CHAPTER 4: MULTIDIMENSIONAL ANALYSIS

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1 Chapter 4: Multidimensional Analysis CHAPTER 4: MULTIDIMENSIONAL ANALYSIS Training Objectives Actively participating during this chapter helps you to: Understand the function of Microsoft Dynamics GP Multidimensional Analysis Learn how to set up Analysis Groups Learn how to set up Analysis Codes Learn how to enter transactions containing Analysis Codes Page 129

2 Microsoft Dynamics GP General Ledger Introduction Multidimensional Analysis is an additional module you can purchase to enhance your analytical processes. With Multidimensional Analysis, you can record detailed data about your transactions and perform detailed analysis of that data after you have posted, without creating a highly detailed chart of accounts. This is possible because you can assign an unlimited number of analysis groups and codes to individual transaction distributions. To use Multidimensional Analysis, you need to set up analysis codes and groups, and assign them to accounts. You generally complete setup procedures once, but you might want to refer to this material again for viewing the setup selections you have made, or to add, delete, or modify your analysis codes and groups. Multidimensional Analysis includes a variety of flexible features. The following list provides an overview of the main features and benefits of Multidimensional Analysis: Set up an unlimited number of analysis codes and groups Combine analysis codes into groups Automatically apply information to transaction distributions Perform comprehensive inquiry and reporting Terms specific to Multidimensional Analysis are defined in the following table. Term Analysis Code Analysis Group Definition An identifier in Microsoft Dynamics GP for something for which you want to perform analysis. For example, you could create analysis codes for each of your company vehicles. An identifier in Microsoft Dynamics GP for a group of analysis codes for which you want to perform analysis. For example, you could create an analysis group to include each of your company vehicles. Analytical Accounting for Dynamics GP offers many additional features and increased functionality when compared to Multidimensional Analysis. Contact Microsoft Business Solutions or your partner for more information on Analytical Accounting. Page 130

3 Chapter 4: Multidimensional Analysis Setting up Analysis Groups and Codes CARDS FINANCIAL ANALYSIS GROUPS Use the Analysis Group Maintenance window to create the group or groups for which you want to perform detailed analysis. For example, you may want to perform a detailed analysis of your employee expenses or analysis on company cars. For each analysis group you create, you can define the items you want to analyze; for example, each individual company car. Each car would be an Analysis Code. Analysis Group ID and Description Enter an Analysis Group ID to describe the members in the group. Use the Description field to better describe what the group contains. Analysis Code ID Enter the Code IDs (group members) and descriptions that you want to assign to the group. When you are finished, click the Save button. HINT: You cannot delete an analysis group if it has been assigned to an account using the Account Analysis Defaults window. You also cannot delete an analysis group if it is assigned to a transaction that has Multidimensional Analysis information entered in an analysis posting detail window. HINT: To remove an analysis code assigned to an analysis group, you can select Edit, and then Delete Row. You cannot delete an analysis code if it has been assigned to an account using the Account Analysis Defaults window. You also cannot delete an analysis code if it is assigned to a transaction that has Multidimensional Analysis information entered in an analysis posting detail window. Page 131

4 Microsoft Dynamics GP General Ledger Assigning Analysis Groups to Accounts CARDS FINANCIAL ANALYSIS DEFAULTS Use the Account Analysis Defaults window to assign analysis groups to accounts for which you want to track detailed analysis information. For example, if you created an analysis group for your service vehicle expenses, you would assign that group to each of the accounts that record your vehicle expenses. You can assign multiple analysis groups to an account. HINT: Analysis groups can be assigned only to posting accounts. For each analysis group assigned to an account, indicate an analysis type - whether or not analysis amounts should be recorded every time a transaction is posted to that account. You can also enter percentages to automatically determine the amounts recorded during transaction entry. When transactions involving the account are posted, the distribution amount is allocated across all the default codes by the appropriate percentages. Page 132

5 Chapter 4: Multidimensional Analysis The following table lists the analysis types you can choose for an analysis group: Analysis Type Optional Required Fixed None Allowed Changes Codes may be added or deleted. If any codes and amounts are entered, the total must equal the posting amount before you post. Codes must be entered. The default amounts for the codes can be changed or removed, as long as the total amount equals the posting amount before you post. Codes must be recorded and the total amount must equal the posting amount before you can save or post. The default amounts recorded for the codes cannot be changed or removed. No analysis codes or amounts can be entered when entering Multidimensional information on a transaction. You can use this analysis type when you want to prohibit analysis for an analysis group, but you do not want to delete the group. To Assign Analysis Groups to Accounts 1. Open the Account Analysis Defaults window. 2. Enter or select an account. 3. Enter or select an analysis group to apply to this account. 4. Indicate whether you want to allow quantities to be entered during transaction entry, in addition to currency amounts. You can specify quantities to be entered for each analysis group you have assigned to the account. 5. Select the number of decimal places that are used to display quantities if you have chosen Quantities. You cannot specify the number of decimal places if you have not chosen Quantities. 6. Select an analysis type to indicate if entering amounts against the analysis codes in this group during transaction entry is optional or required, and if required, whether the amounts can be changed. 7. Enter or select the analysis codes in the selected group that you want applied to this account. 8. Enter a posting description. If you selected fixed as the default type, enter a default percentage amount for each code. Page 133

