Set up analysis codes

You create a set of analysis codes and values that you want to use across all areas of your business. You then choose the module(s) to use an analysis code with. You can use the same analysis code with more than one module. To distinguish between the modules you can create a unique label per module.

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.

Each analysis code has two parts:

  • Code

    The analysis code is the type of analysis you want to use. For example, if you want a breakdown of your sales by region, you create a code of Region.

  • Value

    This is where you specify how you want to analyse the data. For example, if you have created an analysis code of Region, the values could be South East, South West, Midlands, Wales.

Things to consider

  1. Do you want some analysis code values to be free text.

    These are just one off values that can't be reused.

    This can be useful if you use analysis codes to capture information relevant to individual invoices, orders, or accounts or stock items etc. For example, you could free text values to add commodity codes to stock items.

    To do this, you can create a blank value. If Enter Free Text is selected, each user can enter the relevant information on an account or record when required. The free text value is only saved on the record it is applied to.

  2. Do you want to allow users to create new values when adding codes to various entities?

    These new values are saved and are then available for anyone to reuse.

    You might want to allow this where a value won't be known until a particular record is saved.

    You might not want to allow this where you have a specific set of values that you always want to be used, such as your sales regions.

  3. Do you want some values to always be specified for some analysis codes?

    This means anything the analysis code is added to, such as an account or stock item, can't be saved until a value is specified.

    You might want to do this for code such as sales region or sales manager, where every account needs to be linked to a value.

    To do this, you choose a value to be the default and then choose the make the code Mandatory in specific modules.

  4. Don't want some analysis codes to be applied to certain accounts or documents?

    To do this, don't set the code to be Mandatory and leave the value blank on specific accounts or documents.

Create analysis codes

Open: Accounting System Manager > Settings > Maintain Analysis Codes.

  1. In the Codes section, click Add.
  2. Enter the Code on the new line.
  3. If you want your users to be able enter one-off values with this code, select Enter Free Text.
  4. If you want to allow users to create a new Value when adding the code, select Add New On Entry.
  5. To enter the values to use with this analysis code:
    1. Click Add in the Values section.
    2. Enter the relevant value on the new blank line.
  6. If you're intending to make a code Mandatory for one or more modules, you'll also need to choose the value to be the Default.

Choose the analysis codes to use with each module

How to apply analysis codes to accounts, transactions and documents

For each entity you choose the analysis codes values to associate with each account or record.

Area How analysis codes are applied
Nominal accounts

Choose the values on the Analysis tab.

You can then use the analysis code to sort and filter nominal accounts.

Customer accounts

Choose the values on the Trading tab. You can then use the analysis code to sort and filter customer accounts and transactions.

For example, if you want to group accounts by the salesperson responsible for the customer account, you would choose the salesperson's name John as the value for a Salesperson analysis code.

Supplier accounts

Choose the values on the Trading tab. You can then use the analysis code to sort and filter supplier accounts and transactions.

For example, if you wanted to group your suppliers based on the basis on the type of products they supply, for a supplier that supplies stationery, you could choose a Stationery value for a Type analysis code.

Invoices and sales orders

Choose values for the whole invoice / order (or credit note / return) or per line. You can use codes set up specifically for your invoices and sales orders or you can use codes from the customer account.

For example, you could use analysis codes to group your documents by sales staff for calculating commission, and your item lines by the type of item sold.

Purchase orders

Choose values for the whole order (or return) or per line. You can use codes set up specifically for your purchase orders or you can use codes from the supplier account.

For example, you could use analysis codes to group your item lines by the type of item bought.

Stock items

Choose the values on the Analysis tab. You can then use the analysis code to sort and filter your stock items. You can use analysis codes as a way of classifying your stock items so that you distinguish between them.

For example, 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.

Stock transactions

Choose values to apply to each stock transaction. You can use analysis codes on your stock transactions as a way of grouping transactions together.

Bill of Materials

Choose values on the Analysis tab.