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Chapter 8: Dimensions Hierarchy

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CHAPTER 8: DIMENSIONS HIERARCHY

Objectives

The objectives are

• Explain the overall concept of dimension sets, hierarchies, and rules

• Create a dimension set

• Create a dimension subset

• Create a dimension set hierarchy

• Create a dimension set rule

Introduction

You must analyze financial figures through different financial dimensions as asupplement to voucher and account numbers. However, it can be difficult to

control the assignment of financial dimension values. Sometimes dimension

values are assigned to the wrong financial transactions, making reports and

statistics incorrect.

The implementation of dimension sets with hierarchies allows you to control the

values entered in the system, therefore ensuring more reliable data.

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Financials II in Microsoft Dynamics® AX 2009

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Dimensions Sets, Hierarchies, and Rules

A dimension set:

• Consists of one or more dimension types tied together by value.

• Reflects business requirements.

Use the dimension sets, hierarchies, and rules features to:

• Control and validate dimensions assigned to financial transactions.

• Enable data integrity and relevancy by:

o Preventing irrelevant dimension values in context.

o Preventing unauthorized value combinations.

o Helping user's entry.

• Restrict dimension values on:

o Entry on tables and journals.

o Posting on ledger accounts.

Scenario

Ken, the Controller at Contoso, analyzes financial figures through financial

dimensions as a supplement to voucher and account numbers. However, in the

past:

• It was difficult to control the entry of financial dimension values.

• Dimension values were assigned incorrectly to financial transactions.

• Reports and statistics were incorrect.

In the future, Ken wants to ensure that correct dimension values are assigned tofinancial transactions to make reports and statistics reliable. Therefore, Ken

decides to implement the new dimension sets, hierarchies, and rules features.

The new dimension sets, hierarchies, and rules feature controls and validates

dimension values at entry time in the user's context. For example, when you set

up new vendors, you are guided to enter specific dimension values.

Overview

In Microsoft Dynamics® AX 2009, financial dimensions are controlled by:

• Dimension sets

• Dimension set hierarchy

• Dimension set rules

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The dimension sets, hierarchy, and rules figure shows the procedure for how to

create dimension set rules and control the dimension value entry.

FIGURE 8.1 DIMENSION SETS, HIERARCHY, AND RULES

To guide and control the user upon entry on financial dimensions on transactions,

you must:

• Create dimension sets.

• Set up dimension hierarchies.

• Apply the rules for which dimension values to use on ledgeraccounts, tables, or objects.

Dimension sets, hierarchies, and rules help avoid incorrect financial dimensions

assigned to transactions.

Dimension Sets

Use dimension sets to:

• Combine one or more dimension types.

• Tie dimensions together by value.

For example, a dimension set can associate department and cost

center dimensions. When the order processor creates vendor

invoices, it is only possible to select department and cost center

dimensions and not the purpose dimension.

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Procedure: Create a Dimension Set

The Dimension Set form is divided into two areas:

• Dimension set

• Dimension set hierarchy

FIGURE 8.2 DIMENSION SETS FORM

Follow these steps to create a dimension set.

1. Click General ledger, click Setup, click Dimensions, and then clickDimension sets.

2. In the Dimension set area on the Overview tab, press CTRL+N tocreate a new record.

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3. Enter the name of the set in the Set field.

4. Enter a description of the set in the Description field.

Procedure: Define Dimension Composition

Follow these steps to define the composition of the dimension set.

1. From the Dimension sets form, click the Dimension tab to definethe composition of the set.

2. Select a dimension from the Available dimensions pane, which listsall the dimensions available for the set and then drag the dimension

to the Selected dimensions area. Repeat this process until all the

desired dimensions are selected.

FIGURE 8.3 DIMENSION SETS FORM, DIMENSION TAB

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Dimension Composition

In the Selected dimensions area, the dimensions are listed according to priority.

For example, if dimension type Department is the first dimension and Cost

center is the second, Cost center depends on Department.

The dimension relationship figure shows the dependency between the three

dimension types of department, cost center, and purpose.

FIGURE 8.4 DIMENSION RELATIONSHIP

The Dimension relationship figure shows that the cost center dimension depends

on the department dimension, and the purpose dimension depends on the cost

center dimension.

If a dimension is already used in a set, this dimension is not listed in the

Available Dimension area. You can use a dimension only once unless it is a

subset of a set.

Test Your Knowledge

1. What does a dimension set consist of?

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Dimension Subsets

You can assign a dimension type to only one set, unless the set is a subset.

A subset is:

• A set which contains a dimension type that is already a component ofanother dimension set.

• Dependent of the parent set.

The Dimension set and subset figure shows how the cost center dimension is

shared between Set 1 and Subset 1.

FIGURE 8.5 DIMENSION SET AND SUBSET

You cannot delete a dimension set that is used in a hierarchy or is the parent set

of one or more subsets. Either change the parent of the subsets or delete the

subsets before you delete the parent set.

