Enter analysis codes for the purchase order

Find this screen

Open: Purchase Order Processing > Purchase Orders > New Purchase Order

Open: Purchase Order Processing > Purchase Orders > Amend Purchase Order

Use the Analysis Codes tab to set analysis codes for the whole order.
Use the Order Details tab to set analysis codes for a line in an order.

How to

Enter analysis codes for the whole order

To apply analysis codes for the whole order:

Select the Analysis Codes tab.
Enter the analysis codes.
- Select the Value for the analysis codes as required.
- 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.
  
  However, you must set a value if you selected Mandatory when setting up the analysis code.
Note - information
You can't enter new analysis codes or enter free text for analysis codes in the Web Portal yet. If you need to do this, you will need to use the Sage 200 desktop.

Note: If you can't select an analysis code value, you may not be allowed to amend it. See Can't change the analysis code value?.

Enter analysis codes for an item in an order

To apply analysis codes for individual items in the order:

Select the Order Details tab.

Select More actions > Analysis Codes for the item.
Enter the analysis codes for the item.
- Select the Value for the analysis codes as required.
- 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.
  
  However, you must set a value if you selected Mandatory when setting up the analysis code.
Note - information
You can't enter new analysis codes or enter free text for analysis codes in the Web Portal yet. If you need to do this, you will need to use the Sage 200 desktop.

Note: If you can't select an analysis code value, you may not be allowed to amend it. See Can't change the analysis code value?.

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. For example, if you have created an analysis code of Region, the values could be South East, South West, Midlands, Wales.

Questions

No values available for an analysis code?

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

You can set up values for the analysis codes on the Maintain Analysis Codes screen in the Sage 200 desktop (Accounting System Manager > Settings > Maintain Analysis Codes).

Can't enter a free text value or add a new value?

You can't enter new analysis codes or enter free text for analysis codes in the Web Portal yet. If you need to do this, you will need to use the Sage 200 desktop.

Wrong value is selected by default?

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 in the Sage 200 desktop (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 appropriate analysis code area (customers, suppliers, nominal account, sales orders, purchase orders, stock control) in the Sage 200 desktop.

You must also set a Default value for the mandatory analysis code.

Can't change the analysis code value?

If you can't change the analysis code value, check that analysis codes have been set to allow them to be amended in POP Settings (in the Sage 200 desktop).

Open: Purchase Order Processing > POP Utilities > System Set Up > POP Settings

Select the Order Entry tab.
To allow analysis code values to be changed on a whole purchase order document, enable Allow amendment of - Analysis codes for Order Header Entry.
To allow analysis code values to be changed on item lines in a purchase order document, enable Allow amendment of - Analysis codes for Order Line Entry.

If you still can't change the analysis code, check that the analysis code can be amended for a purchase order document.

Open the Maintain Analysis Codes screen for Purchase Order Processing (in the Sage 200 desktop).
Select the analysis code then select Edit.
Enable Allow analysis code to be amended for each order/return.

Wrong value is being applied to purchase order documents?

If the wrong value is being automatically applied for purchase order documents, check the following (in the Sage 200 desktop):

Has the analysis code been set to be Mandatory? If so, has the correct value been set as the default?
Has the analysis code been set to take the value from the supplier account?

To check this:
1. Open the Maintain Analysis Codes screen for Purchase Order Processing (in the Sage 200 desktop).
2. Select the analysis code then select Edit.
3. Check if Get default from supplier code is enabled.