Entity Master File

(Entity.exe) This program will allow you to enter and delete entities in the system.

Adding an Entity

Key in CTRL+N, choose the New icon or select File then New from the application menu. Enter the Entity Code first; insert the Name and Address for the entity. There is a check box, Notify Accounts Payable, when checked will display the entity in bold red in the Invoice Matching Entry program. When you enter the Phone and Fax Numbers, be sure to include the area code. When entering the zip code, include the five digit postal code and the four digit add on, if known.
Enter in any other information in the appropriate fields. This will include the Adjustment Account Number, Adjustment Profile ID if applicable, the Federal Id, Default Location, Default Non-Stock Location, Default Ship To and the Tax Exempt Id. In the Default Ship To field, place the Ship To Code for the Ship To address that you want to be the default for the entity. This code will correspond with those entered in the Ship To Master File. Patient Charge Department is used when utilizing the Patient Charging program and will serve as the offsetting account for patient charges when writing an amount to the item budget file. There is a Min (Minimum) Order field is the user wishes to set a minimum order amount for the entity. Finally, key in CTRL+S, File then Save, or click the Save icon to save the record.

If the user receives a message stating that entering a new Entity is disabled, please contact Electronic Healthcare Systems.

There is a System Option, Next PO From Entity, in the Purchasing module, which when set to Y (Yes) will allow entities to have their own set of Purchase Orders. A field will then display, Next PO, displaying the next Purchase Order number to be issued for the specified entity.

Deleting an Entity

To delete an entity, first select the entity you want to delete. You can use the lookup function to accomplish this. Then key in CTRL+D, select the Delete icon or choose File then Delete from the application menu. Answer yes to the question asking you if you are sure you want to delete the record.