# Manage groups (sub-dimensions) {% hint style="info" %} * User permission: Manage Custom Statements * There are two ways to manage dimension groups: directly in Financial Statements (covered on this page) and in the [Designer module](https://app.gitbook.com/s/vQCmtGTR7MsjcI62Vdki/designer/modify-a-database#group-dimensions). * When using the Financial Statements method to create a sub-dimension, you can't differentiate at a level lower than a General Ledger account. However, this can be done in the Designer module. {% endhint %} {% hint style="warning" %} If you use the Budgets & Forecasts module, take care when making any changes in Financial Statements, as you risk losing budget values. See the [Relationship with the Financial Statements module](https://app.gitbook.com/s/aNH5UMuZXBHuAbFF7nI2/getting-started/overview-of-key-terms-and-concepts/relationship-with-the-financial-statements-module) page to learn about the impacts of making changes to statements. It's a good idea to [publish your budgets and forecasts](https://app.gitbook.com/s/aNH5UMuZXBHuAbFF7nI2/owner-and-administrator/publish-a-budget-forecast-or-other-worksheet-tab) before you make any changes here. {% endhint %} In Financial Statements, you have direct access to the [dimension groups](https://docs.phocassoftware.com/financial-statements/getting-started/overview-of-the-link-between-financial-statements-and-dimensions#dimension-groups) in the underlying financial database. You can rename, delete, or add groups. You can also export group data for validation. Changes are saved in the database design. They affect all users with access. Groups also flow into favorites, dashboards, and Analytics. Conceptually, each *group* is a *sub-dimension* made up of dimension entities from a selected *primary dimension*. Read the [Overview of dimensions](https://docs.phocassoftware.com/financial-statements/getting-started/overview-of-the-link-between-financial-statements-and-dimensions) page for a foundational explanation of dimension groups, including what they are, why they’re used, and how primary and sub-dimensions relate. This page builds on that information. {% embed url="" %} Add dimension groups {% endembed %} ## Get started with the Groups feature To open the **Groups** feature, click the **Settings** button in the top-right corner and select **Groups**.

The **Groups** window is where you manage the groups (sub-dimensions) in your primary dimension groups. {% hint style="info" %} You can't create a new primary dimension group or rename an existing one here. {% endhint %}

### Primary dimension The list in the top-left of the window contains the primary dimensions in the database. These dimensions also appear in the dimension panel next to the statement grid. If a dimension has any sub-dimensions (making it a dimension group), you'll see the number of sub-dimensions in brackets after its name.

### Grid Select the primary dimension you want to work with to update the grid accordingly. The grid contains the following details for the selected dimension: * **Rows**: The dimension's entities. By default, the Account dimension is selected, so the accounts appear in the grid. When you select a different dimension, you see its entities in the grid. * **Columns**: The properties of the dimension's entities, such as the account **Code** and **Name**, plus any groups (sub-dimensions). The groups provide additional descriptive attributes for each dimension entity. They're another way of grouping the data in the primary dimension. * **Cell values**: These define how dimension entities roll up in the groups. For example, in the image below, the Trading Entity dimension is the primary dimension in a dimension group. It has two sub-dimensions, Operating type and Country. When you select this dimension: * Each trading entity appears as a row in the grid. * Operating type and Country appear as columns in the grid, and each trading entity is assigned to an operating type and country.

### Filters Most main dimensions contain many entities. Use the filters to reduce the number of rows that are displayed in the grid, which can help when mapping them to groups: * **Properties**: Properties give you information about the selected dimension, which helps you to map (assign) the entities to the applicable groups. Select the checkboxes of the properties you want to see in the grid, and clear the checkboxes of the ones you don't want to see.

* **Activity**: The selected dimension might contain entities for which there is no transaction activity. It's still possible to map such entities to a group. Select **Activity**, **No Activity**, or **All** as required.

