Introduction
Departments in Qargo let you segment orders by business unit or work-stream, such as Transport, Warehouse, or Containers. Using departments helps you do three things:
Operate with clarity: filter work, tailor workflows, and separate reporting by line of business.
Price accurately: apply different rate logic, conditions, and surcharges by department.
Identify at a glance: include a department code in order numbers to make ownership and flows obvious.
In practice, you’ll typically:
Create departments that mirror how your operation is structured.
Configure rate cards and conditions so that pricing automatically reflects the department of the order.
Optionally add a department identifier to order names for quick recognition and tracking.
Terminology
Department | A business unit used to classify orders. Common examples include Transport, Warehouse, Containers, etc |
Department Identifier (code) | A short, unique code you can assign to a department. It can be injected into order names using the #DEP# placeholder. |
Order name pattern | A configurable pattern that defines how order numbers are generated. You can include #DEP# to insert the department identifier |
Rate card | A pricing configuration. You can add conditions so a rate or surcharge applies only when Order → Department equals a specific department |
Transport service | A service category (for example, Warehouse or General Haulage) that a department can be linked to as part of your operational setup. |
Configure Departments under Rates
Follow these steps to set up departments and use them in pricing:
1. Create / update a Department
Define a clear name and, if desired, set a short Identifier Code to appear in order names.
Keep identifiers concise and unique.
A maximum of 10 characters is supported in the identifier field.
2. Rules - create auto assignment rules
Creating assignment rules by adding conditions that when met will automatically assign orders to specific departments.
Set calculation method - 2 options available:
Simple rule: Single line condition using a defined metric, operator and value
Excel table: Multiple conditions in combination that need to be met
Example: If a department is only relevant for certain work types (for example, a “Priority” department for Next day delivery), link it to the corresponding transport service so planning and filtering stay clean.
3. Use Department in Rate Cards
Open your rate card and add a condition using Order → Department, then select the department(s).
This scopes the rate, price list, or surcharge to the chosen department(s) only.
Example
Different pricing by business line
“Containers” and “General Haulage” departments with identifiers “CNTR” and “GH”.
Two rate sections on one card or separate cards, each with Order → Department pointing to the relevant unit.
4. Add the Department Code to Order Names (optional but recommended)
💬 Contact Qargo Support or your Account Manager to update naming conventions for orders in your account.
Example patterns:
Pattern: Order#-DEP#-#SEQ4#
With identifier “WH”: Order-WH-0123
Without identifier: Order-0123
Best Practices and Tips
Keep department names operationally meaningful
Mirror the lines of business leaders actually use: Transport, Containers, Warehouse, region-specific units, etc.
Always set department on order creation
If your pricing depends on Department conditions, ensure the department is present when the order is created so the right rates apply automatically.
Use short, memorable identifiers
Aim for a 2–5 character code that staff recognise instantly. Keep it unique.
Embed the identifier in order names
This improves downstream clarity for finance, planning, and customer service. Use #-DEP# style to avoid double separators when a department has no identifier.
Link departments to relevant transport services
If a department is specific to a workflow, link it so filters and planning views remain scoped to the right work type.
Start simple with rate conditions
Add a single “Order → Department is X” condition first. Then iterate with additional conditions like lane, distance, or packaging as needed.
Troubleshooting
Department not affecting pricing | Check the rate card condition: ensure the rule uses Order → Department and that the order actually has that department set at the time of calculation. |
Department visible in overview but empty in edit view | If you see department in the order overview and detail but it appears empty when editing, reselect it before saving. This behaviour has been observed and re-selecting ensures downstream rules apply correctly. |
Double dashes in order names | Caused by -#DEP# when a department has no identifier. Update the pattern to #-DEP# or #DEP-# to avoid double separators. |
Department identifier missing or too long | Set a value and keep it within the 10-character limit. If you’re using #DEP# in the order name pattern, identifiers are optional but recommended. |
Order name didn’t update after changing department | By design, order names do not retroactively change when the department changes later. Consider maintaining a clear process to set department at creation time. |
Unsure where to add department-based pricing | In the rate card, look for a condition on Order → Department and select the relevant department. If the option is missing, confirm you are editing the correct rate card and view, then try again. |
FAQs
Do I have to use identifiers?
No. If no identifier is set, #DEP# will be omitted in the order name. Use #-DEP# formatting to avoid extra separators.
Can I change order names after creation?
No. Order names follow the sequence pattern at creation time and do not retro-update when departments change.
Where exactly do I find the Department condition in a rate card?
In your rate card conditions, select Order → Department, then choose the department(s). This condition is supported for rate and cost logic.