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Adding / Editing Analysis Codes (#ANLADET01)

Last updated:   Applies to:   In industries:   Of versions:   Special contents:
20150930 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.3.2 (and higher)   Video

How to open the Analysis Codes screen

  1. Select Maintenance, then Analysis Codes.
  2. The Analysis Codes screen (as shown below) will now open...Analysis Code listing
    • The Analysis Code listing shows the description of the Analysis Code, it's code, the GL code, the sort order, the default sell amount, whether or not the Analysis Code is marked as taxable, and whether or not it is marked to automatically bill on move in, or move out. Double-clicking on an Analysis Code will open it for viewing / editing.
    • Switch view switches the view from Charges to Receipts, and vise-versa. The view shown in the above screenshot is that of Charges. Scroll down further in this knowledgebase article to view detailed information about Charges and Receipts Analysis Codes & how to set them up.
    • Filter this data allows you to filter the data on screen to switch between all Analysis Codes, active Analysis Codes, and inactive Analysis Code.
    • Add new code allows you to add a new Charges Analysis Code to the system. To add a new Receipts Analysis Code, switch the view to Receipts first, using the Switch view dropdown mentioned above. Details on what happens when you click this button are provided below; scroll down a little for how to add a new Charge Analysis Code, or scroll down further for details on how to add a new Receipt Analysis Code.
    • Print list will print a list of all Analysis Codes (Charge and Receipt codes).
    • Copy to all facilities is only available to StorMan MultiView users, and allows you to copy the Analysis Codes to other sites within the MultiView group.
    • Import provides you with the options to import Analysis Codes from a file. Please contact StorMan Support for assistance with this.
    • Done closes the window and returns you to the previous screen.

How do I add (or edit) a CHARGE Analysis Codes?

  1. After following the instructions at the top of this page, click Add New Code to add a new Charge Analysis Code. The screen for adding a new Charge Analysis Code will appear, as shown below...Adding/Editing a Charge Analysis Code
    • Analysis code is used for setting the code for the Analysis Code. This code generally begins with your business's 5-character facility code (this is not your 5-digit site code). For example: 'SSCTY' and then two letters for your Analysis Code - for example, LK for lock, LBX for Large Box, etc. Note: Some Analysis Code are reserved; for more info: #ANLRAC01.
    • Code is inactive, if checked, will not allow the code to be used or the item to be sold (as it's set to inactive).
    • Description is the item's full description.
    • Sort order is used to sort where the item appears within lists of items (it sets how the item is sorted). Note: Some sort orders are reserved; for more info: #ANLRAC01. Note: If you are adding a 'receipt'-style Analysis Code, the sort order can have an effect on where the receipt appears on certain reports. More info: #ANLRAC01.
    • GL Acct Code is where you would setup the general ledger code for this particular item, if you export from StorMan to a supported 3rd-party accounting package (supported accounting packages: #ACTSAP01).
    • Use this code as a header for report columns will use the selected Analysis Code name as a header on the Banking report (more on this report: #BNKBPR01), Cash Received Analysis report (more on this report: #RPTCRAR01), Summary of Cash Received report (more on this report: #RPTSMCR01) and the Summary of Charges report (more on this report: #RPTSOCR01).Note: If you have multiple Analysis Codes all sharing the same Sort Order, the name of the Analysis Code with this option enabled will appear as the column header on the Banking Report.
    • Taxable sets the item as being taxable.
    • You can also set the item to automatically bill (at the Default sell amount) upon Move In, or Move Out. For example: This is handy for billing a per-Agreement Deposit upon move in, or a cleaning fee upon move out.
    • Enable Available for Sales Promotions use to be able to use this Analysis Code as part of a promotion of some kind (more on this: #SYSSETPROMO01).
    • Show code lets you specify under which monetary circumstances this Analysis Code can be used - such as for Credits, or for Charges or for both. The subset of this option, In these places, lets you select where the Analysis Code can be used - such as on Agreements only, Cash Sales only, Reservations only etc.
    • KeyStats category lets you set which category the item will appear under, on your key statistics report (about this report: #RPTKSR01).
    • Analysis category lets you set which sub-category to sort the item in. For example, you may have many types of boxes and cardboard dividers for sale - so rather than have them appear in a long list amongst other merchandise items, you can create an analysis Category called "Cardboard items" and organise them all within that subcategory (more on Types & Categories: #TPCTWITC01).
    • In the Special Options section, you can select whether the Analysis Code is attached to certain things (see example below) - however, you generally would leave this set as blank (unless otherwise advised). For example: One of the special options allows you to use the current Analysis Code as the default for any bounced cheque's (aka returned cheque's / returned checks). If set, StorMan will use the current code (and any attached fee) when dealing with a cheque that has bounced. Read more: #CUSDWBCS01.
    • Edit Groups lets you set which user groups (more on this: #USRGRPABT01) can use the Analysis Code.
    • In the Analysis Code Setup section, you can set the Default sell amount (self explanatory), Minimum sell amount (the lowest at which StorMan will let your staff sell the item for) and Maximum sell amount (the highest at which StorMan will let your staff sell the item for), for the Analysis Code. Credit percentage is used to set the default credit amount (as a percentage) when crediting the item back from your Customers (such as with #IVTIBB01, or when adding a credit for the item in question). For example: You sell boxes at $2 each. However you buy them back (i.e. issue a credit for them) at $1.50. Therefore you would set the default credit percentage to be 75% so the operator doesn't have to manually edit it each time. You can also enter a Standard cost price for the item. In other worse, the price you pay when you purchase an item from your supplier. Customers do not see this, but it is used on profit & loss reports, and also when you add inventory item quantities into your system (more on this: #IVTAIQ01). Note: StorMan has a built-in FIFO (first in, first out) system, which is useful when your supplier changes their pricing. More info: #IVTFIFO01. Note: FIFO tracking only works when the 'Cost price' field on this screen is left blank... but don't worry, you can enter a cost price at the time when you add the actual item quantities to your inventory. For details on adding item quantities to your inventory: #IVTAIQ01.
    • In the Stock Control Settings section, you can set whether the item is available for sale online via our API's (more on these: #OLSAPI01). You can also enable / disable stock control for the Analysis Code item, and set whether or not inventory for the item is recorded in whole numbers (uncheck this option if you sell this item in less than whole numbers - for example, water or fuel - which is sold in parts - such as "1.25 litres", etc). Within this section, you can also set an alert level and view the current quantity on hand - which comes from your current stock level for the item, as per the Inventory Item Enquiry screen (more on Inventory item inquiry: #IVTIII01). The alert level, when reached, will automatically alert you that you need to order more of this item from your supplier (this alert will appear within your Calendar Notes section on your StorMan Pro Dashboard (more on this section of the Dashboard: #DBDCALS01).
  2. Once setup, click OK then Done.

