GL Dimension Analysis Capture

This program lets you review and update dimension codes for a transaction before it is posted or processed.

Exploring

This program can't be run standalone and is automatically displayed when posting or processing transactions from the following programs (if Dimension Analysis is enabled for the module):

  • AR Invoice Posting

  • AR Payments and Adjustments - Adjustments only

  • AP Invoice Posting

  • Cash Book Deposits and Withdrawals

  • GL Journal Entry

  • Inventory Movements

  • Import GRN Details

  • GRN Adjustment

  • Purchase Order Receipt Import

  • Purchase Order Receipts

  • Job Closure

  • Part Billings

  • WIP Inspection Maintenance

  • WIP Inspection Variance Closure

  • Labor Posting

The GL Dimension Analysis Capture program is also displayed when journal transactions are processed within the following integration programs:

  • AR Invoice GL Integration

  • AR Payments GL Integration

  • Cash Book GL Integration

  • GL Posting Program

  • Inventory GL Integration

  • WIP Labor GL Integration

  • WIP Part Billings GL Integration

Dimension accounting uses a standard chart of accounts for all segments of the business, which typically only consists of the natural account (i.e. the Ledger Code Details section of the GL structure definition).

All other attributes required for the analysis of financial data, are configured as dimensions.

Dimension categories are reporting levels that are defined according to the unique requirements of your business.

For example:

If your business wants to report financial data per branch, then you would create a Branch dimension category.

Dimension codes are reporting units that are configured against a dimension category (i.e. reporting level).

For example:

If your business wants to report financial data per branch, and your have branches in various cities, then each of these cities will be created as a dimension code.

To simplify the recording of dimensions against transactions, we suggest that you define default dimension codes against master data elements.

If a master data element forms part of a transaction, SYSPRO pre-populates the dimensions based on the defaults defined, resulting in minimal operator interaction.

Posting rules can be defined against dimensions for specific ledger codes to provide additional control and ensure the Dimension Analysis is complete and valid.

For example:

If you don't want Dimension Analysis per branch against your balance sheet accounts, you can mark these accounts with a not allowed posting rule. An operator won't be able to capture Dimension Analysis for these accounts, regardless of the settings against individual business processes.

Starting

To use this program, the following setup option(s) must be configured appropriately:

Setup Options > General Ledger Integration > General Ledger Codes

  • Dimension analysis

    • When this is defined as Transaction entry level:

      Transactions are tagged with dimensions when posted in the sub module.

      Sub-module tables will not be tagged with dimension codes.

    • When this is defined as GL entry level:

      Transactions are tagged with dimensions when posted to the ledger.

  • Integration level

    We recommend that the Integration level of all ledger codes you want included in Dimension Analysis is defined as Control account in detail.

You can secure this feature by implementing a range of controls against the affected programs. Although not all these controls are applicable to each feature, they include the following:

  • You restrict operator access to dimension codes using the Operator Maintenance program.

    Select the Configure hyperlink at the Dimension analysis section (within the Security tab) to maintain access control options using the Dimension Analysis Security program.

  • You restrict operator access to activities within a program using the Operator Maintenance program.

  • You can restrict operator access to the fields within a program (configured using the Operator Maintenance program).

  • You can restrict operator access to functions within a program using passwords (configured using the Password Definition program).

    When defined, the password must be entered before you can access the function.

  • You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the Electronic Signature Configuration Setup program).

    Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.

  • You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

  • You can restrict operator access to programs by assigning them to roles and applying access control against the role (configured using the Role Management program).

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

To use this feature, the following setup option(s) must be enabled:

Setup Options > General Ledger Integration > General Ledger Codes

  • Dimension analysis

    This must be defined for every sub-module listed.

  • Integration level

Solving

The Dimension Analysis feature has been enabled (i.e. the Dimension analysis setup option is defined as GL entry level or Transaction entry level) and configured with the Integration level defined as Linked to GL in summary or Linked to GL in detail (Setup Options > General Ledger Integration > General Ledger Codes).

We recommend that the Integration level of all ledger codes you want included in Dimension Analysis is defined as Control account in detail.

This is because transactions may not be tagged correctly if the Integration level is defined as Linked to GL in summary or Linked to GL in detail, which can then result in distorted data and inaccurate reports.

One of these messages may be displayed when you attempt to save dimension detail in the GL Dimension Analysis Capture program if the system's validation fails.

You can't save selected dimension detail in the following scenarios:

  • The operator doesn't have access to the selected dimension code.

