Dimensions (reporting tags) let you slice your numbers by department, branch, project, campaign or cost centre. Custom fields add your own data fields to records and documents. Dimensions feed dedicated reports; custom fields store information.
Plan availability: both are Professional and above. On Free, existing custom fields and their values are preserved but read-only ("Custom Fields are read-only on Free. Upgrade to … to edit them.").
Where to find it
Settings (left rail) → Accounting & Tax:
| Item | URL | Permission |
|---|---|---|
| Dimensions | /settings/dimensions |
dimensions.view / dimensions.manage |
| Custom Fields | /settings/custom-fields?entity_type=all |
custom_fields.manage (Owner by default) |
Dimension reports: Reports → Business Overview → P&L by Dimension, Reports → Purchases → Expenses by Dimension and Revenue by Dimension.
Dimensions
Create a dimension type
- Open Settings → Dimensions.
- In Create Dimension Type, enter a Name (e.g. Branch) and optionally a Slug/Code (generated from the name if blank).
- Tick Allow multiple values per line if one line may carry several values.
- Click Create.
Each dimension shows Multi-value enabled or Single-value only, a Toggle to activate/deactivate, and Type Settings to rename it.
Add values
- In the dimension's Values section, type a New value name and click Add Value.
- Or use Import to upload a CSV of values, and Export CSV to download them.
- Values can be renamed or toggled active/inactive.
Required accounts
Under Required Accounts, choose an account and click Require to force a value of this dimension on any line posted to that account (e.g. require Branch on all expense accounts). Remove deletes the rule.
Tag transactions
On invoice, bill, expense and journal lines, pick a value for each dimension. Tagging needs the dimensions.assign permission. Tags are per line and never change which accounts are posted.
Example
Al Noor Trading LLC creates Branch with values Dubai and Sharjah, and requires it on revenue and expense accounts. At month end P&L by Dimension shows Dubai: revenue AED 120,000, expenses AED 75,000; Sharjah: revenue AED 50,000, expenses AED 62,000 — Sharjah is loss-making.
Custom fields
Create a custom field
- Open Settings → Custom Fields. Filter by Entity or keep All Entities.
- Click New Field.
- Choose the Entity, enter a Label and optional Internal Name ("Auto-generated from label unless overridden.").
- Choose the Field Type: Text, Textarea, Number, Date, Date & Time, Select, Multi Select, Checkbox. For selects, enter Options (comma or new-line separated).
- Mark Required if needed, then Save Field.
Supported entities: customers, suppliers (vendors), products, quotes, invoices, sales receipts, credit notes, debit notes, bills, expenses, payments, bill payments, journal entries, bank transactions and recurring templates.
Manage fields
In the field list: Edit, Delete ("Delete this custom field? Existing values will also be deleted."), and instant Required/Active toggles. Select a single entity to drag rows to reorder (Order saved).
Fields appear on the entity's create/edit form, on its detail page sidebar, in bulk-import grids (Custom Fields column) and as variables in PDF templates.
Rules
- Dimensions are analytic only; custom fields are descriptive. Neither changes postings.
- A required custom field or a required-account dimension blocks saving until filled.
- Posted documents keep their original tags.
- Deleting a custom field deletes its values.
Common problems
- Dimension missing on lines — inactive, no permission to assign, or not on your plan.
- "Required" error on posting — a Required Accounts rule applies to that account.
- Can't edit custom fields — plan downgraded to Free (values are preserved) or you lack custom_fields.manage.