Video (for adding a CHARGE Analysis Code):

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How do I add (or edit) a RECEIPT Analysis Codes?

  1. After following the instructions at the top of this page, change the dropdown (at the bottom) from Charges to Receipts.
  2. Click Add New Code to add a new Receipt Analysis Code. The screen for adding a new Receipt Analysis Code will appear, as shown below...Adding/Editing a Receipt Analysis Code
    • Analysis code is used for setting the code for the Analysis Code. This code generally begins with your business's 5-character facility code (this is not your 5-digit site code). For example: 'SSCTY' and then two letters for your Analysis Code - for example, CH for Cheque, etc. Note: Some Analysis Codes are reserved; for more info: #ANLRAC01.
    • Code is inactive, if checked, will not allow the code to be used (as it's set to inactive).
    • Sort order is used to sort where the item appears within lists of items (it sets how the item is sorted). Note: Some sort orders are reserved; for more info: #ANLRAC01. Note: The sort order can have an effect on where the receipt appears on certain reports. More info: #ANLRAC01.
    • Banking Analysis is used to reference a code that you've setup under the Accounting menu, then GL Receipts. This field is used for an export to a supported accounting software package (more on this: #ACTSAP01).
    • Use this code as a header for report columns will use the selected Analysis Code name as a header on the Banking report (more on this report: #BNKBPR01), Cash Received Analysis report (more on this report: #RPTCRAR01), Summary of Cash Received report (more on this report: #RPTSMCR01) and the Summary of Charges report (more on this report: #RPTSOCR01).Note: If you have multiple Analysis Codes all sharing the same Sort Order, the name of the Analysis Code with this option enabled will appear as the column header on the Banking Report.
    • Set Banked Date to Today, when selected, will automatically set the Date Banked field for the Transaction, to today (ie. the day it was taken). If you leave this setting disabled, then the transaction's Date Banked field will be set whenever you run - and finalise - the Banking Report.
    • Include in Banking Report Deposit, when selected, will include the value of any Receipts (that are assigned to this Analysis Code) in the Deposit total on the Banking Report. Note: The Deposit total field is generally used to help you work out how much money you are taking to the bank branch when you run the Baking Report. As such, you should generally not enable this setting for any Receipt Analysis Codes that relate to electronic transactions such as Credit Cards or Online Payments, etc - as these types of payments do not need to be taking "to the bank branch" (since they're electronic).
    • Don't Export to Accounting Package, when selected, will not export any income or details (relating to this Analysis Code) to your supported third-party accounting package. More on this: #ACTSAP01.
    • Don't show on Banking Report, when selected, will not show this Analysis Code (or any income derived from it) on the Banking Report. More on this report: #BNKBPR01.
    • The Show code dropdown is used to set where this Analysis Code appears and thus, where is can be used.
    • In the Special Options section, you can select whether the Analysis Code should be the default for certain things (such as certain payment types).
    • Edit Groups lets you set which user groups (more on this: #USRGRPABT01) can use the Analysis Code.
    • Edit Surcharge ...this feature is coming soon.
  3. Once setup, click OK then Done.

 

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