Setting up Dimensions and Codes

PATH: Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes

A dimension identifies one element of a revenue, expense, or balance sheet account. Some dimensions are simple and only require a few dimension codes, while other dimensions may require a hierarchy of dimension codes. Campus is flexible and allows you to create a structure that meets state reporting requirements while also allowing you to add district-specific dimension codes.

Each state may determine its own dimension structure; however, states require that each district map to state requirements for year-end reporting.

This article includes the following topics:


Dimensions and Codes Editors and Field Descriptions

PATH: Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes

Dimension Detail Editor


 

Dimension Detail Editor

Field

Descriptions

Name

The pre-defined or user-defined dimension name. This name is used when defining the Dimension Structure. The Dimension Name must be unique. This Name defines each dimension that is used for state and district reporting.

Abbreviation

This is an abbreviation of the dimension value's name when presented individually on a report or inquiry.

Database Element

This is used for State Reporting to determine the column location. The Database Element cannot be used more than once. Once a Database Element has been used, it does not appear in this field. Campus provides the following Database Elements:

  • Fund
  • Location
  • Program
  • Expense
  • Revenue
  • Balance Sheet

    Note

    Campus also provides six generic Database Elements called "Dim" that you can assign to any Dimension.

Description

A description of the dimension.

Use Description in General Ledger Account

This checkbox indicates that the code description is used or combined with other descriptions as a part of the General Ledger account number and reporting description.

Use Short Description in General Ledger Account

This checkbox indicates that the short description is used or is combined with other short descriptions as a part of the General Ledger Account Number for use in entry and reporting.

Field Length

The field length for Summary and Posting Codes is a maximum of 10 characters.

Zero Fill

This checkbox indicates that Campus should place zeros in front of Dimension Codes that are shorter than the specified Field Length.

Dimension Codes

The Dimension Codes area on the screen groups all of the codes associated with the Dimension. From here users may add and edit Dimension Codes.

Code Detail Editor

Code Detail Editor

Field

Description

Code

The District/State defined code related to the Dimension. When reporting to the state, State Codes are the posting level used.

State Crosswalk

The state code to which the dimension value must be mapped. The default State Crosswalk is the value entered in the Code field.

This field allows you to enter alphanumeric characters. As a result, the state account number may include alpha and numeric characters.

Start Date

The first day on which the code may be used. You can only change a Start Date if the code is not used in a General Ledger account.

End Date

The last day on which the code is available for use. When this date has passed, the related General Ledger account numbers are inactivated. This date can be blank to indicate that there is no end date. An end date may be added at a later time; however, it cannot predate activity on the General Ledger account.

Description

A description for the code. If the dimension associated with this code is part of the General Ledger Account Description, this description is combined with the other dimensions that are specified as General Ledger Account descriptions and used in Financial reports. This is designated at the time the dimensions are set up.

Posting

Select this flag to use this code in creating the General Ledger Account Numbers that are used in posting of transactions.

Short Description

A short description for this dimension value. This short description may be used or combined with other descriptions to create the General Ledger Account Number Short description.

Replaces Code

This dropdown list indicates the code to be replaced and is used to determine the audit trail of transactions in previous years for the related new code.

Move Code

This field is only required if you are moving the code to another summary code. This dropdown list indicates the new summary code to which the code is moving.

Dimension Value Window

Dimension Value Window

Field

Description

Code

The District/State defined code related to the Dimension. When reporting to the state, State Codes are the posting level used.

State Crosswalk

The state code to which the dimension value must be mapped. The default State Crosswalk is the value entered in the Code field. If a district code is added, a state code is required.

School

This field is for the dimension assigned to the "Location" database element only. This field maps an individual school to a location. Food Service transactions are recorded by school but not always by the location code for that school. In order to properly record the transactions for the school, the school must be mapped to the location.

Start Date

The first day on which the code may be used.

End Date

The last day on which the code is available for use. When this date has passed, the related General Ledger account numbers are inactivated. This date can be blank to indicate that there is no end date. An end date may be added at a later time; however, it cannot be in the past.

If you add an end date to any of the dimension codes that make up an existing account number and that account number does not have an end date, Campus will add this end date from the dimension code to the account number.

Description

If this dimension is part of the General Ledger Account Description, this description is combined with the other dimensions that are specified as General Ledger Account descriptions and used in financial reports. This is designated at the time the dimensions are set up.

Posting

This flag defines the codes that are used in creating the General Ledger Account Numbers that are used in posting transactions.

Short Description

The code's short description that can be combined with other descriptions to create the General Ledger Account Number's short description. This description can be entered as an alternative to the General Ledger account number.

 


Adding a New Dimension

PATH: Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes

Before You Begin

Keep the following parameters in mind when adding Dimensions:

To Add a New Dimension

  1. Click the New Dimension button.
    Result
    The Dimension Detail Editor displays.
  2. Use the information in the following table to complete the Dimension Detail Editor.

    Field

    Description

    Required

    Optional

    Name

    Type a unique name for this dimension. The name must be unique because this name is used when defining the Dimension Structure and is used for state and district reporting.

    X

     

    Abbreviation

    Type an abbreviation of the dimension value name. The abbreviation is used when the Dimension is presented individually on a report or inquiry.

     

    X

    Database Element

    Select the database element with which to associate the element. This is used for State Reporting to determine the column location. The Database Element cannot be used more than once.

    X

     

    Description

    Type a description of the Dimension Name.

    X

     

    Code Detail

     

     

     

    Use Description in General Ledger Account

    Select this checkbox to combine the code description with other descriptions to create the General Ledger account number and reporting description.

     

    X

    Use Short Description in General Ledger Account

    Select this checkbox to combine the short code description with other descriptions to create the General Ledger account number and reporting description.

     

    X

    Field Length

    Enter the number of valid places for the code. The field length for Summary and Posting Codes is a maximum of 10 characters.

     

    X

    Zero Fill

    This checkbox indicates that Campus should place zeros in front of the Dimension Code if it is shorter than the specified Field Length.

     

    X

  3. Click the Add Code button to enter a new Dimension Value.
    Result
    The Dimension Value Window displays.

  4. Use the Field Descriptions from the Dimension Value Window section to complete the screen.

  5. Click the Add button to return to the Dimension Detail Editor.
  6. Repeat steps 3-5 until all Dimension Codes are added.
  7. Click the Save button.

Removing Dimension Codes

PATH: Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes

You can remove dimension codes that are not used in a General Ledger account number by clicking the Delete button next to the dimension code you want to remove.


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