Dimension-Controlled Accounts in Acubiz

In Acubiz, you can use two different methods to manage the chart of accounts and handle your financial postings: Standard Chart of Accounts (default) and Dimension-Controlled Accounts (add-on).

ℹ️ Note: Dimension-controlled accounts are an add-on feature that requires a deeper configuration change to your Acubiz solution. Please contact Acubiz for activation and advice.

The Difference Between the Two Chart of Accounts Management Methods

1. Standard Chart of Accounts (Default)

With a standard chart of accounts, each expense type in Acubiz is locked to one specific account number. When an employee selects a given expense type, the transaction is always posted to the associated account number.

Relationship: 1:1 (One expense type = one fixed account number)

2. Dimension-Controlled Accounts (Add-on)

Here, the account number is controlled by an underlying parameter – a dimension (e.g., Department, Cost Center, or Project). This makes it possible to post the same expense type to different account numbers depending on which dimension is selected or assigned to the employee.

Relationship: 1:many (One expense type = multiple possible account numbers controlled by a dimension)

Preparation and Recommendations Before Setup

Before activating dimension-controlled accounts, the controlling dimension level must be defined. We recommend that you consider the following:

• Choose a dimension with a limited scope: It is recommended to control by a dimension that does not contain too many different values (e.g., Department or Cost Center). This keeps administration and maintenance simple.
• Ensuring master data: The chosen dimension should be a mandatory field that is filled out for all users’ master data in Acubiz.

Example of a Controlling Dimension (Department)

In the examples in this article, we use the dimension Department with the following values:

• 508: Accounting
• 515: Advertising
• 522: IT department
• 529: Customer Relations
• 536: Customer Service
• 543: Finances
• 550: Human Resources
• 557: Legal Department

Configuration Options on the Expense Type

When dimension-controlled accounts are activated, the setup on individual expense types is expanded with a new section. Here you can configure the rules based on the following 5 elements:

1. Fallback Account (Without Dimension): The account number used if the dimension (e.g., Department) is not filled in.
2. Standard Account (Global): The general account number that is used by default across all dimensions.
3. Master List: The overview of all created and valid dimensions in the system.
4. Selected Dimensions: The specific dimensions for which this expense type should be valid.
5. Dimension-Specific Accounts: The specific account numbers that should be assigned to the selected dimensions.

Usage Methods and Scenarios

The 5 configuration elements can be combined in various ways to support your posting rules. Below you will find the most common scenarios.

Scenario A: Show Expense Type for All Departments (Global View)

The expense type should be visible to all employees regardless of department and always posted to the same account number.

• Setup: Specify the account number in (A) + (B).

Scenario B: Show Expense Type Only for Selected Departments

The expense type should only be selectable by specific departments (e.g., 508 and 515) and posted to the same account number.

• Setup: Specify a Standard Account (E), but select only the relevant departments (D) that should have access.

Scenario C: Different Account Numbers Based on Department

Here, the account number is automatically differentiated based on who makes the entry.

• Example 1 (Rule with Exception): By default, all should be posted to account 2001, but department 508 (Accounting) should be posted to account 2002.
  • Setup: Set Standard Account (A+B) to 2001. Add department 508 under Selected Dimensions (D) and assign account 2002 as Dimension-Specific Account (E).
    
     
• Example 2 (Access Only for Selected Departments – Each on Their Own Account): Only departments 508 and 515 may use the expense. Department 508 posts to account 2001, and department 515 posts to account 2002.
  • Setup: Select only departments 508 and 515 in Selected Dimensions (D) and specify the corresponding account numbers under Dimension-Specific Accounts (E).
    

Scenario D: Account Number Determined by Whether the Dimension Is Filled In (e.g., for Projects)

A very effective method, often used in project management instead of departments.

• Example 1 (Simple Division): Without a project, the expense is posted to account 2001. With a project, it is posted to account 2002.
  • Setup: Set Fallback Account (A) to 2001 and Standard Account (B) to 2002.
    
     
• Example 2 (Division with Exception): Without a project, post to account 2001. With a project, post to account 2002 – unless it is department 508, which should always post to account 2003.

  • Setup: Set Fallback Account (A) to 2001, Standard Account (B) to 2002, and add a specific rule for department 508 under Selected Dimensions (D) with account 2003 under Dimension-Specific Account (E).
    

Need help? The combination possibilities are many and can be adapted even to very complex posting rules. Contact your Acubiz consultant to develop the perfect strategy for your setup.