Sage Intacct Quick Tips: How Dimension Groups Help Consolidate Cost Reporting

Imagine a healthcare provider that uses multiple Medicare provider numbers (MPN) across multiple locations. In the past, it would need to run various reports for each individual office to filter and combine for Medicare cost reporting purposes. Thankfully, Sage Intacct allows users to dynamically combine locations using the same MPN and create custom reports to serve only the information needed to complete those reports. Check out the written steps below and the above video demo or download the guide here for step-by-step instructions.

Sage Intacct User Requirements

• Access to Customization Services or Platform Services modules
• Ability to edit Location information
• Ability to create Dimension Groups
• Access to the Financial Report writer

Steps

1. Create a custom field for the Location object. This field will store the MPN as part of the Location. (0:55)
   1. Navigate to Customization (or Platform) Services. Under Object Customization, choose Custom Fields.
   2. When choosing to Add a Custom Field, you will launch a four-step process:
      1. Step 1: Choose the Object to extend. In this case, we’re adding a field to the Location object (Note: Objects are simply any element of the system’s database).
      2. Step 2: Choose a Data Type. There are several options to choose from, but this choice essentially serves as formatting validation and the choices are fairly self-explanatory. For this case, we want to choose Text, which will allow for alphanumeric inputs.
      3. Step 3: Create Field Characteristics. Field Characteristics change based on the Data Type chosen in the previous step. The various characteristics for a Text Field are described below:
         1. Label is how the field will appear in the system.
         2. Length is the maximum number of characters that a user can enter in the field.
         3. Field ID autopopulates based on what was entered in the Label section but can be altered only at time of creation. The Field ID is used in the behind-the-scenes system code, in custom document coding, and potentially in uploads and API connections. It’s a best practice to use ALL_CAPS and underscores for spaces.
         4. Finally, Description is a space to describe the purpose of the field for any future users. A description is not required but can be very helpful as your system evolves.
      4. Step 4: Deployment choices need to be made.
         1. Do you want to require the field to be completed when a new Location is created, or a current Location is edited?
         2. Fields can be designated as hidden if you only want users to access via back-end code.
         3. Fields also can be made inactive if no longer in use.
         4. Field Set refers to where on the screen you want the custom field to appear. Use exact names—including capitalization—if you want to use current boxes; otherwise, input a new name to create a new box.
         5. Show on page refers to which tab of the record you want the field to appear on. The Location object only has one tab, but if you would like to create a second, you can in the or new section.
             
2. Edit Locations to populate the new field created above. (4:25)
   1. Locations can be accessed via Reports, Setup, Dimensions or Company, Setup, Cross-Company Dimensions.
   2. Click Edit next to the Location ID in the list.
   3. Find your new field (in this example, MPN) and populate with the correct information.
   4. Continue to populate each Location with the correct information.
   5. Note that if the field created in Step 1 is deleted, all underlying data also will be deleted.
       
3. Create a Location Group based on the MPN field. (5:15)
   1. Location Groups can be accessed via Reports, Setup, Dimension Groups.
   2. Choose Add and assign a group ID and Name. Keep the ID clear and concise. A description is good to add if the group’s purpose isn’t obvious.
   3. There are a variety of other optional fields, but it’s important that the Group Type remains All Members as opposed to Specific Members. This will capture all locations based on the information entered in the Filters section below.
   4. In the Filters section, you will see that the Custom Field you added (MPN in this case) will be available to choose. For the Operator, choose equals, and in the Value section, input the criteria you want to use for the group you created (again, in this case, a specific MPN).
   5. After saving, you’ll be taken back to the Location Group list. You can now validate the locations that the system has assigned to your new group by clicking Members.

With these new Location Groups, you can now:

• Filter any report in the system.
• Consider creating specific account groups and a financial report to display information for Medicare cost reporting.
• Create a Dimension Structure that combines your various Location Groups for a consolidation of consolidations.

To learn how we can help you implement digital accounting solutions like Sage Intacct, visit our Outsourced Accounting Services webpage or reach out to your BKD Trusted Advisor™ using the Contact Us form below.