Table of Contents

Purpose Accessing Divisions Divisions List View Selected Division Frequently Asked Questions

Purpose

Divisions are departments or organizational units used for overhead time tracking, personnel assignment, and general ledger allocation. They represent how your company organizes work structurally—Office, Execution, Pre-construction, Shop—enabling workers to punch into department-level categories for non-project labor costs. Divisions appear in the TRUE Time mobile app alongside contracts and work tickets.

Overhead Tracking
Track non-project labor costs
Time Clock Integration
Punch into departments
GL Allocation
Link to ledger accounts
Personnel Assignment
Assign employees to departments
Class Tracking
Link to classes for reporting
Authorized Activities
Configure division work types

Access Path: Gear Icon > Divisions

Divisions List View

Search Enter text to search for specific divisions
Archived Toggle to view archived divisions
NAME The name of the division
+ Button Add a new division
⟳ Button Refresh the list of divisions
☰ Button Job Costing Report: Generate a Job Costing report for records assigned to that Division
Delete: Permanently delete the selected division

Selected Division

Name Enter the desired name of the division
ID Enter an optional ID if applicable
Payroll ID Enter an optional Payroll ID if applicable
Class Select from the drop-down menu what division or class the new division would go under (e.g., True or Docuwrx)
Location Select from a drop-down menu if a specific location is applicable
Time Clock Check to make the division available for employees to clock into in the Time Clock module or TRUE Time app
Archive Check to archive the record and remove it from the active divisions list
Address Select the pencil edit icon to choose an address already entered into TRUE or add a new one

Lists activities authorized for this division.

+ Button Add new authorized activities
☰ Button Remove: Delete the selected authorized activity
Select Cost Code: Use to assign a Cost Code to the authorized activity

Frequently Asked Questions

Common questions about configuring and using Divisions for organizational time tracking and overhead cost management.

Divisions are departments or organizational units used to categorize overhead time and track non-project labor costs. They represent how your company organizes work structurally.

Purpose of Divisions:

  • Overhead Time Tracking: Workers punch into divisions for non-project work
  • Department Organization: Organize personnel by functional department
  • General Ledger Allocation: Link divisions to GL accounts for accounting
  • Cost Center Reporting: Track overhead costs by organizational unit

Common Division Examples:

  • Office: Administrative and office work
  • Execution: Field operations department
  • Pre-Construction: Pre-construction and estimating department
  • Installation: Installation crew department
  • Shop: Shop fabrication and warehouse work

Note: Divisions appear in the TRUE Time app alongside contracts and work tickets, allowing workers to punch into overhead categories when not working on specific projects.

Divisions are created through the Settings menu and can be linked to classes and ledger accounts for financial tracking.

  1. Click Gear Icon (Settings) in upper right
  2. Select Divisions from menu
  3. Click + (Plus) icon to create new division
  4. Enter Division ID (e.g., "OFF-001", "EXEC-001")
  5. Enter Division Name (e.g., "Office", "Execution")
  6. Select Class from dropdown (optional: Commercial, Residential, General Requirements)
  7. Enter Location description (optional: "Main Office", "Branch 2")
  8. Select Ledger Account to link division to GL account
  9. Click Save

Tip: Use consistent naming conventions for Division IDs to maintain organization. For example, prefix all office divisions with "OFF-" and field divisions with "FIELD-".

Divisions and facilities serve different purposes and are used in different contexts within TRUE.

Division (Department/Organizational Unit):

  • Purpose: Organizational structure and cost center tracking
  • Used For: Time clock overhead tracking, personnel assignment, GL allocation
  • Example: "Office Department", "Field Operations", "Pre-Construction"
  • Workers punch into: Divisions for non-project overhead time

Facility (Physical Location):

  • Purpose: Physical location management and inventory storage
  • Used For: Inventory management, GPS geofencing, personnel location assignment
  • Example: "Main Office - Chicago", "Warehouse DC", "Branch Office - Atlanta"
  • Workers assigned to: Facilities as their primary work location

Note: A worker can be assigned to both a division (for department tracking) and a facility (for physical location tracking) in their Personnel record.

