DRAFT Manage groups

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Dimensions are subsets of data. They give organization and structure to your data and form the basis of all analysis in Phocas. In Financial Statements, you use dimensions to add levels to the statement grid and filter the data to focus on specific information.

In a financial database, you always have top-level dimensions for Category and Account but you might also have other sub-dimensions based on those dimensions, such as Sub Category, Region and Branch. These sub-dimensions are referred to as dimension groups. All the dimensions, whether top-level or a group, display in the list on the left side of the grid.

You can customize the dimension groups to enhance the analysis capabilities in your financial statements. For example, you might want to edit an existing group (such as change its name or define the order of its items), delete a group that is not in use, or create a new group to analyze consolidated results. Groups also allow you to do reclassification, something that might be unavailable in your ERP.

The changes you make are saved in the underlying database design and are, therefore, available to all users who have access to that database. Your groups are also available for use in the Analytics and Budgets and Forecasts modules, and are included in favorites and dashboards.

Access the dimensions groups in a financial statement

1. Click the Settings button > Groups in the top right corner.

2. In the Groups window, select the dimension for which you want to manage groups, for example, Branch. If any groups exist for that dimension, they display as columns in the grid and you can edit or delete those groups as required. You can also add new groups.

Create a group

1. In the Groups window, with the required dimension selected, click New Grouping… A new column with a default name (Dimension 1) displays in the grid.

2. Change the default name to something more meaningful, for example, Branch Manager.

3. Select a row, then type the name of the new entity into the new group column and press Enter. You can select multiple rows and assign them to the same entity. For example, select four branches and add Karen as the branch manager.

4. Repeat the above step to assign the other rows to an entity.

5. Specify the dimension the groups are based on. / Specify which group each entity in the dimension belongs to.

6. Click Rebuild Now or Rebuild Later as required. Your changes will be applied after you rebuild the database.

   

7. View the new group(s) in the statement. For example, if you added a group for Branch Manager…

Edit a group

1. In the Groups window, with the required dimension selected,

Delete a group

1. In the Groups window, with the required dimension selected,