Set up dimensions

A dimension is a way to slice your figures, for example by department or region. Each dimension has values, for example Finance, Sales and Operations. When a dimension is set as global, a box for it appears on invoices, bills, purchase orders and journals, so people can tag each document with a value.

Steps

1. Open Settings › Dimension Setup

   In the menu on the left, select Settings, then Dimension Setup. You see each dimension with its values listed underneath. Select New Type to add a dimension.

   

   1. Dimension Setup in the Settings menu.
   2. New Type adds a dimension.
   3. Global: ticked dimensions appear on documents.
   4. The actions menu (⋮) for a dimension or value.
2. Create the dimension

   In the New Dimension Type window:

   • Code: a short code, for example DEPT. It's saved in capital letters.
   • Description: the name people see, for example Department.
   • Set as Global dimension: tick this if the dimension should appear on documents. Leave it unticked to set the dimension up now and show it later.

   Select Publish. You'll see New dimension "…" created successfully.

   

   1. Code, for example DEPT.
   2. Description, for example Department.
   3. Set as Global dimension.
   4. Publish creates the dimension.
3. Add its values

   On the dimension's row, open the actions menu (⋮) and select Add New. In the New Dimension Value window, enter a Code (for example FIN) and a Description (for example Finance), then select Save.

   

   1. Add New adds a value to this dimension.
   2. Edit changes the code or description.
   3. Deactivate turns it off.
   4. Delete removes it, if it has never been used.

   

   1. Code, for example FIN.
   2. Description, for example Finance.
   3. Save adds the value.

   Repeat for each value. The values appear under the dimension in the list.

4. Make it global, if you haven't

   Tick the Global box on the dimension's row to show it on documents. Untick it to hide it from new documents. You'll see "…" set as global or "…" removed as global.

Change, turn off or delete a dimension

Open the actions menu (⋮) on a dimension or value row:

• Edit changes the code or description. You can't edit a dimension that is turned off.
• Deactivate turns it off so it can no longer be chosen. Deactivating a dimension also removes it as global; tick Global again after you reactivate it. Activate turns it back on.
• Delete removes a dimension and all its values, or a single value. Anything already used on a posted entry can only be deactivated.

If something goes wrong

Message	What to do
Dimension with same code already exists / Value with same code already exists	Use a different Code.
Dimension with same description already exists / Value with same description already exists	Use a different Description.
You can't edit a deactivated dimension	Activate the dimension first, then edit it.
This dimension is used on … posted ledger entries …, so it can only be deactivated.	Use Deactivate instead of Delete.