To add an entity, press the ‘Create’ button on the toolbar of the respective catalog. To edit the existing one, double click the line with its name. You can also select the line, press the ‘More’ button (in the upper right corner) and click ‘Edit’ in the drop-down list. You can right-click the line instead of pressing the ‘More’ button.

In the create form, only the Description field and selection between the legal person and individual are required. The ‘Description’ that you enter will be displayed in the system interface and in the drop-down lists.

If you create an entity without editing it, press the ‘Save’ button after completing the required information. If you do not save the entity, you won’t be able to complete the related catalogs and fields (for example, ‘Bank Account’).

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Entities (create) form. The ‘Main parameters’ tab

Full name is used for indicating the entity name as it is written in the charter documents. The system will use this name in the documents print forms.

If you intend to have accounting for several companies, we recommend completing the Prefix field. It allows adding your own letter code for each entity. The system will use this code before the numbers of all the documents executed on behalf of this entity.

Use the Work Days Calendar field in the calendar catalog to select the calendar that represents the entity work schedule. To access the catalog, click the ‘Show all’ hyperlink in the drop-down list. You can specify which days are working, non-working and holidays. To learn more about working with calendars, see par. Completing the 'Work Days Calendars' catalog.

If the entity is an individual, you can additionally select a respective person from the Individuals catalog. To access this catalog, use the above steps. To learn more about working with it, see par. Completing the 'Individuals' catalog.

You can complete the Default Bank Account and Default Petty Cash fields by selecting their values from the Bank Accounts and Petty Cashes catalogs accordingly. The system will use this information in the entity documents. If your entity has several bank accounts and/or petty cashes, please indicate the default bank account and/or petty cash that is used more often than the others.

If the catalog does not contain the required items (individual, bank account or petty cash), you can add them within the entity create form. Just press the  button in the respective drop-down list or click ‘Create’ in the displayed catalog window. (To open the catalog, select ‘Show all’ from the drop-down list.)

To edit an item selected for any field, press the  button located to the right of the field. To apply the changes, press the ‘Save and close’ or ‘Save’ button in the displayed editing formOn the Entity (create) form, you can created an entity of your company (in addition to the default entity) if the Multi-Company Accounting option is selected on the Administration > Settings > HR and Payroll Module form.

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The "Entity (create)" form. The Main parameters tab

Use the Description field to specify a brief name of the entity; this name will be displayed on the system interface and will identify the entity in drop-down lists.

<Auto> in the Code field indicates that the system will assign a unique ID to this entity, once the entity will be saved.

You can select whether the entity is a legal entity or an individual by using the Legal Entity or Individual radio buttons. If the entity is an Individual, you can select a person from the Individuals list or add a new one.

In the Full name field, you can provide the business (or legal) name of the entity; this name will appear in financial reports and print forms of documents. Also, provide the business name in Arabic language in the appropriate field.

In the Prefix field, you can specify a prefix for this entity; the system will use the prefixes appended to document numbers so that in lists you can easily separate documents of different entities.

In the Labor Card Number, enter the number on the work permit issued by the UAE authorities if the entity is represented by the individual.

Use the Work Days Calendar field to select a calendar that represents the entity's work calendar. For more information, refer to Work Day Calendars.

You can populate the Default Bank Account and Default Cash Account fields with the entity's accounts of the respective types, which are used more often than others. Alternatively, you can create new accounts (for this, you can use the Image Added button.)

The toolbar buttons

Click the Save button to save the new entity or the Save and close button to save the entity and close the form.

Available links

You can use the following links (available on the form) to provide more information about the entity:

• Addresses: To view all the addresses specified for the entity. 
• Bank Accounts: To view a list of bank accounts available for the entity.
• Responsible Persons: To view a list of responsible persons selected among the entity's employees.
• Staffing Table: To view a staffing table with all positions and vacancies available in the entity.