Auto-default location and entity in a single entity company with a top level

As a best practice, ensure any users restricted to a single entity can access the top level of the company. Go to Company > Admin > Users, select Edit next to the relevant user. Then select User entities > Enable access to top level for each user who needs to access the top level.

Instead of entering an entity or location for every transaction, Intacct automatically assigns a default location and entity when working in a single entity that's part of a multi-entity company.

This means that every time you create a new transaction, Intacct automatically enters the entity or location for you when you save that transaction. For example, when you create a new AP supplier invoice while working in the US entity, without selecting a location, Intacct assigns United States as the location for the AP supplier invoice when you save it. You save time, and streamline your workflow with every transaction.

While entering a transaction, note that:

  • Locations are filtered to include only those locations your permissions enable you to access.
  • You can change the location by setting it explicitly, or by editing the transaction and selecting a different one.

This feature is used in General Ledger, Accounts Payable, Accounts Receivable, Expenses, Cash Management, Contracts, Inventory Control, Order Entry, Purchasing, and time sheets in the Time application.

This feature does not currently apply to Contracts and Construction.

For details about setting a default location in Contracts, see Link contracts with projects.

Notable exceptions

If you use a different system default value for location or entity, then that default takes precedence over the default location or entity Intacct designates here. You might have set a different default value if you're working with expenses, timesheets, and bank transactions, and that default takes precedence. For example, when working with expense reports or timesheets, the default location is that of the employee. Similarly, when working with Cash Management transactions, the default location is taken from the or credit card.

You can overwrite the system default value for location or entity when working with expense reports, timesheets, and Cash Management transactions by manually deleting the location in a transaction and then saving it. When you save the transaction without a location, Sage Intacct assigns the transaction location to the default entity.