Enter analysis codes for the pro forma

Find this screen

Open: Sales Order Processing > Sales Orders > Enter New Order - Full | Analysis Codes

Open: Sales Order Processing > Sales Orders > Enter New Order - Full | Delivery & Invoicing

How to

Set analysis codes for the pro forma

Note: You can only amend analysis codes for the whole order if you have chosen to Allow amendment of - Analysis codes for order header entry, on the Invoice and Order Entry tab of SOP Settings.

1. Select the Analysis Codes tab (or Delivery & Invoicing).

2. For each analysis code, select the required value from the drop-down list in the Value column.

   • If you have set a default value for an analysis code, the default value will already be selected.

   • If you don't want to set an analysis code value, leave the value blank.

3. To add a new value:

   1. Select New Value from the drop-down list.

   2. Enter the name of the new value and select OK.

   You can only enter new values if you chose to Add New on Entry when setting up the analysis code.

4. To enter a one-off free text value, enter the required text in the Value column.

   You can only enter free text values if you chose to Enter Free Text when setting up the analysis code.

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Useful info

About analysis codes

Analysis codes are extra pieces of information that you can use as custom fields, to improve your reporting and to compare different areas of your business.

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.

You can have 20 analysis codes for each area.

Each analysis code has two parts:

• A code Name or Field Label.

  This is a label that tells you what information the analysis code will be used for, so you know what information to enter. For example, if you want a breakdown of your sales by region, you might create a code label of Region.

• A Value.

  The value is information that you want to record for the analysis code. The value can be chosen from predefined values that you set up for the analysis code, or a value can be entered as free text. For example, if you have created an analysis code of Region, the values could be South East, South West, Midlands, Wales.

For overview information about analysis codes, see Using analysis codes.

To set up analysis codes, see Set up analysis codes and Maintain analysis codes.

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Questions

No values listed?

If you don't see any values listed for an analysis codes, that's because predefined values haven't been set for that analysis code yet.

This could be deliberate, if you are expected to enter the analysis code value as free text.

• To add a new analysis code and save it for future use, select New Value from the drop-down list.

  You can only enter new values if you chose to Add New on Entry when setting up the analysis code.

• To enter a free text value, enter the required text in the Value column.

  You can only enter free text values if you chose to Enter Free Text when setting up the analysis code.

You can set up values for the analysis codes on the Maintain Analysis Codes screen (Accounting System Manager > Settings > Maintain Analysis Codes).

Can't enter a free text value?

If you can't enter a free text Value for the analysis code, this is because the analysis code has not been set to allow Enter Free Text.

You can change settings for analysis codes on the Maintain Analysis Codes screen (Accounting System Manager > Settings > Maintain Analysis Codes).

Incorrect value is always selected?

If the wrong Value is always selected by default for an analysis code, then you can change this by setting a different value as the Default.

If the predefined Value itself is incorrect, then you can also change this by adding or updating a Value for the analysis code.

You can change values and settings for analysis codes on the Maintain Analysis Codes screen (Accounting System Manager > Settings > Maintain Analysis Codes).

Can't add a new value?

If you can't see the New Value option in the Values drop-down list, this is because the analysis code has not been set to allow Add New on Entry.

You can change settings for analysis codes on the Maintain Analysis Codes screen (Accounting System Manager > Settings > Maintain Analysis Codes).

Can I make an analysis code mandatory?

You can make an analysis code mandatory to ensure that it is always entered for accounts and orders.

To make an analysis code mandatory, select Mandatory in the Maintain Analysis Codes screen for the analysis code area (customers, suppliers, nominal account, sales orders, purchase orders, stock control). You must also set a Default value for the mandatory analysis code.