Understanding dimension handling in Expense Management
Dimension handling in Continia Expense Management is aligned with Business Central's dimension framework and uses WYSIWYG behavior that removes any discrepancy between preview posting and the final posting result. This means default dimensions apply automatically from various sources as you work on an expense document, and the dimensions you see on the document are the exact dimensions that post to the ledger.
This article describes where default dimensions come from, when they're applied, how they behave across the per diem hierarchy, and how you can override them when needed. For the priority order in which dimensions are resolved, see Understanding priority and inheritance of dimensions in Expense Management.
Default dimension sources
Default dimensions are inherited from the following sources, depending on the document type.
| Source | Description |
|---|---|
| Payment types | When you select payment type on an expense, the dimensions defined on the payment type's posting account are applied to the expense. |
| Continia Users | When you select a Continia User ID on a per diem, the dimensions from the user's linked Salesperson, Vendor, and Employee records are applied to the per diem header. |
| Vendors | When you select a vendor on an expense or per diem, the dimensions from the vendor record are applied. |
| Projects and Project Tasks | When you specify a project or project task on any document, the dimensions defined on the project or project task are applied. |
| Posting accounts | For per diem details, the dimensions from the posting accounts configured in Per Diem Posting Groups apply when allowances (such as meals, accommodation, or transport) are entered. |
Every change updates the document's Dimension Set ID immediately, so the dimension values remain consistent throughout the document lifecycle.
When default dimensions apply
Default dimensions re-apply automatically at specific trigger points, depending on the document type.
Expenses
The following triggers will reapply the default dimensions on expenses:
- Selecting a payment type.
- Entering or changing a vendor.
- Entering or changing a project or project task.
Per diem headers
The following triggers will reapply the default dimensions on per diem headers:
- Selecting the Continia User ID.
- Entering or changing a vendor.
- Entering or changing a project or project task.
Per diem details
The following triggers will reapply the default dimensions on per diem details:
- Inserting a detail line.
- When any allowance field changes, for example, Breakfast, Lunch, Dinner, Drinks, Entertainment, Accommodation, or Transport.
Per diem destinations
The following triggers will reapply the default dimensions on per diem destinations:
- Inserting a destination.
- Entering or changing a project or project task on the destination.
Hierarchy of per diem dimensions
Per diems have a three-level structure that supports independent dimensions at each level, with automatic inheritance from the level above. Refer to the following table where they are listed in order of priority from highest (P1) to lowest (P3). For more information, see Understanding priority and inheritance of dimensions in Expense Management.
| Priority level | Structure | Description |
|---|---|---|
| P1 | Per diem header | Inherits dimensions from the Continia User (Salesperson, Vendor, Employee), and from the project and project task when specified. |
| P2 | Per diem details | Inherit dimensions from the per diem header, then add dimensions from the posting accounts associated with each allowance type. |
| P3 | Per diem destination | Inherit dimensions from the parent detail, then add dimensions from the project and project task when specified at the destination level. |
When the same dimension exists at more than one level, then the values defined at a more specific level override the values inherited from a broader level. For example, destination dimensions override detail dimensions, and detail dimensions override header dimensions.
View and edit dimensions
You can view or edit dimensions on any document by using Alt+D, or by clicking Actions > Dimensions on the document page. The same shortcut and action are available on the pages for expenses, per diems, mileage, settlements, bank transactions, and approval entries.
The keyboard shortcut for opening the dimensions page changed in Expense Management version 28.0. It's now Alt+D, which aligns with Business Central's standard.
Dimensions on unposted documents can be edited. Whereas dimensions on posted documents are read-only.
Override default dimensions
Default dimensions apply automatically, but you can override any of them manually.
To override a dimension, open the dimensions page for the relevant level, then change or add the dimension values as needed. The custom values you enter are treated as intentional overrides. This means they're preserved even when the parent value changes, and inheritance continues to apply to any dimensions you haven't overridden.
If you override a dimension and later want to restore the default value, clear your custom value. Then the system re-applies the inherited value from the underlying source.
Impact on existing documents after upgrading
When your organization upgrades to Expense Management version 28.0 or later:
- Existing per diems have dimensions calculated and stored for detail lines and destinations. No dimension data is lost, and documents continue to function normally.
- Existing expenses and mileage documents keep their current dimensions. The automatic application of default dimensions from newly-supported sources is available on any new activity from the upgrade onwards.
- Posted documents are unchanged. Their dimensions remain viewable but not editable.
Best practices
The following best practices will help build a good workflow and avoid errors
- Let defaults apply first - Allow the system to apply default dimensions automatically before making manual changes; this keeps overrides intentional rather than accidental.
- Customize at the right level - Override dimensions at the specific level that meets your needs (destination over detail, detail over header).
- Review after changes - When changing projects or posting accounts, check the resulting dimensions to make sure they match your expectation.
- Configure default dimensions on master records - Setting default dimensions on vendors, projects, and G/L accounts is what makes automatic application possible; the more complete the master-record setup, the less manual dimension entry is needed.
- Test dimension flows in your setup - Create a test document that exercises the sources relevant to your organization, and confirm the dimensions flow as expected, before rolling out to expense users.
Related information
Understanding priority and inheritance of dimensions in Expense Management
Troubleshooting dimensions in Expense Management
Setting up payment types
Using projects and project task numbers
Setting up per diem groups
Enabling multiple destinations for per diems