Using analysis codes
Want to capture additional information or add custom fields so you can report and examine specific areas of your business?
Most businesses have unique information that they want to record and report on. To help with this Sage 200 has a couple of ways that you can add information to your accounts, records and transactions and then report on this. These are called analysis codes and transaction analysis codes.
What are analysis codes?
Analysis codes provide an additional way of grouping and reporting on accounts, stock items, stock transactions, BOM records and sales and purchase documents. These are additional fields that you can add to your accounts and records. Each analysis code has a name or field label and a set of values. Each time you enter a transaction or document, it is automatically linked to the analysis codes set on the account or document.
For example, you could use analysis codes to link your accounts by:
- Region - the geographical location in which a customer, supplier is based.
- Salesperson - a specific member of your team who services a customer or raises an invoice or credit note.
- Account Manager - a specific member of your team who manages a customer relationship.
Where are they used?
You can have up to 20 codes per area, and each code can have an unlimited number of values.
The analysis codes can be used in the following areas:
| Module | Where analysis codes are applied | More information |
|---|---|---|
| Nominal Ledger | Nominal accounts | |
| Sales Ledger | Customer accounts | |
| Purchase Ledger | Supplier accounts | |
| Invoicing and Sales Order Processing |
Invoices and credit notes Sales orders and returns Quotations Pro forma invoices VAT only invoices and credit notes |
|
| Purchase Order Processing | Purchase orders and returns | |
| Stock Control |
Stock items Stock transactions |
|
| Bill of Materials | BOMs | |
| Manufacturing |
BOMs Estimates One-off Works Orders Batch Works Orders |
What can you use them for?
You can use analysis codes in any way that suits your business. You could add them to customer accounts so you track sales per region or salesperson, you could add them to stock items to record the commodity code of an item, you could add them to supplier accounts to group suppliers based on the types of products they supply.
Below are two examples how to set up analysis codes to record purchases by department, and to track sales by region, sales manager and sales person.
You have several different departments. Each department has its own budget to spend.
When purchase orders and returns are entered, an analysis code is added to indicate the department that has requested the goods. Periodically, you produce a report to see whether various departments have exceeded their budget.
- Create an analysis code of Department in Accounting System Manager.
- Add each department as a Value, e.g. Sales, Accounts, Personnel.
- In the Purchase Order Processing module, add the Department analysis code to the list of analysis codes that can be used on purchase orders and returns.
- When a purchase order or return is entered, select the relevant department Value. This can be on the header if the whole order applies to the same department. Alternatively it can be per line if the order relates to different departments.
- Produce the Orders and Returns report, to see whether the various departments have exceeded their budget.
Your sales teams are set up by region, sales manager and then individual sales people. Each area manager is responsible for all of the customers in a region.
When sales orders are entered, analysis codes are added to the order to indicate the region, sales manager and sales person responsible for the order. Periodically, the area manager views the total sales by sales manager and by sales person to check the monthly target is going to be met.
- In Accounting System Manager, create the following analysis codes: Region, Sales Manager, and Sales Person.
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Add each region, sales manager and sales person as a value. For example:
- Region - North, West.
- Sales Manager - John Smith, Joe Bloggs.
- Sales Person - Tom, Harry.
- In the Sales Ledger, add the Region analysis code to the list of codes that can be used on customer accounts.
- Choose to make the code Mandatory. This makes sure a customer account cannot be created without a specified region.
- For each customer account, select the relevant Region value.
- In the Sales Order Processing module, add the Region, Sales Manager and Sales Person analysis codes.
- Edit the Region code and select Get default value from the customer account. This makes sure the correct region is selected for the customer when the order is entered.
- When a sales order or return is entered, select the relevant sales manager and sales person. The region will be selected by default.
- Filter the Sales Document workspace by Region, Sales Manager and Sales Person.
To set up analysis codes and values, see Set up analysis codes.
What are transaction analysis codes?
Transaction analysis codes are applied directly to transactions. An additional column is added to the transaction entry forms. You create values (codes), which you can then choose from when entering a transaction that will result in a nominal posting.
Where are they used?
Transaction analysis codes can be used on transactions entered directly from the following modules:
-
Nominal Ledger.
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Sales Ledger.
-
Cash Book.
-
Purchase Ledger.
What can you use them for?
Use these for any situation where you want to group transactions together. You can add new analysis codes whenever they are needed and easily remove the codes when you have finished your analysis.
For example, you could use transaction analysis to record the results of marketing campaigns. Each time a transaction is entered as a result of a campaign, you select the campaign when you enter the transaction.
To set up transaction analysis codes, see Set up transaction analysis codes.