Set up analysis codes

You create a set of analysis codes and values that you want to use across all areas of your business. You then choose the module(s) to use an analysis code with. You can use the same analysis code with more than one module. To distinguish between the modules you can create a unique label per module.

For example, you might want to record your sales and purchases by region. To do this you would set up a single Region code with all the required values. You would then add this code to the Sales Ledger and Purchase Ledger but change the label to Sales Region and Purchase Region.

Each analysis code has two parts:

Code

The analysis code is the type of analysis you want to use. For example, if you want a breakdown of your sales by region, you create a code of Region.
Value

This is where you specify how you want to analyse the data. For example, if you have created an analysis code of Region, the values could be South East, South West, Midlands, Wales.

Things to consider

Do you want some analysis code values to be free text.

These are just one off values that can't be reused.

This can be useful if you use analysis codes to capture information relevant to individual invoices, orders, or accounts or stock items etc. For example, you could free text values to add commodity codes to stock items.

To do this, you can create a blank value. If Enter Free Text is selected, each user can enter the relevant information on an account or record when required. The free text value is only saved on the record it is applied to.
Do you want to allow users to create new values when adding codes to various entities?

These new values are saved and are then available for anyone to reuse.

You might want to allow this where a value won't be known until a particular record is saved.

You might not want to allow this where you have a specific set of values that you always want to be used, such as your sales regions.
Do you want some values to always be specified for some analysis codes?

This means anything the analysis code is added to, such as an account or stock item, can't be saved until a value is specified.

You might want to do this for code such as sales region or sales manager, where every account needs to be linked to a value.

To do this, you choose a value to be the default and then choose the make the code Mandatory in specific modules.
Don't want some analysis codes to be applied to certain accounts or documents?

To do this, don't set the code to be Mandatory and leave the value blank on specific accounts or documents.

Create analysis codes

Open: Accounting System Manager > Settings > Maintain Analysis Codes.

In the Codes section, click Add.
Enter the Code on the new line.
If you want your users to be able enter one-off values with this code, select Enter Free Text.
If you want to allow users to create a new Value when adding the code, select Add New On Entry.
To enter the values to use with this analysis code:
1. Click Add in the Values section.
2. Enter the relevant value on the new blank line.
If you're intending to make a code Mandatory for one or more modules, you'll also need to choose the value to be the Default.

Choose the analysis codes to use with each module

Invoicing and SOP

Analysis codes are shared between Invoicing and SOP, so any codes you set on in SOP will also be applied to Invoicing.

Choose which analysis codes to use

Open: Sales Order Processing > SOP Maintenance > Maintain Analysis Codes.

Open: Invoicing > Invoicing Maintenance > Maintain Analysis Codes.

Select a blank row in the Analysis Code column. Select a code from the drop-down list.
If required, enter a different Field Label.

The field label appears as the Analysis Code on the orders and invoices, as criteria on reports and as a column label in workspaces and enquiry screens.
Select Mandatory if all of your orders and invoices will use this analysis code.

To make a code Mandatory, you must have specified a default value for this analysis code the Maintain Analysis Codes screen (Accounting System Manager > Settings > Maintain Analysis Codes).

Choose how the value of each analysis code is selected

Choose whether the value can be changed when the orders and invoices are created. This is useful if you have some analysis codes that must always be set and others which can be changed.

To do this:
1. Select the analysis code and click Edit.
2. Edit the analysis code and select Allow analysis codes to be amended for each order/return.
Note: You must also chose Allow amendment of - Analysis codes for order header entry, on the Invoice and Order Entry tab of SOP Settings. See Invoice and order entry (SOP settings / Invoice and order settings).
Choose whether to use the values set on the customer account for an analysis code.

This is useful when you're applying the same analysis code to customer accounts and orders and invoices. Once set up the value specified on the customer account is applied to orders or invoices.

See an example

You're using analysis codes to record sales by region. Customer A has a value of North. As you want all sales for Customer A to be recorded against the North region, you need the North value applied to all invoices and orders entered for Customer A. To save you having to remember to do this, you can set the Region analysis code to use values set on the customer account.
1. Select the analysis code and click Edit.
2. Select Get default from customer account.
3. Use the drop-down list to select the analysis code.
Choose whether to use an analysis code set for related stock transactions rather than code set in Stock Control.
1. Select the analysis code and click Edit.
2. Select Use as stock item history value for.
3. Select the stock analysis code to apply the values to.

