Entities

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.

Use the Entity information page to:

• Create a new entity and enter it into the system.
• Define relationships with other entities to gain greater control over tracking and managing inter-entity transactions.
• View or edit the information of any existing entity.

To manage entities, go to Company > Setup > Configuration > Entities. Select Add (circle) next to Entities to add a new entity, or select Edit next to an existing entity.

About entities

Choose a meaningful name for the entity that enables users to differentiate this entity from others. For example, if the entity represents a legal entity in California, consider naming the entity California. The entity name and ID are visible from the entity dropdown menu at the top of the page in Intacct.

Elimination entities

Companies that use Domestic or Consolidation often create more entities, called elimination entities, to perform eliminations on consolidation books. These entities serve only to contain the amounts eliminated due to inter-entity transactions. You cannot access or switch to elimination entities.

If your company uses Global or Domestic Consolidations, you can designate an entity as an elimination entity. This designation is permanent, and cannot be changed later.

You need one elimination entity for each consolidation book currency. For example, if you have 3 consolidation books all with the same book currency, you only need 1 elimination entity.

For details on elimination entities, see:

• Elimination entities — Global Consolidation
• Elimination accounts — Global Consolidation

Inter-entity transactions

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 supplier 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.

For details on enabling inter-entity transactions, see Map inter-entity accounts.

Add or edit an entity

It's a best practice to set up a naming convention for your entity IDs. A clear naming convention makes it easy to find an entity name among location names, and simplifies the adding of entities in future.

A common naming convention is to prefix the letter E to a 3 or 4 digit numerical value. For example, your first entity ID is E100, the second entity ID is E200, and so on.

The entity ID is fixed when you define it, and cannot be changed. You can, however, change the entity name later if needed.

It's also recommended to have a naming convention for entities, usually based on their location. For instance, San Francisco, Los Angeles, and Sacramento locations might all be part of the E100: California entity. In this example, the entity ID is E100, and the entity name is California.

1. Go to Company > Setup > Configuration > Entities.

2. Select Create to add a new entity, or select More actions > Edit next to an existing entity.

3. On the Entity information tab, enter an ID and Name to help users clearly differentiate this entity from others.

   The ID is permanent, and cannot be changed.

4. Enter the federal tax ID for the entity in the Federal ID field to issue a separate 1099 form for each US entity.
5. From the Operating country list, select the country in which the entity operates.
6. For VAT Reg No, enter the state or territory VAT registration number for the entity. If you need to use a temporary VAT registration number, you can edit this information later.

7. Enter some or all the other information on this page.

   Learn more about the options on the Entity information tab.

8. Optionally, define holiday schedules on the Holiday schedules tab.

   • Select Add to add a new schedule of holidays. For example, you can set up a 2016 holiday schedule that lists the holidays observed by this entity.
   • To edit an existing holiday schedule, select the Edit icon next to the holiday schedule.
   If you subscribe to Projects, you can prevent timesheet hours from being logged for holidays from Configure Projects.

9. Select Save.

10. Select Done.

1. Go to Company > Setup > Configuration > Entities.

2. On the Entities page, select the Add beside Entities to add a new entity, or select Edit next to an existing entity.

3. On the Entity information tab, enter an ID and Name to help users clearly differentiate this entity from others.

   The ID is permanent, and cannot be changed.

4. To issue a separate 1099 form for each US entity, enter the federal tax ID for the entity in the Federal ID field.
5. From the Operating country list, select the country in which the entity operates.
6. For VAT Reg No, enter the state or territory VAT registration number for the entity. If you need to use a temporary VAT registration number, you can edit this information later.
7. Enter some or all the other information on this page.

   Learn more about the options on the Entity information tab.

8. Optionally, define holiday schedules on the Holiday schedules tab.
   • Select Add to add a new schedule of holidays. For example, you can set up a 2016 holiday schedule that lists the holidays observed by this entity.
   • To edit an existing holiday schedule, select the Edit icon next to the holiday schedule.
   If you subscribe to Projects, you can prevent timesheet hours from being logged for holidays from Configure Projects.
9. From the Status dropdown list, select Active.

Delete an entity

An entity can be deleted only if it has no records or transactions associated with it.