* **Keyword**: The filter box allows you to find a particular dimension entity row quickly. It filters as you type. * **Dimension entities**: The **All** (filter) dropdown button in each group header allows you to filter the entities in that group: * **Specific dimension entities:** Select the checkboxes of individual entities you want to focus on. Only those entities are displayed in the grid. * **Mapped and unmapped entities**: Select **(Unmapped)**. Only unmapped entities are shown. Clear **Unmapped** to return to all items.

### Sorting Click a column header to sort the data by that condition in ascending or descending order. ### Actions You can add, rename, and delete groups to meet your growing business needs. You can also export groups to validate them against other sources. These actions are explained below. {% hint style="success" %} Use the **Undo** and **Redo** buttons in the top-right corner to save time when you need to undo or redo the following actions: enter or import data, and create, clone, rename, or delete columns. {% endhint %} ## Add a group As dimensions are a way of grouping data, adding new groups (sub-dimensions) gives you even more ways to group the data. Groups are useful for many reasons, but they’re particularly valuable when: * Your business has a long list of things, such as lots of departments or cost centers. For example, you could create groups for each type of store (franchise or independent) or each size of store (small, medium, or large). * Your business is project-based. You can have individual groups for each project. * You want to analyze consolidated results. You might want to group your entities in a certain way to help with your analysis. * You want to reclassify items, something that might be unavailable in your ERP. You can add a group from scratch, clone an existing group, or [import](#import-groups) group data. {% embed url="" %} Add groups (sub-dimensions) to a dimension group {% endembed %} {% hint style="success" %} Watch the PUG Training video [Financial Statements 101](https://www.phocassoftware.com/customer/training-series/financial-statements#session1) for a demonstration of adding a group called Consolidated Trading Entity with a custom sort order that's then used to [add a level](https://docs.phocassoftware.com/financial-statements/using-statements/add-a-level-in-a-financial-statement) in the statement for analysis purposes (jump to 13:00). {% endhint %} ### Clone a group Cloning is useful when you want to create a new group that’s very similar to an existing one. For example, if you have a group that updates each year, such as Market Strategy, you can clone it and append its name with the year, then reassign the dimension entities as required. With the required primary dimension selected, click the menu button in the column header of the group you want to clone and select **Clone**. A column for the new group (clone) is added to the grid.

Proceed to rename the group and change the entity mappings as required. ### Add a new group from scratch 1. With the required primary dimension selected, click the **Add** button in the top-right corner. A column for the new group is added to the grid. 2. Rename the group to something more meaningful. For example, change *Dimension 1* to *Country.* 3. Map (assign) the entities in the primary dimension to the applicable entity in the group: * Save time by mapping multiple dimension entities to a group entity at the same time. Use the sort and filter tools to locate the specific items, then select their rows (click and drag to select all rows in a series). * Type the new group entity's name into the yellow box in the column and press **Enter**. In this example, you select the three Australian company rows and type *Australia* (entity) into the *Country* (group) column.

Selecting multiple rows and typing a group entity name

* After you add one or more group entities, you can select from that list of entities when mapping the subsequent dimension entities.

4. Repeat the above steps (1 to 3) to add more groups and map the entities. In this example, you add another group for the *size* of the company, which can be *small*, *medium*, or *large*.

5. [Save your changes](#save-your-changes). ### Import groups Rather than manually adding or editing your group data, you can import it from a Microsoft Excel file. The best starting point is the export file (see **Export groups** below), which acts as a template to work from. You can edit the data in the file as required, such as add new groups and entities or change the mapping, then import the file to quickly update the data in the grid. 1. With the required primary dimension selected, ensure there’s at least one group column in the grid. If there are none yet, add a blank column and give it a more meaningful name (or you can rename it later). 2. [Export the data](#export-groups). 3. Open the exported file in Microsoft Excel, make your changes, then save and close the file.

4. Back in the **Groups** window, click **Import**, locate and select your file, then click **Open**. 5. In the **Groups** import window, review the imported data and select the applicable group from the list above each column header (or select **Ignore** for any columns you don't want to import), then click **Apply**.

