Entity Setup

Entities Overview

Entities are used in BulkSource to separate different portions of your organization. If your business operates as a single legal and operational unit, this section may not apply and can be safely ignored.

Entities are most commonly used when portions of a business need to operate independently within the same BulkSource account.

Common Reasons for Using Multiple Entities

Organizations may choose to separate their operations into multiple entities for several reasons, including:

1. Separate Payment Accounts
   Different entities may settle funds into different bank accounts or use different payment processors.
2. User and Operational Separation
   Some users may require access only to a specific entity. This is common when working with third-party sites, joint ventures, or external partners where access must be restricted.
3. Legal or Accounting Separation
   Entities may represent distinct legal companies, divisions, or operating units that require separate financial reporting, tax handling, or accounting treatment.
4. Operational Independence
   Entities can be used to isolate operations that have different pricing structures, customer bases, or workflows while still operating under a single BulkSource account.

What Entities Control

Entities provide separation across several core areas of the platform, including:

• Sites
• Users and permissions
• Customers
• Logistics providers (haulers)
• Products and pricing
• Payment processing fees

Additional details on how each of these areas is impacted by entity configuration are covered in related help articles.

GL Period Closed Through

The GL Period Closed Through field allows your finance team to define the cutoff date through which the company’s general ledger period is closed. Once set, BulkSource will prevent invoices from being created with an invoice date that falls within a closed GL period.

This field serves as a validation safeguard to ensure users do not unintentionally generate GL activity that would require the back-office team to reopen closed books. While optional, we strongly recommend using this setting—particularly for organizations with stricter financial controls.

If an exception is required, the date can be temporarily adjusted to allow a one-off entry into a closed period. At this time, updates to this field must be made manually in BulkSource.