Entity Fields Reference
The Entity record has 53 fields, which can look daunting. Don't let it — in practice you fill in fewer than ten by hand, and the rest are either inherited automatically or left at their defaults. This is the complete reference, grouped by purpose, written so you can tell at a glance which fields need a decision from you and which look after themselves. Keep it open as a companion to Creating an Entity.
Access you'll need. Editing these fields requires the Accounting Admin v2 or Accounting Controller v2 permission set. The Accounts Payable v2, Accounts Receivable v2, and Read Only v2 sets can view an entity but not change its fields.
Identity & branding
Who the company is, and how its name appears on documents.
| Field | Type | What it does |
|---|---|---|
| Entity Name | Text, req | The company's name as you'll see it inside REDA. |
| Entity Code | Text, req | A short code, max 10 characters, no spaces, unique across all entities (e.g. MPG-GB). It appears in document numbering and is the key used to match intercompany transactions. Can't be changed once the entity has posted transactions. |
| Company Name (PDF) | Text | The legal name printed on PDF documents — set it when the registered name differs from the Entity Name. |
| Company Address (PDF) | Long text | The multi-line address block printed in the header of invoices and statements. |
| Tax Identifier | Text | The company's tax/VAT/GST number, printed on documents for compliance. |
| Logo URL | URL | A web link to the company's logo, used on PDFs (a specific document template can override it). |
| Active | Checkbox | On by default. Uncheck to retire a dissolved or sold company — it stops taking new transactions but its history stays for audit. |
Hierarchy
Where the company sits in your organisation.
| Field | Type | What it does |
|---|---|---|
| Territory | Lookup, req | The region the company belongs to. Anchors its financial calendar and supplies the accounts it inherits. Can't be changed once the entity is active. |
| Parent Entity | Lookup (self) | Points up to a group parent for consolidation. Blank = a top-level / standalone company. Can't be itself, and must be active. |
| Territory Full Code | Text | System-managed — a behind-the-scenes copy of the territory code used for data sharing. Don't edit it. |
Currency, basis & calendar
The three settings that shape how and when the books record value — two of which lock after you start posting.
| Field | Type | What it does |
|---|---|---|
| Currency Code | Picklist | The company's home (functional) currency. In a single-currency system it must match the org currency. Locks after the first posting. See Multi-Currency. |
| Accounting Basis | Picklist, req | Accrual or Cash — when sales count as income. Locks after posting. See Accounting Basis. |
| Fiscal Year Start Month | Picklist (1–12), req | The month the financial year begins. Drives the reporting calendar; locks once the territory's periods exist. See Fiscal Year Start. |
| AR / AP / GL Closed Through | Date | The dates up to which receivables, payables and the general ledger are closed. Posting on or before a closed date is blocked. GL can't be closed past AR/AP. Blank = that book is fully open. |
| Year-End Closed Through | Date | Set automatically when the year-end close runs — the date through which the year is finalised. |
Default GL accounts (mostly inherited)
The accounts REDA posts to automatically. None are enforced when you save the entity (except the two conditional ones noted below) — but posting checks them and stops with a clear message like "Entity setup is incomplete. Missing: …" if an account it needs is blank. The everyday ones arrive from the territory's defaults; full explanations and worked examples are in Entity Default GL Accounts.
| Field | Used for |
|---|---|
| Default AR / AP Account | What customers owe you / what you owe vendors |
| Default Cash Account | The cash GL where money lands on receipts & payments |
| Default Bank Account | The Bank Account record (not a GL account) auto-selected on new receipts and payments |
| Default Revenue / Expense Account | Fallback income/cost account when a line has no product account |
| Default Deferred Revenue (req for Cash basis) | Parks income until you're paid (cash basis) |
| Default Retained Earnings | Where the year's profit goes at year-end |
| Default Unapplied Cash / Payments | Customer prepayments / vendor prepayments |
| Sales / Purchase Discount | Discounts you give / take |
| Default FX Gain/Loss (req in multi-currency) · Realized FX · Unrealized FX | Exchange-rate gains and losses |
| Default IC Receivable / Payable | Intercompany balances (set as a pair) |
| Default WHT Payable / Receivable | Withholding tax you owe / can reclaim |
| Default Dimension Clearing Account | A technical clearing account used when postings re-balance across dimension values |
Ledger, framework, tax & withholding
| Field | What it does |
|---|---|
| Default Ledger | The book of record everything posts to unless overridden — posting stops without one (unless an org-wide default ledger exists). Inherited. |
| Default Reporting Framework | The layout used for this company's financial statements. Inherited. |
| Tax Jurisdiction | The company's home tax authority — used as the seller's location when it sells. |
| Party Tax Profile | How the company behaves for tax as a seller (its taxpayer type and regime). |
| Payer Regime | Its withholding-tax regime (e.g. Brazil Lucro Real / Presumido / Simples), used to match the right WHT rules. |
| WHT Enabled (Sales) / (Purchase) | Switches that show the withholding-tax options on sales / purchase documents. |
Policy toggles & PDF automation
Optional per-company business rules — all covered in Entity-Level Policy Settings.
| Field | What it does |
|---|---|
| Enforce Budget Controls | Block a purchase order if it would exceed the budget. |
| Include In Aging | Include this company in aging (overdue-balance) snapshots. |
| Allow Cross-Entity Settlement (AR) / (AP) | Let another company's payments settle this one's invoices — for groups that pay centrally. |
| PO Over-Invoice Tolerance % | How far a bill may exceed the purchase order it's matched to. |
| Auto-Gen PDF: SI · CR · CM · PO · CD | Five switches that auto-create a PDF when each document type is posted. |
Default Bank Account – Expenses
A lookup to a Bank Account that, when set, becomes the paying bank for the entity's expense payments — Cash Disbursements, the batch payment run, and Expense-type Purchase Invoice auto-payments — instead of the entity's ordinary Default Bank Account. Leave it blank to reuse the Default Bank Account. The chosen account must be active and belong to this entity. Editable by the Accounting Admin and Controller permission sets. Full setup is in Entity Default GL Accounts.
Where to go next
- Creating an Entity — fill these fields in context.
- Entity Default GL Accounts — the GL fields, explained in depth.
- Entity-Level Policy Settings — the policy toggles in detail.
- Accounting Basis (Accrual vs Cash) — the basis field explained.
- Understanding Entities — the concepts behind the record.
Frequently asked questions
No. In practice you fill in fewer than ten by hand — Entity Name, Entity Code, Company Name, Territory, Currency, Accounting Basis, Fiscal Year Start Month, Tax Jurisdiction and Party Tax Profile. Everything else is either inherited from the territory's defaults or left at a sensible optional default.
Technically yes, at any time — nothing in the product stops you, even after the entity has posted transactions. Treat it as fixed once the entity is live, though: it appears in document numbering and is the key used to match intercompany transactions, so changing it leaves existing documents numbered under the old code while new ones use the new one, and can break intercompany matching. Decide the code before go-live.
They inherit from the territory's Accounting Defaults when you save. None are enforced at save time except the two conditional ones — Default Deferred Revenue for Cash basis entities and Default FX Gain/Loss for multi-currency — but posting checks the rest and stops with a clear message if an account it needs is still blank.
Currency and Accounting Basis lock after the entity's first posted transaction, Fiscal Year Start Month locks once accounting periods exist for the entity's territory, and Territory can't be changed on an active entity.
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