Personnel are assigned to divisions through their Personnel records, establishing their primary department for organizational reporting.

  1. Navigate to Personnel module
  2. Open the employee's personnel record
  3. Click Advanced button to reveal additional fields
  4. Locate the Division dropdown field
  5. Select the appropriate division from dropdown
  6. Click Save

Division Assignment Benefits:

  • Organizational reporting by department
  • Default overhead time tracking category
  • Cost center allocation for payroll
  • Department-level resource planning

Linking divisions to GL accounts enables automatic overhead cost allocation to appropriate accounting categories.

  1. Click Gear Icon (Settings) → Divisions
  2. Open existing division or create new division
  3. Locate the Ledger Account field
  4. Select GL account from dropdown
  5. Click Save

Common GL Account Mappings:

  • Office Division: → Administrative Overhead GL account
  • Shop Division: → Shop Labor Overhead GL account
  • Execution Division: → Field Operations Overhead GL account
  • Pre-Con Division: → Estimating/Pre-Construction GL account

Tip: Work with your accounting team to ensure divisions are mapped to correct GL accounts. This ensures labor costs from time tracking flow to appropriate financial categories.

Divisions appear in the TRUE Time mobile app as punch-in targets for overhead and non-project work tracking.

Time Clock Integration:

  1. Worker opens TRUE Time app and enters PIN
  2. App displays available punch targets: Contracts, Work Tickets, and Divisions
  3. Worker selects division for overhead work (e.g., "Office", "Shop")
  4. Worker punches in to selected division
  5. When punching out, worker selects activities performed
  6. Time allocates to division's linked GL account

Common Division Punch Scenarios:

  • Office Work: Administrative tasks, meetings, phone calls
  • Shop Work: Fabrication prep, tool maintenance, inventory
  • Training: Safety training, skills development
  • Travel: Non-project-specific travel time

Note: Divisions do NOT require time clock enablement like contracts do. All divisions automatically appear in TRUE Time app for overhead time tracking.

Divisions can be disabled system-wide through Company Preferences if your organization doesn't use department-level tracking.

  1. Navigate to Settings (Gear icon) → Company Preferences → Miscellaneous section
  2. Locate Enable Divisions toggle
  3. Uncheck to disable divisions system-wide
  4. Click Save

Important: Disabling divisions removes them from TRUE Time app, Personnel records, and all workflow modules. Only disable if you're certain your company doesn't need department-level overhead tracking.

Divisions can be viewed and assigned across almost any module in Jobs and Contracts workflows for department-level categorization.

Common Division Assignment Locations:

  • Personnel Records: Assign employee's primary division
  • Jobs Module: Track division responsible for job
  • Contracts Module: Assign division managing contract
  • Quotes Module: Track which division created quote
  • TRUE Time App: Workers punch into divisions for overhead time
  • Time Review: Review time entries by division
  • Payroll: Allocate labor costs by division

Note: Division fields appear in most workflow modules when divisions are enabled in Company Preferences, providing consistent department tracking across the entire system.

Configuration & Administration

Access to the Divisions module is controlled by a specific module access permission that must be enabled for your user account.

To access Divisions, your administrator must enable the following permission in Users / Access:

Permission ID Description
Module Access (Divisions) (ID #19) Grants access to the Divisions module in the Settings workflow

Note: Contact your system administrator to request access. Permission changes take effect the next time the user logs in.

The Divisions module uses both a module access permission and security permissions to control what users can do.

Module Access

Permission ID Description
Module Access (Divisions) (ID #19) Grants access to the Divisions module in the Settings workflow

Security Permissions

Permission ID What It Controls
New Divisions (ID #158) Create new divisions
Delete Divisions (ID #162) Delete divisions

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