Remember when I promised we would set up Dimension Structures (groups) in the Intacct: Financial Report Writer post last time? (I know you do, because it’s only been a week! But just in case you need a refresher it’s linked above.) Dimension Structures are what made that last report magically work. If you tried to re-create that report, you probably got to the dimension step and realized something was missing … these guys:
So let’s drop some Dimension Structure configuration knowledge, shall we?
A Brief Overview – What are Dimensions and Dimension Structures?
Dimensions allow you to independently tag transactions (AR invoices, AP invoices, etc) and records (customers, vendors, etc). Based on Dimensions you have set up, you can create Dimension Groups/Structures. When setting up a dimension group you define the rule (based on a tag) identifying which members are included. (Dimension Structures, which this post covers, are different than Dimensions).
When would we use Dimension Structures?
Say for example the CFO asks you to build a report that shows last month’s revenue for all customers in Washington. The Dimension, or tag, here would be the Customer’s Billing State (WA). The Dimension Group would include anyone who is tagged with Washington. You could manipulate some reports exported to Excel using vlookups and filters OR you could create a dimension group which includes Washington customers only, and create a custom financial report. Sounds easy, right? So let’s set up the dimension group!
Navigation: General Ledger > Dimension Structure > Customer > “+” or “Add”
*Here you can choose whether to set a dimension structure for Department, Location, Project, Customer, Vendor, Employee, Item, or Industry. (Since we’re grouping customers we’ll select that link).
Step 1: Customer Report Structure
- Name – The name of the Customer Structure to be used in reports
- Structure Type – Customer Groups will allow you to create a customer group with a rule that specifies which customers are included. Choosing the other option (Hierarchy of Customer Structures) won’t allow you to set a rule. (*important*)
*Click “+Add” here to bring you to the next step…
Step 2: Customer Group Information
- Name – Name of your Customer Group (not structure)
- Filter –
- Field – this is a list of fields (record tags) found on the customer record. You choose which one you would like Intacct to filter by. In our example it will be “State/province”. *This is a bit tricky because there’s multiple places on the customer record where a state is specified. Your best bet is to choose one, then later check what members were included by making that choice. (I’ll show you how to do that in step 4!)
- Operator – the choices are equals, not equal to, greater than, less than, is empty, is not empty, and a few more. We choose “equals”.
- Value – Anything you want! (As long as it’s a value that exists in that field on your actual customers). Ours will be “WA”.
*Tip! If you choose the little box that says “Dimension Structure” it will automatically create a dimension from that group so you won’t have to do the next step.
Step 3: Finishing
If you didn’t choose that box, you’ll be brought back to this screen where you’ll select the “Add” button to add the customer group to the column on the right and Save!
Step 4: Checking that it worked!
Go back to the Customer Structure list (General Ledger > Dimension Structures > Customer) and click Members.
Clicking the Members button will allow you to view which customers will be included in your report. This is a good check to do to make sure you chose the correct field when setting up the formula. (The first time I did this, I checked the members and no one was there, which obviously meant I chose the wrong field – but that’s easy to fix! Just go back to Step 2 and change the “Field” section).
Congrats! You just created a Customer Dimension Structure and Group. That was easy, right? Here’s what your report now looks like:
Anytime anyone wants to know the revenue for Washington customers from last month they can easily run this report – no Excel magic or wizardry necessary!