Understand Departments in Jirav

Departments are used to plan, analyze, and report within Jirav. Use departments in planning to build up a plan at the department level that automatically rolls up to the total company. Breakdown data by the department in reports & dashboards for a deeper analysis and meaningful actual vs budget variances. 

Be Aware: Departments are not available in the Starter (Free Trial) version of Jirav. Click here to learn more about adding Departments to your Starter account.

To manage your Jirav departments, go to Settings ⚙️> Departments:

There are 3 columns associated with Departments:

  • MASTER: These are the Departments available within Jirav Plans, Dashboards, and Reports.
  • ACCOUNTING*: These are the Departments from your accounting system. *This is the middle column and the header will reflect the name of your accounting system, e.g., QUICKBOOKS, XERO, NETSUITE, etc. 
  • WORKFORCE: These are the Departments found in your workforce import. 

These 3 columns allow you to create a mapping between the 3 systems; Jirav, Accounting, and Workforce. For example, if the Accounting System has a G&A Department and the Workforce System has an Admin Department, they can be mapped to a common Jirav Department of Admin.

Configure MASTER Departments

The first step you should take in the Department screen is to configure the MASTER departments which will be available throughout your Jirav model.

To configure the MASTER Departments, select the EllipsisEllipsis to the right of MASTER to open the context menu then choose one of the following:

  • Add Department: Manually add a Department to Jirav
  • Add From Accounting System: Automatically generate new Departments based on what is in your Accounting System

To manually add a new MASTER Department, you can also click the EllipsisEllipsis left of a Master Department line to access the context menu:

Did you know?

The segment representing the Department from your accounting system will differ based on what accounting system you use as defined below.

  • QuickBooks (Online & Desktop): Class or Location
  • Xero: Tracking Category of your Choice 
  • NetSuite: Department
  • Sage Intacct: Department

Map Accounting & Workforce Departments

Once the MASTER Departments are defined, map the values in the Unassigned row of the Accounting System & Workforce columns accordingly. This is done by clicking in the row & column where you'd like to establish the mapping, selecting the applicable Department, and then Saving.

Helpful Hint: 
If you don't see any Departments in the Unassigned row to map in the Workforce column, you need to import your current employee roster. Likewise, if you don't see any Departments to map in the Unassigned row of the Accounting column, you need to integrate your accounting system

Adding, Creating Subs, Moving & Deleting Departments 

If you need to edit your department structure, hover to the left of a MASTER Department row and click EllipsisEllipsis to activate the context menu. This context menu allows you to perform a few different actions:

  • Add Department: Add a new Department - this is the same action that will occur when selecting Add Department from the MASTER context menu
  • Make Sub/Make Parent: Create a hierarchy within the Department structure

Be Aware:

Sub-Departments are only visible within the Staffing area of Jirav, i.e., you cannot plan Revenue or Operating Expenses by Sub-Department.

In other words:

  • P&L can be forecasted only by MASTER (Top-level) Departments
  • Staffing can be planned by both MASTER (Top-level) and Sub-Departments
  • Move: Move a Department within the structure
  • Delete: Delete a Department 

Be Aware:

Deleting a Department will delete all Plan data in all
Plans unless it is a Plan of Record. Actuals and Workforce data will simply move to the Unassigned department. 

Helpful Hints

  • Actuals will appear as "Unassigned" until the mapping is completed.
  • Jirav accounts connected to Xero can choose the tracking category of their choice to map to the Jirav Department. Select the . . . Ellipsis to the right of the XERO column to choose the desired Xero tracking category. Click here to learn more about tracking categories & Jirav.
  • Jirav accounts connected to a Quickbooks account with multiple dimensions enabled will be prompted to select one during the initial import. Click here to learn where you can change the selected dimension.