Switch inter-entity account mapping plans

In a multi-entity shared company, entities represent a separate tax identification or a separately secured, fully balancing set of books. Entities typically represent divisions, franchises, affiliates, associations, locations, chapters, self-balancing funds or subsidiaries, with a shared chart of accounts.

A multi-entity shared company includes one or more entities under the top level. The company has a set of data lists that's shared among all entities. These shared data lists include users, chart of accounts, customers, suppliers, and employees. Administrators define the shared data lists once at the top level and use them throughout the entities in the company. Administrators use the top level to manage entities and their data.

Alternatively, administrators can restrict to working at the entity level only users and master data list members such as suppliers, customers, and employees. Administrators can even restrict users to working only in particular entities.

An example of a multi-entity shared company is a property management company. One entity represents the company's corporate headquarters and each managed property is represented by its own separate entity.

Sage Intacct records inter-entity transactions separately from other types of receivable and payable transactions. An example of an inter-entity transaction is when one entity pays an AP purchase invoice on behalf of another entity. For each entity in your company, you can specify the payable and receivable accounts you want to use for inter-entity transactions.

You can set up inter-entity transaction (IET) accounts for all your entities on one central page. First, select an inter-entity account mapping plan, either Basic or Advanced. The Basic plan enables using two accounts per entity for IETs. The Advanced plan enables using four accounts per entity for IETs.

As your company grows, and along with it, the complexity of your inter-entity relationships, you might want to change from the Basic to the Advanced plan. Or, you might have inherited an Advanced setup, and decided that you want to simplify your setup to a Basic one. However, the Basic and Advanced plans are mutually exclusive, and your existing setup will not be carried over when you switch from one plan to another. Therefore, Sage Intacct recommends saving your inter-entity setup by exporting it to a CSV file. If you decide to switch inter-entity account mapping plans in future, you can use the exported file to import your setup back in to Sage Intacct. You’ll also be able to make changes to your inter-entity setup by changing the exported CSV file, and importing it back in.

Switching inter-entity account mapping plans involves the following main steps:

1. Export your current setup.
2. Select the inter-entity account mapping plan.
3. Import your setup back in to Sage Intacct.
4. Review your inter-entity account mappings to ensure they're correct.

This topic deals with changing the inter-entity account mapping plan you want to use for managing inter-entity account transactions, and assumes that the entities already exist. To learn how to create an entity, see Entities.

To manage entities, go to Company > Setup > Configuration > Inter-entity account mapping. Click the Edit at the top of the page.

Export your current IET account setup to a CSV file

A best practice before changing your inter-entity account setup is to export the setup from the Inter-entity account mapping page. Exporting your IET setup saves the setup to a CSV file. You can save a copy of the CSV file as an archive and edit another copy to update your setup. You can re-import the file after saving your edits to apply those edits to the Inter-entity account mapping page.

1. On the Inter-entity account mapping page, select Edit.
2. Select Export template.

   A CSV file is downloaded to your computer.

3. Double-click the file to open and examine it, then save it.

Select the inter-entity account mapping plan

You can choose from among the following inter-entity account mapping plans:

• Basic. The Basic inter-entity account mapping plan enables you to map entities to accounts used to post inter-entity transactions (IETs). For each entity, you can define a common receivable account and payable account to record all inter-entity transactions involving that entity. There's no need to settle separately balances among the entities involved, so you define one inter-entity receivable (IER) and one inter-entity payable (IEP) account per entity. You can share across multiple entities a single set of inter-entity receivable and payable accounts. Alternatively, you can settle these accounts directly through cash or investments as needed.

  A sample Basic inter-entity account mapping plan is shown here:

  Basic IET account mapping plan

  Entity	IER	IEP
  E100-US	1901 Inter-entity receivable account	2901 Inter-entity payable account
  E200-UK	1902 Inter-entity receivable account	2902 Inter-entity payable account
  E300-AUS	1903 Inter-entity receivable account	2903 Inter-entity payable account

• Advanced. The Advanced inter-entity account mapping plan enables you to map pairs of transacting entities to up two four accounts used to record inter-entity transactions (IETs). This allows for greater granularity in tracking who owes whom, so you can settle between each entity pair individually, if necessary. The Advanced plan enables mapping each entity to a combination of directional accounts that record inter-entity receivables and payables using separate or common accounts. You can use any combination of receivable and payable accounts (IER and IEP).

  A sample Advanced inter-entity account mapping plan is shown here:

  Advanced IET account mapping plan

  Entity A	Entity B	Entity A IER	Entity A IEP	Entity B IER	Entity B IEP
  E100-US	E200-UK	1911 Receivable account	2911 Payable account	1921 Receivable account	2921 Payable account
  E100-US	E300-AUS	1912-Receivable account	2912 Payable account	1931 Receivable account	2931 Payable account
  E100-US	E400-CAN	1913 Receivable account	2913 Payable account	1941 Receivable account	2941 Payable account
  E100-US	E500-MEX	1914 Receivable account	2914 Payable account	1951 Receivable account	2951 Payable account
  E400-CAN	E500-MEX	1942 Receivable account	2942 Payable account	1952 Receivable account	2952 Payable account

1. Open Subscriptions (Company > Admin > Subscriptions).
2. On the Subscriptions page, select Multi-Entity Management, then select Configure.
3. Scroll down to the Inter-entity account mapping section, and select an inter-entity account mapping plan from the drop-down list: Basic, or Advanced.

Import your IET account setup from a CSV file

You can import your previously exported IET account setup from file. This is useful for cases when you decide to change your inter-entity account mapping plan from basic to advanced, or the other way around.

It's also useful for making mass updates to your current IET account setup, such as modifying a number of accounts in the CSV file, then saving and importing your changes back into Intacct.

1. On the Inter-entity account mapping page, click Edit.
2. Click Import.

   The Inter-entity account mapping window is shown.

3. Click Choose file, and browse for the IET CSV file you want to import.

   Follow the instructions for importing CSV files shown here.

   Import Company Information: options

   Import file option descriptions

   Option	Description
   Browse	Use the Browse button to locate and select the CSV file you want to import.
   Date format	When you select a date format here, Sage Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.
   File encoding	Leave this option set to "auto-detect" unless you're unable to import your file. Depending on your operating system, you may need to select a different type of file encoding.
   Process offline	Some imports can take considerable time, depending on their size and how much processing the system must do on the uploaded data. If you're not sure how much time your upload will take, select Process offline. When the system completes the process, it sends an email to the address you provide in the Email results to this address field. The system also sends you any errors that may have occurred in the process. If you prefer to wait until the upload process is complete, don’t select the Process offline checkbox. Transactions and other records that are processed offline show a source of System in the audit trail, instead of CSV import.
   Email results to this address	Email address to which import results and errors should be sent. You can enter multiple email addresses, separated by a semicolon (;) or comma (,). Sage Intacct highly recommends entering an email address.

4. Click Import. The import process may take some time.

   When the file has been imported, a notification is displayed indicating whether the import was successful.

5. Click Done to close the notification.

Review the inter-entity accounts

On the Inter-entity account mapping page, review the IET accounts you imported. You might want to compare the list of IET accounts to the CSV file you imported.