change Sub Analysis Code
Changing the Sub Analysis Code from the Allocation Window
The detail lines of Sales Orders must contain a Sub Analysis code before the Stock can be allocated - see Entering Sub Analysis.
Once the Sub Analysis Code has been selected, it can be changed from the Allocations window as the Stock is allocated.
Multiple Sub Analysis records can be selected, if so, the detail line will be split into separate detail lines for each Sub Analysis when the allocations are updated.
Partial allocation is handled in a similar way. The detail line will be split into separate detail lines for the Sub Analysis records that have been allocated and a balancing line for the amount left unallocated.
Even after the Stock has been allocated, the Sub Analysis can be changed by reversing the existing allocations and re-allocating the Stock.
When the list is displayed in the Allocation window:
Select the transaction to be amended by double clicking on it; this will change the flag from NO (the default) to YES. You can also use the switch buttons to toggle the posting flags for the whole list, or for selected lines.
If the transaction has existing allocations, un-allocate this stock by entering a negative quantity and updating the allocations window. Re-select the transaction.
Enter a positive quantity to allocate in the Quantity to Allocate field.
The Sub Analysis search button will now be active. Clicking the icon will open two windows, the Sub Analysis window which will enable you to select the required Sub Analysis and a list window which will be populated with the Sub Analysis values as they are selected.
The Sub Analysis window
Select the required Sub Analysis code with a double click.
A pop-up Quantity window will be displayed, enter the quantity for the selected Sub Analysis.
Click OK, the quantity will be listed in the Selected Sub Analysis Codes window.
Continue to select the Sub Analysis Codes you require until the quantity matches the quantity to be allocated
If these quantities do not match when you click OK on the Selected Sub Analysis Codes window, you will be prompted to select additional items.
You will not be able to allocate more than the quantity of stock available or more than the quantity to be allocated.
The Selected Sub Analysis Codes window
This window will contain a list of the selected Sub Analysis codes and the quantities for each.
You cannot select a Sub Analysis more than once. If you wish to increase the quantity of a Sub Analysis that is already in the list, you must delete the existing line and re-select that Sub Analysis entering the increased quantity.
The Total at the foot of the window shows how many have been selected against the quantity to allocate as entered on the Allocation window.
Clear will clear all the entries from the list.
Delete will clear the selected line from the list.
Add will open the Sub Analysis window.
Click OK when the list is complete.
Saving the changes
When the Selected Sub Analysis Codes window is closed:
If the list contained a single Sub Analysis record, the detail line will be changed to reflect the new Sub Analysis.
If the list contained multiple Sub Analysis records, the existing detail line will have the Sub Analysis displayed as <multiple> until the Allocations window is updated.
Click OK on the Stock Allocations window to update the Allocations.
If a single Sub Analysis record was selected for the full quantity of the existing detail line: the detail line will be changed to reflect the new Sub Analysis.
If a single Sub Analysis record was selected for a partial allocation of the quantity of the existing detail line: the detail line will be split into two detail lines; one for the quantity that has been allocated and one for the quantity left unallocated.
If there was a multiple Sub Analysis selection: the detail line would be split into separate detail lines for each Sub Analysis.
Important note about Analysis code
The analysis code on the transaction will not be changed when the Sub Analysis is selected.
Background The transaction will have been prepared using the Analysis code from the main stock record (if no Sub Analysis was selected when it was entered) or the Analysis code from the selected Sub Analysis. When the Sub Analysis is changed, it could be that the selected Sub Analysis has a different Analysis code to the one initially entered on the transaction, but this will not be used when the Sub Analysis is changed from the Allocation window.
Reason The reasoning behind this is that you may have produced an Order Confirmation when you entered the transaction. This confirmation will contain the VAT rate from the Analysis code placed on the transaction at the time it was produced. The Analysis code held against the re-selected Sub Analysis may have a different VAT rate, so it will not be applied to ensure that the order confirmation remains correct.
If you want to ensure that the Analysis code from the re-selected Sub Analysis record is used you should:
Edit the transaction from the batch window to change the Sub Analysis and not from the Allocation window.
When editing the transaction from the batch window, the Analysis code will be changed because on saving the changes you will be able to re-print the order confirmation.