Someone recently asked me a question in Fixed assets module and the question was, how to setup default dimensions and is it possible to edit them?

How to check the dimension values in fixed assets?

Fixed asset dimension values can be entered manually or by setting up a default dimensions. To view the dimension go to Fixed assets, Fixed assets, Assets, under allocations tab, analytical grid. The entry of analytical dimensions can be set to mandatory using the setup carried out at the level of the Company (Accounting tab). This will prompt the user to assign a dimension during the creation of an asset. Other option is to in creation mode, allocations can be initialized with respect to the setup of the Default dimensions (FXDASSETS code for assets and expenses, FXDGRANTS for subsidies and FXDLEASE for lease contracts).

Where to setup the mandatory dimensions?

In Setup, Organizational structure, Companies, Acct. tab, Dimension types grid we can specify a dimension type to be mandatory (Mandatory column = ‘Yes’).

Note: when you setup a dimension type to mandatory, you have to have a dimension value to complete a transaction or accounting entry. If the value is empty you will be prompted with an error. Refer to online help, Sage knowledgebase and Sage city or Sage University.

Where to setup the default dimensions for fixed assets?

Default dimensions can be defined in Setup, Financials, Default dimensions. To setup default dimensions for fixed assets and expenses we need to create a new code as shown below;

1. Click ‘New’ and enter the code FXDASSETS and a description.
2. Under General tab enter a short description and select the module ‘Fixed Assets’.
3. Under dimension types grid select the dimension types that you want to use.
   • You can select it by using the magnifying glass.
4. Under Identifiers tab specify a formula where you want the default values to be searched.
   • For example, let’s pick the dimension from the site that we are going to create an asset.
   • [M]FCY (where M is the screen and FCY is the site field)
5. Assign this identifier on the general tab under Dimensions grid and click create.

After setting up a default dimensions lets take a look how it works.

Note: Always check the above process in your TEST/PILOT folder to test the process.

1. Select the site NA021 and go to the Acct tab.
   • In Setup, Organizational structure, Sites select dimension type CCT and select dimension 'ACCT-001' as the dimension value.
   • In this example CCT is not a mandatory dimension type.
   • We are going to pick the dimension from the site.
2. Generate an asset for site NA021 in Fixed assets, Fixed assets, Assets.
   • • Notice the dimension value get defaulted.

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Now we know how to default a dimension next let us discuss how to edit the dimension values once the asset is entered?

In Fixed assets once the asset is entered we cannot modify the dimension values. To edit the dimension values, we need to use 'Transfer' option. This option is available under Movements on the right panel.

1. Select the asset that you want to modify and select 'Transfer'.
2. Enter the Transfer date, Reason, Dimension values and click 'Check' and then ‘OK’.
3. Save the changes.

How to process analytical / geographical transfer to more than one asset?

Use the Analytical/geographical transfer function to carry out transfer of the Site and/or a change to the economic allocation and/or a change to the analytical allocation for all the assets or for a selection of financial assets belonging to one or more companies, cancel the last transfer carried out, under some conditions.

- Fixed assets, Processings, Movements, Analytic/ geographic transfer.