Inter-Entity Options Screen Guide and Field List

For an overview on how to configure Inter-Entity Transactions Options, refer to Inter-Entity Transactions Options Overview .

For details on Inter-Entity (Cash Management), refer to Using Cash Management .

Company Tab

Company tab Fields and Controls

Type the name of the person or position who is the contact for the Inter-Entity Transactions.

Type the fax number that is used for the Inter-Entity Transactions system.

Type the telephone number that is used for the Inter-Entity Transactions system.

Note: Depending on the choice of the Format Phone Numbers option in the Company Profile in Common Services, parentheses and hyphens may be inserted.

Processing Tab

IET Processing Options

Tick if you want the General Ledger Posting Routine not to create Inter-Entity Transactions.

Deselect to enter correcting entries that do not require Inter-Entity processing, but go across entities. 

Tick if you want to send Inter-Entity transactions to other on-line or remote databases.  

Tick if you want Inter-Entity Processing to delete empty batches created in the target company. An empty batch arises when Inter-Entity attempts to create an entry – but an error occurs (for example the G/L account is missing). If all the entries being created are in error, the created batch would be empty.  

Tick if you want IY to create accounts if they are missing in the external (target) database at the time of creating the IY Batch in the target database.

Deselect if you do not want IY to create G/L accounts if they are missing in the external (target) database at the time of creating the IY Batch in the target database.   

Select this option if you want the transactions destined for the target database/entity to be reversed out of the source database/entity.

Only available if Allow Inter Database Processing is selected

Tick if you want Sage 300 to determine the fiscal year and period in the Target databases by using the transaction date. This would typically apply if your Target databases have different fiscal year/period setup to the Source database. 

If unticked, IY will use the fiscal year and period from the Source database.

If both the source and target companies have the same home currency, select this option if you want both the G/L Journal entry’s source currency amount and home (functional) currency amount to be sent to the target database. IE the G/L Journal will be created with the same exchange rate as the source G/L Journal.

Do not select this option if either your home (functional) currency in both the source and target databases is different or you want the G/L Journal exchange rate to be derived from the Common Services currency setup based on the G/L journal transaction date.

This flag determines which approach to take to determine the entry and balance to transfer to the target entity.

  • Select “Use Consolidated Entity Processing“: Sum all lines by entity netting debits off against credits i.e. by entity consolidate debits and credits and produce one total per entity. If we end up with debit subtotals for more than one entity and credit subtotals for more than one entity (many to many) then Inter-Entity routes everything through the default entity.
  • Deselect “Use Consolidated Entity Processing“: Sum all debit lines by entity and separately sum all credit lines by entity. If we end up with debit subtotals for more than one entity and credit subtotals for more than one entity (many to many) then Inter-Entity routes everything through the default entity.
Note:

In certain instances Inter-Entity is unable to match which debits belong to which credits when creating balancing entries. In instances where this is the case Inter-Entity transactions are routed via the default entity.

If a journal entry has only one entity on either the debit or the credit side (a one to one or one to many relationship) Inter-Entity knows that the entity which is on the “one” side of the relationship is involved with all the routes required and can work out which route/routes to use.

In cases where a journal entry has multiple entities on the debit side and multiple entities on the credit side (many to many relationship) Inter-Entity cannot match which journal lines relate to each other and hence cannot deduce what routes (and loan accounts) to use. In these instances Inter-Entity routes everything via the default entity.

If not selected, Inter-Entity Transactions will create loan account entries of the sum by currency and entity of the journal detail lines between the entities in the source journal. This is the most common scenario.

If you select this option, Inter-Entity Transactions will create loan account entries between every journal detail line in the source journal and the default entity configured on the IET Options Segments tab. This will create balancing entries with the Default Entity. If you use this option, you need to create a Transaction Route between all entities and the default entity.

Select the IET Source Type that has been created for use with IET auto-generated journal details.

Important! This should be a new Source Type created specifically for IET automatically generated loan account entries, and can be used to report on journal entries created by Inter-Entity Transactions.

If using the Auto Reversal feature, then Inter-Entity Transactions create the reversal entries with the Reversal Source type (for example GL-IR).

IET Triggers Processing Options

Use IET Triggers :

Use Inter-Entity Triggers or not: Tick if you want to set up Trigger accounts – to automatically create G/L, A/R or A/P entries based on an amount being posted to the nominated Trigger Account.

Deselect when correcting entries that do not require inter-entity trigger account processing, but do use trigger accounts.

Configure the options for each Trigger type you use.

Refer to details in G/L Triggers Accounts Setup

IET Triggers Source Type:

Inter-Entity Triggers will create trigger entries with the IY Triggers source type (for example G/L-TR).

