Dimensions

Dimensions are accounting classification categories that your entity needs for reporting and ERP integration. They represent the analytical tags that are not printed on the document but are required for proper accounting — such as cost centers, VAT codes, posting accounts, and project codes.

How dimensions work

Each dimension contains a list of values. For example:

• Dimension: "Cost Center"
• Values: "Administration," "Sales & Marketing," "Infrastructure Services," "Office," "Tools," "Travel," etc.

When the AI processes a document, it reads each line item and assigns the most appropriate value from each configured dimension. It uses the line item description, supplier context, and document content to make these assignments.

Each AI assignment comes with a confidence score and a plain-language explanation of the reasoning — visible as a tooltip when you hover over the assigned value in the Document View.

Viewing dimensions

1. Navigate to Entity Management and click on an entity.
2. Select the Dimensions tab.

The dimensions list shows all dimensions for this entity with the following columns:

• Dimension Name — the name of the dimension category.
• Values — the number of values defined.
• Created By — who created the dimension.
• Created — the creation date.

Creating a new dimension

Admin or Owner role required.

1. Click the Add Dimension button in the top-right corner.
2. Fill in the dimension details:
   • Dimension Name (required) — a descriptive name (e.g., "Cost Center," "Department," "VAT Rate").
   • Description — an optional description explaining how this dimension should be used. This description is provided to the AI to help it make better assignments.
   • Reference ID — an internal reference. If left empty, it is auto-generated (format: DL-00001).
3. Click Create.

After creating the dimension, you will be taken to the dimension detail page where you can add values.

Writing effective descriptions

The dimension description is provided to the AI when it assigns values. A clear, specific description improves assignment accuracy. For example:

• Good: "Classifies each expense line item into the functional area of the business that incurred the cost. Used for internal cost tracking and P&L analysis across operations, delivery, sales, and infrastructure."
• Poor: "Cost center" (too vague — the AI already knows the name).

Managing dimension values

Click on a dimension in the list to open the dimension detail page. Select the Values tab to see all values.

Adding a value

1. Click the Add Value button in the top-right corner.
2. In the Add Value dialog, fill in:
   • Name (required) — the display name (e.g., "Marketing").
   • Description — an optional description that helps the AI understand when to assign this value. Be specific about what types of expenses belong here.
   • Reference ID — an internal reference. If left empty, it is auto-generated (format: DIM-00001).
3. Click Add.

Editing a value

Click on any value in the list to open the Edit Value dialog. Modify the name, description, or reference ID, then click Save.

Deleting a value

Open the Edit Value dialog for the value you want to remove, then click Delete at the bottom-left of the dialog. If the value is used in documents, deletion may fail — you will need to remove those assignments first.

Writing effective value descriptions

Value descriptions tell the AI what kinds of expenses or transactions should receive this value. Specific descriptions significantly improve AI accuracy. For example, for a "Cost Center" dimension:

Deleting a dimension

On the dimension detail page (General tab), scroll to the Delete Dimension section at the bottom. Click Delete This Dimension to permanently remove the dimension and all its values. If the dimension is used in documents, deletion may fail.

Member role access

Members can view the dimensions list and values but cannot add, edit, or delete dimensions or values. When a Member clicks a value, it opens in a read-only "Value Details" view.