How to Allocate Shared Expenses Across Entities in Intuit Enterprise Suite

Before you start

• Your Intuit Enterprise Suite subscription has more than one company.
• Set up intercompany account mapping first (Step 1). It's a one-time setup, and you need it to allocate between Accounts Payable and Accounts Receivable accounts.

To standardize accounts across your companies first, see how to share one chart of accounts across entities.

Step 1: Set up intercompany account mapping

The mapping tells IES which receivable and payable accounts to use when companies do business with each other, so you don't pick the debit and credit accounts by hand each time.

1. 1Select Multi-entity, then Overview.
2. 2Select Set account mapping.
3. 3Select Set up your first account mapping.
4. 4In the Company 1 dropdown, choose the source company.
5. 5In the Company 2 dropdown, choose the target company.
6. 6In the Intercompany payable & receivable accounts dialog, use the Due to Company 2 and Due from Company 1 dropdowns to choose the accounts.
7. 7If you need the reverse direction, repeat this for the Due from Company 2 and Due to Company 1 dropdowns. If your allocations only use the first set, leave this row empty.
8. 8To map another pair of companies, select Add and repeat these steps.
9. 9When you're finished, select Done.

Step 2: Allocate an expense, bill, check or credit

1. 1Go to Bank transactions, Expenses, Checks, Bills, Vendor credits or Credit card credits.
2. 2Create or open an expense, check, bill or credit. Or open a bank transaction that's categorized or waiting for review.
3. 3Enter the details as normal, such as the payee and category.
4. 4Select Allocate in the transaction.
5. 5For each category or item line, select Allocate to choose the entities to include, then select Save.
6. 6Select the Category or Item for each company, then enter the Percentage/Amount for each company. You can also add memos or attachments to each expense.
7. 7When the allocation is complete, select Save.
8. 8On the money-out form, select Save and close.

IES marks the transaction with an allocated icon. It handles the accounting in each company based on your intercompany account mapping.

Step 3: Review allocations with your other intercompany activity

Allocations show alongside intercompany invoices, bills and journal entries in the Transaction section of the Multi-Entity Hub, and flow into consolidated reports. For intercompany sales, see how to record intercompany sales between entities. To keep intercompany balances out of consolidated totals, see how to eliminate intercompany balances.

Allocations carry dimensions and projects. For how dimensions work, see how dimensions differ from classes and locations in IES.

If something doesn't look right

• You can't allocate between Accounts Payable and Accounts Receivable accounts: set up intercompany account mapping first.
• The wrong due-to or due-from account was used: check the mapping for that pair of companies under Multi-entity > Overview > Set account mapping.
• The split needs changing: edit the allocation. You no longer have to delete and re-create it.
• You need to allocate a refund: allocations work on vendor credits and credit card credits.

Where Intuit Enterprise Suite leaves the work to you

• You enter each company's category or item and percentage or amount on every transaction. Intuit's article doesn't describe saved allocation rules.
• Account mapping is set up one pair of companies at a time (Company 1 and Company 2). With many entities, that's many pairs to set up.
• The article covers expenses and credits only. It doesn't cover allocating income.
• The article doesn't explain how to settle the due-to and due-from balances between companies afterward.

How Logistify helps

Logistify doesn't allocate expenses or post intercompany entries. Its Sales Order Service enters customer orders into Intuit Enterprise Suite as sales orders, with a person reviewing exceptions, and its Accounts Receivable Service matches payments from your bank file to open IES invoices. That keeps each entity's orders and payments current while your team handles allocations.