Analysis Records have a dual purpose, they contain the Nominal Ledger accounts to which the double entry for which the Sales (and Purchase) transactions will be posted and they provide automatic analysis of your Sales and Purchases; which are stored in the database and are instantly available through enquires and reports.
Analysis Records should be designed in conjunction with the Nominal Accounts to which they will be posted. You should try to use the Analysis records to obtain your analysis and not increase the number of Nominal Ledger accounts more than is necessary. Good design will make for an efficient reporting system; the time required to run many of the important Financial reports will be increased as you increase the number of Nominal Ledger accounts.
You may enter an unlimited number of Analysis records. When you have set up your Analysis Codes, take and keep a backup.
To create a new Sales Analysis Record:
Click the Debtors tab.
Click on Analysis. This opens the Analysis Record window along with (depending on user preferences) a list of all your Active Analysis Records, showing the Analysis Code / Description / Debit and Credit and VAT Nominal Updates.
Click Insert to start a new entry.
In the Code field, enter the new Analysis Record Code. This can be a mixture of Numbers and Characters.
In the Description field, enter a friendly name for the new Analysis Record.
Optionally:
Sort Key: This can be assigned which can be used for filtering or reporting.
Compulsory Costing: When ticked this forces any transaction against this Analysis to use a Project and CostCentre code(s).
Check the Currency. By default the Currency is set to the Default Home Currency of the Database. A different Currency can be used by entering a valid currency code or click the Magnifying Glass icon and select a currency from the trading currencies list.
Note: When an Analysis Record is being edited/inserted, if the Nominal Code has a different currency to that of the Analysis Record a message will display warning you that transactions posted using this code will not update the currency balance or turnover for that Nominal Code with the different currency.
For Nominal Ledger Control Accounts, select the Nominal Ledger system option Allow Analysis Control Accounts to be Any Currency check box before a Control Account of a different currency can be selected.
In the Nominal Update Accounts section, enter the Debit, Credit, and VAT Nominal Accounts which are to be updated on the Double-Entry when a transaction is posted against this Analysis.
Note: Optionally you can also specify Default Cost Centre which will fix the Cost Centre to this code when a transaction is entered against this Analysis Code.
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/Payments to your Balance Sheet/Bank Accounts.
Stock Analysis: Used for Stock Movements/Delivery of Goods Sold.
When finished entering the details, in the main ribbon, click Save.
If this new Analysis Record is to be the new Default Analysis Code for Sales Analysis Types, in the main ribbon click Default a red pin icon. This switches the old Default Analysis to the newly created Analysis record.
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: Regarding the VAT Nominal Code: If this new Sales Analysis code is to be specified as an Analysis Default for S/L Rounding in a Trading Currency record, then the VAT Nominal Code is removed from the Sales Ledger - Analysis screen.