Dimensions Only - This feature is not available in Dimensions Lite

Before Sub Analysis can be used, the Stock item involved must be flagged as a Sub Analysis item. This is done after the Stock record has been created, but before it has been used. See Sub Analysis Setup.

Clicking the Sub Analysis function on the Stock record displays an entry window that enables you to hold and review any number of Sub Analysis headings for each individual Stock Record.

An additional tab card, Stock Analysis, is displayed if the System Option Update Stock to Nominal is selected.

In addition to the usual Window functions, this feature has three functions of note:

Duplicate enables you to copy Sub Analysis details across from another Sub Analysis Stock record. We recommend that the option Only Show Items With Qty <> 0, found on the Options window, should be unticked before using the duplicate function so as to ensure that all the Sub Analysis items can be seen.

The new Sub Analysis details will then appear in the current Stock record Sub Analysis window.

Only Show Items With Qty <> 0 - This gives you the option to only show entries which have a quantity not equal to zero. However, if the option Sub Analysis - Hide if no Physical in Sales Orders Options has been selected, it will be remembered on subsequent visits to the Sub Analysis window, even if accessed from different modules; therefore you should be aware that if using the SOP option, this Only Show Items With Qty <> 0 option may be ticked when that window is opened with the result that not all Sub Analysis records will show.

Exclude completed records - when selected, the Sub Analysis records flagged as completed are not displayed in the list; the Completed flag can be set from the Analysis tab card. When you select this option your choice is remembered against your User profile for subsequent log in sessions until you de-select the option.

As with the Info window on other record, this window displays Created On and Last Changed information.

Also found on this window is the Levels field.

Users will only be able to work with Sub Analysis records where their Security Profile Level is set to the same (if exact) or a lower numeric level. A level of 0 against a record means that levels are not being enforced for the record. See Levels.

This menu enables you to display the Sub Analysis records as a hierarchy or by filtering by one of the sub analysis values. When using this menu, the functionality of the window is restricted to view only. It can be a very useful way of locating a small group of Sub Analysis records when there are a lot of records available.

The Sub Analysis window has several Tab Cards containing further details for each element in the Sub Analysis. The tab cards are described below.

If the System Option Update Stock to Nominal is not selected, only six tab cards will be displayed. The seventh tab card, Stock Analysis, contains the Stock Analysis Codes to be used for each Sub Analysis record.

Each Sub Analysis heading is recognised by a Code and a Description and can have its own Minimum and Maximum Stock levels, which are accumulated into the levels of the main Stock Record window.

This is used for the Sub Analysis Code, and the elements that make up this Sub Analysis Code. It is also used to record the Sub Analysis type to be used as a default for Outbound Stock. The Sub Analysis Codes for this Stock item can be generated by concatenating coding elements.

Remember, the Duplicate function can be used to copy Sub Analysis details from another Sub Analysis Stock record.

The fields to be used, and the way the Code can be created are set in Stock Options - Sub Analysis Tab Card.

When using elements that have been defined as Looked Up, they will be grey and have a lookup button. Clicking on this displays a list window showing the variations already set up for that element. You can add to this list or edit the details. Double clicking on an entry selects it for that element of this Sub Analysis.

When creating a Sub Analysis Code, as you tab from the last element after entering or selecting the element values, either:

the Code will be created automatically from the elements; this is the case if you have selected one of the Concatenate options, or

you will be able to enter the Code yourself; this is the case if you have selected Manual Entry.

You do not have to use all the elements for each Code.

You can create your Sub Analysis by:

This can be either concatenated only, or concatenated and justified.

Note: In order to ensure that the resulting Codes are unique, you should ideally use Stock Codes and Sub Analysis that are Alphabetic, or are all the same length. Otherwise the following situation could occur:

You have two Stock records, 123 and 12.

You make them both Sub Analysis stock.

Against 123, you create Sub Analysis 456. This creates 123456.

Against 12, you create Sub Analysis 3456. This also creates 123456.

This will be rejected, as it is not unique.

The method used is selected from the Stock Options - Sub Analysis tab card in System Control.

If you have selected to use a concatenated code, you will not be able to enter a Sub Analysis Code manually. Additional fields corresponding to your settings in System Control appear below the Code and Description fields.

If no additional fields appear on this window, you will need to return to Stock Options - Sub Analysis tab card, and check your Sub Analysis setup. Ensure that you have specified field lengths for your Sub Analysis elements; if they have been left set at the default length of 0, the system will not display any Sub Analysis fields on the Stock record.

Only one Sub Analysis value can be flagged as Default Outbound.

This can be useful when entering Sales Orders. The transaction option Always Select Default Sub Analysis can be selected to automatically populate the Sub Analysis field when the stock item is selected. This will only work for stock records where a default outbound value has been set.

This will also be of benefit if you are using the Stock Allocation function. When using an Auto Allocate Method in the Stock Allocation process, you may select the option Always Select Default Sub Analysis.

For order lines where the Sub Analysis is blank, running an Auto Allocate Method will populate the Sub Analysis field with the Default Outbound Sub Analysis.

It is not necessary to select a Default Outbound Sub Analysis.

If using the Works Order module, this option enables you to specify the Sub Analysis record that should be used by default when the Stock item is used in a Works Order. It is not necessary to select a Default Works Order Sub Analysis.

Only one Sub Analysis value can be flagged as Default Inbound.

Like the Default Outbound flag, this can be used to auto-populate the Sub Analysis field when the stock item is selected on a Purchase Order.

This tab enables you to enter up to eight A4 pages of notes (32,000 characters) against each Sub Analysis item. Unlike the Notes windows in Records and elsewhere, the notes are entered and displayed in the visible box and not in a separate window. The scroll bar will become active as the text box is filled.

