Managing multiple entities—such as subsidiaries, branches, franchises, regions, or legal entities—can be challenging without the right system and structure. Sage Intacct was built for organizations that need visibility, automation, and control across complex financial landscapes.
This guide walks you through everything you need to know about multi-entity management in Sage Intacct, including structure setup, permissions, intercompany automation, global consolidations, and best practices to ensure accuracy and scalability.
1. Understanding Sage Intacct’s Multi-Entity Structure
Sage Intacct uses a top-down hierarchy:
Top Level (Shared Level)
Controls:
- Global settings
- Chart of accounts
- Dimensions
- Vendors and customers (if shared)
- Company-wide reporting
- Consolidations
Entity Level
Controls:
- Entity-specific AP, AR, GL
- Local transactions
- Local currencies
- Entity-level reporting
Why this matters
This structure ensures:
- Faster setup of new entities
- Shared data consistency
- Centralized oversight
- Separate operational reporting
2. When to Create a New Entity (vs. Using a Location/Department)
Use a new entity if:
- It’s a separate legal company
- It requires its own books
- It uses a different base currency
- It needs individual AP/AR subledgers
- It has dedicated tax or compliance rules
Use a dimension if:
- It’s just a branch, department, or team
- It does not need its own AP/AR
- Reporting is operational, not statutory
3. User Roles & Permissions: Getting Access Right
Incorrect permissions are one of the most common multi-entity pain points.
Best Practices
- Use Role-Based access for scalability
- Limit entity access to only what users need
- Restrict top-level access to leadership or admins
- Separate duties between AP, AR, and GL teams
- Review user access quarterly
Common Issues
❗ Users can see entities they shouldn’t
❗ Users cannot access AP or AR data
❗ Admins accidentally modify top-level data
ADSS Global can audit your permission structure if you experience inconsistencies.
4. Managing Intercompany Transactions Automatically
Sage Intacct automates due-to/due-from entries, eliminating manual reconciliation.
Examples of automatic intercompany posting
- One entity pays a bill on behalf of another
- Expenses are shared across entities
- Revenue is split across business units
Setup Recommendations
- Consistent chart of accounts
- Shared dimensions
- Preconfigured intercompany relationships
- Clear documentation of approval workflows
Intercompany automation is one of Sage Intacct’s most powerful features—when configured correctly.
5. Multi-Entity Reporting & Dashboards
Sage Intacct enables:
- Entity-level reports
- Cross-entity operational reports
- Consolidated financial statements
- Currency conversion
- Ownership-based consolidation
Best Practices
- Standardize report templates
- Use dimensions for consistent comparisons
- Build executive dashboards at the top level
- Use filters (entity, department, location) for flexible reporting
6. Consolidations: Global, Automated, and Configurable
One of Sage Intacct’s core strengths is automated consolidations.
Consolidation features
- Automatic currency conversions
- Real-time roll-ups
- Eliminations
- Ownership percentage adjustments
- Audit-ready consolidation logs
When to consolidate
- Month-end
- Quarter-end
- Year-end
- Anytime leadership needs real-time visibility
Consolidations can be triggered manually or scheduled automatically.
7. Common Multi-Entity Issues (and How to Fix Them)
Issue 1: Incorrect entity on transactions
Fix: Update user defaults, enforce permissions, or enable warnings for cross-entity posting.
Issue 2: Intercompany balances not clearing
Fix: Review intercompany setup, shared dimensions, or COA consistency.
Issue 3: Reports not consolidating correctly
Fix: Ensure entities use identical report structures and dimension mapping.
8. Best Practices for Long-Term Success
- Use consistent COA and dimension names
- Keep entities and dimensions clean
- Automate approvals
- Document your processes
- Audit permissions regularly
- Review intercompany relationships yearly
- Standardize reporting across all entities
9. When to Contact ADSS Global
We recommend expert support if:
- You’re planning a major expansion
- You need custom consolidation logic
- You want to redesign your entity structure
- Intercompany processes are inconsistent
- Reporting accuracy is unreliable
ADSS Global specializes in complex, multi-entity environments across industries worldwide.