About analysis types

You can create analysis types to categorize data as it is entered. You can then filter reports by analysis types such as department, project, location, customer, or product. This gives you a detailed analysis of your accounts.

There are two analysis types; Transaction and Group.

What’s the difference?

Transaction analysis types are used with transactional data, such as invoices and payments. Group analysis types are used with record data such as customers, vendors, and products and services.

When to use transaction analysis types

You can create transaction analysis types when you want to categorize transaction data. For example, you might add the Office Supplies or Equipment categories to the Department transaction analysis type. This would allow you to select either of these options when creating a transaction such as for line items on a sales invoice. Later, you can then filter a report by the Department analysis type to see data categorized as Office Supplies or Equipment.

Note: You cannot apply analysis types to bank, accounts receivable, or accounts payable transactions.

The following default analysis types are available (you can change the names if needed):

  • Department
  • Cost Center
  • Project

Additionally, you can filter the General Ledger report by transaction analysis type or click More at the top of a report to display the Analysis Type and Analysis Category filters.

When to use group analysis types

You can create group analysis types to categorize customers, vendors, products, and services. For example, you might want to group your vendors by region. With this, you can filter a report to show regional profitability by vendor. You can also create analysis types to group your products or services.

The following group analysis types are available (you can change the names, if needed):

  • Customer Group
  • Vendor Group
  • Product Group

You can filter the following reports by group analysis type:

  • Accounts Payable Aging
  • Accounts Receivable Aging
  • Profit Analysis
  • Unallocated Receipts or Payments
  • Sales Day Book
  • Purchase Day Book

Click More at the top of a report to display the Analysis Type and Analysis Category filters.

Configuring analysis types

To configure transaction or group analysis types:

  1. Go to Settings, Business settings.
  2. Under Financial Settings, click Analysis Types.
  3. By default, the page opens to the Transaction Analysis page. If necessary, click the Group Analysis tab to configure group analysis types.
  4. Select an analysis type on the left, and if needed, click it to change the analysis type name.
  5. Add, modify, or delete categories for the analysis type as needed.

Note: If a category has been used on a transaction or record, a check mark appears in the In use column. You cannot delete a category if it is in use. If a category has been used on a transaction, we recommend changing the name to "not in use." If it is a group category, you can remove it from the relevant record and then delete it.

  1. In the Active Areas for this Analysis Type section, specify the areas in which you want the analysis type to be available for selection, and then click Save.

Repeat the above steps for any other analysis types you want create.

Selecting transaction analysis type categories

After configuring transaction analysis types, follow the steps below to use them in transactions.

  1. Create a transaction (for example, a sales invoice or credit note).
  2. Click the double arrows to the right of the Total column for a line item.

Note: For Other transactions or journals, transaction analysis types display as a column.

  1. From the drop-down menu, select the relevant category for the item.
  2. Complete the transaction and then click Save.

Selecting group analysis type categories

Note: The Analysis option is available only if you have already created analysis groups.

To select a group analysis type for a contact:

Note: You can click More at the top of the Customers or Vendors lists to display the Analysis Type and Analysis Category filters.

  1. Go to Contacts, and then click Customers or Vendors.
  2. Click an existing contact or click New (Customer or Vendor).
  3. Click the Options tab.
  4. Under Analysis Types, click the Add hyperlink for each type you want to add.
  5. Click Save.

To select a group analysis type for a new product or service:

Note: To filter the list by analysis type, click Filter at the top of the Products & Services list. Select Stock, Non-stock, or Service in the Type field to display the Analysis Type and Analysis Category fields.

  1. Go to Products & Services:

Click an existing item and then Edit to open the Edit Item window.

or

Click New Item to open the Create an Item window.

  1. In the Additional Information section, select the appropriate categories for the item.
  2. Click Save.

Delete an analysis category

You cannot delete a category if it is in use. If it has been used for a transaction, we recommend changing the name to “not in use.” If it is a group category, you must first change the group category selection in the record to None and then follow the steps below.

  1. Go to Settings, Business settings.
  2. Under Financial Settings, click Analysis Types.
  3. On the Transaction Analysis or Group Analysis tab, select the relevant analysis type.
  4. Click Delete next to the category you want to remove.
  5. Click Save.

Note: If you want to remove an analysis type from use, clear the check boxes under Active Areas for this Analysis Type and then click Save.