Permissions

To set up a new entity, you must be an admin user with the Add Entity permission selected.

For more information on user management, see Setting Up System Users.

See:

Managing Company Details & Settings‍ 

Managing Default Settings‍ 

Using Codes Maintenance‍ 

Using Extended Business Analysis‍ 

Managing Financial Periods‍ 

Managing General Ledger Accounts‍ 

1. In the group layer, go to the Entities tab.
2. Click on New Entity.

3. Under Select Template Company, select either a standard template or saved template:
   • Standard templates: These provide a basic entity structure for the designated locale currency, date format, language, tax details, computations, and reports.
   • Saved templates: If you have previously saved an entity as a template, it will be available for selections here (see ‘Edit Entity Details’ section for more details). Under Saved Template Copy Options, select any data you wish to include:
     • Dimensions, Codes, Tags
     • Customers
     • Suppliers
     • Inventory
     • Tax Codes
4. Click Next Step.
5. In the Company Details tab, complete the details of your entity to appear on documents such as Invoices or Statements. In the Upload Logo field, any logo you select will also appear on documents. 

6. Click Next Step. 
7. In the Settings tab, select your Entity Type and other settings used by the system. 

8. Click Next Step.  
9.  Under the Financial Year Setup tab, use the dropdowns to create the Financial Calendar. 
   • Financial Year: This is an important setting which you should confirm with your accountant as it determines your monthly reporting. If you are creating a consolidated group, all entities in the group must have the same year end. Once set, it can only be updated via support. See Changing Financial Year Ends for more details.‍
   • First Open Month: The system will automatically consider all prior periods as closed from a data entry and reporting point of view.
   • First Open Year: The system will automatically consider all prior years as closed from a data entry and reporting point of view.

10. Click Next Step. 
11. Click Create Company and wait for the process to complete.

12. The Main Settings screen displays your new entity's name. When you set up users, they will receive a login for this entity code. For more on setting up users, see Setting Up System Users.‍ Click Close.

Next Steps

The following codes were added during initial entity setup:

• General Ledger Codes for posting accounts with their Categories and Sub Categories.
• General Ledger Codes for System Accounts.

See the next section to modify and expand your codes and settings to ensure the entity meets your business needs. 

Permissions

Ensure the relevant users have access to the screens referenced here via the Manage Profiles screen:

• Company Details & Settings
• Codes Maintenance
• Default Settings

See Setting Up System Users for more details.

Step One: Log into the new Entity

Log into your newly created entity by clicking on the Entity ID. If you are presented with a Default Settings screen, ignore it by clicking Close.

Step Two: Set up Essential Codes and Settings

Go to Setup and complete the following:

• Company Details & Settings: Here you can view the Company Details & Settings data created during entity setup, in case you need to edit any details. See Managing Company Details & Settings‍ for complete details.
• Codes Maintenance: This is the central location to set up and manage coding. Complete these tables as comprehensively as possible to get maximum benefit from the system and its Sales Analyses Reports. See Using Codes Maintenance for more details on completing these fields. Ensure the following are set:
  • Currency Codes: For more details, see Managing Multiple Currencies‍.
  • Tax Codes: Ensure the rates are up to date as they determine how transactions will be treated in the statutory VAT Tax Returns preparation process. For more details, see ‍ Managing VAT (UK & Ireland)‍ 
• Set Default Settings: Here you can set defaults for customers, suppliers, items, and GL Accounts. This saves time and helps maintain consistency. Compete any details necessary, referring to Managing Default Settings for more details.‍ 

Step Three: Set optional Codes and Settings

The following are all optional and can be configured at any time:

• Automations: Manage how email reminders are sent. See Creating Automations.
• Document Customisation: Ensure customer facing documents meet your branding requirements. See Using Document Customisation - Beta.
• AP Inbox Configuration: Automate supplier invoice creation and order matching. See Using the AP Inbox.
• Data Connections: Extend the reporting capabilities of the system. See Enabling OData  and Creating an OData Connection.
• Sales Representatives: Manage your sales team margin calculations. See Managing Sales Representatives.
• Dimensions: Flexible  Analysis to meet your needs. Business. See Using Dimensions 
• Approval Workflow: Control the purchasing process. See New Workflow Approval 
• Non Financial Metrics: Add further analysis to your financial figures. Using Non Financial Metrics 

Step Four: Maintenance

Use the screens outlined above to maintain your data and ensure the settings fit your evolving business needs.

Edit Entity Details screen

This lets you edit data specific to an entity.

1. In the group layer, find the entity you want to use as a template. 
2. In the Actions dropdown, select Edit Entity.

3. Here, you can edit the details of any of the setup entities, such as the following.
   • Name, Locale, Entity Type, Address, Contact Details, Web address: Ensure these are correct.
   • VAT Resale Certificate No., Group Vat Reporting Entity: Enter the Entity ID that is designated as the Group VAT reporting entity. Note that only the designated Group VAT Reporting entity can be linked to HMRC for VAT return submissions. See Creating Group VAT Returns (UK & Ireland) and Connecting to HMRC for Group VAT Returns (MTD).
   • Space: Informational only.
   • Entity Logo, Use Entity Logo in Menu Banner: Recommended image dimensions: 300 x 84 pixels. Check the box to use it in your banner.
   • User Allowance: This number represents the maximum number of concurrent (i.e. simultaneous) users allowed to access this entity based on the license purchased. For example, in a four-user concurrent use license, after four users are logged into the system, the fifth user is prohibited. When any one of the first four log out, the next person can log in. If you require more concurrent users, please contact your local support team.
   • Use Entity Active: Untick to deactivate the entity.
   • Use as Template: Set the Entity as a template when setting up other Entities. This will include any of the essential coding added in the previous step (Company Details & Settings, Codes Maintenance, and System Defaults). This saves time and increases accuracy across all entities in the group.This can benefit Franchisers, Group Companies, and Companies in the same industry that require similar Charts of Accounts, Analysis requirements, Stock Items, or Suppliers.
   • Franchisor Entity, Franchisor ID: See Managing a Franchise for more details.
4. Click Process.

Edit Group Details

These settings impact all entities in your group. 

1. In the group layer, go to Setup > Group Details.
2. Ensure your Group Details, Contact Information, and Support Information are correct, inclusing:
   • Session Timeout (Mins): When users log in to the system, a session is established. For the duration of the session, users won't need to re-authenticate. The default session timeout is 240 minutes (4 hours), but you can change it here. When a session expires, the system will prompt the user to log in again. 
3. See White-Label the System‍ for full information on white-labelling.
4. Click Process.
   

Other Group level settings

The following are optional and can be set any time as fits your needs:

• Single Single-On: This can be used instead of our legacy login. See Managing Self-Serve SSO.
• Time Tracking: Useful for practices. See Using Time Tracking.
• Integration Application: All new integrations are set up from here and managed in our developer portal. See Using the Developer Portal and New API Endpoint and Using the Developer Portal and New API Endpoint.

If you need to delete an entity, see Registering an Entity as 'to be deleted' or as a 'training entity.' 

1. In the group layer, find the entity you want to use as a template. 
2. In the Actions dropdown, select Deactivate Entity.