On a standard chart of accounts in Acubiz, each cost type will be associated with one account number, so that if the cost type is selected, it will be posted to this account number.

Dimension controlled accounts

A controlling parameter must be introduced for each cost type. This parameter is a dimension. The dimension will be one of the existing dimension levels already used in Acubiz. Only one dimension level can be used as the controlling parameter.

First, the controlling dimension level must be defined. There are some issues that need to be considered:

• It is recommended that a dimension level is used which does not consist of too many values, e.g. Cost center or Department. This makes the administration less extensive.
• A dimension level that all users have filled in on their master data

There are different scenarios for how to set up each cost type. In the following examples, the controlling dimension level is "Department".

The list below is the departments we work with in the examples.

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

Methods of use

When the dimension-controlled chart of accounts is activated, the setup of the individual cost types will be updated with a new section for setting up rules for dimensions

The elements are:

• Enter an account number in case the (Department) dimension is not filled
• Enter the account number to be used regardless of which department is selected.
• List of the valid departments that have been created and can therefore be used
• Enter the departments that are valid on the cost
• Enter the valid accounts to be used for the selected departments.

There are several methods in connection with the dimension-controlled chart of accounts.

1. The cost type must be displayed for all departments
2. Some cost types should only be available to users belonging to selected departments
3. Different account numbers are used for the same cost type, depending on the department.
4. The account is determined by whether a department has been filled in or not

All methods can be used in combination.

Combination options:

Display of cost type for all departments

If the cost type is to be displayed to users in all departments, then the setup should look like this:

Use the areas +

Display of accounts for selected departments

Example, this account may only be viewed by users in department 508+515 and must be accounted for on the same account number

Use the areas +

Different account numbers for different departments

Below are two examples of some costs being posted to other accounts in different of.

Example 1:

Everything must be posted to account 2001, except department 508, where it must be posted to account 2002

• + is the general posting rule
• + is the exception to the rule

Example 2:

Accounts may only be made to department 508 + 515, but to each their own account

Use the areas +

Account is determined whether department is selected or not

A simple but effective method of differentiating the accounting whether there is a department or not. NB. This is most often used in connection with a project dimension and not a department dimension.

Example 1:

• Without the department, account number 2001 is used
• With a department, accounts number 2002 is used

Use the areas +  

Example 2 with exception:

• Without the department, account number 2001 is used
• With a department, account number 2002 is used
• Excepted is department 508, account number 2003 is used

Use the areas + + +  

The combination options are many and effective for more advanced accounting principles.