Entity Codes Maintenance

Overview

In some cases an organization may comprise two or more business entities. Where this is true, there can be a need to create separate general ledgers for these “companies” (your organization can rename this term, if necessary, in FundWriter Setup: . Separate companies have:

• Separate charts of accounts and financial records, including journals and posted transactions;
• Separate lists of GL segments (except for those segments set up as global);
• Separate closed versus open status on fiscal years and accounting periods;
• Separate vendors in Accounts Payable and separate sets of vouchers;
• Separate customers in Accounts Receivable and separate sets of orders, invoices, and receipts;
• Separate assets in Fixed Assets;
• Separate donors in Connect-FR and separate sets of gifts

FundWriter allows your business to do these things and to assign users to one or more companies, defining a default company for each user. Simply use FundWriter Setup to enable multi-company functionality. For information on how to configure your FundWriter setup, reference this page: FundWriter Setup

Then proceed to Entity Codes Maintenance to set up the companies and indicate the users relevant to each:

• From the DDI Connect main menu, double-click FundWriter

• Double-click FundWriter Setup

• Double-click Entity Codes Maintenance. You will see this screen:

File:Entity Codes 1.jpg

Please note that what you see on this screen will depend entirely on what your organization has already configured for Entity Codes.

• The DDI Connect system automatically populates the User ID and Name fields with all users currently in your system. However, unless the user has a symbol in the entity column, they will NOT have access to that entity unless it is granted.

Adding a New Entity

• From the Entity Codes Maintenance screen, click the Add button. This creates a new entity for editing:

File:Entity Codes 2.jpg

• The following fields need to be completed:

Field	Description
ID	The system will automatically assign the next available ID. Press enter to retain the number, or type over the default to assign a new ID. This is a 2 character, numeric only field
Code	This field is the unique code for the entity you are adding. You are allowed up to 8 alphanumeric characters
Org	Example
Description	Enter a brief description for the new entity