Analysis records serve two purposes: they hold the nominal ledger accounts to which transactions are posted, and they provide automatic analysis of your sales and purchases for enquiries and reports. Design analysis records alongside the nominal accounts they will post to. Use analysis records to obtain your reporting breakdown rather than creating excessive nominal ledger accounts — a large number of nominal accounts increases the time required to run financial reports. You can create an unlimited number of analysis records. Take a backup once your analysis codes are set up. To create a new Sales Analysis record:
Click the Debtors tab.
Click Analysis. The Analysis Record window opens, along with a list of active analysis records (depending on your user preferences).
Click Insert to start a new entry.
In the Code field, enter a code for the new analysis record. This can be a mixture of numbers and characters.
In the Description field, enter a friendly name for the new analysis record.
The following fields are optional:
Sort Key: Used for filtering or reporting.
Compulsory Costing: When ticked, all transactions against this analysis must include a Project and Cost Centre code.
Currency: Defaults to your database home currency. To use a different currency, enter a valid currency code or click the magnifying glass icon and select one from the trading currencies list.
📌 Note: If the nominal code has a different currency to the analysis record, a warning appears. Transactions posted against this code will not update the currency balance or turnover for that nominal code. For nominal ledger control accounts, tick the Allow Analysis Control Accounts to be Any Currency option in Nominal Ledger system settings before selecting a control account in a different currency. In the Nominal Update Accounts section, enter the Debit, Credit, and VAT Nominal Accounts to update on the double-entry when a transaction is posted against this analysis.
📌 Note: You can also specify a Default Cost Centre, which fixes the cost centre to this code for every transaction entered against it. At the top of the Sales Ledger – Analysis window, click Sales Analysis and use the drop-down to specify the Analysis Type:
Sales Analysis: Used for invoices and credit notes.
Discount Analysis: Used for discounts on sales invoices.
Bank Analysis: Used for receipts or payments to balance sheet or bank accounts.
Stock Analysis: Used for stock movements or delivery of goods sold.
Click Save in the main ribbon.
To set this record as the default analysis code for Sales Analysis types, click the Default (red pin) icon in the main ribbon. This replaces the previous default.
📌 Note: A Dimensions database can only have one Default Sales Analysis or Purchase Analysis, and one Default Bank Analysis (one for Sales Ledger and one for Purchase Ledger).
📌 Note: If this Sales Analysis code is specified as the Analysis Default for S/L Rounding in a Trading Currency record, the VAT Nominal Code is removed from the Sales Ledger – Analysis screen.