Analysis Codes (ANC)

Enter or Query the analysis dimension for which you want to maintain analysis codes. The analysis dimension must have been defined using Analysis Dimensions (AND).

The analysis code can include a maximum of fifteen characters but this may have been reduced in the analysis dimension setup. The code can contain alphanumeric characters or symbols (for example / -). Upper case characters only are permitted.

We would recommend that you do not use the following characters in analysis codes. This is to avoid any confusion or conflict when you use the selection commands available in the report writer and control desk functions:

* % ^ ( ) . [ ] _

Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.

Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
Suspended/Held - a suspended record.
Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.

You can alter the status of a record at any time. You must use the options on the Action menu to change the status.

The name or a description of the analysis code. This name is displayed on reports and during entry.

A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.

This option is used to prevent this analysis code being used. This is useful if a particular code is obsolete or has been created for reporting purposes only.

The Data Access Group is used to restrict operator access to the data, for example, to an account or customer record. Leave this blank to allow any user to access the record. Data Access Groups are maintained using Security Console.

This option is used to prevent any new transactions being entered against this code. For example, if a ledger transaction, purchase invoice or purchase order is raised, this analysis code is used and there is a budget stop; the user is then warned and stopped from entering the transaction. If you want budgets for all postings using this analysis code to be open, leave this field blank.

This option determines the type of budget checking to be carried out for the analysis code. Three options are available:

Budget Checking Not Required - select this option if you do not want budget checking for transactions with this analysis code.
Allow Budget Checking - select this option if you want this analysis code, when it is used on a transaction, to be used for budget checking.
Allow Budget Checking at Account Level Only - select this option if you want the budget to be checked at the account level for transactions with this analysis code.

If budget checking is being carried out, select the period to be checked for available budget. You can choose to check against the current period budget only, previous periods, future periods or a combination of both of these. Alternatively, choose Not Applicable if you have chosen not to check budgets.

This setting overrides the settings on the Budget Check Setup.

Available budget is checked against a period and is calculated as:

available budget = budget - committed expenditure - actual expenditure

Budget checking 'consumes' budget from the current period first. If there is insufficient available budget in this period, it then navigates around other periods, and consumes budget in order. If there is still insufficient available budget, the transaction fails budget checking.

Period Budget Only - check available budget for this period only.
Previous Periods - start checking in the current period and consume budget. If there is insufficient budget, check the previous period for sufficient available budget. If there is insufficient budget, check the previous period, and so on.
Future Periods - start checking in the current period and consume budget. If there is insufficient budget, check the next period for sufficient available budget. If there is insufficient budget, check the next period, and so on.
Previous and Future, Previous First - start checking in the current period and consume budget. If there is insufficient budget, move backward one period at a time, consuming available budget. Then move forward from the current period one period at a time, consuming available budget.
Previous and Future, Future First - start checking in the current period and consume budget. If there is insufficient budget, move forward one period at a time, consuming available budget. Then move backward from the current period one period at a time, consuming available budget.
Not Applicable - select this option if you want to use the navigation method specified on the Budget Check Setup (BCS) records. If the navigation method on a budget check record is also set to Not Applicable, then that budget check is not performed for this analysis code.

This option checks against a combination of the analysis code and account budgets. If the budget for the analysis code has been used, budget checking checks the account budget and uses this budget if there is any left.