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CHAPTER 3: ADD AND VIEW DIMENSIONS Objectives

The objectives are:

• Outline why and how to use dimensions. • Add dimensions to a business document. • Filter and view posted business transactions by dimensions.

Introduction Users can add dimensions and dimension values to business documents before posting them and moving the resulting entries to G/L. Afterwards, the dimension values can be used in multiple ways and combinations to analyze business parameters of those historic entries.

Dimensions is a cross-application functionality that is simple to use and understand once you know the concept. In this context, "to use" means adding and viewing dimensions, not setting them up. To learn how to set up dimensions, refer to the "Application Setup in Microsoft Dynamics® NAV 2009" course.

Any user or partner role working with Microsoft Dynamics® NAV 2009 is advised to learn about dimensions because global dimensions are used in most installations and are an important part of business intelligence.

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Dimensions Overview In traditional accounting, when users wanted to link information to an entry-for example, information about which department or project created the entry-they posted directly to a G/L account created for the relevant department or project. This meant that the chart of accounts was large if the company had many projects.

In Microsoft Dynamics NAV 2009, users can manage the linking of information by adding dimensions to master data records or directly in business documents before posting transactions. These dimensions can then later be used as filters to group posted entries of any type for analysis purposes. For example, if a Department dimension is used, you can review all sales by a particular department.

Dimension Types

The following three types of dimensions can be used:

• Global • Shortcut • Budget

To access the Dimensions window, go to: Departments > Administration > Application Setup > Financial Management > Dimensions > List > Dimensions.

Global Dimensions

Users can set up two dimensions as global dimensions that are available for use throughout the program. Global dimensions can be used as filters for G/L entries, as well as on all reports, account schedules, and batch jobs. The program makes both global dimensions automatically available for use on entry lines and document headers as shortcut dimensions.

Global dimensions are typically a company's most used and important dimensions because of their availability throughout the program. The Cronus demonstration company uses Department Code and Project Code as global dimensions.

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Shortcut Dimensions

Users can set up eight dimensions as shortcuts. They are called shortcut dimensions because they can be added directly on document lines in the related dimension field. The Department Code field is for one of eight shortcut dimensions that are set up in Cronus.

FIGURE 3.1 SHORTCUT DIMENSIONS SET UP IN CRONUS

To add dimensions that are not set up as shortcut dimensions, you must use the Document Dimensions window. Refer to the "Add Dimensions to a Purchase Order" demonstration for more detail.

The first two shortcut dimensions are the same as the global dimensions (in Cronus, these are Department Code and Project Code).

Budget Dimensions

Budgets can have up to four dimensions added to them in addition to the two global dimensions. Select the budget dimensions for each budget from the dimensions you have created. Use budget dimensions to set filters on a budget and to add dimension information to budget entries.

The first two budget dimensions are the same as the global dimensions (in Cronus, these are Department Code and Project Code).

Dimensions and Dimension Values

Each dimension can have an unlimited series of dimension values that are sub-units of that dimension. For example, a dimension called Region can have region dimension values called Europe, Asia, Africa, and so on.

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The Cronus demonstration company uses a Department Code dimension that has Administration, Sales, and Production as dimension values.

The Department Code dimension is used in Cronus as a global dimension.

To access the Department Dimensions Value List, go to: Departments > Administration > Application Setup > Financial Management > Dimensions > Lists > Dimensions.

Select Department from the list and go to: Related Information > Dimension > Dimension Values.

FIGURE 3.2 THE DEPARTMENT CODE DIMENSION WITH ITS THREE DIMENSION VALUES

Combining Dimensions

You can use a wide variety of dimensions and add combinations of dimension values to any type of business document before posting it. Later, you can analyze all historic business activity by filtering on one or more of the dimensions.

If more than one dimension is available, you can create a richer analysis of the company's activities. A single sales entry can include multiple dimension information about which account the item sale has been posted to, where the item was sold, who sold it, and what kind of customer made the purchase.

