The controller at a nursing home group where every building is its own legal company sits down at month-end with the approved invoices from purchasing in one window and Sage Intacct in the other. Each invoice has to post to the right entity, with the right location and department, the right GL account on each line, and a vendor record Intacct already knows. Anything the purchasing system did not send, someone in accounting types.
Approved invoices reach the right entity in Sage Intacct without re-keying when the purchasing system sends the entity, the location and department dimensions, the GL account on each line, and the vendor with every invoice. Re-keying comes back wherever one of those four fields is missing and someone in accounting fills it in by hand at close.
Why each nursing home building is its own entity
A building becomes its own entity in Sage Intacct when the company that operates it is a separate legal company. MedPAC's March 2026 report on skilled nursing facility services says the SNF sector "is fragmented and characterized by independent providers and regional and local chains," and that "many SNF owners have separate companies to operate the facility and to hold the property." A group with separate operating and property companies has more entities than buildings.
Each Medicare-certified building also reports on its own. CMS's cost reports page says "Medicare-certified institutional providers are required to submit an annual cost report to a Medicare Administrative Contractor," and that the report contains "cost and charges by cost center." An invoice posted to the wrong building's entity is wrong in that report too.
On the Intacct side, Sage's multi-entity page lists "Automate multi-entity consolidations" for groups with "two entities or hundreds." Intacct consolidates what it is given, and the purchasing system decides what each invoice arrives with.
What a purchasing-to-Intacct sync has to carry
A sync from purchasing into Sage Intacct has to carry four fields on every approved invoice. The entity is the set of books the invoice posts to. A dimension in Sage Intacct is a tag such as location or department that goes on the transaction instead of being built into the account number. Sage's dimensions page says its "flexible chart of accounts dimensions reduce the need for hard-coded segment combinations" and that users can "Tag" transactions "with dimension values," so the purchasing system has to send the values.
| Field | What happens at close when the sync drops it |
|---|---|
| Entity | Accounting picks the entity by hand, or the invoice posts to the wrong books and is reversed |
| Location and department dimensions | Lines arrive untagged and someone tags them before the department report is right |
| GL account on each line | A mixed distributor invoice lands on one account and gets split again in Intacct |
| Vendor | A second vendor record is created next to the one that already exists |
Where re-keying creeps back in at close
Re-keying comes back in a multi-entity group at the invoices the sync was never set up for. The first is the invoice with no PO, a utility bill or a therapy contract, that never passed through purchasing, so nothing attached an entity or a GL account to it. The second is the distributor invoice that mixes food and non-food lines, where the department split has to happen line by line or the whole amount lands in dietary.
The third is the vendor master. When purchasing and Intacct each keep their own vendor list, the same distributor exists twice and the accountant matches them by eye. The fourth is a building bought or opened mid-year. Sage's multi-entity page also says a user can "Set up a new entity without IT," and the purchasing system has to learn about that entity too, or every invoice for the new building comes in with nowhere to post.
Before signing, a controller should ask the purchasing vendor whether an invoice can sync without a GL code, who owns the vendor master, whether one location in the group can run its own chart of accounts, and how a new entity gets added and by whom. The answers decide how much typing is left at close.
In Adelpo, the sync to Sage Intacct sends each approved invoice with its PDF, its line items with their GL codes, and its invoice number, date, due date, and amount. Entity posting, location and department dimensions, and Sage Intacct custom fields are set up per customer, and a custom field set or selected in Adelpo syncs over with the invoice. Department and facility travel with the GL code, and each location can have its own chart of accounts if needed. An invoice with no GL code does not sync, and instead it is flagged for review and someone is alerted to add the code.
Questions controllers ask
does sage intacct need a separate entity for each nursing home building?
That depends on how each building is owned and is a call for the group's accountants. MedPAC's March 2026 report notes that many SNF owners run the facility and hold the property in separate companies, and each Medicare-certified building files its own cost report. Whatever the structure, the purchasing system has to post every invoice to the entity the accountants chose.
can approved invoices from purchasing post to sage intacct without re-keying?
Yes, when the sync carries the entity, the location and department dimensions, the GL account on each line, and the vendor with every invoice. Re-keying returns wherever one of those is missing. Test it on an invoice with no PO and on a distributor invoice that mixes food and non-food lines.
what does adelpo send to sage intacct?
Adelpo sends the invoice PDF, the line items with their GL codes, and the invoice number, date, due date, and amount. Custom fields set or selected in Adelpo sync with the invoice, and entity posting and dimensions are set up per customer.