6 Microsoft Dynamics GP General Ledger Transactions You can use Multidimensional Analysis with transactions in the following modules in Microsoft Dynamics GP: General Ledger Receivables Management Invoicing Sales Order Processing Payables Management Purchase Order Processing Multidimensional Analysis and other Modules The following are some points to remember when using Multidimensional Analysis with another module: Deleting a batch of transactions or an individual transaction also deletes the analysis information entered on the transaction. Voiding a transaction that has been posted to General Ledger creates a reversing transaction along with any analysis information assigned to the transaction. Posting a transaction with an optional analysis group whose codes do not have any amounts deletes the analysis information. Analysis information can be entered for all document types in Receivables. Multidimensional Analysis and General Ledger The following are some points to remember when using Multidimensional Analysis with General Ledger: Analysis information can be entered for journal entries. Removing transaction history also removes Multidimensional Analysis information. Closing a year does not affect Multidimensional Analysis information. Posting a reversing transaction (for which debit and credit entries are reversed at a later date) also reverses the analysis information assigned to the transaction. Page 134

7 Chapter 4: Multidimensional Analysis Multidimensional Analysis and Invoicing The following are some points to remember when using Multidimensional Analysis with Invoicing: Analysis information can be entered for all document types in Invoicing. Analysis information for the Inventory and Cost of Goods Sold accounts is created at posting. (You can edit the analysis information for these accounts after the information if posted to General Ledger.) Multidimensional Analysis and Purchase Order Processing The following are some points to remember when using Multidimensional Analysis with Purchase Order Processing: Analysis information can be entered for shipments, shipment/invoices, and invoices. Automatically receiving or invoicing items for a receipt that already has received or invoiced items updates the existing analysis information for the items. Multidimensional Analysis and Sales Order Processing The following are some points to remember when using Multidimensional Analysis with Sales Order Processing: Analysis information can be entered for invoices and returns. Transferring a quote to an invoice or an order to an invoice creates analysis information. Analysis information for the Inventory and Cost of Goods Sold accounts is created at posting. (You can edit the analysis information for these accounts after the information is posted to General Ledger.) Entering Analysis Information during Transaction Entry. If a transaction includes distributions to an account to which you have assigned analysis groups, Microsoft Dynamics GP automatically records amounts against the analysis codes according to the default percentages you entered in the Account Analysis Defaults window. You can view and modify these amounts using the following analysis posting detail windows. Page 135

8 Microsoft Dynamics GP General Ledger Use one of seven analysis posting detail windows to view and modify the amounts recorded against the analysis codes assigned to an account, depending on the transaction entry window used to create the transaction. The basic process is the same for all of these windows; however, opening the windows requires different navigation for each. This example illustrates the steps using a General Ledger transaction and the Analysis Posting Detail window. Enter or select a transaction that includes a distribution to an account you have assigned analysis groups to, and choose to view the distributions. 1. In General Ledger, account distributions are displayed directly in the Transaction Entry window; in other transaction entry windows you may need to click the Distributions button to open a distributions window. Page 136

9 Chapter 4: Multidimensional Analysis 2. Select the account to which you have assigned analysis groups, and click the Account Analysis button; the analysis posting detail window appears. 3. Any analysis groups assigned to the account appear in this window. Select a group to view the analysis codes and default amounts. Depending on the analysis type of the groups, you may be able to make changes to the codes and the amounts for each code. You may also specify code quantities at this time, if required. 4. Click OK to save your changes and close the analysis posting detail window. HINT: After making changes, you can click Default to restore the default analysis groups and amounts. You also can automatically allocate any remaining amount to any codes with an amount of zero by clicking Auto Allocate. For example, if you wanted to allocate the entire amount of a distribution to a single code, you could delete all the other codes (select each code and choose EDIT DELETE ROW), enter a zero amount in the remaining code and then click Auto Allocate. Page 137

10 Microsoft Dynamics GP General Ledger Performing Multidimensional Analysis Inquiry INQUIRY FINANCIAL ANALYSIS Use the Analysis Inquiry window to view the transactions that have been recorded against the codes in a selected group. You can view unposted transactions, as well as posted transactions in open and historical years. In addition, you can view detailed information on the originating documents by selecting a transaction and zooming on the Document Number prompt. To Perform Multidimensional Analysis Inquiry 1. Open the Analysis Inquiry window. 2. Enter or select the analysis group and code for which you want to view transaction information. You can view unposted transactions, as well as posted transactions in open and historical years. You can sort by account, by document number, or by document date. HINT: After specifying view criteria, remember to click Redisplay for your criteria to take effect. 3. To view detailed information on a transaction, select the transaction and zoom on the Document Number prompt. Page 138