Subsets make it possible to share dimensions between several sets. It is, for

example, useful to inquire on revenues based on cost centers and purposes and to

report on balances by department and cost center.

Dimension sets reflect business requirements. For example, certain dimensions

may be used to trace cost centers.

NOTE : There are no restrictions to the number of dimensions in a set. However,

the more dimension types, the more performance is impacted.

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Procedure: Create a Dimension Subset

Follow these steps to create a subset of a set.


2. In the Dimension set area on the Overview tab, press CTRL+N tocreate a new record.

3. Enter the name of the set in the Set field.

4. Enter a description of the set in the Description field.

5. Click the Dimension tab.

6. Drag a dimension from the Available dimensions pane to theSelected dimensions pane.

7. Click the Parent tab, and then select the parent set.

8. In the Shared dimension pane, select the dimension of the parent setthat rules the subset.

When you save, the Subset check box is selected automatically on

the Overview tab.

Test Your Knowledge

1. What is a dimension subset?

2. What is the benefit of a subset?

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Dimension Set Hierarchy

Use dimension set hierarchies to:

• Define a list of dimension value combinations for a set's dimensions.

If a set consists of department and cost center dimensions, the dimensions

hierarchy lists all the dimension values that belong to those departments and cost

centers.

The Dimension hierarchy figure shows the relationship between department and

cost center dimension types and the value combination.

FIGURE 8.6 DIMENSIONS HIERARCHY

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In the Dimension hierarchy figure, Hierarchy 1 is composed of two dimension

types:

• Cost center

• Department

Department Admin authorizes cost center 1 and cost center 4. The order

processor automatically is guided to select cost center 1 or cost center 4 when,

for example, making a journal entry with an Admin Department dimension.

Procedure: Create a Dimension Set Hierarchy

Follow these steps to create a dimension set hierarchy.


2. Press CTRL+N to create a new record in the Dimension sethierarchy area.

3. Enter the name of the hierarchy in the Hierarchy field.

4. Enter a description of the hierarchy in the Description field.

Procedure: Create a Dimension Set Hierarchy - StructureDesigner

Use the Structure designer form to select those dimension values that are

enabled for the set. The result is a table that contains all the authorized dimension

values of a set. You can display the dimension value combinations either in a

grid form or as a tree structure.

Follow these steps to use the Structure designer form to define the dimension

values enabled for the set.

1. From the Dimensions sets form, click the Structure Designer button to set up the dimension set hierarchy.

2. Click the Tree control check box to enable the tree structure.

3. Select the authorized dimension values in the right side of theStructure Designer form.

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4. Drag the dimensions from the Dimensions tab and drop thedimensions in the tree structure area.

If the dimension set is composed of several dimension types, change

the dimension by selecting a new dimension in the Dimension list.

Repeat dragging dimension values to the tree structure until you havedesigned the correct tree structure.

You also can create a structure type element, which makes it possible

to reuse parts of other dimension hierarchies.

FIGURE 8.7 STRUCTURE DESIGNER FORM

Procedure: Create a Dimension Set Hierarchy - StructureType

Follow these steps to create a structure type.

1. In the Structure designer form, click Create on the left side of theform.

2. On the right side on the General tab, click Structure in the Type

list.

NOTE : It is only possible to create Element and Structure types in the

dimensions hierarchy. Other elements such as Group , Calculation are used in

the Financial statement.

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3. Enter a name in the Row name field. The name appears in the treestructure.

4. Enter a name in the Print name field. The print name appears ondimension hierarchy print outs.

5. Click the Setup tab.

6. Click a hierarchy in the Row definition list.7. In the Branch list, click a certain branch of the dimension hierarchy.

HINT : Build expressions to mass generate authorized value combinations. Select

a dimension type in the tree presentation and then click Create to create a new

element. In the Value list on the Setup tab, write an expression such as p*. p*

means all departments starting with a 'p' are listed in the tree structure. View the

field help to obtain more information about what expressions to use. Other

examples of jokers are !,*,..,;.

Procedure: Create a Dimension Set Hierarchy - Simulate

and Update

Follow these steps to simulate and update.

1. Select the Check check box and then select the Simulate check boxto avoid duplicates and errors.

HINT : Use the Simulate check box to create all dimension value combinations

that belong to a set. Click Simulation to view all the value combinations for a

set.

2. If no errors exist, the Update button is enabled automatically. Clickthe Update button to create the list of value combinations. The list isused upon entry to ensure that the user enters the correct values.

3. Close the Structure Designer form after the dimension hierarchyupdates.

NOTE : In the Dimension set form, notice that the Updated check box is selected,

and select the Approved check box in the Dimension set hierarchy area, to

enable the dimension set hierarchy for use in the dimension set rules.

