Sales 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.

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'. 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.

Each new Analysis must be categorised as a Sales, Purchase, Stock, Bank or Discount Analysis by selecting from the Sales Analysis menu adjacent to the Code field. 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 Ledger sections below. One Analysis Code of the Analysis Type Sales, Purchase and Bank can be flagged as the Default Analysis. Selecting a record and clicking on the Default function icon will un-flag any other record and flag the one you have selected as the default.

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 this icon. 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. For transactions that involve VAT, the Analysis Record will hold three Nominal Ledger accounts so that the correct VAT accounts are also updated. See VAT code on Analysis record.

The Currency for new Analysis Codes will default to your Home Currency. You can change the currency by typing the code directly into the Currency field, or clicking on the lookup icon alongside the currency field to open a list of Currencies from which you can select.

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. See Nominal Account Search List

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 see the 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.

Click this task to open a popup where you can view when the record was Created, when it was Last Changed, and whether it is Inactive. Depending on your security permissions, you can also set a Level for this record.

Please see below.

You can view any documents that are currently attached to the record, and attach additional documents, by clicking the Documents icon on the toolbar. See the Documents tab topic.

Please see the Correction on Records topic.

This opens the Sales Analysis Transactions Enquiry window.

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

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

Bank Analysis records (used for Receipts):

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.

If you have selected the Use Mail Order option in Sales Order Settings and are entering Credit Card details, you should consider setting up separate Sales Ledger Bank Analysis Codes for each type of credit card you are able to receive. This will ensure easy monitoring of commissions payable.

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.

The Default function will add a legend to the current record window showing it to be either the Sales/Purchase Analysis Default or the Bank Analysis Default.

The Defaults, set on the Analysis record window, are for your Home currency only.

If the default is changed on the Analysis record window, the defaults shown on the Trading Currency record for the Home Currency will be updated accordingly.

You should change the defaults for the Home currency from the Analysis record window using the Default icon.

The Default Analysis codes for Currencies should be selected on the Trading Currency records.

When posting transactions, this Default Analysis Code is automatically suggested by the system.

You may flag one Sales/Purchase Analysis and one Bank Analysis Code as defaults.

To do this you just need to display the Analysis Record and click on the Default icon. The Default flag will be removed from the code currently set as the default and flag the one you have selected as the new default.

Discount and Stock type analysis codes

Discount and Stock type analysis codes cannot be flagged as Defaults from the Analysis record window.

For Discount analysis codes, you must set the defaults on the Trading Currency record for the Home currency as well as any other currencies you are using.

For Stock type analysis codes, the defaults are entered on the of the Stock Control Options - Transactions tab.