Combinations, Defaults, and Priority: Taking NAV Accuracy to Another Dimension

Within NAV, there are numerous defaults and rules that can be applied to ensure end users can perform their work efficiently and accurately. Included in that list are Dimension Combinations, Default Dimensions, and Default Dimension Priority.

Dimension Combinations

Dimension Combinations help provide additional accuracy when dealing with Dimensions. In a nutshell, they prevent you from posting something that doesn’t belong where you are attempting to put it and from combining Dimensions that don’t belong together.

To set up Dimension Combinations, use the search box or follow the path:

Departments > Administration > Application Setup > Financial Management > Dimensions > Dimension Combinations

In the Dimension Combinations window, you will see all Dimensions listed both in rows and columns under the Dimension Combinations Matrix FastTab. If your organization has more than the standard 8 Dimensions, fear not! Those Dimensions will still be available for determining combination rules even though they may not be visible on Document Lines.

NAV Dimensions

Aside from where the row and column are equal, three settings exist for each combination: No Limitations, Limited, and Blocked. You can access the settings window by selecting the combination field and doing any of the following things:

  1. Shift+F4
  2. Clicking the AssistEdit button […]
  3. Right-clicking and choosing AssistEdit from the menu

NAV DimensionsNo Limitations

This is the default setting. The dimension combination is always allowed. This means that all combinations of Dimension Values for the row and column Dimensions are allowed on entries.

Limited

The dimension combination is only allowed under certain circumstances. This means that not every Dimension Value for the row Dimension can be combined with the column Dimension. Limited combinations are set by the user.

Once the Limited setting is selected in the settings window, it will appear in the field. To block specific Dimension Value combinations, you’ll need to open the editing window by, once again, doing any of the following:

  1. Shift+F4
  2. Clicking the AssistEdit button […]
  3. Right-clicking and choosing AssistEdit from the menu

NAV Dimensions

Listed are all combinations of Dimension Values for the specified Dimension Combination. The Dimension Values corresponding to the Dimensions from the Dimension Combination Matrix are represented in the rows and columns respectively.

Dimension Value Combination restriction options can be selected by:

  1. Shift+F4
  2. Clicking the AssistEdit button […]
  3. Right-clicking and choosing AssistEdit from the menu

NAV Dimensions

Here you can determine if the Dimension Value Combination is Open or Blocked.

  • Open is the default setting and is also achieved by leaving the field blank. This means the Dimension Value Combination is always allowed.
  • Blocked means the selected Dimension Value Combination is never allowed.

Blocked

The Dimension Combination is never allowed. This means that no combinations of Dimension Values for the row and column Dimensions are allowed on entries.

Looking back at our Dimension Combination Matrix, we see that CUSTOMERGROUP and BUSINESSGROUP is a Limited combination. Upon drilling down to the Dimension Value Combination Matrix, we see that HOME and INSTITUTION is the only blocked combination. This means that no entries with a CUSTOMERGROUP value of HOME and BUSINESSGROUP value of INSTITUTION will be allowed, but all other combinations of CUSTOMERGROUP and BUSINESSGROUP values will be allowed.

In addition, we see that PROJECT and CUSTOMERGROUP is a Blocked relationship. This means that no entries with those Dimensions will be allowed.

NAV Dimensions

You’ll also notice that the reverse combinations are also marked as Limited and Blocked. For your convenience, this is automatically done once the settings of the first combination are specified.

Default Dimensions

What is the one thing you can’t take out of manual data entry? Human error! Let’s say your company processes 1,000 transactions each day. Imagine your employees entering Dimensions on each individual line for each of those 1,000 transactions. That leaves a ton of room for error, not to mention some pretty frustrated employees! Default Dimensions is an easy solution to that problem.

Default Dimensions are set up on the account level and allow NAV to fill in corresponding Dimension information on the Document Header and Lines automatically. They can be applied to anything that posts to a ledger – G/L, Customers, Vendors, Items, etc. To make things even easier, Default Dimensions can be entered for single accounts or multiple accounts at the same time!