Optional Field for G/L Reallocation Account Substitution

  • Use when you need to specify a different G/L Account for different source transactions.

  • Select an optional field for the G/L Target Account. This will be used to default the optional field name when configuring G/L Triggers for G/L Reallocation Target Type and setting "Is Account substitutable" to Yes.

  • This Optional Field must be set up to flow to the G/L Transaction detail. 

  • If you don't specify an optional field, you can configure the Target G/L Account directly in G/L Triggers.

Optional Field for Vendor Number Substitution: 

  • Use when you need to specify a different Vendor Code for different source transactions.

  • Select an optional field for the Vendor Code to be used when creating the Target A/P Invoice. This will be used to default the optional field name when configuring G/L Triggers for A/P Reallocation Target Type and setting "Is Vendor substitutable" to Yes.

  • This Optional Field must be set up to flow to the G/L Transaction detail. 

  • If you don't specify an optional field, you can configure the Target Vendor Code directly in G/L Triggers.

Autopost A/P Trigger Entries: Select this option if you want AP batches created by G/L trigger of type A/P Reallocation to be posted automatically. 

Accumulate A/P Trigger Entries: 

If you select “Accumulate A/P Trigger Entries”, then when creating an AP Invoice IET will look for an open batch for the target vendor and add an AP Invoice Detail Line to the existing AP Invoice. If there is no open batch for the target vendor, IET will create a AP batch and AP Invoice for the target vendor, and the expense account will be the Offset/Clearing account.

If this option is not selected, then IET will always create a batch and AP Invoice for the target vendor, and the expense account will be the Offset/Clearing Account.

Source Ledger for A/P Documents: Enter a Source Ledger for automatically created A/P Documents

Optional Field for Customer No. Substitution: 

  • Use when you need to specify a different Customer Number for different source transactions.

  • Select an optional field for the Customer Number to be used when creating the Target A/R Invoice. This optional field name will default when configuring G/L Triggers for A/R Reallocation Target Type and setting "Is Customer substitutable" to Yes.

  • This Optional Field must be set up to flow to the G/L Transaction detail. 

  • If you don't specify an optional field, you can configure the Target Customer Number directly in G/L Triggers.

Refer to G/L Triggers Accounts Setup

Autopost A/R Trigger Entries: Select this option if you want AR batches created by AR trigger accounts to be posted automatically. 

Accumulate A/R Trigger Entries: If you select "Accumulate A/R Trigger Entries", when creating an AR Invoice IET will look for an open batch for the target customer and add an AR Invoice Detail Line to the existing AR Invoice. If there is no open batch for the target customer, IET will create a AR batch and AR Invoice for the target customer, and the revenue account will be the Offset/Clearing account.

If this option is not selected, then IET will always create a batch and AR Invoice for the target customer, and the revenue account will be the Offset/Clearing Account.

Source Ledger for A/R Documents: Enter a Source Ledger for automatically created A/R Documents

IET Triggers G/L Entity Substitution Source Type :

Inter-Entity Transactions will use this G/L Source Type for the auto-generated entries to transfer the amount from the source G/L Trigger Account to the Offset Account in the source Company/G/L Journal. I.E. the journal entries in the source company prior to creating the amount in the Target Company G/L Account. (For example GL-TS).

Note: In the target company, the source type is configured in Entity Database mappings.

Optional Field for G/L Entity Substitution: 

  • Use to select the target entity from an optional field at the time of the source transaction entry. Use this configuration when you don't want to create all target entity accounts in the source database.

  • Select an optional field. Values must correspond to the Entities setup in I/Y Entity Database mappings. The optional field will default when configuring G/L Triggers.

  • When entering the transactions in the G/L or the sub-ledger transactions, you can select the entity by updating the optional field. Inter-Entity will substitute the entity configured in G/L Trigger with the optional field value.

  • This Optional Field must be set up to flow to the G/L. 

Optional Field for G/L Target Account Substitution :

  • Use to select the target account from an optional field at the time of the source transaction entry. Use this configuration to map to different accounts in each target entity, even with completely different Chart of Accounts.

  • Select optional field that contains the overriding Target Account for the G/L substitution.

  • Optional field defaults when configuring G/L Triggers > G/L Entity Substitutions, and you set "Is G/L Account Substitutable" = Yes

IET Integrity Check Options

Select this option if you want the IET Integrity check to validate posted G/L journals are in balance with respect to Entity.

Enter the G/L posting sequence numbers which you would like to include in the Integrity check, this would typically be set to the first posting sequence number generated after Inter-Entity commenced to 99999999 to include all future posting sequences.

Note: Data Integrity is run through Administrative Services, see the System Manager user guide for more information.

Segments Tab

Segment 1 to 10

Inter-Entity can use any number of segments to define an "entity". At least 1 segment must be selected for transactions to be generated automatically.

