Accounts Receivable multi-entity guidelines

Some Sage Intacct applications work differently in a multi-entity shared company. It can be helpful to prepare for these differences to ensure you work efficiently in the application.

About AR multi-entity guidelines

Generally, if you configure Accounts Receivable at the top level, the settings apply to the top level and all the entities.

Learn more about configuring Accounts Receivable.

Learn more about configuring and using Accounts Receivable in a multi-entity company.

Customers

Best practices for customers include:

  • Set up customers at the top level.
  • Enable access to customers by all entities, or restricted by entity or department.
  • Ensure that users have the right permissions associated with the top or entity level.

Learn more about setting up customers.

Restrictions

You can restrict customers to specific entities and locations, and remove them again at any time. Entity restrictions can be enabled in Company > Admin > Subscriptions > Multi-Entity Management > Configure.

A top level transaction has access to customers created at the top level only. An entity-level transaction has access to records created at the top level and entity-private records.

Create customers at the entity level when you want these customers to be specific to a particular entity.

Invoices by entity

You can set different invoice formats by entity.

  1. Slide in to the entity and go to Configure Accounts Receivable.
  2. Find the Formatting section and, under Printed format, select the appropriate invoice format.
  3. Save your changes.

Document sequencing by entity

Set Document sequencing on an entity-by-entity basis. The sequences can be the same or include something that identifies the entity in the sequence. Having separate document sequencing per entity enables users to know at a glance with which entity a document is associated.

For example, you can preface sequences with a number to identify the entity, like INV-E1-10234-2004Q1 (for entity 1), or use letters to indicate the entity, like INV-CH-10234-2004Q1 (for China).

You can also create entity-private document sequencing by sliding in to the entity and following the same procedure.

  1. From the top level, go to Configure Accounts Receivable.
  2. Scroll down to the Document sequencing section and select the type of document to create the sequencing for.
  3. Select Add and enter the information needed.
  4. Save your changes.

Use entity-specific addresses for invoices

You can use an entity address on invoices and statements instead of the parent company name and address. You define the parent address for the top-level of a multi-entity company on the Company Information page.

Alternatively, you can print entity invoices with the global address information for the company. To do so, simply leave the relevant checkbox clear.

  1. Slide in to the entity and go to Configure Accounts Receivable.
  2. Scroll down to the Formatting section.
  3. Under Remit to address, find Use Entity Address for invoices & statements:
    • To use the parent company address: Ensure Use entity address for invoices & statements is unselected.
    • To use the entity address: Select Use entity address for invoices & statements. Fill in the entity remit to address information.
  4. Under Remit to address, find Use entity remittance address:
    • To use the parent company remittance address: Ensure that Use entity remittance address is deselected.
    • To use the entity remittance address: Select Use entity remittance address. Fill in the entity remit to address information.

Payments by credit card

When configuring credit cards that can be accepted and the payment defaults to the top level, the credit card options available at the top level are displayed on entity invoices. The depository bank for entities is the same as that at the top level.

However, you can set a default payment method and bank account on an entity-by-entity basis that overrides the top level setting.

AR transactions

An AR transaction at the top level has shared visibility, and can only access records for shared data (that is data lists created at the top level: for example, customers, vendors, chart of accounts) that were created at the top level.

Entity-specific labels

Expense types can be entity-specific. For example, an expense type whose default label is "Inactive account" can be set to appear as "Compte inactif" for entity 200: France.

General Ledger accounts in multi-entity shared environments can use entity-private account labels. For example, an account whose default label is "Inactive account" can be set to appear as "Compte inactif" for the French entity.

  1. Go to General Ledger > Setup > More > Account titles by entity.

  2. Select Create.
  3. Select the Entity ID.
  4. Select the Account Number with the label that you want to change.
  5. In the Account label for entity field, enter the entity-specific label for the account.
  6. Select Save.

  1. Go to General Ledger > Setup > More > Account titles by entity.

  2. Select Add.
  3. Select the Entity ID.
  4. Select the Account Number with the label that you want to change.
  5. In the Account label for entity field, enter the entity-specific label for the account.
  6. Select Save.

The label appears in the entity using the entity-specific label that you gave it.

Reclassification

Reclassification is only valid for entity-private transactions. Transactions for reclassification cannot originate in Order Entry or Purchasing.

Learn more about reclassification.

Invoices

An invoice created at the entity level cannot receive payment into an entity-private bank account from a different entity.

An invoice that was created at top level can use all bank accounts (shared and entity-private).

Learn more about invoices.

Advances

AR advances can be applied at the top level and at the entity level.

Learn more about AR advances.

Multi-base currency guidelines

Learn about multi-base currency guidelines.

For subscription information

Contact your Sage Intacct account representative.