summary when enabled.

Miscellaneous (M)

Press M on the main Department Setup to open Department Setup — Miscellaneous. Use this page to control billing headers, printing stations, prompts, compliance integrations, and default timeouts for CHB and eManifest.

Fields

  • 1. Billing Remit To — Three‑line remit‑to block for invoices/statements.
  • 2. Billing Print Routine — Choose routine/template for printing bills.
  • 3–4. Station Code / Station Name — Workstation code and friendly name (e.g., Denver) used for print routing and logs.
  • 5–6. Prompts for Sales/Freight Bill Code — Y/N prompts to capture sales and freight codes during billing.
  • 7–8. Prompt Currency Code / Bypass Proforma Cnsq Input? — Require currency selection; optionally bypass proforma consignee input.
  • 9–10. eManifest Filing Option & Format — Enable and set format (A=Automated, etc.).
  • 11. SCAC Code — Default SCAC for carrier filings (e.g., 8ATS).
  • 12–15. Proforma/Contact Points — Auto‑display proforma screen; set PGA and CHB contact point codes (I/U).
  • 16–17. Office Manager Name / Email — Printed on notices and used for contact.
  • 18–20. Time‑out Defaults (Mexico/US) — Default minutes and spans used for CHB/manifest activity by region:
    • Mexico In Time Default with Time Span
    • US Time In Default (multi‑spans)
    • US Time Out Default

Commands

  • ISA Headers — Maintain ISA/EDI header values for transmissions.
  • Charges — Quick path to default charge code setup related to this department/station.
  • RETURN — Accept and return to the main Department Setup screen.

Actions & Posting

  • Line# — Enter a number to jump to a field.
  • Module Letter Option — Type the module letter (A/B/O/C/W/M) to open its setup.
  • Post — Save changes. Posting writes defaults that downstream billing and documents rely on.
  • Quit — Exit without saving current edits.

Tips

  • Coordinate with Accounting when changing AR/AP accounts or GL Company/Division.
  • If your invoices use manual numbering, verify the Manual Inv# mask before posting.
  • Set Active Status to N for retired departments to prevent accidental use.