Definition of analytical distribution

To track and analyze costs and profitability, it is essential to structure and organize information according to analytical axes.

In our example, we will distribute sales by department and by region.

To do this, analytical management must be enabled by checking the corresponding box in: Settings > Plug-ins and option selection, [[Accounting]].

Then click [[Save]].

Analytical axes and codes

Next, it is necessary to define the analytical axes via: Accounting > Basic files > Analytical chart of accounts > Analytical axes. Here you can create the axes and associate the different values corresponding to the available analytical codes.

The analytical code formula allows you to dynamically assign the analytical code during allocations. It is automatically applied in the allocation lines. See Dynamic analytical code.

Next, it is necessary to define an analytical distribution, which will be used on documents such as invoices and will determine the breakdown by axis. To do this, go to: Accounting > Basic files > Analytical chart of accounts > Analytical distributions. For example, you can define a method of distribution for invoices.

Analytical distribution lines that contain neither an analytical code nor a formula are highlighted in yellow. This makes it easier to identify incomplete lines, especially after importing a list of analytical distribution from an Excel file or any other import file.

Note

Multi-axis distribution

It is possible to define a distribution that includes repeated axes with different analytical codes. However, the total distribution for each axis must always equal 100%.

Dynamic analytical code

In a distribution, it is possible not to fix the value of the analytical code and to make it dynamic, so that the code differs depending on each situation.

To do this, simply leave the analytical code empty and define a formula that will automatically determine the analytical code depending on the case.

In our example, the distribution will be used for invoices, so the formula must depend on the information available in the invoice.

Here, we want the analytical code to be :

• D2 Marketing if the salesperson on the invoice belongs to the Marketing team,

• D1 Commercial otherwise.

The analytical code will be automatically calculated when the invoice is created.

Analytical distribution by account

It is also possible to directly assign an analytical distribution to accounts (expense or income accounts).

As a result, documents and amounts related to these accounts will be automatically allocated according to the analytical distribution defined for each account.

To proceed, go to: Accounting > Basic files > General chart of accounts, open the record of the relevant account, then assign it an analytical distribution.

It is also possible to assign an analytical code to an account, but it is not possible to use both an analytical code and an analytical distribution at the same time.