Business Entities - Create

The 'Business Entities' functionality enables you to separate the Accounting on one database into different entities while still being able to view their Accounting reports as a whole. Entities could include different companies, branches or divisions.

Setting up

One or more Business Entities can be linked to:

• Staff

• Customers

• Suppliers

• Account Categories

• Accounts

• Transaction Types

• Cost Centres

• Item Categories - This serves as a default for creating new Items

• Items

• Service Categories - This serves as a default for creating new Services

• Services

• Inventory Locations

The Entity links work as a filter, eg. if no Entities are linked to a Customer, the Customer will be available in all the Transactions.

An 'Entities' field has been created in each of the above modules. Click the ... button to update the Entity links for a record.

In addition a central 'Business Entities' module has been created which enables you to easily link multiple items in batches.

• Clicking the Edit button on General Settings > Accounting > Business Entities.

• Select an Entity, select one of the above list (eg. Customers) and

• Click View to see a list of 'Available' customers as well as a list of linked Customers.

Transactions

If Business Entities are being used, every Transaction must be linked to a Business Entity. When a new Transaction is created, a Business Entity is automatically assigned using the following rules and order:

• Check and assign from Transaction Type: If a Business Entity filter has been linked to the Transaction Type, the default (First Entity in the linked list) will be assigned.

• Check and assign from User: If a Business Entity filter has been linked to the Transaction User, the default (First Entity in the linked list) will be assigned.

• Assign default Business Entity: If a Business Entity filter has not been linked to the Transaction Type or to the User, the first Entity in the list will be assigned.

Transactions can be linked to Business Entities which are common to the Transaction Type and to the User. If both the Transaction Type and the User are linked to Business Entities, but they don't have a common link, the User will not be allowed access to the Transaction Type.

Companies (Customers or Suppliers) may only be selected if:

• they are not linked to any Business Entities

• they are linked to the same Business Entity that the Transaction is linked to

The Business Entity fields can be printed on an Output template using the Trans_BusEntity data pipeline.

You are able to view Transactions that are linked to Business Entities for which they do not have access, the Transaction will be in read-only mode, however, and you will not be allowed to copy the Transaction.