1. Go to Company > Setup > Configuration > Entities.

2. Select More actions > Delete next to the entity you want to remove.
3. Select Delete on the confirmation dialog.

1. Go to Company > Setup > Configuration > Entities.

2. On the Entities list, locate the entity and select Delete.

Make an entity inactive

If you want to hide without deleting it, for example, keep the entity but make sure it doesn't appear on reports, you can make the entity inactive. Inactive entities don't appear in lists or on reports unless you choose to show inactives.

1. At the top level, go to the Entities list.
2. Select More actions > Edit next to the entity to open the Entity information page.
3. In the Entity section, change the status from Active to Inactive.
4. Select Save.
5. Select Done.

1. At the top level, go to the Entities list.
2. Select Edit to open the Entity information page.
3. In the Entity section, change the status from Active to Inactive.
4. Select Save.

To view inactive entities on reports and lists, select the Include inactives checkbox at the top of the report or list page.

Field descriptions

The following tables describe each field on the Entity information page.

• Entity information tab
• Holiday schedules tab

Entity information tab

The Entity information tab to provides basic information about the entity, including its name, VAT registration number, fiscal year, and how it should appear on reports.

Entity

Entity field descriptions

Field	Description
ID	Enter a unique ID for the entity. This is typically an abbreviation of the full entity name. For example, the entity ID of the New York City entity could be "NYC." Enter up to 20 characters. Use only numbers or letters – no special characters. The ID can't be changed once you save the entity.
Name	Enter the entity name. This is typically the full entity name. Enter up to 40 characters. You can use any combination of letters, numbers, and special characters.
Tax solution	This field only applies to companies subscribed to the Taxes application. Select the tax solution for the entity.
Federal ID	This field appears only if you configure your multi-entity company to Issue a separate 1099 per entity. Enter the federal tax ID for the entity.
Operating country	Select the country in which the entity operates.
VAT Reg No	Enter the state or territory VAT registration number for this entity. If you need to use a temporary VAT registration number, you can edit this information later.
Update existing transactions with the new VAT registration number.	If you change your VAT registration number, select this to update all open, unsubmitted tax records. For transactions that are in the process of being submitted, delete the submission, update the tax ID, then restart the submission once the tax ID has been updated.
SIREN	Enter the SIREN number, as needed. This field is only available for use when the Operating country is set to France. The SIREN is a 9-digit number that identifies the company itself.
Default country for addresses	Select a country to automatically enter in the country field when entering an address.
Manager	Select the contact record of the employee who manages this entity. Assigning an entity manager is useful if you plan to route purchasing approvals to the manager of the entity to which the requesting employee belongs.
Enable as the elimination entity	Appears only for multi-currency companies that use Consolidation, Domestic Consolidation, or Advanced Ownership Consolidation. Elimination entities are shell entities that are used only for posting consolidation entries for a consolidation book. The elimination entity is where Consolidation posts consolidation entries. These include: elimination transactions for inter-entity activity, currency translation adjustments, and non-controlling interest entries. If you have consolidation books in different currencies, the elimination entity currency must match the reporting book currency. If you're using Advanced Ownership Consolidation, a best practice is to create a unique elimination entity for each reporting book in the ownership structure.
Limited entity	For future use.
Status	If you are no longer using the entity, and don't want it to be available for users to choose for transactions, select Inactive.

Contacts

Contacts field descriptions

Field	Description
Entity	Select, edit, or create a contact record for the entity. At a minimum: Enter the Suggested Contact Name (a required field). This can be the same as the Name on the Entity record. In the Print As field, enter the name of the entity as it should appear on forms, such as AP supplier invoices, AR sales invoices, payment copies, or 1099 forms. On the Mailing Information tab, enter the mailing address for the entity. On the Additional Information tab, enter any other contact information for the entity (such as the email address). Filling out this information makes it available to be dynamically included on custom documents (such as AR sales invoices)
Ship to	If the entity uses a different address for receiving goods and services, select or create a Ship to contact record. If you have an Avalara integration for computing sales tax, the Ship to contact is mandatory.

