Maintain analysis codes (POP)

Use this option to select the analysis codes that you want to use for all your purchase documents. You can use up to 20 analysis codes in the Purchase Order Processing module.

Analysis codes are extra pieces of information that you can associate with purchase orders and returns. You can use them to filter your purchase orders on reports and workspaces. For example, you could use analysis codes to specify which department has requested the goods.

Each analysis code has two parts: a Code for the type of information and a set of Values that can be applied to your purchase orders and returns. For example, a Department analysis code could have a set of values; Sales, Finance and Personnel.

You set up your analysis codes and values in Accounting System Manager.

For each analysis code, you can choose how the value is selected: You can:

  • Choose whether the value can be changed when the order/ return is entered.

    To do this, you must have chosen to chosen to Allow amendment of - Analysis codes in the POP settings.

  • Choose whether to use the Value set in the supplier account, by default.
  • Choose whether to add the analysis code to related stock transactions for the stock item in the Stock Control module.

Analysis codes are added to the whole order (the header) and to individual lines. You must specify a Value for each relevant analysis code. If an analysis code is not to be used, leave the value blank. If the code has a Default value set in Accounting System Manager, this value is automatically added to the order or return. If you have selected to use the values from the supplier account, these are also added to the order.

The following table explains how analysis codes are used on your purchase documents.

Type of purchase document

 How analysis codes are applied

Purchase Order

Choose the values for the order header on the Delivery / invoicing tab.

Choose the values for the order line, by selecting the Analysis Codes button when adding a line item.
Generate Orders

Uses default values on the header and the order line.
Purchase Return

Choose the values for the order header on the Delivery / invoicing tab.

Choose the values for the order line by selecting the Analysis Codes button when adding a line item.

If the analysis code is Mandatory, you will not be able to save the order/return without specifying a value.

To maintain analysis codes

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

  1. Select a blank row in the Analysis Code column. Select a code from the drop-down list.

  2. 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.

  3. 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).

  4. 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.
See also

Steps in this task

Maintain analysis codes

Order entry (POP settings)