Income/Expenditure analysis

Arbor Finance lets you define analysis codes for income and expenditure transactions. You can use Sort Keys to group different analysis codes for reporting.

Analysis codes may be based on the reporting requirements of Local Authorities or other parent bodies, so the coding structure may be part of a larger accounting structure. If so, you should seek appropriate advice before making any changes.

Each analysis code is flagged either to income or to expenditure. This keeps income and expenditure separate in your primary accounting records, in accordance with accounting convention.

From the Records menu choose the Analysis records area and click the Income/Expenditure analysis tab. Here you can:

• Find and view analysis codes
• Set default values for analysis records
• Create an analysis code
• Edit an analysis code
• Delete an analysis code
• View a breakdown of the details
• Link an analysis code to a budget heading or budget account

To find and view analysis codes

1. From the Records menu choose Analysis records.
   The Analysis records window is displayed, with the Income/Expenditure analysis tab selected. Under Income/Expenditure entries, the available analysis codes are listed.
   
   
2. To find the analysis code you want, either:
   • Scroll through the list.
   • In the Quick search box enter all or part of the Code, Description or Type and click Find.
     If you enter at least two characters, Arbor Finance will auto search after a second or two.
   • For more precise searches including Sort Key or Status (Active/Inactive), click Advanced.
     Enter the search criteria you want to use and click Search.
     (In a multiple search you can remove individual criteria by clicking , and reset the search by clicking Clear.
     
3. Click on the code you want, to select it.
   Information for this analysis code is displayed in the right panes, under Definition and Details.
4. To view the underlying information for a listed value (e.g. Turnover period to date), click its icon for a drilldown report.

To set default values for analysis codes

For efficient data entry and consistency, you can specify default Type and Sort Key values for any new analysis codes that you create in the future. (You will be able to overwrite the defaults if they don't apply to a particular new code.)

1. On the Income/Expenditure analysis tab of the Analysis records window, click Defaults .
   The Analysis defaults window is displayed.
   
2. Add or edit any default values you want to apply:
   • For Type, you can choose Income or Expenditure.
   • You can also enter a default Sort Key for new analyses.
3. Click Save (or Cancel).

You can use Defaults to change these values at any time.

To create an analysis code

1. On the Income/Expenditure entries tab of the Analysis Records window, click (Add a new record).
2. In the right-hand pane under Definition, enter details for the new analysis. Fields marked with an asterisk * are mandatory.
   
   • Enter a unique Analysis code. Up to 12 characters can be entered; all letters are in upper case.
   • Use the Type drop-down to choose either Income or Expenditure.
   • Enter a Description for this analysis.
   • Enter a Sort key if required. This is used to sort the codes for reporting.
   • Choose the Status of this account – Active or Inactive.
   • To associate a Report Link with this analysis code, enter the reporting code number for the link you want and click .
     If several matches are displayed, select the one you want.
     (You can view the complete list of links by leaving this field blank and just clicking )
     If no matching link is found, you can click Create new code and enter the required details (see Analysis reporting links).
     
   • If you want to make this the default analysis code for any new income/expenditure transactions, choose Yes in the Default analysis for income/expenditure box.
     Only do this if there is one analysis code that you use more than all the others.
   • Link your Analysis code to a Budget Account. This means that you can ensure that the right analysis codes are used with budget accounts.
     See Linking Analysis codes to Budget accounts for more detail.
3. Click Save (or Cancel).

To edit an analysis code

1. On the Income/Expenditure entries tab of the Analysis records window, select the required code and click Edit.
   The editable fields are shown in green type.
   
2. Make any changes you require to the Definition fields.
3. Click Save (or Cancel).

To delete an analysis code

1. On the Income/Expenditure entries tab of the Analysis records window, select the analysis code you want to delete from the left-hand list.
2. Click Delete and then Yes to confirm.

You cannot delete an analysis code until it has been unused for a full financial year, i.e. two Year Ends have been run.

To view a breakdown of the details

1. On the Income/Expenditure entries tab of the Analysis records window, select the required entry.
2. Under Details, click the Drill down icon  to view a breakdown of your chosen detail.
3. A report is opened in the Report viewer, from where it can be printed or exported.