Version 7 of Gravity Software introduces powerful advanced multi-entity capabilities designed to dramatically simplify workflows, enhance user efficiency, and reduce redundant data entry across multiple companies. This step-by-step guide walks you through how to enable and use these new features effectively.
Step 1: Enable advanced multi-entity mode
To get started with the new features:
- Navigate to System Settings from the main menu.
- Open Entity Configuration.
- Go to the Entity that is the Master Entity and Open up that Entity.
- Locate the setting labeled "Use Advanced Multi-Entity".
- Turn this feature ON by selecting Yes.
- Close and reopen your browser to activate the new capabilities
Each company (or entity) has its own configuration record. One entity will serve as the master configuration for database-wide settings.
Step 2: Understand the new entity dropdown behavior
Previously, the dropdown menu was used to switch between entities.
In version 7:
- The dropdown still exists, but now it acts as a focal point for default activity rather than forcing entity switching.
- There is no need to close and reopen forms just to enter data into a different company.
Step 3: Create transactions across multiple companies
With advanced multi-entity turned on, creating transactions is seamless:
- Start a new transaction, such as a journal entry or accounts payable entry.
- On the form, look for the new Entity Code field.
- This identifies which company the transaction belongs to.
- Once saved, the entity for that transaction is locked.
- Complete your entry as usual, even if it includes cross-company allocations (for example, payroll expenses split across entities).
Step 4: Easily switch entities mid-workflow
No more closing forms and navigating back to the menu:
- After saving one transaction, click New to start another.
- You can change the company directly within the form using the Entity dropdown.
- Enter your new transaction without any interruption to your workflow.
This is especially useful for users entering high volumes of transactions across different entities, such as AP clerks or Controllers.
Step 5: Search across all entities simultaneously
Another time-saving enhancement is global search functionality:
- Use the search bar to look for transactions.
- Gravity will now search across all entities you have permission to access - not just the currently selected one.
- You'll see results from multiple companies in one unified list.
Step 6: Increase your operational efficiency
The new advanced multi-entity framework improves performance by:
- Eliminating repetitive clicks to switch entities.
- Reducing data entry time across companies.
- Providing unified reporting and search capabilities.
- Streamlining workflows in payables, receivables, journal entries, and more.
Pro Tips
- Use the Entity Configuration screen to customize defaults and control behaviors for each entity.
- For intercompany transactions, Gravity continues to automatically manage due-to/due-from entries, so you don't have to.
- Train your team on the new workflow to take full advantage of these improvements.
Final thoughts
Version 7's Advanced Multi-Entity features are a game-changer for accounting professionals managing multiple companies. Whether you're entering transactions, analyzing reports, or searching for records, Gravity's new enhancements make the process faster, smarter and more intuitive.
Ready to see it in action? Take a look at our video below or contact your Gravity Partner to learn more about Gravity Software's Advanced Multi-Entity enhancement in Version 7.0.
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