Legal Contact

Legal contact field descriptions

Field	Description
Enable legal name and address on 1099 and 1096 forms	Check to provide the legal contact information to be printed on 1099 and 1096 forms for this entity. The following fields appear if you select the checkbox: Legal name Country Legal address line 1 Legal address line 2 Legal address line 3 Legal city Legal state or territory Legal Postal code
Enable legal name and address on TPAR	Check to provide the legal contact information to include in the Taxable payments annual report (TPAR) for Australian companies and entities. Appears when TPAR is enabled for the entity or at the top level. The following fields appear if you select the checkbox: Legal name Country Legal address line 1 Legal address line 2 Legal address line 3 Legal city Legal state or territory Legal Postal code Legal contact name Legal contact phone Legal contact fax Legal contact email Legal branch number

Accounting

Accounting field descriptions

Field	Description
Base currency	Appears only if you enabled the option for each entity to have its own base currency (available in Multi-Entity Management). Select the base currency of the entity.
First fiscal month	Entities can have different first fiscal months. If the top-level company is also a working entity, you can't change the entity's fiscal year after you've added a budget.
First tax month	Entities can have first tax months that differ from their first fiscal months.
Accounts: Set up account titles for this entity	Although each entity derives its list of accounts from the top level, you can override account titles at the entity-level. Select Set up account titles for this entity to change selected account titles for this entity. You can also set up account titles for each entity by navigating to the entity and setting up the account titles by entity in the General Ledger.

Reporting

Reporting field descriptions

Field	Description
Print entity name as	Optionally, enter the name of the entity as it should appear on reports and AR sales invoices that are printed for the entity. This "print as" name applies only when you switch to the entity. If you generate reports or AR sales invoices at the top level, the name entered in the Name field is used.
Custom report header	Appears only if Enable department and location titles is selected in the Configure General Ledger page. To save time, you can run a financial report or other general ledger report for a group of entities/locations or departments and have Intacct automatically split the report into multiple individual reports. In this case, the report header for the "individual report" displays the name of the department, entity, or location, plus any title text you enter here, instead of the company name. For example, a location title might provide additional information that you want to display on reports, such as the address and manager name. San Jose office 111 Post Street Managed by: Karla Grace You can enter up to 5 lines, with a maximum of 50 characters per line.

Calendar

Calendar field descriptions

Field	Description
Week begins on	Select the first day of each week. This enables the system to provide accurate data for reports that begin on the first day of a week.
Work days and Weekends	Specifying your Work days and Weekends gives you additional flexibility to control whether employees can submit hours for time worked on these days and, if they can, to apply a different pay rate if desired.

Dates of operation

Dates of operation field descriptions

Field	Description
Start date and End date	Optionally, enter the date when the entity became operational and (if applicable) when it was taken out of operation. For information purposes only.

Partial exemption

Sage Intacct supports partial exemption in Accounts Payable and Purchasing for companies using the following tax solutions under the associated terms:

• Australia GST - Reduced input tax credit (RITC)

• Canadian Sales Tax - Input tax credit (ITC)

• France - Partial exemption

• United Kingdom VAT - Partial exemption

For detailed instructions on how to set up this feature in each region, see Set up partial exemption.

Partial exemption field descriptions

Field	Description
Enable partial exemption	When this option is turned on, users in UK or French companies and entities can enter AP supplier invoices with items that are eligible for partial exemption.
Enable RITC	When this option is turned on, users in Australian companies and entities can enter AP supplier invoices with items that are eligible for RITC.
Enable ITC	When this option is turned on, users in Canadian companies and entities can enter AP supplier invoices with items that are eligible for ITC.
Default partial exemption on	To make partial exemption, RITC, or ITC selected for all transactions. By default, this functionality is not selected and must be checked for each transaction.
Unrecoverable tax account	Select an account for the partial exemptions, RITCs, or ITCs to be posted to. By default, they are posted to the GL account.
Effective date	When the rate is in effect.
Percent value	The rate at which the input tax can be partially recovered.

Holiday schedules tab

• Select Add to add a new schedule of holidays. For example, you can set up a 2016 holiday schedule that lists the holidays observed by this entity.
• To edit an existing holiday schedule, select the Edit icon next to the holiday schedule.

Additional information tab

Appears when inter-entity bill back is enabled in Accounts Receivable. Learn how to set up inter-entity bill back.

Additional information field descriptions

Field	Description
Supplier name	The supplier record that you created to represent this entity when it’s acting as a supplier in inter-entity bill back transactions.
Customer name	The customer record that you created to represent this entity when it’s acting as a customer in inter-entity bill back transactions.