Set Up Budgets by Salesperson in Business Central & Analyse in Power BI

Audience: Finance or sales operations users of Dynamics 365 Business Central (BC) + report builders in Power BI

Objective: By the end of this module you’ll be able to:

• Configure a Salesperson dimension in BC

• Enable that dimension as a Shortcut Dimension

• Assign default dimension values per salesperson

• Create sales budgets by salesperson using that dimension

• Configure your Business Central Insights Connector so that the salesperson dimension is used in Power BI reporting

• Use the Business Central Insights app to compare actuals vs budget by salesperson

Prerequisites

• You have administrative or super-user privileges in BC to set up dimensions, salespersons, and budgets.

• You have the Insights Connector installed and have access to the Power BI reports for your BC environment.

• You understand the concept of Dimensions, Shortcut Dimensions and budgets in BC.

1. Create or Validate the Salesperson Dimension

Step 1.1: Open Dimensions

• In BC, use the Tell Me / Search bar → type Dimensions → select Dimensions page.

Step 1.2: Check for “Salesperson” dimension

• If there is already a dimension with Code = SALESPERSON (or a name you choose) → proceed.

• If not, click New and fill in:

  • Code: e.g. SALESPERSON

  • Name: e.g. Salesperson

2. Configure the Dimension as a Shortcut Dimension

Note: We use a Shortcut Dimension, not a Global Dimension.

Step 2.1: Open General Ledger Setup

• Search → General Ledger Setup.

• Select the Dimensions tab.

Step 2.2: Assign Salesperson to an available Shortcut Dimension slot

• Find e.g. Shortcut Dimension 3 (or whichever slot is free).

• Set Shortcut Dimension 3 (or your chosen slot) = SALESPERSON.

Why: By using a Shortcut Dimension you make the dimension widely available in postings and budgets without consuming a global dimension slot.

3. Assign Default Dimension to Each Salesperson

Step 3.1: Open Salespeople/Purchasers

• Search → Salespeople/Purchasers.

Step 3.2: For each salesperson record

• Open the record for e.g. Lina Townsend (Code = LT).

• In the ribbon: Salesperson → Dimensions.

• Click New and set:

  • Dimension Code = SALESPERSON

  • Dimension Value Code = JS (or whatever the salesperson Code is)

  • Value Posting = Code Mandatory or Same Code (ensures the dimension is required)

Step 3.3: Repeat for all salespeople.

This ensures that when sales are posted, they automatically include the Salesperson dimension value.

Step 3.4 Enforce Salesperson Dimension on Income G/L Accounts (Additional)

This ensures every sales posting must include a salesperson dimension value, eliminating missing/blank dimension values.

Step 3.4.1 Open Chart of Accounts

• Search Chart of Accounts

Step 3.4.2 Open Sales (Revenue) G/L Account

Example: 4010 Sales Revenue

Step 3.4.3 Assign dimension rules

• Account → Dimensions

• Add for every sales posting:

4. Enable Salesperson Dimension in Sales & Receivables Setup

Step 4.1: Open Setup

• Search → Sales & Receivables Setup.

Step 4.2: Set dimension for salesperson

• In the Dimensions section of the setup page:

  • Salesperson Dimension Code = SALESPERSON

• Save.
  This makes the dimension default for sales documents and reporting.

5. Create Sales Budgets by Salesperson

Step 5.1: Open Sales Budgets

• Search → Sales Budgets.

Step 5.2: Add Budget Dimensions

• In the budget worksheet, ensure there is a Budget Dimensions section.

• Name the budget e.g. SALES

• Set Budget Dimension 1 Code = SALESPERSON.

Step 5.3: Enter budget lines

• For each period (e.g. Month) and for each salesperson dimension value, enter budget amount.
  Example:
  | Period | Salesperson | Budget Amount |
  |--------|-------------|------------|
  | Jan-25| JIM | €150,000 |
  | Jan-25| LINA | €200,000 |
  | Jan-20| OTIS | €160,000 |
  

More information on Budgets: https://businesscentralinsights.com/budgets

6. Configure Dimensions in the Insights Connector

Step 6.1: Open Dimension Setup in the Power BI Insights Connector

Step 6.2: Map the Salesperson Dimension Code

For more details see: Business Central Insights – Dimension Setup

Why: This mapping allows the Power BI reports to recognise “Salesperson” dimension and use it correctly in visuals and filters.

7. Analyse Actual vs Budget by Salesperson in Power BI

Step 7.1: Open Business Central Sales Insights App

Step 7.2: Navigate to relevant report page

• Use pages such as Sales by Salesperson Dimension, Item Sales by Salesperson Dimension, Sales Table / Cube, Item Sales Table / Cube, etc.