Dimensioner: Introduction and FAQ

How does the integration work overall?

The integration is based on an automated file exchange (typically on a daily basis) and operates according to the following model:

1. Data transfer: Files with complete dimension data are delivered to a dedicated Acubiz server.

2. Data processing: Acubiz automatically imports the file and updates master data based on a unique key. The import handles:

   • Creation of new dimensions.

   • Updating existing dimensions.

   • Deactivation of obsolete dimensions.

Communication path: A secure SFTP connection is established at Acubiz where the files are delivered.

Which systems can Acubiz integrate with?

Acubiz supports integration with a wide range of ERP and HR systems, including SAP, Microsoft Dynamics NAV/Business Central, among others. In principle, Acubiz can integrate with any source system, provided the system contains the necessary master data and is capable of generating and exporting data files. This offers great flexibility regarding automation.

Does the file need to contain all dimensions every time, or can we send only changes (delta)?

Acubiz can handle both methods. However, if a solution based on delta files (only changes) is chosen, it is important to note that the system must explicitly be informed when a dimension should be deactivated—otherwise, it will remain active in Acubiz.

Are there dimension data that must not change?

Yes. The import is controlled by a unique key (ID) for each dimension, which determines whether an item should be created or updated. This key must be static and must not change during the dimension's lifetime.

Often, the export value (e.g., a cost center number) is used as the unique key. If different dimension types (e.g., both a project and a cost center) share the same number, the key must be made unique— for example, by adding the dimension level as a prefix (e.g., CC-1000 and PR-1000).

Are documents that are in process in Acubiz updated if a status changes?

No, as a rule, ongoing documents are not updated retroactively. For example, if a project is linked to a cost and the project is subsequently closed, the project will remain on the existing document. However, the closure ensures that the dimension cannot be selected on new costs.

Can we maintain certain dimensions manually if they are not available in the source system?

Yes, it is possible to combine automatic and manual maintenance, but this requires specific configuration of the import. When dimensions are created manually, the following two conditions must be met:

• Choice of import method (Delta-load): The integration must be configured for delta-load (where only changes are sent). If the system is instead set up for a full load (where the entire directory is sent each time, which is generally our recommendation to ensure data consistency), Acubiz will automatically deactivate the manually created dimensions at the next import because they are missing from the file from the source system.

• Unique keys: The manual dimensions must be assigned unique IDs/keys that are guaranteed not to overlap with or be reused in the automatic data delivery.

In short, this can be done by running delta-load, as long as the manual data is kept clearly separated from the automated data via the numbering structure.

Are there notification options if an import fails?

Yes. Automatic email notifications can be set up after each import run. You can choose whether to send a status email after every run or only receive notifications in case of errors.

How do we proceed?

1. Clarification of the source system: Investigate which export options your current system supports (file formats, automation), and what data is available.

2. Dialogue with Acubiz: Contact your consultant or the integration team at Acubiz so that together we can review the possibilities and establish the precise setup.