For example, a business document that is about to be posted may include the following dimensions:

• Salesperson • Campaign • Region

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Later, you may select to view sales for a particular region, within a particular campaign, and by a certain salesperson. The resulting view of posted sales is filtered by, for example:

• Northwest (region) • Fall Kickoff (campaign) • John Smith (sales person)

To access the Dimensions Combination window, go to: Departments > Administration > Application Setup > Financial Management > Dimensions > Tasks > Dimension Combinations.

Default Dimensions

Default dimensions allow you to specify how particular master data records-for example, customers-will use dimensions and dimension values.

When default dimensions are set up for a customer, the program will automatically add these dimensions and dimension values whenever the customer is used, such as on a journal line or in a sales order. You can change the default dimensions as you wish.

Follow these steps to view the default dimensions set up for customer 10000:

1. Click Departments > Sales & Marketing > Order Processing > Lists > Customers.

2. Select customer 10000 and double-click to open it. 3. From the Customer Card window, click Related Information >

Customer > Dimensions (or press Ctrl+Shift+D).

FIGURE 3.3 DEFAULT DIMENSIONS SET UP FOR CUSTOMER 10000 IN CRONUS

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The tasks involved in defining default dimensions relate to dimension setup and are described in detail in the "Application Setup in Microsoft Dynamics® NAV 2009 Setup" course.

Analysis by Dimension

By using dimensions, you can analyze trends and compare various characteristics across a range of entries. The Analysis by Dimensions functionality is particularly effective for this purpose, but you can also use filters, account schedules, and reports to create informative dimension analysis.

The "View Posted Purchases by Project Code" demonstration illustrates the basic use of a global dimension, Project Code, to analyze historic transactions.

For detailed information about advanced analysis of dimensions, refer to the "Business Intelligence for Information Workers" course.

Dimension Rules

It is also possible to use dimensions to support business rules by influencing how a user can combine dimensions and how dimensions can be posted. This may be useful if certain departments are not allowed to use particular accounts or sell to particular customers.

For detailed information about defining rules for the use of dimensions, refer to the "Application Setup in Microsoft Dynamics® NAV 2009" course.

Viewing Dimensions

Business transactions that are posted with dimensions added to them can be analyzed by those dimensions in different windows for viewing or managing posted entries, including the following:

• General Ledger Entries • Customer Ledger Entries • Vendor Ledger Entries • Account Schedule • Budget

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Demonstration – Add Dimensions to a Purchase Order Scenario: Before you post purchase order 6001, you must add certain dimensions. The whole order must be part of the Production department. One order line must be part of the Mercedes project. One order line must also belong to the Industrial business group. Last, you must correct the Department dimension of the whole purchase order from Production to Sales.

After posting the purchase order, you must be able to see how many domestic retail purchases relate to the Mercedes project.

Add a Department Code to the Whole Order

Follow these steps to add the PROD department dimension value to all entries posted with the purchase order:

1. Click Departments > Purchase > Order Processing > Lists > Purchase Orders.

2. Double-click purchase order 6001. 3. Look at the Invoicing FastTabs. If it is collapsed, click the arrow

button to expand it. 4. Look up in the Department Code field and select the PROD

dimension value. 5. Click OK.

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6. Accept the system message to update all the lines with the new value.

FIGURE 3.4 PROD ADDED AS DEPARTMENT CODE TO THE DOCUMENT HEADER - AND TO ALL LINES UPON ACCEPTING THE MESSAGE.

All entries posted with the purchase order will now carry the PROD department dimension value. Proceed to add dimensions directly to the lines.

Add Dimensions Directly on a Purchase Line

Follow these steps to add a dimension and dimension value directly on a purchase line:

1. In the lines section, click the Actions button (lightning bolt symbol) and click Choose Columns.

2. In the Available columns field, select and add Department Code and Project Code and then click OK. Notice in the purchase lines that the PROD department value was added to both lines when you added it on the header.

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3. In the first purchase line, look up in the Project Code field and select MERCEDES.

FIGURE 3.5 PROJECT CODE AND MERCEDES ADDED AS DIMENSION AND DIMENSION VALUE ON THE FIRST PURCHASE LINE.

