Entity Maintenance Screen

Users can view, create and map Legal, Parent and Code entities in the Entity Maintenance Wizard screen.

The Entity Maintenance screen is available under the Administration tab in the eRecs application. 

The Entity Maintenance Wizard screen has 3 Entity Types to choose from, the user should toggle between these entities based on intended actions in this screen. 

Legal Entity 

When the Legal Entity type is selected the table will display the current Legal Entities set up for the firm. The Legal Entity name will be in the Entity Name column and the Parent Entity which the Legal is mapped to will be in the Parent Entity Name column. Address details for the Legal Entity are in the fields to follow. 

To create a new Legal Entity- 

1. Open the Entity Maintenance Wizard screen and select Legal Entity type
2. Enter the Legal Entity name which is being created in the "Entity Legal Name" search box
3. Check the “Create a new Entity” box
4. Select Next>
5. This screen will display the name of the Legal Entity being created
6. Select Next> again
7. Select the Parent Entity from the drop down that the Legal Entity will be mapped to
   • If the Parent Entity is not available, user will need to create the Parent then follow these steps to create the Legal 
8. Select +Create next to Entity Type and choose “Broker” from the drop down
9. Select Next>
10. Select Next>
11. Optional step, map Code Entities (Atlantis/GPS Broker Code) to the Legal Entity.
    • Search for Code Entities to be mapped in “Entity Filter” and select Add>> or select Next to skip.
12. Select Next>
13. Select +Create on Entity Address
14. Entity Addresses should be set up for all Legal Entities. Firms with only Receivable trades, only need to create Receivable type addresses. Firms with Payable trades will also set up Payable type address.
    1. For Receivable trades choose “Receivables” for Address Type from the drop down. User has option to fill out all address details or only select a Country. Any email address added in this step will be used when sending eRecs Invoices systematically to the Legal Entity. 
    2. For payable trades choose “Payables” for Address Type from the drop down. User has option to fill out all address details or only select a Country.
15. Select Next>
16. Select Finish
17. If Step 11 was completed, confirm the Alias, select Yes

Parent Entity 

When the Parent Entity type is selected the table will display the current Parent Entities set up for the firm. 

To create a new Parent Entity- 

1. Open the Entity Maintenance Wizard screen and select Parent Entity type
2. Enter the Parent Entity name which is being created in the "Entity Legal Name" search box
3. Check the “Create a new entity” box
4. Select Next>
5. This screen will display the name of the Parent Entity being created
6. Select Finish. The Parent Entity is now created in eRecs

Code Entity 

Code Entities cannot be created. These entities are populated as trades containing these codes enter the system.

Code Entities can be mapped in the Entity Maintenance Wizard screen

1. Open the Entity Maintenance Wizard screen and select Code Entity type
2. Search/ select the code Entity that requires mapping
   • The Source column will identify the Code Entity type (TC, AtlantisEO/CO, GAINSEO/CO)
3. Select Next at the bottom of the screen
4. The Code Entity name will appear on the screen and user should select Next again
5. Select the Parent or Legal Entity from the drop down to create the mapping
   • TC Codes require a Parent Entity mapping 
   • AtlantisEO/CO or GAINSEO/CO codes require a Legal Entity mapping 
6. Select Finish