Analysis codes

Find this screen

Open: Settings > Organisational and Financial > Analysis Codes.

Watch a video

Set up analysis codes and use them in Report Designer (video)

How to

Set up analysis codes

  1. Enter a Name for each code.

    Overwrite the existing name with your own.

  2. To allow users to add a free 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.

Change the name of a code

You can change the name of a code at any time. The new name will be reflected on your records and reports.

Delete a value

You can delete a value if it's no longer required.

The value remains on accounts and documents where it has been used, but it can't be added to any new ones.

To delete a value:

  1. Select the analysis code.
  2. Select the value.
  3. Click Delete.

Set a default value

If you have a value that you use the majority of the time, you can set one as a default. This means that this value is automatically used. You can change the value when you need to.

This helps to make sure that a value is never left blank.

To set a default value:

  1. Select the analysis code.
  2. Select Default for the relevant value.

Allow free text values

Choose whether a one-off (free text) value can be added. These are not saved and can't be reused.

This is useful, if you're going to use analysis codes to record information that'll be unique to each record. This saves you having to create a long list of values here, as you add the value on the relevant record. For example, you use the analysis codes to record an additional commodity code for each stock item.

To allow free text:

  1. Select the analysis code.
  2. Select Enter free text for the relevant value.

Add new on entry

Choose whether a new value can be created on accounts or documents. This adds a New Value button to the values drop-down list.

Whether you allow this or not depends on how you're going to use the analysis codes. You can make it easier your staff by letting them have the flexibility to create new values when required. However, allowing this also means that there's more chance of codes being duplicated and you have less control over how data is reported. You may end up with several values for the same thing that are spelt slightly differently, for example.

  1. Select the analysis code.
  2. Select Add new on entry for the relevant value.

Useful info

About analysis codes

You can have up to five codes for each area, and each code can have an unlimited number of values. You can add analysis codes to:

  • Nominal Accounts.
  • Customer accounts.
  • Supplier accounts.
  • Sales orders and invoices (Invoicing) (SOP Document).
  • Purchase orders (POP Document).
  • Stock item records (Stock Item).
  • Stock transactions (Stock Tran).

Once set up and applied, you use the analysis codes to sort and filter data on reports and workspaces. You can also use analysis codes to select which suppliers are paid when you use the automatic supplier payment feature.

Setting up

You can change the name of the analysis codes. By default, they're named 1-5, e.g. Analysis code 1.

Adding to accounts and transactions

Once your analysis codes and values have been set up, you assign the required values things you want to group together.

If an analysis code is not to be used, leave the value blank. If the code has a Default value set, this value is added automatically.


What happens when I

Save?

The new analysis code values can be selected on your accounts and stock items as appropriate.