The MERCEDES project dimension value is now added directly on the first purchase line. Proceed to change dimensions on the purchase order by using the Document Dimensions window.

Add Dimensions Using Use the Document Dimensions Window to Add Dimensions

Follow these steps to view and change dimensions added to document lines by using the Document Dimensions window:

1. Place the cursor in the first purchase line and click Related Information > Order > Dimensions. The Document Dimensions window shows that a total of 3 dimensions are added to this purchase line. Note that the Purchaser dimension is added to the whole purchase order by means of the Purchaser Code field on the General FastTabs.

2. In the first dimension line, for AREA, look up in the Dimension Value Code field and select 50 (Europe South).

3. Click OK.

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4. Click YES to update.

FIGURE 3.6 AREA DIMENSION VALUE CHANGED TO 50 FOR THE FIRST PURCHASE LINE USING THE DOCUMENT DIMENSIONS WINDOW

A dimension value has now been changed for one purchase line. Proceed to use the Document Dimensions window to change dimensions for the whole order.

Change Dimensions for the Whole Order

Follow these steps to change the Department dimension to SALES.

1. Click Related Information > Order > Dimensions to open the Document Dimensions window for the whole purchase order. Notice that the purchase order has 3 dimensions that relate to the whole order.

2. Look up in the Dimension Value Code field that contains PROD, select SALES, and then click OK.

3. Move the cursor and then click Yes to update the lines with the new department dimension value.

4. From the Action Pane, click Post. 5. Click OK to post with the default method, Receive and Invoice

This completes a demonstration of different ways to add and change dimensions and dimension values. The following demonstration, "View Posted Purchases by Project Code," shows how to filter and view the resulting G/L entries by the Project dimension.

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Demonstration - View Posted Purchases by Project Code The main purpose of dimensions is to group posted entries in global attributes that enable rich analysis of historic data.

The most basic use of dimensions, both in terms of adding and viewing dimensions, centers on the two global dimensions, which in Cronus is the Department Code and Project Code dimensions. The following demonstration shows how to view posted entries by the global dimensions.

Scenario: Some time after posting a purchase order as part of the Mercedes project, you want to see the total amount of retail purchases from domestic vendors that relate to the Mercedes project.

Filter and View the G/L Entry by Dimension

Follow these steps to view the value of purchase invoices posted to G/L account 7110, Purch., Retail - DOM. with a project dimension value of MERCEDES:

1. Click Departments > Financial Management > General Ledger > Lists > Chart of Accounts.

2. Go to G/L account 7110. 3. Place the cursor in the Balance field and click the amount. 4. In the General Ledger Entries window, right-click and select

Choose Columns, select Project Code, and then click OK to show the field in the window. Although no other entries in this G/L account are posted with a Project dimension, proceed to use the Field Filter functionality to only view G/L entries with the MERCEDES dimension value.

5. In the filter type, select Project Code. 6. In the type to filter field, type MERCEDES.

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7. Press Enter

FIGURE 3.7 G/L ENTRIES FILTERED ON MERCEDES PROJECT DIMENSION VALUE.

The General Ledger Entries window is now filtered on MERCEDES and it shows the G/L entry that resulted from the purchase invoicing you performed in the previous demonstration.

Summary The most common use of dimensions involves adding dimensions and dimension values to business documents directly or as default dimensions in the master data records that are included in the documents. When the documents are posted, the dimensions are carried to the resulting ledger entries, where users can view posted transactions by dimensions.

The dimensions functionality is widely used and is becoming more important with the rising emphasis on business intelligence in the ERP business. Therefore, it is important to learn about the dimensions concept and its capabilities.

The setup of dimensions and advanced analysis by dimensions is covered in the "Application Setup in Microsoft Dynamics® NAV 2009" and "Business Intelligence for Information Workers" courses, respectively.

