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.

Importing values from a file

If you have many values to add, you can import them from a file instead of adding them one at a time.

1. On the dimension detail page, open the Values tab and click the Import button.
2. In the import dialog, click Download Template to get a CSV file with the correct columns.
3. Fill the template with your values. Each row is one value, with these columns:
   • referenceId (required) — the internal reference for the value. Unlike adding a value manually, the Reference ID must be filled in when importing.
   • name (required) — the display name.
   • description — an optional description that helps the AI.
4. Save the file as CSV and select it in the import dialog. You can import up to 10,000 values per file.
5. Click Import. When it finishes, the dialog shows how many values were created, how many were updated, and how many rows failed.

Updating with import: if a row's referenceId already exists in this dimension, the import updates that value instead of creating a duplicate. This means you can re-import a corrected file to update values in bulk.

If some rows fail (for example, a missing name), the valid rows are still imported — only the failed rows are skipped, and they are listed so you can fix and re-import them.

Values added through import are not attributed to an individual user, so they do not show a name in the Created By column.

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.