  • The selected dimension code doesn't exist or is currently in a state of I - Inactive.

  • The dimension code is left blank and the posting rule against the ledger code is defined as Mandatory.

Depending on the cause for the failed validation, you can resolve this as follows:

  • The operator doesn't have access to the selected dimension code.

    Solution: Use the Dimension Analysis Security program to define the required access type against the operator.

  • The selected dimension code doesn't exist or is currently in a state of I - Inactive.

    Solution: Use the Dimension Code Maintenance program to maintain the status of the dimension code.

  • The dimension code is left blank and the posting rule against the ledger code is defined as Mandatory.

    Solution: Use the GL Default Dimension Maintenance program to ensure that the correct dimension code and posting rules are defined against the ledger code.

The default dimension code is determined as follows:

  • The system uses the default dimension code that was linked to the master data using the GL Default Dimension Maintenance program.

  • If more than one default exists for a dimension category, the priority against the ledger code is taken into consideration (i.e. the default is selected from the entity with the highest priority).

    Priorities can be assigned to a master data entity using the GL Dimension Analysis Priorities program.

  • If no default was assigned to the master data entity with the highest priority, then the default assigned to the ledger code with the next highest priority is selected.

If no defaults are defined against a dimension category, then the category is still displayed, but the operator must capture the dimension code manually.

You can't save the selected dimension detail within the GL Dimension Analysis Capture program if any of the following apply:

  • The operator doesn't have access to the selected dimension code.

    Solution: Use the Dimension Analysis Security program to define the required access type against the operator.

  • The selected dimension code doesn't exist or is currently in a state of I - Inactive.

    Solution: Use the Dimension Code Maintenance program to maintain the status of the dimension code.

  • The dimension code is left blank and the posting rule against the ledger code is defined as Mandatory.

    Solution: Use the GL Default Dimension Maintenance program to ensure that the correct dimension code and posting rules are defined against the ledger code.

This may be due to a number of reasons:

  • Only dimension codes with an A - Active status can be selected.

    Solution: Use the Dimension Code Maintenance program to maintain the dimension code's current status.

  • Only the dimension codes for which the operator has access are displayed.

    Solution: Use the Dimension Analysis Security program to define the required access type against the operator.

  • You can only select dimension codes from the entity backed table (if the Entity backed field was enabled against the dimension category).

    Solution: Use the GL Dimension Category Maintenance program to enable or disable the Entity backed field against a dimension category.

The dimension code can't be selected or updated if the dimension category is linked to a ledger code where the posting rule is defined as Default.

Only dimension categories with an A - Active status can be selected.

You can change the status of a dimension category using the GL Dimension Category Maintenance program.

The dimension category will only be displayed if it is linked to the business process or if the selected ledger code has a mandatory posting rule.

If the selected ledger code has a not allowed posting rule defined against it, the category will not be displayed (even though it is linked to the business process).

This may be due to one of the following:

  • Only dimension codes with an A - Active status are displayed.

    Solution: Use the Dimension Code Maintenance program to change the status of the dimension code.

  • Only the dimension codes for which the operator has access are displayed.

    Solution: Use the Dimension Analysis Security program to define the required access type against the operator.

Using

  • Columns in a listview are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the listview). Select and drag the required column to a position in the listview header.

  • Press Ctrl+F1 within a listview or form to view a complete list of functions available.

Referencing

This saves the details you entered or changed.

This listview details all the transaction lines, from which you can select or double-click to view more detail.

An exclamation mark in front of the transaction line indicates that the dimension code must still be selected.

Column Description

Line

This indicates the transaction line number.

Ledger code

This indicates the ledger code for the transaction line.

Amount

This indicates the transaction amount.

Entity type

This indicates the entity type of the transaction detail that is displayed when the transaction is expanded (i.e. when you select or double-click the transaction line).

Entity code

This indicates the transaction data for the entity type that is displayed when the transaction is expanded.

Control account

This indicates whether the ledger code of the transaction line is a control account.

Dimension category

This indicates the dimension category with which the transaction is tagged.

Dimension code

This indicates the unique dimension code.

The fields within this pane are pre-populated with the dimension category and codes based on master data elements (if default dimension codes were defined using the GL Default Dimension Maintenance program).

Field Description

Dimension category

This indicates the dimension category with which the transaction is tagged.

Dimension code

This indicates the dimension code, which can be selected or updated if default dimension codes weren't set up or the posting rule is defined as mandatory.