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Test Your Knowledge 1. Which three types of dimensions are available in Microsoft Dynamics NAV

2009? (Select all that apply)

( ) Budget ( ) Default ( ) Shortcut ( ) Global

2. How can you increase the detail of data analysis with dimensions?

( ) Use several different dimensions together ( ) Use global dimensions and shortcut dimensions together ( ) Combine budget dimensions with several dimension values ( ) Combine dimensions and dimension values

3. What is a default dimension?

( ) A dimension added to a document header ( ) A global dimension ( ) A dimension set up on a master data record ( ) A global dimension added to a document header

4. In which ways can dimension values be added to documents? (Select all that apply)

( ) Directly on the lines ( ) In the Document Dimensions window ( ) By using default dimensions ( ) Directly on the header

5. In any given list of G/L entries, how would do you analyze data by a Department Code dimension of Production?

( ) Filter on Department Code in the Dimension field. ( ) Filter on PROD in the Department Code field. ( ) Filter on Department Code and PROD in the Document Dimensions

window. ( ) Filter on PROD in the Document Dimensions window.

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Lab 3.1 – Add and View Dimensions Perform this exercise to apply your knowledge about dimensions.

Scenario

You must post sales order 109001 as coming from the Production department, and the single order line must also be related to the Mercedes project.

After posting the order, you must view the amount of EU retail sales (in G/L account 6120) that relates to the PROD department and the MERCEDES project.

Challenge Yourself!

1. Post sales order 109001 with Production department added to the header, and Mercedes project added to the sales line.

2. In G/L account 6120, use a table filter to view the resulting sales transactions by the two dimensions.

Need a Little Help?

1. Replace SALES with PROD in the Department Code field on the header of sales order 109001.

2. Use the Show Column function to show the Project field on the sales line. Add MERCEDES as the project dimension value on the sales line.

3. Post the sales order. 4. Open the chart of accounts and scroll to G/L account 6120. 5. Set a table filter for PROD as department code and MERCEDES as

project code and view the resulting general ledger entry.

Step by Step

1. Go to Departments > Sales & Marketing > Order Processing > Lists > Sales Orders.

2. Double-click sales order 109001. 3. On the Invoicing FastTabs, go to the Department Code field. 4. Select PROD and click OK. 5. Upon leaving the field, click YES to update the sales line. 6. In the Lines FastTabs, click the Actions button (lightning bolt

symbol) and click Choose Columns. 7. In the Available columns field, select and add Project Code and

click OK. 8. In the Project Code field, select MERCEDES. 9. Click Post.

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10. Click OK to post with the default option, Ship and Invoice. 11. Go to Departments > Financial Management > General Ledger >

Chart of Accounts. 12. In the Chart of Accounts window, find G/L account 6120. 13. In the Balance field, click the amount; the General Ledger Entries

window appears. 14. Verify that both Department Code and Project Code fields are

shown. If not, place the cursor in line entry, right-click, and then select Choose Columns. Select and add the missing code (Department Code or Project Code) and click OK.

15. Select Department Code as a filter type. 16. In the Type to filter field, type PROD and press enter.

The result in the General Ledger Entries window is one general ledger entry from sales order 109001 - posted with PROD and MERCEDES as dimension values.

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Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter

1.

2.

3.

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Solutions Test Your Knowledge

1. Which three types of dimensions are available in Microsoft Dynamics NAV 2009? (Select all that apply)

(√) Budget ( ) Default (√) Shortcut (√) Global

2. How can you increase the detail of data analysis with dimensions?

(•) Use several different dimensions together ( ) Use global dimensions and shortcut dimensions together ( ) Combine budget dimensions with several dimension values ( ) Combine dimensions and dimension values

3. What is a default dimension?

( ) A dimension added to a document header ( ) A global dimension (•) A dimension set up on a master data record ( ) A global dimension added to a document header

4. In which ways can dimension values be added to documents? (Select all that apply)

(√) Directly on the lines (√) In the Document Dimensions window (√) By using default dimensions (√) Directly on the header

5. In any given list of G/L entries, how would do you analyze data by a Department Code dimension of Production?

( ) Filter on Department Code in the Dimension field. (•) Filter on PROD in the Department Code field. ( ) Filter on Department Code and PROD in the Document Dimensions

window. ( ) Filter on PROD in the Document Dimensions window.

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