NOTE : You can attach several dimension hierarchies to a set.

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Test Your Knowledge

1. What are dimension set hierarchies used for?

Dimension Set Rules

Use dimension set rules to set up rules for which dimension values can be

assigned to:

• Objects

• Tables

• Ledger accounts

You can apply dimension set rules, for example, to:

• Journals

• Customers/vendors• Ledger accounts

Overview

The rules are the connection between dimension set hierarchies and application

objects such as:

• Tables

• Journals

• Ledger accounts

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NOTE : The original dimension management solution enables setup of

mandatory dimensions on the Chart of Accounts in General Ledger. This feature

is kept to prevent loss of functionality. But it also integrates with the new

solution. This means the fields that have dimensions and their fixed values in the

Chart of Accounts can be controlled by the setup of dimension set rules.

Until you set up a rule for a ledger account and activate the dimensions sets in

the General Ledger Parameters, the already existing validation rules in the

Chart of Accounts remain in effect.

You can set up rules to control:

• Tables

• Journals

• Ledger accounts

If a set expresses no rules, the system applies no control other than guiding theoverall authorized combination values on the set.

Procedure: Create a Dimension Set Rule

Ken, the Controller at Contoso, defines the dimension set rules to restrict

authorized value combinations. The purpose of dimension set rules is to enable

dimension value combinations to the relevant accounts, journals, or tables.

By applying dimension set rules on vendors, it is, for example, possible to control

that only specific cost centers are enabled when you create vendor transactions.

HINT : Instead of manually creating the dimension set rules, use the Wizard tohelp create the rules for the dimension set.

Follow these steps to create dimension set rules.

1. Click General ledger, click Setup, click Dimensions, and then clickDimension set rules.

2. In the Dimension set rules collection area, press CTRL+N to createa new dimension set rule.

3. Enter the code for the rule in the Code box.

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4. Enter a description of the rule in the Description box.

5. If necessary, select a Prefix to point to a specific branch of ahierarchy. The purpose is to narrow dimension set rules to apply to a

specific part of a dimension set hierarchy instead of having rules on

too large of a hierarchy.

FIGURE 8.8 DIMENSION SET RULES FORM

Procedure: Create a Dimension Set Rule - Detailed Rules

Follow these steps to define detailed rules for the dimension set rule.

1. From the Dimension set rules form in the Detailed rules area, pressCTRL+N to create a new record.

2. In the Object type list, select objects, such as accounts, journals, ortables.

3. In the Identification list, select a specific kind of account, journal, ortable. If, for example, journals are selected as an Object type, you

can select specific journal names from the Identification list.

NOTE : You can modify the list of identifiers through coding to adjust it to

specific customer needs.

HINT : To use dimension set rules, dimension set hierarchies must be activated

in the General ledger parameters form, as described in the Dimension Set

Hierarchy lesson.

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NOTE: Dimension sets, hierarchy, and set rules require an Advanced Ledger

license.

Procedure: Set General Ledger Parameters

Follow these steps to configure the General ledger parameters that the dimensionhierarchy features.

1. Click General ledger, click Setup, and then click Parameters.

2. In the Activate sets list in the Dimensions area, select one of thefollowing to activate dimension sets, hierarchy, and rules:

• At posting - dimension values are controlled against ledgeraccount rules at posting.

• At posting and update - dimension values are controlled uponrecord updates in addition to being controlled upon account posting.

3. Click the Number sequences tab.

4. Set up number sequences for the dimension hierarchy in theDimension priority ID.

NOTE : All dimensions activated in a company are a component of at least one

set because dimension value entry performs on sets and not on dimensions.

Test Your Knowledge

1. What can dimension set rules control? (Select all that apply)

( ) Tables

( ) Journals

( ) Ledger accounts

( ) Customers

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Lab 8.1 - Dimensions, Sets, Hierarchies, and Rules

Scenario

Contoso has problems with incorrect data caused by inaccurate entry of

dimension values. Ken, the Controller, wants to ensure that the assigneddimension values are correct when April, the Accounts Payable Administrator,

creates vendor journals. To do this, Ken decides to implement the dimension set,

hierarchy, and rules feature to control the entry of dimension values. The valid

dimension hierarchy should be department 020 - Finance, followed by cost center

0701 - Purchasing. After Ken creates the new dimension set, he creates a newvendor to test that the dimensions are limited to those designated on the

dimension rule.

Field Value

Hierarchy NewHier

Description New Hierarchy

(Dimension set rules collection) Code New Hier

Description New Hierarchy

Vendor Name New Vendor

Challenge Yourself!

Help Ken create the new dimension set and vendor to test it.

Need a Little Help?

1. Set the General Ledger parameter to activate sets.

2. Create a new hierarchy. Associate Department 020, followed by costcenter 0701, to the new hierarchy. Check, simulate, update, and

approve the hierarchy.

