How to Use Analysis Codes with Sales Orders and Invoices in Sage 200

About Analysis Codes

Analysis codes are custom fields that you can associate with SOP documents such as sales orders, returns, quotes and pro formas, and also with invoices (using Invoicing). You can use them to filter or group your documents on reports and workspaces.

For example, you could use analysis codes to specify which sales person has sold the goods, or to specify which branch or region placed the sales.

You use the same analysis codes for both Invoicing and SOP. You can have up to 20 different codes.

Each analysis code has two parts: a Code for the type of information and a set of Values that can choose for each invoice. For example, a Sales person analysis code could have a set of values; John, Tim and Ben. You choose a Value for each analysis code, or leave the Value blank if you don’t want to set a value.

Analysis codes can be added to:

• A whole sales document (order, return, quotation, or pro forma) or invoice, on the Analysis Codes tab.

Note – information: analysis codes are displayed on the Analysis Codes tab for Sage 200 Professional versions from 2023 R1 onwards, but are displayed on the Delivery & Invoicing tab for Sage 200 Professional versions up to 2022 R2.

• Individual item lines, by editing the item and selecting the Analysis Codes button.

Things to Consider

 
Note: Analysis codes can be set up in either Invoicing or SOP and are used for both.

1. Do you want to allow users to change analysis code values when entering sales orders and invoices?

    
   If so, select Allow amendment of – Analysis codes in the Invoice and Order Entry tab of SOP Settings. This is not selected by default. You can choose to do this for the header and/or individual lines.

   You may not want to allow this if the same analysis code value must always be used. For example, if you’re just using analysis codes to identify the region a customer is from, you may not want users to change this.

2. Do you want users to be able to add a one-off value for an analysis code when they’re entering sales orders and invoices?

    
   If so, then choose Enter Free Text when setting up the analysis code.

   These are not saved and can’t be reused. This is useful if you’re going to use analysis codes to record information that’ll be unique to each record. This saves you having to create a long list of values.

   Don’t choose this if you have specific list of values that you want to report on. Allowing free text may result in similar values being used, which may be difficult to report on.

3. Do you want users to be able to create a new value for an analysis code when entering orders?

    
   If so, then choose Add New on Entry when setting up the analysis code.

   These values are saved and can be reused.

   Whether you allow this or not depends on how you’re going to use the analysis codes. You can make it easier for people by letting them have the flexibility to create new values when required. However, allowing this also means that there’s more chance of codes being duplicated, and you have less control over how data is reported. You may end up with several values for the same thing that are spelt slightly differently, for example.

4. Do you want to set a default value?

    
   This means that this value is automatically added to every sales order document or invoice. A user can then choose a different value when required.

   Using a default helps to make sure that a value is never left blank.

5. Do you only want users to change the values for specific analysis codes only?

    
   This is useful if you have some analysis codes that must always use the default value and others which can be changed.

   If so:

   • Choose to Allow amendment of – Analysis codes in the Invoice and Order Entry tab of SOP Settings.
   • Edit the analysis code on the Maintain Analysis Codes screen, and choose Allow analysis codes to be amended for each order/return.

    

6. Do you want to use the analysis code values set on your customer’s account rather than the values set for sales orders?

   This is useful if you’ve already set an analysis code on a customer account that you want to use for all sales relating to that customer.

   To do this:

   • Set the analysis codes on the customer account.
   • Choose the same analysis code on the Maintain analysis codes screen (Sales Order Processing > SOP Maintenance).
   • Edit the analysis code, and choose to Get default from customer account.

    

7. Do you want to use the values set for SOP analysis codes for your stock history, rather than the analysis codes set in Stock Control?

    
   If so, edit the analysis code using SOP Maintenance > Maintain analysis codes, and choose Use as stock item history value for.

8. Do you want always want a specific analysis code value to be applied to all orders? You won’t be able to save the order until a value is entered.

    
   If so, choose to make the analysis code Mandatory on the Maintain analysis codes screen. To do this the analysis code must also have a default value set in Accounting System Manager.

   If you don’t want to set values on some orders, don’t set the code to be Mandatory and leave the value blank when entering orders.

Set Up Analysis Codes

 
Create analysis codes

Create your analysis codes and values in Accounting System Manager.

Open: Accounting System Manager > Settings > Maintain Analysis Codes.

Here you choose whether to allow free text, allow user to add new values when entering orders and set the default value.

 
Allow users to change analysis codes when entering invoices or orders

Open: Sales Order Processing > SOP Utilities > System Set UP > SOP Settings | Order Entry

Here you choose whether analysis code values can be changed on orders. You can set this for the whole order (header) and for individual lines.

 
Choose which analysis codes to use with sales orders

Open: Sales Order Processing > SOP Maintenance > Maintain Analysis Codes.

• Choose whether the value can be changed when the orders are created. This is useful if you have some analysis codes that must always be set and others which can be changed.

   
  To do this:

  1. Select the analysis code and click Edit.
  2. Edit the analysis code and select Allow analysis codes to be amended for each order/return.

   
  Note: You must also chose Allow amendment of – Analysis codes for order header entry, on the Invoice and Order Entry tab of SOP Settings. See Invoice and order entry (SOP settings / Invoice and order settings).

 

• Choose whether to use the values set on the customer account for an analysis code.

   
  This is useful when you’re applying the same analysis code to customer accounts and orders. Once set up the value specified on the customer account is applied to orders.

  1. Select the analysis code and click Edit.
  2. Select Get default from customer account.
  3. Use the drop-down list to select the analysis code.

Apply Codes to Sales Orders and Invoices

Analysis codes can be applied to the whole order, or to individual lines. For example, you could use analysis codes to group your documents by sales staff for calculating commission, and your item lines by the type of item sold.

 
To apply analysis codes for the whole order, use the Analysis Codes tab.

Note: analysis codes are displayed on the Analysis Codes tab for Sage 200 Professional versions from 2023 R1 onwards, but are displayed on the Delivery & Invoicing tab for Sage 200 Professional versions up to 2022 R2.

 
To choose the analysis codes for individual item lines, edit the item and select Analysis Codes.

Note: you can apply analysis codes in a similar way to quotations, pro formas, and returns.

Reporting On Your Analysis Codes

So you’ve set your analysis codes and added them to your orders. Next you’ll need to use them for reporting. You can use analysis codes to filter information in reports, lists and enquiries.

 
Reports

You can use the analysis codes as criteria to filter your reports. Analysis codes are included on the criteria of the following reports by default.

• Sales order allocations required.
• Sales order allocations not despatched.
• Sales order despatches not invoiced.
• Sales return receipts pending.
• Sales receipts returns not credited.
• Sales orders – summary and detailed.
• Sales orders book report – summary and detailed.
• Stock item allocations required.

You can also use Report Designer to add analysis codes as criteria to other reports.

 
List and Enquiries

Analysis codes can be added as additional columns to the Sales Order List, and any enquiry workspaces.

 
Add analysis codes to lists

1. Right-click on any column heading.
2. Choose Columns > Info and select the analysis code required.

 
Add analysis codes to enquiry workspaces

1. Right-click on any column heading.
2. Choose Add column to or Column Selector.
3. Choose the required analysis code(s).