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 there is more than one Entity 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.

Table of Contents

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.

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.

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.

Navigation: Main Menu > Setup > Settings > General (tab)

Navigation: Main Menu > Setup > My Organisation > Entities (tab)

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. Setup the Accounting Reporting.