When to work at the entity level

It is generally recommended to work at the top level in a multi-entity shared company. However, there are some use cases where users must work at the entity level only. For example, sometimes accounting rules can specify that each transaction must be coded to a single business entity only.

Restricting transactions to the entity level only:

• Enables aligning with specific business needs or accounting rules.
• Clarifies which entity owns the transaction.

Learn more about Multi-Entity guidelines.

Incompatibility with working at the top level

Selecting the options to restrict transactions to the entity level enables users to enter transactions at the entity level only.

Restricting transactions to the entity level only means users cannot work at the top level. Restricting General Ledger transactions to the entity level means that users lose all inter-entity automation in the General Ledger. Consider carefully this loss of functionality before choosing to restrict General Ledger transactions to the entity level..

Unrestricted users can still view top level transactions that were created before restricting subledger transactions to the entity level. Unrestricted users can also see all entity level transactions per entity by selecting Include private.

Restricted users who can access more than one entity can only see transactions for those entities they can access.

Effects of restricting transactions to the entity level

When restricting users to the entity level, expect the following:

Top level

• Unrestricted users can still view top level transactions that were created before enabling this feature. They can also see all entity level transactions per entity by selecting Include private.
• Restricted users who have access to more than one entity can see transactions for the entities to which they are restricted.

• Users who are restricted to a single entity in a multi-entity company cannot log in at the top level because they are restricted to a single entity.

  However, administrators can select Enable access to top level for those users who are restricted to a single entity in a multi-entity company. Granting access to the top level enables users restricted to a single entity to log in to the top level by default when logging in to a company.

  It's a best practice for administrators to enable access to the top level for all users who are restricted to a single entity in a multi-entity shared company.

  Users with access to more than one entity can always access the top level.

Entity level

All users can view all transactions for this entity, except for those transactions that were created at the top level before enabling this feature.

When working at entity level, Accounts Payable and Accounts Receivable cannot enter automated inter-entity transactions.

Projects

You can still create projects at the top level with this feature enabled. After you create a project at the top level, you can only create transactions related to your project at the entity level.

Contracts

See Configure Contracts: Multi-entity considerations for information on how this option affects Contracts users.