DEFINE ENTITIES#

An Entity is defined as an independent organization or company that employs people. Entities are organizations that have a legal identity that corresponds to a company. (i.e. a corporation, an institution, a board, a foundation, an association, or an educational environment such as a university, college, school, school board or institute).

This section explains the Define Entities (IDEN) screen and its associated fields.

An entity is legally registered as an employer with the appropriate government level(s) and department(s). ‘Entity’ is the term used in for what is normally referred to as the company. An entity will have its own chart of accounts and will produce its own financial statements.

The entity is the highest level of structure of the organization. It has its own departments, organization levels, locations, positions, jobs, units, groups, payrolls, policies, procedures and rules.

Entity details are date sensitive. This means that changes to information such as the locations or the industry grouping may be tracked over time, and a complete history of the changes may be kept. The company name or code may be changed at any time and the effects of that change will be seen wherever the entity is displayed or used. An entity may be frozen to ensure it is no longer used, but it will remain in the historical records of the organization for inquiry purposes.

Multiple entities may be defined and processed throughout the system. Very complex organization structures with sub-companies, affiliates and operations with autonomous divisions and plants, may require multiple entities and sub-entities to define them.

Employees moving within these sub-entities must be ‘terminated’ from one and rehired into another.

When you are setting up the entity, and if your installation includes the payroll applications, it is necessary to define the G/L company related to that entity and to define a minimum financial set up in the Define G/L Company (IDGC) form.

Entity data is stored in the P2K_CM_ENTITIES and P2K_CM_ENTITY_DETAILS tables.

Entity

The entity code is a user-defined code that uniquely identifies the entity. It is often an abbreviation of the company name or initials, or an acronym by which the organization refers to itself.

Standing

‘Standing' is used to indicate whether the record is active, frozen or obsolete. Active will default.

Part of

This field indicates the entity to which this entity is a sub-entity, if applicable.

G/L Company

This field specifies the G/L Company under which this entity is reported for the General Ledger. The G/L Company code defines financial information. This field can only be completed after the G/L Company has been defined on the Define G/L Company (IDGC) form.

Apply Rehire Party

This ACA toggle is used to classify an employee as rehire, if employee’s absence of service is 13 (26 for educational institutions) consecutive weeks or greater.

Educational Org

This ACA toggle is used to indicate that the employer is an educational institution and therefore 26 consecutive week is applied in determining if employee is classified as rehire.

Entity Logo

This field stores the company logo. This logo once added to the correct entity will show for the employees pay stub in WEPDS.

This function is date sensitive and changes made in these areas below the date navigator may be split with a new effective date.

Entity Name

This field is the official, legal or formal name of the organization.

Legislation

This field is the primary country whose legislation governs the organization.

Language

This field is the language in which the organization prefers to communicate.

Currency

This field indicates the currency in which all financial transactions will be recorded.

Industry

This field holds the associated industry codes used for government reporting. Although some of the codes are provided, this field may need to be completed after the industry codes have been set up as described later in this workbook.

Location

This field displays the physical location of the entity, derived from the previously defined location codes.

When the location is entered in the Definition area, the Location Address information will be retrieved and displayed in this area, editing is not allowed.

Address 1

This is the street address of the entity.

Address 2

‘Address 2’ is the PO box number or suite number address of the entity.

Locality

This field displays the city, district or township address of the entity.

State/Province

This field displays the state or province name (including country) of the entity.

Zip/Postal

This field will display the mailing code. The formatting (either Zip or Postal) will be determined by the associated Country code.

• U.S.A.: Zip Code 55426
• Canada: Postal Code M1M 1M1

Phone Number

This field is the main phone number of the entity.

Web Address

This field is the web address of the entity.

Information may not be edited here. This information must be edited through the subsidiary entity’s IDEN record.

Subsidiary Entity

This field lists the entity code of a subsidiary organization.

This information is created when the field “Part of” has been used for another entity.

For example, the entity ‘BTI’ is part of the parent company ‘NewComp’. You can indicate this through the record (the IDEN screen) for ‘BTI’, by typing or looking up ‘New Comp’ in the ‘Part of’ field. Once this is completed and the screen saved, if the IDEN screen for NewComp is retrieved, BTI will then appear as a subsidiary entity.

Entity Name

‘Entity Name’ is derived from the entity code record shown.

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