Note: If you prefer to watch a video on this topic, please visit our FloQademy FAQ course!
An Admin or System Admin can add a new entity to FloQast from the Admin Settings (Gear Icon). Once in the Admin Settings, select Entities, click Manage to the right of one of your existing entities and then scroll down to the Add New Entity Section.
You will be asked to fill in three fields:
1. Entity Name: This will be the name that is displayed in FloQast for the new entity. A corresponding folder will be built in your Cloud Storage underneath your root FloQast folder. It will be named FQ - Entity Name. Please note that certain special characters are prohibited from your entity name. Your new entity name should also be unique from any pre-existing entity names.
2. Year End: This is the fiscal year-end of the new entity. The FYE of your other entity(s) will be filled in here, but you may change it if this new entity differs.
3. Start Period: This will be the first month created in FloQast (and cloud storage) for this entity. You may back-date your entity up to 2 years. You may not future-date the entity (i.e. if you wanted your entity to begin in some future month, you would need to revisit the Manage Entities page and create your entity at that time)
4. Workflow: You can select which of your workflows you would like this entity to be placed in.
What ERP Settings will my new entity inherit?
Your new entity will inherit the ERP of the entity that you are currently viewing. When you are on the Manage Entities page, you will always be clicked onto one entity in particular. If you are viewing an entity connected to NetSuite ID 12345, the new entity will be connected to NetSuite ID 12345. The same goes for Intacct. In most cases, this is perfect- you will want your new entity to inherit your existing connection to NetSuite/Intacct.
What if I upload my TB manually?
If you manually upload your Trial Balance to FloQast (or rely on FloQast Connect to deliver your Trial Balance to FloQast) then your new entity will be considered a "TB Upload" entity. FloQast has written a special script to read the format of the Chart of Accounts and Trial Balance that you provide via Excel/CSV. When you create a new entity, it will inherit the script of the entity you are viewing and therefore your COA/TB format will be expected to mirror those files of the existing entity. This can be easily updated if the new format differs- please contact support@floqast.com and provide redacted files for formatting.
What if I use QBO or have an Intacct Console Setup?
If you use QBO, have an Intacct Console setup with multiple clients, or generally need to add a new entity with a brand new ERP connection, you may choose the "Select Different Credentials" button and choose the ERP desired. The UI will include a new section to enter your new ERP credentials:
Can I base my new entity on an existing entity?
Absolutely! You will specify the folders, checklist items, and reconciliations for your new entity by using a Mapping Document. The Mapping Document can be made completely from scratch. But it can also be configured to mirror an existing entity. The Mapping Document is essentially a side-by-side combination of your Checklist Template and Reconciliation Template, which are exportable via the Manage Checklist and Manage Reconciliations tabs, respectively.
What must be included on a Mapping Document for the upload to succeed?
You will need at least one folder, one checklist item, and a frequency specified for that checklist item. Anything less than that (i.e. a blank template) will result in an error creating your entity.
Can I include reconciliations on the Mapping Document?
Yes, if you rely on one of our ERP integrations (NetSuite, Intacct, or QBO) then you may include reconciliations on your initial upload. This is because we have your Chart of Accounts on file from the integration.
If you are a TB Upload client, then reconciliations will NOT be recognized from your mapping document. This is because we do not have your Chart of Accounts on file until you upload it to FloQast. After this has been uploaded, you may import reconciliations or add them individually using the Add Account drop-down menu.
Who gets access to new entities?
The following individuals will inherit access to the new entity: The Admin/System Admin that created it, any user whose email appears as a preparer/reviewer on the Mapping Document, and the person indicated as the "First User/Main Admin" from your original setup. If someone needs access but does not fit these qualifications, you can always edit the Entity Assignments on the Manage Teams page!