In order to maximise the speed and consistency of management reports required for purchase analysis, analysis codes are used routinely on purchase orders. To avoid the need to enter analysis codes on all orders and all order lines and to ensure they are applied consistently, you can establish default settings for analysis codes.
When applying analysis codes the 'Order Entry' windows display labelled boxes. The labelled boxes provide prompts for you to select analysis codes when recording an order. The system is already provided with default labels. You can rename these labels to make them more
meaningful for your organisation. The maximum number you can specify is six labels.
You can control the behaviour of each labelled box when it is displayed during order entry.
● What information is displayed. This can be either an analysis code used on the supplier account or you can specify text you want the system to display. You can also set the box so that it is blank on display.
● What changes can be made. A box can be set so that it is possible to amend the information it displays during order entry. A box can also be set so that no information is required during order entry, which means the box can be left blank.
Analysis codes applied to an order can also be used to update the history file of the purchased stock item in the Stock Control module. You can select three codes to do this by specifying a position for the code. The selected position places the analysis codes in context with the information held in the stock item history.
To maintain analysis codes
You can establish default settings for up to six analysis codes. This activity explains how to set up their use and application of analysis codes during order entry. This also covers how to switch off their use and application.
● Choose POP Maintenance > Analysis Codes.
Note: Amendment of analysis codes during order entry is only possible if your system is set to allow this. For more information see Manual orders for direct delivery on page 22.
Note: Changing the settings for an analysis code will effect orders subsequently created but not existing orders.
● Select the analysis code from those displayed and click 'Edit'. The 'Edit Analysis Code' window is displayed.
Note: The current settings for each analysis code are displayed.
● Specify if the analysis code is to be used during order entry by selecting the 'Use analysis code for purchase orders' check box.
● Specify what you want displayed during order entry for the box label and box contents using the 'Analysis code details' settings.
● Select the source of the analysis code. This can be either from the supplier account or an analysis code specifically established for Purchase Order Processing.
● If the source of the analysis code is POP, enter the text for the box label in the 'Analysis code label' box. Then enter the text for the box contents in the 'Default value' box. You can leave both blank.
● If the source of the analysis code is the supplier, select the required label using the 'Analysis code label' drop-down. Then enter the text for the box contents in the 'Default value' box.
● Specify the controls for the analysis code using the 'Options on purchase order' settings.
● To ensure an analysis code is stored for an order, clear the 'Left blank' check box. To do this, you must have specified a default value detailed earlier in this activity. The default value can be amended provided your system is set to allow the amendment of the analysis codes during order entry.
● To make it possible to store an order with a blank analysis code, select the 'Left blank' check box.
● To allow the amendment of the analysis codes for each order line during order entry, select the 'Amended for each order line' check box.
Note: To stop the use of the code during order entry, clear the 'Use analysis code for purchase orders' check box.
Note: If you intend to set the analysis code so that it cannot be left blank during order entry, you must enter a default value.
Note: The need to specify a default value minimises error messages displayed during order entry.
Note: Amendment of analysis codes during order entry is only possible if your system is set to allow this. For more information see Allow amendment of analysis codes on page 23.
● Specify if the analysis code entered during order entry is required to update the stock item history, using the 'Item history' options.
● To update the stock item history, select the 'Include analysis code in item history' check box.
● Specify the position the analysis code should use by choosing from 1, 2 or 3 from the 'Store at position' drop-down list.
● Click 'OK'. The window closes and you return to the 'Analysis Codes' window where the revised settings are displayed.
Note: You can only choose three analysis codes to update the stock item history and you can only link one purchase order processing analysis code to a stock history analysis code position.