6. [Rename the new groups](#edit-a-sub-dimension), if required. 7. [Save your changes](#save-your-changes). ### Example: Add groups for accounts In addition to customizing the top levels of your financial statements (see [Customize account groups](https://docs.phocassoftware.com/financial-statements/managing-statements/customize-a-financial-statement/customize-groups)), you can add groups (sub-dimensions) to the Account dimension group to get a level of detail that you don't have in your original dataset. Then, when you add a sub-dimension as a level in the statement grid, its entities display as sub-levels underneath the applicable category rows.

Statement grid showing a sub-dimension level under category rows

1. In the **Groups** window, select **Account** from the primary dimension list. 2. Use the **Properties** column to bring in additional information, such as the financial statement category mapping.

Properties selected to show mapping-related fields

3. Add the groups using any of the methods explained above. 4. In each group column, add the dimension entities, then map the accounts to those entities.

Account dimension groups grid showing mapped values

5. [Save your changes](#save-your-changes). ## Rename a group You should change each group's default name, such as *Dimension 1*, to something more meaningful, such as *Country.* Remember, these names appear in the dimension panel next to the statement grid, so descriptive names are more useful for analysis purposes. 1. With the required primary dimension selected, locate the required group column in the grid, then click the menu button in its column header. 2. Select **Rename**. The header becomes editable. 3. Overwrite the default name, then click outside the header to apply your changes. 4. [Save your changes](#save-your-changes).

## Apply a custom sort order When you add a group (sub-dimension) as a level in the statement grid, its entities display in a default order. You can customize this order to meet your reporting needs.

1. With the required primary dimension selected, locate the required group column in the grid, then click the menu button in its column header. 2. Select **Custom sort order**. 3. Drag each item up or down to the new position and click **OK**. 4. [Save your changes](#save-your-changes).

To revert to the default sort order, in the group's menu, select **Custom sort order** and click **Delete**. ## Delete a group 1. With the required primary dimension selected, locate the required group column in the grid, then click the menu button in its column header. 2. Select **Delete** and click **Delete** to confirm. 3. [Save your changes](#save-your-changes). ## Save your changes After making changes in the **Groups** window, select one of these options: * Click **Save and close** to save your changes without triggering a database build. Your changes will take effect on the next database build. * Click **Build Now** to save your changes and rebuild the database immediately. After a successful build, you’ll receive a message asking you to refresh the page, and then you’ll see the new dimensions. ## Export groups Export the dimension group data in the grid for easy validation with other sources. With the required primary dimension selected, click **Export** in the bottom-left corner. The file downloads to your computer. Click the file to open it in Microsoft Excel. You can use the exported file as a template to update the group data for that dimension. Ensure the grid has at least one group column. See [Import groups](#import-groups). ## View groups in Financial Statements After you add groups (sub-dimensions) and rebuild the database, you’ll see them in the dimension list under the applicable primary dimensions. You can then use the sub-dimensions as you would use any other dimension during your analysis. For example, you can add them as levels in the grid or use them to filter the data in the grid.

## View groups in Designer If you're an administrator with access to the [Designer](https://app.gitbook.com/s/vQCmtGTR7MsjcI62Vdki/designer) module, you can also view the new groups (sub-dimensions) in the database design. To access Designer from within Financial Statements, click the blue menu button next to the database name and select **Design database**. In Designer, the sub-dimensions are displayed underneath the corresponding primary dimension. A lock icon indicates that they can't be edited here, as they're managed in the Groups feature in Financial Statements.

## Troubleshooting * **You can't open Groups**: You need the **Manage Custom Statements** permission. Access can also be limited by database permissions. See [Overview of access to financial statements](https://docs.phocassoftware.com/financial-statements/getting-started/overview-of-access-to-financial-statements). * **New groups or mappings are not showing in statements**: Run a database build. Use **Build Now** or wait for the next scheduled build. See [Rebuild the database](https://docs.phocassoftware.com/financial-statements/managing-statements/customize-a-financial-statement/rebuild-the-database). * **You can't edit a dimension in Designer**: If it shows a lock icon, it is managed in Financial Statements.