Today I am going to review Default Dimensions
Before I start on these there is some terminology I will refer to that you may already have come across in NAV – Document Header and Lines. If you are unsure of the meanings of these words then check out this post regarding Terminology and Shortcuts.
We already know that we can have up to (and more than) eight Dimensions to split our reporting capabilities in NAV, but if we have to imagine users entering all dimensions for all lines each time they enter information into NAV we have to admit that this will:
a.) Be open to some User error and
b.) Likely drive our users insane
So what is the solution?
It is easier than you think. Assigning a Default Dimension that allows the system to automatically fill in a Dimension in the Document Header with a rule behind it that will carry through to Document Lines.
So where can I apply Default Dimensions?
The easy definition is this: On anything that posts to the ledger, including the General Ledger Accounts. So that means you can apply Default Dimensions not only to your G/L but also to Customers, Vendors, Items, Resources, Jobs, etc.
Great! How do I set up Default Dimensions?
Setting up Default Dimensions is relatively painless. If you are setting up NAV for the first time, your consultant will likely talk you through completing an Excel sheet for and XML import so you don’t have to set Dimension Defaults one at a time but as time goes on and you create new Accounts, Customers, Vendors, Items, etc. you will set up the Default Dimensions when you create the new card so you will need to ensure that the person setting these up is familiar with your reporting requirements and the use of the Dimensions that will be posted.
To set up Default Dimensions, navigate to the list and select the account you wish to set up Dimensions for OR navigate directly to that card. On the Ribbon Menu under the NAVIGATE tab you will see a DIMENSIONS button.
Clicking on this will display either Dimensions-Single and Dimensions-Multiple options.
Don’t panic. This is simply another easy shortcut for setting up dimensions. If you have highlighted more than one account in your list view and wish to set up all these accounts with the same Default Dimensions then go ahead and click Dimensions-Multiple. If you have selected only one account, you can click on Dimensions-Single.
You will now see the Default Dimensions Screen. Here to can pick the Dimension, Dimension Value and the Value Posting rule that will apply.
There are four Value Posting Rules:
a.) Code Mandatory: This means that the system will insert and display whichever Dimension Value is specified in the Dimension Value Column, however users can change this. What they cannot do is post the transaction without a Dimension Value for that particular Dimension. Code Mandatory means that there MUST be a dimension there.
b.) Same Code: This means that the system will insert and display whichever Dimension Value is specified in the Dimension Value Column and you are not to change it. They system will allow you to change it but on posting will check if it corresponds to the Default Dimension Value Posting Rules and if it does not will give you an error specifying what the Dimension Values should be.
c.) No Code: Let’s imagine that we are setting up Default Dimensions for Vendors. Although we have Dimensions that are specific to Sales Campaigns, they are not relevant for information posted against Vendors/Purchases so we want to ensure that users don’t post any Sales Campaign Dimension information that could skew our reporting later on. In this case we will ensure that the Dimension Value column is left blank and the Value Posting is set to No Code.
d.) Blank: This means that there is effectively no rule. Ignore the Dimension Value or insert whatever you like, the boss will not shout at you for getting it wrong.
I hope that helps clarify Default Dimensions. In my next post I will look at Default Dimension Priorities so stay tuned.