3. Create the dimension set rule.

4. Create a new vendor and test the new dimension set rule.

Step by Step

Follow these steps to set the General Ledger parameter to activate sets.

1. Click General ledger, click Setup, and then click Parameters.

2. Click the Activate sets arrow, and then click At update andposting.

3. Close the form.

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Follow these steps to create a new Department. associate Department 020,

followed by Cost Center 0701, to the new hierarchy. Check, simulate, update,

and approve the hierarchy.

1. Click General ledger, click Setup, click Dimensions, and then click

Dimension sets.2. Click the DEPT+CC dimension set.

3. Click in the Dimension set hierarchy lines, and then clickCTRL+N.

4. In the Hierarchy field, type NewHier.

5. In the Description field, type New Hierarchy.

6. Click the Structure designer button.

7. In the right pane, drag 020 - Finance to the left pane under Company.

8. In the right pane, click the Dimension arrow, and then click Costcenter.

9. In the right pane, click and drag 0701 - Purchasing to the left-hand pane under 020 - Finance.

10. Select the Check and Simulate check boxes.

11. Click Update.

12. The Updated check box is selected.

13. Close the form.

14. In the Dimension set hierarchy area, select the Approved check box for the NewHier line.

15. Close the form.

Follow these steps to create the dimension set rule.

1. Click General ledger, click Setup, click Dimensions, and then clickDimension set rules.

2. Click DEPT+CC, and then click in the Dimension set rulescollection area.

3. Click CTRL+N to enter a new line.

4. In the Code field, type NewHier.

5. In the Description field, type New Hierarchy.

6. Click the Hierarchy arrow, and then select NewHier.

7. Click in the Detailed rules lines area.

8. Click CTRL+N to enter a new line.

9. Click the Object type arrow, and then click Table collection.

10. Click the Identification arrow, and then click Vendor.

11. Close the form.

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Follow these steps to create a new vendor and test the new dimension set rule.

1. Click Accounts payable, and then click Vendor Details.

2. Press CTRL+N to create a new vendor.

3. In the Vendor account field, type New Vendor.

4. Click the Dimension tab.

5. Click the Department arrow, and notice that only 020 - Finance isavailable.

6. Click the Cost center arrow, and notice that only 0701 - Purchasingis available.

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Summary

The Financial Dimension Hierarchy includes the following:

• An advanced control feature to enable the driving of contextual value

restrictions on financial dimensions.

• The ability for financial controllers to specifically restrict authorizedvalues or value combinations at the entry point on selected table

collections or journal names, or upon posting to selected ledger

accounts.

• Dimension sets that combine dimension types, which you can buildto drive and control the dimension value dependencies.

• Increased data reliability regarding financial dimensions across thecompany and according to specific corporate needs or policies.

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Test Your Knowledge

Test your knowledge with the following questions.

1. Categorize the following items:

_____ 1. What is a set which contains a

dimension type that is already a component of

another dimension set?

_____ 2. What is used to define a list of

dimension value combinations for a set's

dimensions?

_____ 3. What is one or more dimension types

that are tied together by value?

a. Dimension set

b. Dimension sethierarchy

c. Dimension subset

2. What is the advantage of dimension sets, hierarchies, and rules?

3. In Microsoft Dynamics AX 2009, what controls financial dimensions?

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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

Dimension Sets

1. What does a dimension set consist of?

MODEL ANSWER:

A dimension set consists of one or more dimension types that are tied

together by value.

Dimension Subsets

1. What is a dimension subset?

MODEL ANSWER:

A set which contains a dimension type that is already a component of another

dimension set. Subsets depend on the parent set.

2. What is the benefit of a subset?

MODEL ANSWER:

Subsets make it possible to share dimensions between several sets.

Dimension Set Hierarchy

1. What are dimension set hierarchies used for?

MODEL ANSWER:

Dimension set hierarchies define a list of dimension value combinations for a

set’s dimensions.

Dimension Set Rules

1. What can dimension set rules control? (Select all that apply)

(√) Tables

(√) Journals

(√) Ledger accounts

( ) Customers

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Test Your Knowledge

1. Categorize the following items:

c 1. What is a set which contains a dimension

type that is already a component of anotherdimension set?

b 2. What is used to define a list of dimension

value combinations for a set's dimensions?

a 3. What is one or more dimension types that

are tied together by value?

a. Dimension set

b. Dimension sethierarchy

c. Dimension subset

2. What is the advantage of dimension sets, hierarchies, and rules?

MODEL ANSWER:

They make it possible to control the values entered in the system, ensuringmore reliable data. They help avoid the assignment of incorrect financial

dimensions to transactions.

3. In Microsoft Dynamics AX 2009, what controls financial dimensions?

MODEL ANSWER:

Dimension sets, dimension set hierarchies, and dimension set rules.

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