The Analysis Control form

The Analysis Control form is displayed when you select the Edit control file option from the CRM Sales Analysis Menu.

The CRM sales analysis control file is used to define the detail of the record level analysis updated in respect of companies, customers, source of business, type of business and sales executives. The sales analysis is gleaned from the nominal ledger invoice buffer, thus ensuring that:

• It is updated automatically without any further input

• It reconciles to the reported accounts

This is achieved by setting up a table of nominal ledger Departments and their respective CRM Department codes as well as a table of user-defined CRM product groups and the nominal ledger expense codes that relate to them. It is possible to map more than one nominal ledger expense code to the same three-digit product group to condense the detail of the nominal ledger analysis so far as CRM sales analysis transfer is concerned. It is not possible, however, to analyse CRM sales data which is not supported by a combination of specific nominal ledger expense codes, Departments and sale types. In addition you are asked to define the sale type analysis control level, e.g. whether the sale type is tied simply to the,is dependant on the CRM product code.

There are three tabs on the Analysis Control form:

• Departments

• Product codes

• Sales type

The Sales Type tab

Tip: This is the third tab, but it important and should be specified first.

By Department: Select the By Department radio button if the new vehicle sales department is split into two Departments to cover retail and fleet sales but the nominal ledger expense codes are then common for both sale types.

By product code: Select the By product code radio button if new vehicle sales department is a combined Department, with separate expense codes defining the difference between retail versus fleet sales.

No analysis code: Select the No analysis radio button If no sale type analysis was required at all.

The Departments tab

Warning: Great care should be exercised when keying in the nominal ledger Departments, as these are not validated against the nominal ledger Department file, unlike the CRM Department which can be searched for using the search facility. Likewise, the sale type is not checked against a valid table, nor against the sale-type-analysis-level parameter, as to whether the entry of sale types is necessary here.

The Departments tab allows you to build up the table of nominal ledger Departments and the appropriate CRM codes.

There are three columns in the table across the tab:

1. NL - which shows the NL Department (for the nominal ledger codes).

2. CRM - which shows the CRM Department.
3. Type - which shows the sale type.

From here you can edit any of the existing entries by double clicking on the line. This displays a Department form where the entries may be amended.

Note: If the sale type is being analysed at a product group level (the By product code radio button in the Sales type tab is set) then the Type column should be left blank.

The Product Codes tab

Warning: Once again extreme caution should be exercised in editing this table as none of the nominal ledger expense codes, sale types or Departments are validated.

The Product codes tab allows you to build up a table of user defined product groups, the associated nominal ledger expense codes and sale types which update them and the CRM Department codes for which they are valid.

The product code is a three-digit user defined mnemonic and to assist in the subsequent display of the sales analysis data a thirty-character description can be attached.

There are six columns across the table:

1. Description - for you defined thirty-character narrative.
2. Product - for you defined three-digit mnemonic product code.
3. Sales - for the equivalent nominal ledger sale expense code.
4. Discount - for the equivalent nominal ledger discount expense code.
5. COS - for the equivalent nominal ledger cost-of-sale expense code.
6. CC - for the relevant Department.

From here you can edit any of the existing entries by double clicking on the line. This displays a Product Codes form where the entries may be amended.

Note: If the sale type is being analysed at a Department level (the By Department radio button in the Sales type tab is set) then the sale type column should be left blank.

The Department code entered in this table will be used to filter the possible products codes displayed in the look-up window when displaying sales analysis within a given department.

BUTTONS:

OK: Save any changes that you have made in the Analysis Control form and return to the CRM sales analysis menu.

Cancel: Cancel any changes that you have made in the Analysis Control form and return to the CRM sales analysis menu.

Help: Displays help on the application in the default company browser.

New entry: Enter a new line in the table you are editing.