Sales and Purchase Analysis Records have a dual purpose, they contain the Nominal Ledger accounts to which the double entry for the Sales and Purchase transactions will be posted and they provide automatic analysis of your Sales and Purchases, which is stored in the database and is 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.

Please be aware that if a Purchase Ledger transaction is batched and uses an analysis record that has been flagged as an accrual, then if the attribute flag is removed and the transaction is posted the accrual will still be posted for Purchase Ledger transactions and invoices created from Purchase Orders; An error is received when matching order to PIR entries if the order was batched with the accrual flag selected but the PIR entry was raised without it.

Any functions not mentioned are covered elsewhere in this help system.

Code - Every transaction detail line must be analysed to Analysis: Code each will update at least two accounts in the Nominal Ledger to create the double-entry.

Analysis Type - Each new Analysis must be categorised as a Sales, Purchase, Stock, Bank or Discount Analysis by selecting from the Sales/Purchase Analysis drop-down menu. By default, this is set according to the ledger involved. Clicking on this menu enables you to select alternatives if required. These categories determine the Nominal Accounts that can be selected, please refer to the Sales and Purchase Ledger sections below.

Sort Key - Sort Keys allow you to classify the record, and can be used in reporting.

Update Landed Costs - Tick this box if you wish Purchase Order Transaction Detail lines for Stock items flagged as Sub Analysis, which use this Analysis Code, to update the Landed Costs details.

Compulsory Costing - Tick this box if you wish to enforce the entry of a Project Code and Cost Centre for any transaction detail line which uses this Analysis Code.

CIS Taxable - Tick this box if this Purchase Analysis record is to be used to record taxable costs under the Construction Industry Scheme (CIS). This indicates that tax should be withheld from transactions posted using this analysis if the Supplier's tax status indicates. See the example in CIS - Setup.

Currency - Analysis records have a specific currency. For new records this will default to your Home currency. You can change the currency by typing the code directly into the Currency field, or clicking on the search icon alongside the currency field to open a list of Currencies from which you can select.

VAT - For transactions that involve VAT, the Analysis Record will hold three Nominal Ledger accounts so that the correct VAT accounts are also updated. The current VAT Code and Rate are displayed on the Analysis Record window. A list of the VAT Codes and Rates can be opened using the adjacent button; this enables you to select the VAT Code you require. The System will prompt for the entry of a VAT code when you are inserting new Sales/Purchase Analysis records.

Nominal Update Accounts - The accounts that are updated are held in the Analysis Record, thus selecting a single Analysis record handles both parts of the Nominal Ledger update. When Inserting a new Analysis Code, the System will show the Default Nominal Codes for the Type of Analysis and the Currency. If you want to use others you may either over type, entering a valid Nominal Code, or delete the suggested Nominal and tab or click on the display list button; you can then select from the displayed list by double clicking on an entry.

This tab card enables you to enter up to about 8 pages of detailed text for this record.

This window also shows the Date each Analysis Record was first entered, and the Date the last change was made to the Record.

Please refer to the general Custom tab topic.

Any Workflow Forms on the Record Window are displayed in a list pane at the bottom of the record window. If no WFF is attached to the record, the pane is not visible.

Purchase Analysis records (used for Invoices and Credit Notes):

Discount Analysis records (used for the Discount on Purchase Invoices):

Bank Analysis records (used for Payments):

For any transaction, there may be multiple Analysis Records that affect the way in which a transaction is posted. For this reason it is important to plan how you will setup and use analysis codes before entering them. Please refer to the Help topics Order of precedence of Analysis Codes and Intelligent Analysis.