In Envoice, you can add dimensions to purchase invoices and reports, but it is also possible to add separate dimensions to uploaded receipts and created trips.
For Administrators: To enable this feature, go to:
- Settings > Bookkeeping
- Select Dimension groups and check the box to show them on expenses and reports
- Save settings
How to add dimensions to receipts and trips on reports
When creating a report, you can add dimensions that will automatically apply to the attached receipts.
When adding receipts or trips, you can change them or assign them different dimensions than the ones on the report:
Dimensions can also be assigned to receipts while they are still in the "Receipts" view and not yet linked to any report.
These fields are visible to users with the roles of Employee, Administrator, or Accountant. To remove a selection and restore the default values, click the cross (×) icon.
Dimensions can be added both on the web and in the Envoice mobile app.
Where does the system get the dimension data from?
If you do not assign a separate dimension to a receipt or trip, the system applies the data in the following automatic order: dimensions assigned to the report, the default value of the expense type, or the default values assigned to the Employee. In the receipt view, the dimensions added to the report are displayed in gray text.
Frequently Asked Questions and Limitations
- Why can't I see the dimension selection on the receipt or trip row in the report?The row dimension fields are only displayed if they differ from the dimensions selected in the report. If the row dimensions are exactly the same as the report dimensions, the fields are hidden in the table (but are still saved in the receipt/trip data).
- Why don't I see my employee default value in the format "Default value: [Name]" in the receipt/trip window?The employee's personal default values are omitted from the view to keep it clean. They are automatically added by the system when creating an accounting row, provided no other dimension has been assigned to the row, the report header, or the expense type.
- Why can't I change the dimensions of a purchase invoice added to an expense report?Purchase invoices added to expense reports are locked and always retain their final dimensions set in accounts payable.
- Why did my report header dimensions disappear when I changed the report's department?Changing the report's department automatically removes all previously selected header dimensions that are linked to a different department.
- If an accountant changes or splits dimensions in accounting, does this also change the expense report submitted by the employee?No. Changes made in accounting only update the accounting entries and never overwrite the original receipt or mileage log submitted by the employee.
- What happens if an administrator deletes a dimension or dimension group that was used in previous expense reports?Envoice performs a secure "soft deletion": the dimension remains visible on historical receipts, trip routes, and reports for audit purposes, but it is automatically removed from the expense type and employee default settings and can no longer be added to new expenses.
- How are trips with different dimensions reflected in accounting?If you enter multiple trips with different dimensions (e.g., made for different projects) on a single travel or expense report, the system will correctly create separate entry lines for them in accounting, rather than consolidating them into a single total amount.