Analysis details (stock item)

Find this screen

Open: Stock Control > Stock Records > New Stock Item

Open: Stock Control > Stock Records > Amend Stock Item

  • Use the Analysis tab to enter details such as analysis codes, default nominal codes, and legislative information for an Intrastat declaration.

    Note: The Analysis tab is not displayed for a phantom item assembled using a bill of materials (BOM).

Analysis codes

You can use analysis codes as a way of classifying your stock items so that you distinguish between them.

  • To set analysis codes for this stock item, set the Value for the analysis code.

    • If you don't want to set a particular analysis code, just leave the Value blank.

    • If a code is Mandatory, you cannot save a stock item without specifying a value for this analysis code.

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.

If you can't see a particular analysis code, check that you've:

  • Set up analysis codes in Accounting System Manager > Settings > Maintain Analysis Codes (in the Sage 200 desktop).

  • Specified that the analysis code is used with Stock Items in Maintain Analysis Codes (in the Sage 200 desktop).

  • You could use analysis codes to distinguish how items are stored. If you keep some items in ambient storage and others in a cold store, you use analysis codes to distinguish between these items. You could then run reports to make sure that you cold store items are located in your cold store warehouse.

  • You could use analysis codes to record the commodity code of a stock item. Although the stock item record has a commodity code option, this is specifically designed to be used for the commodity code used on an Intrastat declarations. Analysis codes are a good way of adding other commodity codes such as the ones used for export documents.

Default nominal codes

Set the nominal accounts that you want to use by default for this stock item. These are the nominal accounts you would use in most instances when stock values are posted to the Nominal Ledger.

When you create a stock item, these nominal accounts are inherited from the product group. The nominal accounts that you set here will be used as defaults when you add the stock item to your invoices and orders. You can still override these nominal accounts on the invoices and orders, but entering the defaults here helps to make sure that transactions are posted correctly.

Note: You can change these default nominal codes at any time, but they will only be applied to transactions that are created after you make this change.

Balance Sheet nominal accounts:

  • Stock: This is the nominal account used to record the value of stock you have bought.

    If you haven't changed the default account in the product group, this will be set to your Stock (balance sheet) account specified in Default Nominal Accounts (in the Sage 200 desktop).

  • Accrued receipts: This is the liability account used when goods have been received but not invoiced. This type of transaction is recorded in the Purchase Order Processing module (in the Sage 200 desktop).

Profit and Loss nominal accounts:

  • Revenue: This is the nominal account used to record the value of stock that you have sold.

    This would normally be an Income account on the Profit and Loss.

    If you haven't changed the default account in the product group, this will be set to your Default Sales (profit and loss) account specified in Default Nominal Accounts (in the Sage 200 desktop).

  • Issues: This is the nominal account used to post the value of stock issued.

Each time the stock item is added to a transaction, the relevant default nominal accounts are displayed. If required, you can change these nominal accounts when entering stock transactions.

Note: You must have chosen to Integrate stock management with the nominal ledger in the Stock Control Settings (in the Sage 200 desktop).

To change the displayed nominal accounts on sales or purchase orders, you must have enabled Allow amendment of - Nominal codes in SOP settings - Invoice and Order Entry tab, and POP settings - Order Entry tab (in the Sage 200 desktop).

How the stock and revenue nominal accounts are used

When you add a stock item to a purchase order, the Stock nominal account set on the stock item is selected by default. When you post the purchase invoice for the order, the value of the each line (item) on the order is posted to this nominal account specified on the line. This uses the cost price of the stock item when it was received multiplied by the number of stock items on the invoice. This also applies to returns and credit notes.

If the invoiced price of the item is different to price when the goods were received, then the difference is posted to the Cost Differences nominal account specified in POP Settings (in the Sage 200 desktop).

You enter a purchase order for 10 widgets. The cost price of the widgets is £1 each, so the order value is £10. You receive the widgets from your supplier and record this in Sage 200.

When you receive the invoice for the widgets, the price charged by the supplier has changed to £3.

The value of the invoice is therefore £30. When you record the invoice, the values are posted to the following nominal accounts by default:

  • Stock account : £10

  • PO Cost Difference Account: £20

When you add a stock item to an invoice or sales order, the Revenue nominal account set on the stock item is selected by default. When you post the invoice, the value of the each line (item) on the invoice is posted to this nominal account specified on the line.

This also applies to returns and credit notes.

When choosing the nominal account to use by default on invoice and order lines, Sage 200 looks at the default nominal account assigned to the stock item and the cost centre and/or department (if used) set on the customer or supplier account. For example, if you've set a default nominal account of 4000 MAN on a customer account and a default nominal account of 4001 of a stock item, then 4001 MAN is automatically entered on invoice and order lines (sales and purchase), by default.

Note: When using cost centres and departments with your customer and supplier accounts, you must make sure that you create nominal accounts with all the required cost centre and department combinations. If a nominal account doesn't exist, then the line value is posted to the suspense account.

John has a business that sells some goods and some services. He wants to make sure that he records these sales separately in his nominal accounts. Ho also uses cost centres with his nominal accounts to record sales for each of his branch offices. To do this, he has a default Sales nominal account of 4000 and a nominal account for services 4001. He then sets up additional nominal accounts for Sales and Services for each cost centre London LON, Birmingham BIR, and Manchester MAN.

