What You Can Do with Multi-Entity Reporting

A group with a US parent and subsidiaries in the UK and Germany has three sets of books, three home currencies, and one board that wants one number. Multi-Entity Reporting is how Maxio Core produces that number without collapsing the subsidiaries into a single ledger: each entity keeps its own instances and its own data, and the parent runs a report that executes in every entity and consolidates the results into one view, in one currency, with each entity still visible as its own row. This article explains what that lets a group finance team do, what the consolidation does and does not aggregate, and how governance works across entities. For the setup steps, see Set Up Multi-Site Reporting for Analytics.

The basics: separate books, one report

In a multi-entity account, business entities are arranged in a hierarchy under a root entity, and each entity owns one or more Maxio Core instances — typically one live instance, plus any sandboxes. Every instance holds its own customers, contracts, transactions, chart of accounts, and home currency. Nothing is shared between instances at the data level, which is what keeps a subsidiary's books clean and a parent's out of them.

Consolidation happens at the report. When you build a supported report from a parent entity and select Multi-Site, you choose which instances to include from the parent and its descendants — exactly one instance per entity, so an entity with a live instance and a sandbox is represented by whichever you pick, not both. Maxio then runs a copy of the report inside each selected instance, brings the results back, and merges them with a Multi-Entity Site column added automatically, in the order you picked the entities. A subsidiary can consolidate its own descendants the same way; it cannot reach upward or sideways to a parent or a sibling. Multi-Entity Reporting is a paid add-on ("Multi-Site Reporting" in the add-on directory) enabled by Maxio.

One board number, in one currency

The reports that support consolidation are the ones a group actually reports on: the Advanced Subscription Momentum Report, the Advanced Revenue Summary Report, and the A/R Aging Report. Each one requires you to convert to a single reporting currency, and Maxio selects that for you when you tick Multi-Site — a consolidated report in three currencies would not be a consolidated report.

Take the US parent and its UK subsidiary running a consolidated Momentum report in USD. The section reads "MRR Momentum (USD)". Under each category — Opening, New, Expansion, Contraction, Lost, End of Period — the first row is the group total, the next rows are one per entity, and beneath those are the customers. The UK entity's GBP contracts appear already converted at the report's FX strategy, and the translation effect shows up where it belongs: an FX Gain/Loss row for the UK entity with a "From GBP" line beneath it, so a quarter in which sterling weakened is visible as currency movement rather than disguised as contraction. Add a German entity and a "From EUR" line joins it. This is the same FX Gain/Loss mechanism the Momentum report offers within one entity, applied across the group.

The Advanced Revenue Summary goes a step further because it produces journal entries: consolidating it requires Cumulative Translation Adjustment to be enabled, sets the currency presentation to FX Restated Reporting, and labels each entity with its home currency — "UK Ltd (GBP)" — in the journal-entry sections, so the restated entries and the CTA are traceable back to the entity that generated them. A/R Aging consolidates the other way round: each entity is a top-level row with its own aging buckets, and the group total sits above them, so collections can see at once which subsidiary's receivables are aging fastest.

What is summed, and what deliberately is not

Consolidation adds what can honestly be added. In the Momentum report, the Momentum, Committed Roll Forward, Committed Momentum, Customer Count, and Renewals sections all produce true group totals. Ratios do not: a group Net Dollar Retention or churn rate is not the sum of entity rates, so the consolidated cell shows a marker meaning "there is entity detail underneath, but it cannot be summed" rather than a misleading number. That is why the setup article describes Net Dollar Retention as having partial support — the entity rows are there, and only the derived group ratio is withheld.

Two other behaviours are worth knowing so they are not mistaken for errors. Rows an individual entity returned blank are kept in the consolidated view instead of pruned, so a subsidiary with no Lost customers this quarter still shows its row; a consolidated report that dropped it would look as if data were missing. And drilling from a consolidated cell into another entity's customers or transactions is not available — the entity's data stays in its own instance, and you drill into it from there. If one entity's run fails, the report still renders with a warning naming the excluded entity, so a total that is missing a subsidiary is flagged rather than silent. Consolidated reports always run in the background.

Seeing the group by functional currency

Beyond the consolidated total, multi-entity accounts gain a Multi-Entity Site Home Currency dimension that can be used as a report filter or grouping. Filtering a report to a home currency limits it to the entities that keep their books in that currency — "show me everything our EUR-functional entities are doing" — which is a different question from converting everything to EUR, and the one a regional controller usually asks.

Governing metrics across the group

Consolidating numbers only helps if every entity computes them the same way, and that is the job of Metrics Policies. A policy pins the settings of a report — which fields are mandated and cannot be changed by a report author, and which are defaults they may override — so "ARR" means one thing in the UK and the US. In a multi-entity account a policy belongs to the entity that created it and is read-only in every other entity: a subsidiary can see and apply a parent-owned policy but cannot alter it, and if it needs a local variant it clones the policy into an editable copy of its own. Retiring a policy is a logical delete: the policy stops being offered, and any report that was governed by it silently falls back to ad-hoc settings, which is the cue to attach its replacement. See Create and Manage Metrics Policies.

Access follows the same shape. Users move between the instances they have been granted through the instance switcher, the Entity Hierarchy page shows the tree, and a root entity can optionally administer SSO user privileges for the whole group — so one identity team can manage access without any entity's data leaving its instance.

Related information

For the report builder steps, which instances can be included, and which Momentum sections consolidate, see Set Up Multi-Site Reporting for Analytics. For the FX Gain/Loss row and conversion strategies as they work within a single entity, see What You Can Do with the Advanced Subscription Momentum Report. For the Cumulative Translation Adjustment settings the Advanced Revenue Summary needs, see Configure Account Settings. For moving between instances, see Switch Organizations from Maxio Core.