In order to maximise speed and consistency on management reports required for sales analysis, analysis codes are used routinely on sales orders. To avoid the need to enter analysis codes on all order lines on an order and to ensure they are applied consistently, you can establish default settings for analysis codes.
Analysis codes are defined within the Accounting System Manager. How you want to use the codes, when entering orders, is specified within the Sales Order Processing module.
To apply 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 installed with 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.
● A box can be set to display information. The information can be either the analysis codes used on the customer account or you can specify text you want the system to display. You can also set the box to be blank on display.
● A box can be set to allow you to amend its information when recording an order.
Analysis codes applied to an order can also be used to update the history file of the 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.
Note: You can only set this type of behaviour provided you set the system to allow amendment of analysis codes during system setup. For more information see Allow amendment of analysis codes on page 33.
To maintain analysis codes
You can establish default settings for up to six analysis codes. This section explains how to set up their use and application of analysis codes during order entry. This also covers how to deactivate their use and application.
● Choose SOP Maintenance > Analysis Codes.
The current settings for each analysis code are displayed.
Note: Changing the settings for an analysis code will affect orders subsequently created but not existing orders.
● Select the analysis code from those displayed and click 'Edit'. The following window appears.
● Specify if the analysis code is to be used during order entry by selecting the 'Use analysis code for sales orders' check box.
● Specify the analysis code you want displayed during order entry, using the 'Analysis code details' settings.
● Select the source of the analysis code. This can be either from the customer account or an analysis code specifically established for Sales Order Processing.
● If the source of the analysis code is SOP, enter the analysis code label and default value you want displayed. You can leave both blank.
Note: To stop the use of the code during order entry, clear the 'Use analysis code for sales orders' check box.
● If the source of the analysis code is the customer, select the analysis code label using the 'Analysis code label' drop-down list. Then enter the text for the box contents in the 'Default value' box.
● Specify the controls for the analysis code box, which are applied during order entry using Options on sales orders.
● 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 you 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.
● Specify if the analysis code 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, choosing from position 1, 2 or 3 using the 'Store at position' drop-down list.
● Click 'OK'. The window closes and you return to the SOP analysis codes window where the revised settings are displayed.
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: You can only set this type of behaviour provided you set the system to allow amendment of analysis lines during system setup. For more information see Allow amendment of analysis codes on page 33.
Note: You can only choose three analysis codes to update the stock item history and you can only link one sales order processing analysis code to a stock history analysis code position.