11 Chapter 4: Multidimensional Analysis Account Analysis Report REPORTS FINANCIAL MULTIDIMENSIONAL ANALYSIS ACCOUNT ANALYSIS Report Writer Name: Account Analysis Report Writer Account Analysis Report Summary Tables: Analysis Reports TEMP Transaction Analysis Codes Analysis Codes Master Analysis Group Master Account Analysis Group Account Master The Account Analysis Report provides detailed or summary information on transactions recorded against your analysis groups and codes. These reports can include both posted and unposted transactions. RANGES Segment ID Transaction Date Analysis Group ID Analysis Code ID OPTIONS Include Unposted Include Open Include History Detailed or Summary Analysis Group Setup List REPORTS FINANCIAL MULTIDIMENSIONAL ANALYSIS ANALYSIS GROUP SETUP Report Writer Name: Analysis Group Setup List Tables: Analysis Group Master Analysis Codes Master The Analysis Group Setup List displays analysis groups and codes that have been set up in your system. This report can also be printed from the Analysis Group Maintenance window. RANGES Analysis Group ID Page 139

12 Microsoft Dynamics GP General Ledger Analysis Setup Report REPORTS FINANCIAL MULTIDIMENSIONAL ANALYSIS ACCOUNT ANALYSIS SETUP Report Writer Name: Account Analysis Setup Report Detail Account Analysis Setup Report Summary Tables: Account Analysis Group Account Master Analysis Group Master Analysis Codes Master Account Analysis Group Codes The Account Analysis Setup Report shows detailed or summary information about the analysis groups and codes that have been set up in your system, and the accounts to which they have been applied. RANGES Segment ID OPTIONS Detailed or Summary Page 140

13 Chapter 4: Multidimensional Analysis Lab 4.1 Multidimensional Analysis Company: Fabrikam, Inc. Scenario: You want to track vehicle insurance expense by car but do not want to set up individual posting accounts. Use Multidimensional Analysis to accomplish the task. Challenge Yourself! Set up an analysis group for the company vehicles: CONTOUR TAURUS INTREPID Midnight Blue Contour Red Taurus Green Intrepid Set up optional account analysis for Vehicle Insurance. Enter a general ledger transaction for US$500 of Vehicle Insurance; use a transaction date of April 20, Use the cash account for the offset account. The insurance bill breaks out the following costs: US$200 for the Intrepid US$150 for the Contour US$150 for the Taurus Enter Account Analysis information to reflect this breakout. Post the transaction, printing the posting journals to the screen. Page 141

14 Microsoft Dynamics GP General Ledger Lab 4.1 Multidimensional Analysis Company: Fabrikam, Inc. Scenario: You want to track vehicle insurance expense by car but do not want to set up individual posting accounts. Use Multidimensional Analysis to accomplish the task. Need a Little Help? Navigate to the Analysis Group Maintenance window (CARDS FINANCIAL ANALYSIS GROUPS). Enter the following information in the indicated fields: Analysis Group ID CARS Description Fleet of Cars Analysis Code ID CONTOUR Midnight Blue Contour TAURUS Red Taurus INTREPID Green Intrepid Save the Group. Navigate to the Account Analysis Defaults window (CARDS FINANCIAL ANALYSIS DEFAULTS). Enter the following information in the indicated fields: Account Analysis Group ID Analysis Type Vehicle Insurance CARS Optional Save the information. Enter a General Ledger transaction in the Transaction Entry window for US$500 of Vehicle Insurance; use a transaction date of April 20, Page 142

15 Chapter 4: Multidimensional Analysis Enter the following information in the indicated fields: Journal Entry Transaction Type Accept the default Standard Transaction Date April 20, 2007 Source Document Reference GJ Vehicle Insurance Account Debit $ Click the Analysis Group Code button. This takes you to the Analysis Posting Detail window. Highlight the CARS group under the Analysis Group ID column. Verify that the Current Group field now reads CARS. Enter or select CONTOUR in the Analysis Code ID area and enter an amount of US$200. Do the same for INTREPID and TAURUS in the amount of US$150 each. The Total at the bottom should now read US$ Click OK; this brings you back to the Transaction Entry window. Enter a credit to account for US$ Post the transaction, printing the posting journals to the screen. View the posted information in Analysis Inquiry. Page 143

16 Microsoft Dynamics GP General Ledger Quick Interaction: Lessons Learned Take a moment to write down three Key Points you have learned from this chapter: Page 144