How do I set up Dimensions? E.g. for cost center / project tracking

The function Dimensions can be used in many different ways and forms:

• Cost Center
• Projects
• Expense Codes

This article will give you good basic knowledge on how to set up and use dimensions and hopefully also ideas on how you, as an administrator, can customize them, to make them fit your company's needs. 

Add a dimension

To add a dimension go to Settings > Expense management > Dimensions and click on Add dimension. 

Edit configuration

Now it's time to define the settings for your new dimension. 

• Description: Choose a description (e.g. cost center) of what you would like to call the dimension.
• Type: Decide what type of dimension you want to use.
  • Free text: The user enters any text value.
  • List: The user selects a value from a list.
  • Searchable list: The user can search for a value or select from the list.  
• Use start and end times for dimension values (check box that is only visible if you choose to have a searchable list or list as Type): It's possible to choose as start and end date on a dimension value. For example, to stop the user from using a completed project. 
• Level: You can link the dimension to an entire report or to an expense.
  • Report level: The dimension is chosen on report level for the entire report.
  • Expense level: You choose the dimension on each expense in the report.
  • Dimension not activated: the dimension should not be used and you want to keep it, but be deactivated. 
• Default value for: You can choose to make a value in the dimension default.
  • User: Assign a preset value to each or selected users.
  • Category: Assign a preset value to each or selected expense categories.
  • No default value: The value is entered by the user. 
• User can change preset value (check box that is only visible if you choose a default value on the User or on the Department): If you want to let the user change the value even though you have chosen to use a default value. 
• Dimension is visible for end user (check box): You choose whether the dimension should be visible to the user or not. You can go to "Manage more input fields" and specify whether the dimension should be mandatory. Also, note that this check box will not appear and be usable if you have chosen to have a default value. 
• Use this dimension in recipient filter (check box): Choose if you want to use the dimension in the receiver filter (then do the settings under Settings > Expense management > Integrations and Choose expense types to include for each report recipient). If you do, the dimension can be exported to a separate output file. 
• Hide dimension values (check box): When it's time to add values to the dimension (next step) you can here choose if you only would like to show the description of the value, and not the specific value, for the user. 
• Configure how this dimension will be mapped in report recipient outputs (only visible if you have an integration where you have mapping) - Choose how to map the dimensions in the report recipient outputs. 
•  

When you have defined your settings. Save the Dimension. 

Edit values

When you have configured your dimension and you have chosen to add values to your dimension, it's now time to add the values. If you have chosen to have the type Free text, you are now done with the basic settings for your dimension and the users will now be able to see the Free text input field when doing an expense or a report (depending on which Level you choose).

To add values, click on "the three dots" on the right-hand side of the dimension that you created. Choose Edit values in the drop-down list.

In the new pop-up window, click on Create new, and a new row will be added for you to add the value. Add a value, a description of the value and also start/end date for the value (if you chose that setting in the configuration part). 

Now you have set up dimensions and can use them for different cases.

• Book expenses/ expense reports to dimensions
• Set up an approval flow using dimensions

• Add dimensions to categories: In case you need to, for example, connect an expense code to an expense category in your report recipient (in a separate field from the expense category), it could be a good idea to add a dimension for this and to the default value on the category.

• ... free to use for your company needs

Have fun using our solution!

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