Using analysis codes with nominal accounts

You can use analysis codes to capture additional information or add custom fields, so you can report and examine specific areas of your organisation.

You can add analysis codes to your nominal accounts to give an extra layer of analysis. Once set up, you can use them to group and report on your nominal account balances. For example, you could use analysis codes to group nominal accounts used for staff expenses.

What are analysis codes

An analysis code has two parts: a name or field label, and a value. These values can be entered as text or you can a create a predefined set of values. You then choose the values for each code to apply per nominal account.

Things to consider

1. How many analysis codes do you want to use with your nominal accounts?

   You can use up to 20 analysis codes with your nominal accounts. You can change the name of the analysis codes. By default, they're named 1-20, e.g. Analysis code 1.

2. Don't want to set predefined values for a code?

   To do this, make sure Enter Free Text is selected. Each user can enter the relevant information on an account when required. These are just one off values that can't be reused. This can be useful if you use analysis codes to capture information that's only relevant to particular accounts.

3. Do you always want set a default value for some codes?

   You may do this if you want to make sure a value is stored on all nominal accounts.

   To do this, you choose a value to be the default.

4. Do you want to allow users to create new values when creating accounts?

   You might want to allow this where a value won't be known until a particular account is created. You might not want to allow this where you only want to use a specific set of predefined values.

5. Don't want to apply a code to an account?

   Just leave the value blank for that account.

How to set up analysis codes

Open: Settings > Organisational and Financial > Analysis Codes.

Here you set the name or label to the analysis codes to be used with your nominal account and create predefined values where required.

1. Enter a Name for each code for the Nominal Account area.

   Overwrite the existing name with your own.

2. To allow users to add a free text one-off value to a code, select Enter free text.
3. To allow users to add new values from accounts and invoices, select Add new on Entry.

4. Add values to the analysis code.

   1. Highlight the analysis code.
   2. In the Values section, click Add.
   3. Enter a name for the value.

   4. To always use a value with a code, select Default.

      This value is always used for this code but can be changed. If no default value is set, then the value will be blank until you select one on an account or document.

Add to your nominal accounts

Open: Nominal Accounts > Enter New Account | Analysis

Open: Nominal Accounts > Amend Account Details | Analysis

Just choose the values you want to use for each account on the Analysis tab.

Reporting on your analysis codes

Analysis codes can be viewed or used as criteria on the following reports, lists and workspaces:

Report	How to use analysis codes
List of Accounts	Use analysis codes to filter the list of accounts.
Account Analysis (Detailed)	Filter the report to show the balances of nominal accounts with a specified analysis code value.
Account Analysis (Summary)	Filter the report to show the balances of nominal accounts with a specified analysis code value.
Transaction Listing	Filter the report to show transactions by analysis code. Use this to group and find the total of transactions by analysis code value.
Nominal Account Enquiry workspace	Analysis codes can be added as columns to help sort and filter the accounts list.
Nominal List	Add analysis codes as additional columns for instant sorting and filtering.