Choose all the segments that make up an entity.

  • Segments to use: Tick the segment / segments that you want to use to identify each entity.

  • Default segment: for each segment that you use, select the segment associated with the default entity. The default entity is used when Inter-Entity cannot determine which route to follow (e.g. when there are multiple debits and multiple credits between multiple entities in a single G/L batch). Routes must exist between each entity and the default entity. (see below)

Integration Tab

IET Triggers generates general ledger transactions from all postings to G/L accounts which have been defined as Trigger accounts with a G/L offset trigger.

Clicking “OPEN” when the GL-to-GL Integration group is active lets you determine what data to include in the G/L Entry Description, G/L Detail Reference, G/L Detail Description, and G/L Detail Comment fields in general ledger transactions.  

IET Triggers generates AP transactions from all postings to G/L accounts which have been defined Offset Trigger accounts with an A/P offset trigger.

Clicking “OPEN” when the GL-to-AP Integration group is active lets you determine what data to include in the A/P Batch Description, A/P Document Description, A/P Document PO Number, A/P Document Cord Number, A/P Detail comment in the created A/P transactions.  

IET Triggers generates AR transactions from all postings to G/L accounts which have been defined as Trigger accounts with an A/R offset trigger.

Clicking “OPEN” when the GL-to-AR Integration group is active lets you determine what data to include in the A/R Batch Description, A/R Document Description, A/R Document PO Number, A/R Document Ord Number, A/R Detail comment in the created A/R transactions.  

Cash Management Tab

Cash Management Fields and Controls

Use Cash Management

Tick if you want to set up IY Cash Management – to automatically create Bank Entries, A/R and A/P payment and receipt batches based on the IY Bank Setup .

Untick to process correcting entries that do not require inter entity cash management account processing, but do use bank accounts which have been set up across entities.

  • Select this option to allow A/P Payments posted in the source company to be transferred as a bank entry to the target company.  

  • Select Auto-Post Source Bank Entry to post the source bank entry automatically

  • Select Auto-post Target Bank Entry to post the target bank entry automatically

  • Select this option to allow the A/P invoices allocated to the payment to be transferred to the target company

  • Select Auto-Post Source Bank Entry to post the source bank entry automatically

  • Select Auto-post Target Bank Entry to post the target bank entry automatically

  • Select this option to allow A/R Receipts posted in the source company to be transferred as a bank entry to the target company.  

  • Select Auto-Post Source Bank Entry to post the source bank entry automatically

  • Select Auto-post Target Bank Entry to post the target bank entry automatically

  • Select this option to allow the A/R Invoices allocated to the Receipts to be transferred to the target company

  • Select Auto-Post Source Bank Entry to post the source bank entry automatically

  • Select Auto-post Target Bank Entry to post the target bank entry automatically

  • Select this option to allow bank transfers in the source company to be transferred as a bank entry to the target company

  • Select Auto-Post Source Bank Entry to post the source bank entry automatically

  • Select Auto-post Target Bank Entry to post the target bank entry automatically

Bank Services Integration

In Cash Management, the bank entry is created with the standard Transaction numbering setup in Bank Services.

You can map some fields in Inter Entity Setup > Options > Cash Management.

  • Select the Cash Management option and click Open to determine what fields to include in the target Bank Entries.

  • Select segments from the source fields and select a separator to build the target field.

Bank Entry Integration

CM Bank Transfers generate a bank entry in the source bank and a bank entry in the target bank.

Clicking “OPEN” when the Bank Entry Integration group is active lets you determine what Source Bank Transfer data to include in the Bank Entry Header description, Detail reference, description , comments and entry number fields.  

AP Payment Integration

CM 1 Step and 2 Step AP Payment processing generates a Bank Entry in the source company.

Clicking “OPEN” when the AP Payment Integration group is active lets you determine what Source AP Payment data to include in the Bank Entry Header description, Detail reference, description, comments and Entry number fields.  

Note: Fields available include: A/P Batch Number, A/P Batch Description, A/P Entry Number, A/P Entry Description, A/P Entry Reference, A/P Entry Document Number, Check Number, User ID and Organisation ID

Example:

You can map the Check Number to the resulting bank entry Header description to facilitate reconciliation.

In Inter Entity Setup > Options > Cash Management Tab, go to Bank Services Integration.

  • Choose AP Payments to Bank Entry

  • Choose Header description and include Organization ID and Check Number.

  • Save

AR Receipt Integration

CM 1 Step and 2 Step AR Receipt processing generates a Bank Entry in the source company.

Clicking “OPEN” when the AR Receipt Integration group is active lets you determine what source AR Receipt data to include in the Bank Entry Header description, Detail reference, description and comments fields.