To make sure his sales are recorded correctly for each branch, each customer account is set to the default sales nominal account with their branch cost centre. So a customer of the Manchester office would have a default nominal account 4000 MAN.

To make sure his products and services sales are recorded correctly, his product groups use different default Revenue accounts depending one whether they are Stock (4000) or Service (4001) type groups. These default nominal accounts are then inherited by stock items in the group. As John doesn't want to use further separate nominal accounts, he keeps these defaults for his stock items.

When he enters an order for a stock item for a customer in the Manchester office, the nominal account used on the order line defaults to a combination of the nominal account from the item and the cost centre from the customer in this case 4000 MAN. In the same way an order line for a service item defaults to the 4001 MAN nominal account.

In this example, if John hasn't created the 4000 MAN or 4001 MAN nominal accounts, the order line value will post to the suspense account.

Note: The same rules apply to purchases. A purchase order line will post by default to the Stock nominal account set on the item with the cost centre and/or department set on the supplier account.

Legislative information

You can enter stock item information for an Intrastat declaration (also known as SSD), specify whether this item uses reverse charge VAT rules, and include WEEE information.

Intrastat information

  • Commodity code: The Commodity code for the stock item, as defined by either HMRC or Irish Revenue Commissioners.

  • Country of origin: The Country of origin of the stock item.

  • Weight: The Weight in kg per stock unit.

    This is used to calculate the total net weight of goods supplied or acquired.

    This is necessary when dealing with countries in the EU. In accordance with the HMRC rules for Intrastat submissions, weights must be recorded in kilograms.

    Note: If the stock item is included in a BOM, and you change the weight after the stock item has been in use, run Update Bills of Materials Weights (in the Sage 200 desktop) to include the change in BOMs. The change is not included in the BOM automatically.

  • Suppress mass on declaration: Choose whether to display the net mass.

    • Enable Suppress mass on declaration to stop the net mass showing in your Intrastat declaration.

    • Disable Suppress mass on declaration to show the net mass on your Intrastat declaration.

    If you deal with countries in the EU, you would enable this option.

  • Use supplementary units: Enable Use supplementary units if these are required for this commodity code.

Other legislative information

  • Use reverse charge VAT rules: Enable Use reverse charge VAT rules if the stock item is liable to domestic reverse charge VAT rules, to prevent carousel fraud in the UK.

  • WEEE Item: Enable WEEE Item if the stock item is liable to the Waste Electrical and Electronic Equipment (WEEE) directives. This is for reference only.

Landed costs (stock item)

Landed costs refer to any costs associated with the shipping, handling and importing of your stock items that you want to include on your purchase orders.

These additional costs are often invoiced separately, for example by a courier, and they may cover multiple purchase orders.

When using landed costs, you can:

  • Choose whether stock items use landed costs by default.

  • Charge landed costs as a fixed amount, or as a percentage of the stock item price.

  • Apply landed costs whenever you use a particular supplier.

To use landed costs, you first need to enable landed costs in the Stock Control Settings (in the Sage 200 desktop). You set defaults for your landed costs on the relevant product groups, and these are inherited by the stock items in that group. Landed costs can also be applied when using a specific supplier.

Note: You'll only see Landed Costs settings for the stock item if you have enabled landed costs in Stock Control Settings and also the stock item's product group (in the Sage 200 desktop).

Set up landed costs

You must first set up landed costs before you can set them on a stock item (in the Sage 200 desktop):

  • Enable Use Landed Costs in the Stock Control Settings.

  • Enable Use Landed Costs in the product group for your this stock item.

See Set up landed costs.

Enter landed costs for a stock item

Choose the landed costs default for this stock item. This landed cost is applied as default when you add this item to a purchase order, but it can be amended in the order.

To choose the landed costs for this item, set the Landed costs type:

  • Select Not applicable if you do not want to add landed costs for this stock item.

  • Select Percentage based to add landed costs as a percentage of the stock item price. Enter the landed cost percentage value.

  • Select Value based to add landed costs of a fixed amount to the stock item. Enter the landed cost value.

    Note: You cannot use Value based landed costs for stock items that use multiple trade units for buying and selling the item (set on the stock item's product group).

Outcomes

  • The landed cost setting is applied as default when you enter a purchase order line for the stock item.

  • When the purchase order is invoiced, the landed costs are:

    • Added to the value of the order and posted to the Stock nominal account specified for the stock item.

    • Added to the cost price of the stock item.

    • Posted to the Landed Costs nominal account specified in the Stock Control Settings (in the Sage 200 desktop).

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The information contained within this article is not intended to be a substitute for professional advice. Sage assumes no responsibility for any action taken on the basis of the article. Any reliance you place on the information contained within the article is at your own risk. In using the article, you agree that Sage is not liable for any loss or damage whatsoever, including without limitation, any direct, indirect, consequential or incidental loss or damage, arising out of, or in connection with, the use of this information.

Questions (analysis codes)

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.

See also

Overview

Create, amend, and view stock items

Stock items

Set up landed costs

Other tasks

Choose suppliers for a stock item