Entities Admin Screen

The Entities Admin screen allows users with administrative privileges to add, edit and delete entity types and entities. Entities are groups or categories found throughout the Emburse Enterprise interface, including drop-down lists and rules (e.g., departments, offices or airfare/rail classes). Your company may send Emburse Enterprise entities via data feed or web service (API), or they may be entered manually via this screen.

• Entity Type: A collection of entities. For example, Airfare Classes is a type of entity.
• Entities: Individual elements in an entity type. For example, First Class, Business Class and Economy Class are all entities within the Airfare Classes entity type.

Click ADMIN SETTINGS > MASTER DATA > ENTITIES.

View an Entity Type and Its Entities

Type all or part of the entity type name in the search box. Click on the desired entity type to display the information. You may also scroll through the list. More results load each time you reach the bottom of the list.

The entities associated with that entity type appear in the Entities pane at the bottom.

Create A New Entity Type

1. Click the blue + button to the right of "Entity Types."

2. Enter the entity type’s name and description in English, as well as its code.

3. Use the Sort Order drop-down to change the order in which this entity type will appear in the list.

• You may sort by Entity Name, Entity Code or Sort Order.

4. If your organization sends in an Entity Type data feed, it will overwrite your current entity types and all the associated entities. To prevent specific entity types from being overwritten, click the Do Not Delete (from feed) check box for each entity type.

• In the "Would you like to update all the DND flags for all belonging to this Entity Type to match your DND selection at the Entity Type level?" pop-up box, select APPLY.

5. Check the LOAD ON LOGIN check box.

6. Click SAVE.

Create a New Entity

1. Click on the entity type for which you would like to create a new entity.

2. In the entity type's preview screen, click the blue + button to the right of "Entities."

3. Enter the name of the entity and its code. Emburse Enterprise offers up to five Extra Data fields for your use.

4. You may sort the entities in an entity type in numerical order by assigning each a number in the Sort Order field.

In the example below, the First Class entity will appear third in the RailClass Type entity list.

5. If your organization sends in an Entities data feed, it will overwrite your current entities. To prevent specific entities from being overwritten, click the Do Not Delete (from feed) check box for each entity type.

6. Click SAVE.

Edit an Entity Type

Select the entity type in the list and click EDIT.

When you are done, click SAVE.

Edit an Entity

In the Entity Types list, click on the entity type to which the desired entity belongs. Then click the desired entity in the Entities pane.

When the new window opens, click EDIT, make the desired changes, then click SAVE.

Delete an Entity Type

Select the entity type in the list and click DELETE. This will also delete all the entities affiliated with that entity type.

Delete an Entity

In the Entity Types list, click on the entity type to which the undesired entity belongs. Then click the undesired entity in the Entities pane.

Click DELETE. In the "Are you sure you want to delete this entity?" pop-up window, click DELETE.

Add and Edit Entity Type Languages

Although the primary entity type language is English, you may add alternate entity type names and descriptions in any language supported by your organization in Emburse Enterprise. These will be displayed for users who have selected one of those languages in their Settings.

1. Select the desired entity type in the list and click EDIT.
2. Then click LANGUAGES.

3. Add the desired entity type name and description for any of the supported languages, then click APPLY.

Add and Edit Entity Languages

Although the primary entity language is English, you may add alternate entity names in any language supported by your organization in Emburse Enterprise. These will be displayed for users who have selected one of those languages in their Settings.

1. In the Entity Types list, click on the entity type to which the desired entity belongs. Then click the desired entity in the Entities pane.

2. In the pop-up window, click EDIT.

3. In the Languages section, enter the desired entity name for any of the supported languages, then click SAVE.