Purchase analysis records have a dual purpose, they contain the nominal ledger account to which the double entry for the purchase transactions posts and they provide automatic analysis of your purchase, which is stored in the database and available through enquiries and reports.
Analysis records should be designed in conjunction with the nominal accounts to which they're 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. You may have an unlimited number of analysis records.
All active analysis records which update a nominal account with a major heading of 2 are valid for selecting on a purchase ledger invoice or credit note.
When creating a new purchase analysis record, a default VAT and nominal accounts are automatically assigned.
If the analysis type is changed when inserting and not editing a new analysis record then the nominal update accounts refresh accordingly.
The default nominal update accounts for purchase, bank and discount records are taken from the nominal defaults set against the trading currency record in system control expect for the VAT control account which is always the home VAT control account for home and currency analysis records.
Default nominal update accounts are defined as follows:
Analysis type | Debit | Credit | VAT |
Purchase - used for invoice, credit notes and adjustments | Purchase Control | Purchase | Home VAT Control |
Bank - used for payments | Bank | Purchase Control | N/A |
Discount - used for the discount on purchase invoices | Purchase Discount | Purchase Control | N/A |
The following table describes restrictions applied once you use a purchase analysis:
Use | Restriction |
The analysis is the purchase or bank system default. |
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The analysis is set as a default on a currency record. |
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This analysis is used on a batched transaction detail line. |
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A transaction has been posted to this analysis. |
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The analysis is assigned to a stock record cost price. |
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The stock analysis is assigned to a stock record. |
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The analysis is assigned to a sub analysis record as the purchase analysis or as a stock default analysis. |
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The analysis is assigned to a price record cost price line. |
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The analysis is assigned to a cost centre. |
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The analysis is assigned to a currency rate. |
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The analysis is assigned to a supplier record or a purchase address record. |
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