Home Features Who it's for Apps Security Plans Talk to us

Several entities in one account

Run the firms of your trading group, such as a wholesale firm, a retail firm and an import firm, in one SmartMy Trade account. Each Entity keeps its own GSTIN, shops, bills, settings and books. Your staff switch between the Entities they are allowed in, and the owner sees them together.

PLANSEvery plan

Compare plans How it works

The problem it solves

Your family runs three firms, and each has its own billing program, login and backup.
The same items are set up three times with three different names.
A billing clerk of the retail firm must not see the wholesale firm's rates and parties' dues.
The owner adds up three sets of figures by hand at the month end.

How it works

Add each firm as an Entity under Administration > Users & Entities > Entities: name, address, GSTIN, currency, logo, time zone and the parent Entity.
Give each person the Entities they may work in, under Allowed Entities on the user. Someone allowed in one firm sees nothing of the others.
Set up each Entity's shops and godowns, its Trade settings and its chart of accounts and taxes. Items and parties can be shared by all, or kept to one Entity.
Pick the Entity to work in from the switcher at the top. Bills, stock and ledgers follow the Entity you are in.
The owner ticks several Entities to see dashboards and reports together. In Scale, sales between your firms run as inter-company orders and bills, and the Financial Reports show the group consolidated.

Everything it does

What belongs to each Entity

Its shops and godowns, bills, receipts, stock and party balances
Its GSTIN, chart of accounts, taxes, journals and invoice numbers, with a series per shop if you want
Trade settings: what the Entity does, credit control, Purchase Order Limit, reminder days, LUT and commission agent charges
Import shipments, letters of credit, quality control points and fixed assets
Its approval chains, copied from the parent Entity when it is made
Its notification settings, following the group's until you change them

Shared or per Entity, as you choose

Items: shared by every Entity, or set to one
Parties: one party can buy from several of your firms, with a separate balance in each
Brands and party groups: for one Entity, or left empty for all

Seeing the group

The web dashboard and reports count every Entity you tick
Today in the SmartMy Trade app shows one Entity at a time
Owner's Daily Summary: one message per Entity to its Trade Managers
Scale: Financial Reports with a column per Entity, or consolidated with inter-company amounts apart

Who sees what

A person works only in their Allowed Entities
A role, such as Trade Manager, applies in every Entity the person is allowed in
Within an Entity, staff can be limited to their own shops (Growth)

Who uses it

OwnerWorks with every Entity ticked and compares the firms.

AdministratorAdds Entities and gives people their Allowed Entities.

AccountantKeeps each firm's books, GST and returns apart.

Billing staffWork in their own firm's Entity and shops.

Where you use it

Web: Administration > Users & Entities > Entities, and the Entity switcher at the top
The SmartMy Trade app: the Entity is chosen for Today (built and in testing, not in the app stores yet)
Not built: a role in one Entity only; a role applies in every Entity the user is allowed in

What you control

Settings

Per Entity: name, address, GSTIN, currency, logo, time zone and its own Trade settings
Per user: Allowed Entities
Per item, brand and party group: an Entity, or empty for all

Approvals

Each Entity has its own approval chains, copied from its parent when it is made

Notifications

Each Entity follows the group's notification settings until you give it its own channels and wording

Questions

Can our firms sell to each other without typing twice?

Yes, in Scale. A purchase order to your other firm becomes its sales order, and its invoice becomes your bill. See Your companies trading with each other.

Does each firm need its own GSTIN?

Each Entity carries its own GSTIN and files its own returns. Shops and godowns under one GSTIN are places of one Entity, not separate Entities.

Can a clerk of one firm be kept out of another?

Yes. Allow them only in their own Entity. They see none of the other firm's bills, parties' balances or stock.

How many Entities can we have?

One comes with your plan, and more can be added. Tell us about your group and we will confirm what your plan includes.

Related features

IMPORT, EXPORT AND GROUPSYour companies trading with each otherWhen one of your Entities buys from another, its purchase order makes the seller's sales order. The delivery fills the buyer's goods receipt, and the invoice makes the buyer's bill with the same number, date and lines. Each document shows its twin, and a list shows the twins not yet posted.ACCOUNTINGFull accounting with GST returnsEvery bill, return, receipt, supplier bill and cheque posts into your books as you work, with the shop on each bill. Growth adds accounting reports by shop. Scale adds the full accounting screens and Financial Reports, from ledgers to cash flow and consolidation, with GSTR-1 and GSTR-3B for India.CUSTOMERS, BROKERS AND REPORTSEach shop's staff see their own shopGive each user the shops and godowns they work in. Their list of bills and returns, and the goods coming in and going out, then show only those places. Trade Managers, and users given no shop, see every shop.ACROSS SMARTMY TRADEApproval chainsHeld sales, big purchase orders, write-offs and indents go to the right people in order before they go through. With no set-up the Trade Managers approve; you add levels, such as the owner for credit above an amount, without code.ACROSS SMARTMY TRADEDashboardsSmartMy Trade opens on a ready dashboard: sales, what customers owe, supplier bills overdue and shop days not closed. It shows sales by day and your top customers. The owner's phone opens on Today: each shop's sales, collections, dues and low stock.BILLING AND STOCKSeveral godowns, racks and transfers between shopsKeep stock in as many shops and godowns as you have, down to the rack and bin. Stock sent from one place to another leaves on a delivery, stays in transit at its value, and arrives on a receipt. What never arrives is written off as short on the transfer.

See your shop on it.

Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.

Talk to us Compare plans