Use dimensions to categorise payroll data in QuickBooks Advanced Payroll

Dimensions let you categorise payroll data by location, department, or project to track costs more effectively. You can assign them to employees and apply them during pay runs for more detailed reporting and accounting.

This article is for customers who use QuickBooks Online Advanced Payroll.

What are dimensions and dimension values?

Think of dimensions as the broad categories you use to organise your payroll data, such as Location, Department, or Project.

Dimension values are the specific options within each of those categories. For example, if your dimension is "Location", the dimension values might be "London" and "Manchester". Each dimension must have at least one value.

Create a dimension and its values

You need to create a dimension before you can add values to it. Keep in mind that dimension and value names must be unique, and all dimensions you create are available for all employees.

1. Go to Payroll and select the Payroll settings tab.
2. Under Pay run settings, select Dimensions.
3. Select Add and enter a name for your dimension (like "Department").
4. Select Save.
5. To add a value, select Add again, enter a name for the value (like "Sales"), and select Save.

Edit or delete a dimension or value

When you delete a dimension or value, it will no longer be available for future pay runs. This action does not change any historical pay runs or previously exported payroll journals.

1. Go to Payroll and select the Payroll settings tab.
2. Under Pay run settings, select Dimensions.
3. Find the dimension or value you want to remove and select the delete icon next to it.
4. Select OK to confirm.

Restore a deleted dimension

If you accidentally delete a dimension, you can restore it.

1. Go to Payroll and select the Payroll settings tab.
2. Under Advanced, select Restore deleted items.
3. Find the dimension you want to restore and select Restore.

Select Restore again to confirm.

Manage dimensions in bulk

You can export your existing dimensions and values to a file, make changes in a spreadsheet program, and then import the file to update your settings.

Assign default dimension values to an employee

To save time and ensure consistency, you can assign default dimension values to an employee. These values will be applied automatically in every pay run for that employee.

1. Go to Payroll and select the Employees tab.
2. Select the employee's name to open their profile.
3. Select Pay run defaults.
4. In the Primary dimensions section, choose the default dimensions and values for the employee.
5. Select Save.

Assign dimensions in a pay run

You can assign or change dimension values for specific earnings or expense reimbursements directly within a pay run. This helps categorise costs for PAYE, net pay, and other components in your payroll journal.

1. Go to Payroll and select the Pay runs tab.
2. Open the pay run you need to edit. It must not be finalised.
3. Select the arrow next to the employee’s name to expand their details.
4. In the Primary dimensions section, choose the dimensions and values.
5. Select Save.

Report on dimension values

Dimension values are included in your payroll journal exports, allowing for more detailed financial analysis.

1. Go to Payroll and select the Pay runs tab.
2. Select a finalised pay run.
3. Next to Export to QuickBooks, select the dropdown arrow and choose Download journal.
4. Open the downloaded file. In the Details worksheet, you will see each dimension and its assigned value in its own column.