When setting up Default Dimensions, you will need to set the Value Posting Rules as well. These rules dictate the ways in which Dimension information may post. Options for Value Posting Rules are as follows:

Rule

Description

 

Blank

No posting restriction.
Transactions can be posted with any dimension value or without a dimension value.

 

Code Mandatory

A dimension value is required for posting.
The specified dimension value will be displayed, but the user can change it.

 

Same Code

The specified dimension value is required for posting.
The user can change it, but NAV will give an error on posting until it is changed back to the specified value.

No Code

Do not use dimension values.

 

Setting up Default Dimensions for a Single Account

Example: Item 1001 need to be assigned the Dimension PRODUCTGROUP and required Dimension Value of BICYCLE.

  1. Navigate to Item 1001 on the Items Page
  2. On the Actions Tab, click Dimensions then Dimensions-Single
  3. On a new line, make sure the Dimension code field is PRODUCTGROUP and the Dimension Value Code is BICYCLE
  4. In the Value Posting field, select Same Code
  5. Click OK and close the page

NAV Dimensions

Setting up Default Dimensions for Multiple Accounts

Example: Customer accounts 60000 through 62000 need to be assigned multiple default dimensions as illustrated in the table below:

Dimension

Dimension Value and Value Posting

AREA

·       Default value is 30

·       A value is required but can be any value

BUSINESSGROUP

·       Default value is INDUSTRIAL

·       A value is not required

CUSTOMERGROUP

·       Required code is SMALL

DEPARTMENT

·       Default value is SALES

·       A value is not required

  1. Navigate to the Customers Page
  2. Highlight the range of Customers that include 60000 through 62000
  3. On the Navigate Tab, click Dimensions then Dimensions-Multiple
  4. On a new line, enter a Dimension Code of AREA, Dimension Value Code of 30, and set the Value Posting field to Code Mandatory
  5. On a new line, enter a Dimension Code of BUSINESSGROUP, Dimension Value Code of INDUSTRIAL, and leave the Value Posting field blank
  6. On a new line, enter a Dimension Code of CUSTOMERGROUP, Dimension Value Code of SMALL, and set the Value Posting field to Same Code
  7. On a new line, enter a Dimension Code of DEPARTMENT, Dimension Value Code of SALES, and leave the Value Posting field blank
  8. Click OK and close the page

NAV Dimensions

Default Dimension Priority

So, what happens when you create a document or journal that contains multiple defaults? Which Dimension reigns supreme? NAV has separate rules for when Default Dimension Priorities are not set up and for when they are.

Without Default Dimension Priorities

  • The default dimension values of the last entered account take priority over the default dimension values of the previously entered account.
    • Example: On a sales document, default dimension values of an item take priority over those of a customer account because the item is added to the lines after the customer is added to the header.
  • If there is a conflict between the default dimension values set up on a specific account and those in an account table, the individual account takes priority.
    This occurs because default dimension values are typically set up on individual accounts that have a specific purpose. When a more general prioritization rule is needed, a default dimension value can be assigned to the table.

With Default Dimension Priorities

  • The dimension values of the account that has been given highest priority will be used.
    • Example: If G/L accounts have a higher priority than customer accounts, a conflict between the two would result in the G/L account’s dimension value being entered on the document or journal.
  • If two accounts have equal priority or are the same account type, the default dimension values of the last entered account take priority over the default dimension values of the previously entered account

The Check Value Posting function is a great tool to use when setting up account-type default dimensions to avoid conflicts between accounts and account types. The function will check for any existing default dimensions that conflict and compile a report you can view.

To run the Check Value Posting function and view the report:

  1. Navigate to the Dimensions page
  2. Select the desired dimension
  3. On the Home Tab, click Account Type Default Dim.
  4. On the Actions Tab, click Check Value Posting
  5. On the Default Dimensions FastTab, set a filter for the desired dimension if necessary
  6. Click Preview to view the report

 

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