POP

Open: Purchase Order Processing > POP Maintenance > Maintain Analysis Codes.

Choose which analysis codes to use

Select a blank row in the Analysis Code column. Select a code from the drop-down list.
If required, enter a different Field Label.

The field label appears as the Analysis Code on the order, as criteria on reports and as a column label in workspaces and enquiry screens.
Select Mandatory if all of your orders will use this analysis code.

To make a code Mandatory, you must have specified a default value for this analysis code the Maintain Analysis Codes screen (Accounting System Manager > Settings > Maintain Analysis Codes).
Click Save to confirm the new analysis codes.

Choose how the value for each analysis code is applied

Choose whether the value can be changed when the orders are created. This is useful if you have some analysis codes that must always be set and others which can be changed.

To do this,
1. Select the analysis code and click Edit.
2. Edit the analysis code and select Allow analysis codes to be amended for each order/return.
Note: You must also set Allow amendment of - Analysis codes for order header entry, on the Order Entry tab of POP Settings. See Order entry (POP settings).
Choose whether to use the values set on the supplier account for an analysis code.

This is useful when you're applying the same analysis code to supplier accounts and purchase orders. Once set up, the value specified on the supplier account is applied to the order.
1. Select the analysis code and click Edit.
2. Select Get default from supplier account.
3. Use the drop-down list to select the analysis code.
Choose whether to use an analysis code set for POP for related stock transactions rather than code set in Stock Control.
1. Select the analysis code and click Edit.
2. Select Use as stock item history value for.
3. Select the stock analysis code to apply the values to.

How to apply analysis codes to accounts, transactions and documents

For each entity you choose the analysis codes values to associate with each account or record.

Area	How analysis codes are applied
Nominal accounts	Choose the values on the Analysis tab. You can then use the analysis code to sort and filter nominal accounts.
Customer accounts	Choose the values on the Trading tab. You can then use the analysis code to sort and filter customer accounts and transactions. For example, if you want to group accounts by the salesperson responsible for the customer account, you would choose the salesperson's name John as the value for a Salesperson analysis code.
Supplier accounts	Choose the values on the Trading tab. You can then use the analysis code to sort and filter supplier accounts and transactions. For example, if you wanted to group your suppliers based on the basis on the type of products they supply, for a supplier that supplies stationery, you could choose a Stationery value for a Type analysis code.
Invoices and sales orders	Use the Analysis Codes tab to set analysis code values for a whole invoice, credit note, sales order, quotation, pro forma, or sales return. Note - information Analysis codes are displayed on the Analysis Codes tab for Sage 200 Professional versions from 2023 R1 onwards, but are displayed on the Delivery & Invoicing tab for Sage 200 Professional versions up to 2022 R2. Use the Analysis Codes button to set analysis code values on an individual item in an invoice, credit note, sales order, quotation, pro forma, or sales return. You can use codes set up specifically for your invoices and sales orders or you can use codes from the customer account. For example, you could use analysis codes to group your documents by sales staff for calculating commission, and your item lines by the type of item sold.
Purchase orders	Use the Analysis Codes tab to set analysis code values for a whole purchase order or return. Note - information Analysis codes are displayed on the Analysis Codes tab for Sage 200 Professional versions from 2023 R1 onwards, but are displayed on the Delivery & Invoicing tab for Sage 200 Professional versions up to 2022 R2. Use the Analysis Codes button to set analysis code values on an individual item in a purchase order or return. You can use codes set up specifically for your purchase orders or you can use codes from the supplier account. For example, you could use analysis codes to group your item lines by the type of item bought.
Stock items	Choose the values on the Analysis tab. You can then use the analysis code to sort and filter your stock items. You can use analysis codes as a way of classifying your stock items so that you distinguish between them. For example, you could use analysis codes to record the commodity code of a stock item. Although the stock item record has a commodity code option, this is specifically designed to be used for the commodity code used on an Intrastat declarations. Analysis codes are a good way of adding other commodity codes such as the ones used for export documents.
Stock transactions	Choose values to apply to each stock transaction. You can use analysis codes on your stock transactions as a way of grouping transactions together.
Bill of Materials	Choose values on the Analysis tab.