With Nimble AMS you can track and manage one or more financial entities. Each financial entity of your association managed within Nimble AMS is represented by an entity record. The entity holds a variety of settings and information used when entering orders and other financial processes, as well as analytics.
In this section, you will find information and steps for working with entities.
When you create an entity, you can record the following information:
Entity contact information—such as phone and website
Main entity address
Remittance address, which is optionally used on invoices and renewals
Remittance text, which is optional text used on invoices and renewals
Accounting settings such as bill me enablement, batch export configuration, and invoice terms
- Payment gateway settings
- Email template settings
This information is used throughout Nimble AMS and can be used in your analytics.
Entity Information on Related Objects
Additional configuration information about an entity is stored in related objects. Below are the entity-related information that you set up using related objects.
With Nimble AMS, you can manage and reconcile your accounts receivable (AR) using AR aging categories. AR agings are first defined on each entity by an administrator. Then, on each order with a balance, the
Invoice AR Aging is automatically populated and maintained by Nimble AMS.
Using bank accounts, you can track cash, checks, and other types of payments. When setting up bank accounts in Nimble AMS, at least one bank account should be created for each entity. The bank accounts you create are used to set up payment methods and credit card issuers for your entities.
By creating entity credit card issuers, you set the credit card issuers that each entity has available for credit card payments, as well as setting the bank account that is used for recording the payments. The credit card issuers you set up for an entity are available in the Staff View order process when your batch is set for that same entity. In Community Hub, constituents can enter payments using the entity credit card issuers for your
Default Entity. The
Default Entity is set by an administrator. Learn more on Change the Default Entity.
Using entity crossovers, you can manage multiple financial entities within your single instance of Nimble AMS. When you set up entity crossovers, products from multiple entities can be processed in a single order, and when a payment is applied to the order, any necessary inter-entity transactions are automatically generated based on the entity crossovers. The entity crossovers specify the due-to and due-from general ledger (GL) accounts for the entities.
By creating entity order items, you set the order item types that each entity has available to sell. The entity order items you create are listed in the Staff View order process "Let's Get Started" dialog box.
With Nimble AMS, you set payment methods for the ways your constituents can pay for their orders—cash, check and credit card are examples of payment methods. The entity payment methods define the payment methods that are available for a specific entity, along with the bank account that should be associated with that entity payment method. When entering payments for orders, staff select the correct entity payment method from the list displayed on the payment dialog window in the order process.
General ledger accounts, or GL accounts, are used in Nimble AMS to link back to your general ledger. After you set up GL accounts in Nimble AMS, and use them on products, bank accounts, and other financially-related records, the transactions generated by Nimble AMS are automatically tagged with the GL accounts. The transactions can then be exported from Nimble AMS and imported into your general ledger with the correct GL accounts. All GL accounts set up in Nimble AMS must be tied to an entity.
Membership types in Nimble AMS are the primary building blocks for your association's membership setup, and are vital for tracking membership history on a term-by-term basis for all past, present and future members. Each membership offering requires a separate membership type record, which controls all membership business rules and provides different dues options for staff to sell and constituents to purchase.
In Nimble AMS, you use productsto represent the goods or services your association offers to your constituents. Your products are set up using product types which define what attributes the products have. For example, an event session product has a start and end date, but a merchandise product does not. Your products are purchased by your constituent using orders.
With Nimble AMS, you can charge and collect sales taxes on the merchandise products you sell to your constituents. The sales tax capabilities include:
- Creating and managing sales taxes for one or more jurisdictions. This includes limited support for Value Added Tax (VAT) or Goods and Services Tax (GST).
- Setting which individual products are taxable.
- Setting which accounts for tax-exempt constituent are exempted from sales tax.
Other Objects that Use Entities
In addition to the configuration-oriented objects, transaction-oriented records throughout Nimble AMS are tagged with the entity owner. Examples of records that require the entity to be identified include events and batches. The entity is also recorded automatically on orders, payments, and transactions.
Nimble AMS supports ordersthat involve more than one entity. After you have configured entity crossovers, the inter-entity, or due to/due from, transactions are automatically generated.