Entities

Overview#

• Entities are created to include multiple branches or subsidiaries in one database.
• The Chart of Accounts is shared.
• The applicable Entity is selected when completing a transaction. However, this field is only visible if more than one Entity is added to the database. If the field is visible, it is mandatory.
• Accounting Reports can be drawn for one or more Entities.
• Output Templates can be updated to extract masthead information (company information, bank accounts and logos) from the Entity which eliminates the need to create multiple templates.

Information About Entities#

Linking#

• The following modules can be linked to Entities:
  • Users: Users can only view reports and create transactions for their linked entity.
  • Transaction Types: Transactions using that Transaction Type can only be created for the linked entity.
  • Inventory Locations: The location can only be used for the linked entity.
  • Items: The item can only be used in transactions linked to the selected entity.
  • Bank Accounts: Bank accounts must be linked to an entity if there are multiple entities.

• Multiple Entities can be linked to:
  • Staff
  • Customers
  • Suppliers
  • Items
  • Transactions (Types)
  • Work Processes

If multiple entities are linked to modules, Entities are used as Filters. For example:

• Customer not linked to an entity: The customer can be selected for any transaction.
• Customer linked to an entity: The customer can only be selected for transactions that are linked to the same entity.

• Only one Entity can be linked to:
  • Organigram
  • Cost Centres
  • Transactions

VAT and Entities#

• If Entities have their own VAT Registration Numbers, separate Transaction Types must be created for Customer Invoices and Credit Notes to meet the requirement of one unbroken number series per entity.

Transactions across Entities#

• Because transactions can only be allocated to a single entity, the easiest way to deal with inter-entity transactions is to create the separate entities as Customers and Suppliers.
  • Entity A creates a customer invoice to invoice Entity B and record the transaction in the books of Entity A.
  • Entity B creates a supplier invoice from Entity A to record the customer invoice in the books of Entity B.
  • If separate Transaction Types are used, the supplier invoice can be auto created using the trigger function on Copy Rules.
  • This type of transaction requires Entity B to pay Entity A to clear the customer and supplier invoices.

Settings#

Interface#

• Add Entity (button): Opens a form in which to fill in the new Entity's details. This form provides for the following information:
  • Name
  • Code
  • Reg. No.
  • VAT No.
  • Tel
  • Email
  • Website
  • Output Addresses and Logos
  • Link any of these modules to the new entity:
    • Staff
    • Customers
    • Suppliers
    • Account Categories
    • Accounts
    • Transaction Types
    • Cost Centres
    • Item Categories
    • Items
    • Inventory Locations
    • Account Reports
    • Work Processes
  • Email Stationery (button): Option to create customised email stationery using HTML.

How to Change a Database to Use Multiple Entities#

1. Create a base entity.
2. Link all the transactions in the database to the new entity using the following SQL Statement: Update LEDGER set ENTITYID = [id of new Entity]
3. Create the new entities and link them to Users and Transaction Types as requested by the organisation (QuickEasy customer).
4. Set up the Accounting Reporting.