Entities in Operating Budget module in Sage X3

By | October 28, 2021

This function is used to define the hierarchical organization of the folder. The entities can be viewed as control centers designed to structure the budget forecast and monitoring according to the entity type:

  • Entity controlling and monitoring a budget,
  • Entity consuming the budget,
  • Entity approving the budget allocated or the revisions carried out.
Fig 01: Entities Screen

Approval entity:

Entity authorized to approve a budget, whichever approval level. If the approval entity is not entered by the user, this zone will display automatically the code of the entity that is being created or modified. Only existing entities from the entities table can be entered.

Reporting entity:

Assignment entity with the next greater level to enter or search in the list of existing entities. The creation of an entity automatically generates the creation of a corresponding analytical section.

The entity has an optional field “Company” used to assign the entity to a company.

Validity Start date: It is optional field, where we can enter a start date relating to the entity validity.

Validity End date: It is optional field, where we can enter an end date relating to the entity validity. Access Code : This access code makes it possible to prohibit access to the current record for some users.

If the field is populated only users that have this access code with read access rights can view the records or with write access rights can modify the records.

An entity is compulsorily assigned to an “Reporting entity” allowing the entry of the entity code at the immediate superior level. The number of levels is not limited, but the application has a search function for the entity supervisor code in the setup of WORKFLOW circuits which is limited to 9 entity levels.

Fig1.2: Operating Budget

Here in the left list,

Z0 : It is the level 1 entity.

Z01: It is the level 2 entities having approval entity and reporting entity as Z0.

Z0101,Z0102,Z0103 : These are the level 3 entities having approval and reporting entities as Z01.

Deleting entities

1)It is prohibited to delete an entity if it is used by an envelope or a budget line.

2)Deleting an entity also deletes the corresponding dimension.

3)It is prohibited to delete an analytical dimension in a dimension type Entity; You must delete the entity to delete the dimension.

Modifying entities

1)It is possible to add a Company code for an entity created without a Company code if this entity is not used by an envelope or budget line. In this case, adding a Company code triggers the deletion of all analytical dimensions created under this entity, and the creation of a dimension in the dimension type corresponding to the one of the entered company.

2)It is possible to delete a Company code for an entity if this entity is not used by an envelope or budget line. In this case, deleting the Company code triggers the deletion of the dimension created in the dimension type corresponding to the entered company and proposes to create dimensions on the available dimension types Entities.

In this way we can create entities in sage x3.

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