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, vendors, 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 vendors, 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 a bill 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 Tax ID, enter the state or territory tax ID for the entity. If you need to use a temporary tax ID, 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 Tax ID, enter the state or territory tax ID for the entity. If you need to use a temporary tax ID, 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.