Entity Database Mappings

Entity Database Mappings are used by the Inter-Entity module to generate the balancing transactions in the Target Databases. Details on how these databases will receive the transactions are set up here.

There must be an Entity Mapping for each Target Entity that has its own database.

It is recommended that a new Sage 300 user is created for Inter-Entity, and this user must have full rights to post in the General Ledger.

Notes regarding Sage 300 user

At the time of creating entries in the target entity, Inter Entity will use an additional Sage 300 License if the configured User ID specified in this screen is not the same as the user posting the source transaction.

It is recommended to:

Create a dedicated IETUSER for use in Inter-Entity
Set the password to "Never expire"
"Reserve" a lanpak for the IET User ID defined in this screen. (particularly in high volume sites with many users).
Ensure the User ID has security rights to create (and post - if Autopost Exported Batches is selected) in the target company. See details below: Database Entity Mapping Setup Overview.

Note: In earlier versions of Sage 300 prior to version 2022, Sage was using a Lanpak or an IAP Licence., depending on how the “This workstation uses Integration Access Pack Licenses for external applications” is set up (see Help\IAP Users...). It is recommend to turn off the "Use IAP Licence for External applications" for all users and all workstations.

Note: If the Inter-Entity user changes the Sage 300 password, then the password also needs to be changed in the Database Entity Mapping setup.

To create a Entity Database Mapping

Choose Entity 1 by typing the segment code / codes or Click the Zoom button ( or press F9) to open the Construct Entity Number form.
Choose Entity 2 by typing the segment code / codes or Click the Zoom button ( or press F9) to open the Construct Entity Number form.

Database Entity Mapping Setup Field List

Entity: Entity is constructed based on the General Ledger Segments defined in Inter-Entity Options Setup.

On-line Databases: For On-line Databases, the Entity needs to be flagged as On-line. An On-line database is a Target Sage 300 database that exists within the same Sage 300 environment as the Source Database. Transactions will be automatically generated in this On-line Database. If the Entity database exists in a different environment, then it is a Remote Database, and transactions will be exported to a spreadsheet for this database for importing.

Transfer Using Home Currency: Select “Yes” if both the source and target databases have the same functional/home currency and you want both the source and functional amounts to be transferred to the target database. Select “No” if you want the source amount only to be transferred to the target database, and the currency table in the target database will be used to convert the source amount to a functional amount.

User ID: For On-line Databases, the Sage 300 Database User ID needs to be entered. This ID is used to log on to the Target Sage 300 database for creating the Inter-Entity transactions.

Password: For On-line Databases, the Sage 300 Database Log on Password needs to be entered. This password is used to log on to the Target Sage 300 database for creating the Inter-Entity transactions.

Export File Path: For Remote Databases, this file location is where the export file will be placed when Inter-Entity Transactions are created.

G/L Source Type: The Source Type Inter-Entity will use when creating G/L transactions in the target database.

Important! Ensure that there is a default Source code in G/L Options in the target database.

Tip: Setup a new G/L Source Code called IE in the target entity to identify easily inter-entity transactions received by the target company.

Autopost Exported Batches: Select Yes if you want batches created in the target company to be auto posted. Select No if you want the batch to be created in the target company, but not posted.

Tip: You must deselect the “Force Listing of Batches” in the target company (GL Setup → Options Posting tab)

Note: If your GL Batches are set to auto-post and the user posting in AP (or any subledger) does not have access to Edit/Post GL Batches, the batch will not auto-post. Similarly, if they are using Norming GL Security and the users posting in the subledger has restrictions on the account or account segments in the GL, the batch will not auto-post.

Click the Save Button when complete.

Note: The Entity segments in the Link Entity 1 Due From Account and Link Entity 2 Due To Account should be setup as Entities in Entity Database Mapping, unless the Entity resides in the Source Database.