This tab contains three User Date Keys, three User Text Keys, three User Value Keys and three User Flags for recording additional information against the currently selected Sub Analysis code, for example the Date a Colour becomes available, Packing Notes, and Cost at the date of availability.

You can customise the labels for these fields via Description Language > Load Current Window.

These fields can be used for reporting with 3rd party tools, such as Crystal Reports.

The date by which the selection of the Sub Analysis will be made should be defined on the Sub Analysis tab card within Stock Options. If none of the User Dates are used, the Date Entered will be used.

Here you to assign specific Sales and Purchase Analysis codes to the currently selected Sub Analysis, enabling you to analyse your Sales and Purchases by that Sub Analysis.

The codes entered will be used in place of the Analysis Code held on the main stock record when this Sub Analysis is used (see Order of precedence of Analysis Codes)

If you select to use different Analysis codes for the main stock record and its Sub Analysis records, you should ensure that the Sub Analysis is always added or amended by editing the order from the batch window and not from the Stock Allocation window. This will ensure that the Analysis is updated to match the selected Sub Analysis.

These can be entered against each Sub Analysis item.

The tick box options enable you to stop the use of this Sub Analysis in transactions and to flag the Sub Analysis as completed.

If you do not wish this Sub Analysis to be available for use on Sales Orders, you should tick this option. You should also consider setting the option Quantity to exclude non SOP sub analysis in System Control. This will exclude the stock quantity for this Sub Analysis from the Physical and Free quantities shown in the Stock list.

Select this if you do not want to use this Sub Analysis on Purchase Orders.

If this option is ticked, this Sub Analysis will not be available for use on Works Orders.

If a Sub Analysis item is flagged as Completed then it will not be available for use in Stock Movements, SOP Orders/Credit Notes, POP Orders/Credit Notes or Works Orders.

You can only flag a Sub Analysis as Completed if it has no physical stock and there are no orders or stock movements in the batch that contain the Sub Analysis code.

Sub Analysis records flagged as Default Outbound or Default Works Orders cannot be flagged as Completed.

It is not possible to move stock in or out of a Sub Analysis that has been flagged as Completed. However, if an assembly item contains a sub analysis stock item that has since been flagged as completed, the disassembly of such an item will move the stock item into the completed sub analysis.

This shows the current Physical Quantity, the Allocated Stock (O/S Sales), the Order In (O/S Purchases) and Unallocated Stock (O/S Sales) quantities, for the currently selected Sub Analysis Code.

The Committed Landed Costs and Actual Landed Costs are also shown separately.

Quantities and Values are maintained in the same detail for each Sub Analysis as for the main Stock Record which accumulates these totals.

Displays a Transactions enquiry window. If this stock item has Landed Costs a menu will be available to enable you to select to view Landed Costs.

Displays the Stock Allocations enquiry window.

Displays the Stock Allocations enquiry window.

Displays the O/S Purchase Orders enquiry window.

Note. These Enquiry windows are those described for the main Stock record window.

Shows the Minimum and Maximum Stock levels

(if any) where that Sub Analysis is held.

These fields can be edited. The Minimum and Maximum quantities on the main stock record will always be the sum of the minimum and maximum quantities set against the Sub Analysis records.

This menu bar enables you to include or exclude the Landed Costs in the Values shown below. If the Stock Valuation is Weighted (as shown above) this option will not be available as the valuation always includes Landed Costs.

The drill button displays a Valuation window (as described for the main Stock record window).

The other valuations displayed for the selected Sub Analysis are:

These valuations are shown in two columns: one displays the valuation for the Total stock quantity; the other displays the valuation for Each item.

These are the additional costs incurred when purchasing a Stock item. This tab card enables you to set up how these Costs are to be calculated and recorded.

Please refer to the Landed Cost topic.

The seventh tab card, Stock Analysis, will only be displayed if the System Option Update Stock to Nominal is selected.

This tab contains the Stock Analysis Codes to be used for the currently selected Sub Analysis code.

All Sub Analysis records can be given specific Stock Analysis codes so that each has its own Nominal Update rules.

Stock Analysis Codes from the Sub Analysis record will take precedence over the Stock Analysis codes entered on the Stock record and those entered on the Stock Options in System Control.

The lookup button can be used to list the available Stock Analysis Codes to enable you to select those to be used by this Sub Analysis.

On the Sub Analysis window, the Show menu enables you to display existing Sub Analysis records as a hierarchy or filtered by one of the sub analysis values.

This can be a very useful way of locating a small group of Sub Analysis records when there are a lot of records available. When using this menu, the functionality of the Sub Analysis record window is restricted to view only.

Here is an example of this functionality in action.

The Sub Analysis elements are Colour, Size and Location which are defined in Lookup tables and Batch No. which is a value field.

Values for each Sub Analysis are as follows:

The Sub Analysis records take the concatenated form of REDMEDIUMLON1226, this being a red item, size medium, located at the London Depot and from Batch No. 1226.

When Hierarchy is selected from the Show menu:

While the hierarchy is being displayed, only the Quantity tab card will be available.

Once a Sub Analysis record has been selected, all the tab cards will then be available.

To return to the normal list view, select All from the Show menu.

Also listed on the Show menu are the separate elements that make up a Sub Analysis record, as defined on the Stock Options - Sub Analysis tab card.

In the example used above these would be Colour, Size, Location and Batch Number.

When Location is selected from the Show menu:

While the separate elements are being displayed, only the Quantity tab card will be available.

Once the Sub Analysis records have been displayed, all the tab cards will be available.

To return to the normal list view, select All from the Show menu.