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Setting Up Dimensions

Note

Customizing dimensions can take several hours, depending on how many records are affected by the change. Therefore, it is best to make changes at night or outside of business hours.

This chapter contains all important information regarding dimensions. In our ERP solution, dimensions are posting characteristics that can be assigned to data records, e.g., items or customers. Dimensions allow you to analyze and evaluate certain data sets such as item groups, customer groups or regions. There are two different types of dimensions in our ERP solution: Global dimensions must always be permanently allocated to a data record, e.g., an item. Shortcut dimensions can be allocated flexibly when carrying out postings. You can allocate up to two global dimensions and up to six shortcut dimensions per data record. This chapter is divided into the following sections:

Setting Up Automatic Default Dimension Allocation

You can set up the automatic dimension allocation for the following pages or master data records:

  • G/L Account
  • Customer
  • Vendor
  • Item
  • Resource
  • Contact
  • Fixed Asset
  • Catalog Item
  • Service Item

When you create a new data record, a new dimension value is created for the defined field. In addition, the dimension value is also stored in the master data as a default dimension. Proceed as follows to set up automatic default dimension allocation:

  • Use the quick search (ALT+Q) to find the Automatic Dimensions Setup page.
  • Click New in the menu bar.
  • Complete the information according to the following table:
Column Description
Table ID From the filtered list, select the page for which a dimension should be assigned automatically.
Table Name This field is filled by the system once you enter a Table ID.
Field No. From the filtered list, select the field for which a dimension should be assigned automatically.
Field Name This field is filled by the system once you enter a Field No.
Dimension Code Choose the dimension that should be automatically assigned to the selected page.
Value Posting Specify whether a dimension should be editable on pages (Code Mandatory option) or not (Same Code option).

Tip

You can also add automatic dimensions to existing data records. Note that depending on the number of data records in the system, this process can take several minutes. We therefore recommend carrying out this process during non-business hours. To do so, click Actions > Generate Dimension Default Values in the menu bar of the desired data record on the Automatic Dimensions Setup page and confirm the dialog window with Yes.

You have successfully set up the automatic default dimension allocation.

Changing Dimension Values

This section describes how to change a dimension that was automatically set up by the system. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Dimensions page.
  • Select the dimension from the list that you want to change the dimension value of.
  • Click Dimension > Dimension Values in the menu bar.
  • Edit the relevant dimension value in the table.

You have successfully changed the dimension value of a dimension. Your changes are saved automatically.

Setting Up Default Dimensions

You can assign default dimension values to accounts in our ERP solution. That means that an account is assigned certain dimension values whenever the account is entered in a posting line of a document. You can also define whether dimension values that have been entered in a posting line should be changeable. This avoids using dimensions that may no longer be used. To set up default dimensions, proceed as follows:

Note

This function is only used for documents that have been created after activating the function. Documents that have already been posted are not affected if you assign default dimensions.

  • Use the quick search (ALT+Q) to find the Chart of Accounts page.
  • Select the account you would like to set up default dimensions for.
  • Click Account > Dimensions-Multiple > Dimensions-Single in the menu bar.
  • Fill in the fields according to the following table:
Field Description
Dimension Code Select the dimension to which you want to assign fixed dimension values.
Dimension Value Code Select the desired dimension value code.
Dimension Value Name This field is automatically filled in by the system after selecting the desired dimension value code.
Value Posting Select one of the following options:

Empty – You can enter a dimension value in the posting line of a document or leave the field empty.
Code Mandatory – Documents cannot be posted if no dimension value has been entered in the applicable posting lines. However, the entered dimension value does not have to match the preset dimension value. You have to define Allowed Dimension Values first.
Same Code – When a document is posted, the preset dimension value is compared to the dimension value you have entered. A document can only be posted if the dimension values are the same.
No Code – No dimension value may be entered in the posting line.
Allowed Value Filter If you select the Code Mandatory value in the Value Posting column, click the selection field and define allowed dimension values for the default dimension in the Allowed Dimension Values window. To do so, select or clear the Allowed checkbox and click OK to confirm your selection.
Reference Dimension Code This field is filled automatically by the system.
Reference Dimension Value Code This field is filled automatically by the system.

You have successfully set up a default dimension and its allowed dimension values. Your changes are saved automatically.

Customizing Shortcut Dimensions

You can save shortcut dimensions sequentially or in parallel. Sequential saving means that the dimension changes are carried out during the current session, whereas parallel saving means they are carried out in the background. To customize shortcut dimensions and define how changes are saved, proceed as follows:

Note

Note that other users cannot edit dimension fields in item or customer cards that are affected by changes during a dimension change.

  • Use the quick search (ALT+Q) to find the General Ledger Setup page.
  • In the menu bar, select General > Change Shortcut Dimensions.... If the menu item is not displayed, click More Options in the menu bar.
  • In the line of a shortcut dimension, select the desired dimension value from the dropdown list. You can carry out this process for up to six shortcut dimensions.
  • To save changes sequentially, click Sequential > Start in the menu bar. This completes the process successfully.
    or
    To save changes in parallel, activate the Parallel Processing toggle switch, then click Parallel > Prepare in the menu bar.
  • Under Log Entries, all tables that are affected by the change of dimension values are displayed.
  • Click Parallel > Start to apply the changes. If you want to discard the changes, click Parallel > Reset instead.

Tip

Changed, deleted or moved dimension values are highlighted in yellow and may be displayed in a separate field. This is useful if you need to restore the previous status.

You have successfully customized shortcut dimensions and defined how they should be saved.

Setting Up Extended Dimensions

This section describes how to set up extended dimensions. If multiple dimensions are often used together or are interdependent, you can add an extended dimension including its dimension value to another dimension. Proceed as follows to set up extended dimensions:

Note

Extending dimensions is only possible in one direction. This is done by the system to prevent infinite loops of dimensions. Extended dimensions are only used in documents that have been created after setting up extended dimensions. Documents that have already been posted are not updated.

  • Use the quick search (ALT+Q) to find the Dimensions page.
  • Select the dimension that you would like to extend.
  • Click Dimension > Dimension Values in the menu bar.
  • Select a dimension value that has not been extended yet. This is indicated by the No value in the Extended column.
  • Click Extended Dimensions in the menu bar.
  • The Edit – Extended Dimensions List window is displayed.
  • In the Extended Dimension Code column, select the code of the dimension with which you want to extend the preceding dimension from the dropdown list.
  • In the Extended Dimension Value Code column, select the dimension value code for the extended dimension from the dropdown list.
  • To save the changes and to return to the previous window, click Close.

You have successfully set up an extended dimension. For the dimension value you selected, the value in the Extended column is changed to Yes. From now on, when you post a document that uses a specific dimension, the extended dimension is posted automatically as well.