Reason Codes

Form ID: (CS211000)

On this form, you can configure reason codes, which are used to specify why transactions of particular types were performed and to provide the appropriate accounts to be updated with the transaction amounts. If the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form, reason codes also provide the subaccounts for transactions.

For more information on the accounts (and subaccounts) used for inventory transactions, see Reason Code Creation: General Information and Posting Class Creation: General Information.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Form Elements

These elements can be used to define a new code or to edit an existing code.

Element Description
Reason Code The identifier of the reason code; you can use an alphanumeric string of up to 20 characters.
Description A description of the reason code.
Usage An option indicating where this code can be used. The following options are available:
  • Sales: This code is used in sales documents. If you select this option, the Combine Sub from box is not available on this form.

    This option is available only if the Inventory and Order Management group of features is enabled in your system on the Enable/Disable Features (CS100000) form.

  • Credit Write-Off: This code is used in accounts receivable documents. The rule defining how to combine subaccounts is specified in the Combine Sub from box.
  • Balance Write-Off: This code is used in accounts receivable documents. The rule defining how to combine subaccounts is specified in the Combine Sub from box.
  • Issue: This code is used in inventory issue transactions. The rule defining how to combine subaccounts on issues is specified in the Combine Sub from box.

    This option is available only if the Inventory feature is enabled on the Enable/Disable Features form.

  • Receipt: This code is used in inventory receipt transactions. The rule defining how to combine subaccounts on receipts may be specified in the Combine Sub from box.

    This option is available only if the Inventory feature is enabled on the Enable/Disable Features form.

  • Adjustment: This code is used in the inventory adjustment transactions. The rule defining how to combine subaccounts on adjustments may be specified in the Combine Sub from box.

    This option is available only if the Inventory feature is enabled on the Enable/Disable Features form.

  • Transfer: This code is used in inventory transfer transactions.
  • Assembly/Disassembly: This code is used in inventory transactions with kits. The rule defining how to combine subaccounts may be specified in the Combine Sub from box.

    This option is available only if the Kit Assembly feature is enabled on the Enable/Disable Features form.

  • Vendor Return: This code is used in purchase returns.
  • Production: This code is used in production management. The reason code is required for reporting scrap in labor and move transactions and optional for WIP adjustment.

    This option is displayed only if the Manufacturing feature is enabled on the Enable/Disable Features form.
Combine Sub from The adjustable subaccount mask that defines the rule of composing an offset subaccount for specific types of documents on data entry forms. For each segment, point to a segment and press F3 to open the list of options. The available mask options depend on the option selected in the Usage box:
  • Credit Write-Off and Balance Write-Off:
    • R: From a subaccount associated with the reason code and specified in the Subaccount box on this form.
    • L: From a subaccount associated with the customer location..

      This option is available only if the Business Account Locations feature is enabled on the Enable/Disable Features form.

    • C: From a subaccount associated with the branch.
    • S: From a subaccount associated with the salesperson.
  • Issue, Receipt, Adjustment, Disassembly, and Production:
    • R: From a subaccount associated with the reason code and specified in the Subaccount box on this form.
    • I: From a subaccount associated with the inventory item and specified in the Reason Code Sub. box on the GL Accounts tab of the Stock Items form.
    • P: From subaccount associated with the posting class and specified in the Reason Code Sub. box on the GL Accounts tab of the Posting Classes form.
    • W: From a subaccount associated with the warehouse and specified in the Reason Code Sub. box on the GL Accounts tab of the Warehouses form.

      This option is available only if the Multiple Warehouses feature is enabled on the Enable/Disable Features form.

This box appears only if the Subaccounts feature is enabled on the Enable/Disable Features form. The box does not appear for reason codes with the Sales, Transfer or Vendor Return usage option.

Note that the letter designating the option is repeated as many times as there are characters in the segment. For details, see Combined Subaccounts: General Information.
Account

The General Ledger account to be used as an offset account for transactions with the reason code.

For reason codes to be used for issues, this offset account may be of the Liability, or Expense, or Asset types. This account will be used instead of the COGS account.

For reason codes to be used with receipts, this offset account may be of the Asset, Income, or Liability type.

The account specified in this box for a reason code of the Transfer type is not used in inventory transfer transactions with this reason code specified. The account specified in the In-Transit Account box on the Inventory Preferences (IN101000) form is used instead.

This box does not appear for reason codes with the Sales or Vendor Return usage option.
Subaccount The subaccount associated with the reason code; used as one of sources for generating offset subaccount to be used for transactions with this reason code.

The subaccount specified in this box for a reason code of the Transfer type is not used in inventory transfer transactions with this reason code specified. The account specified in the In-Transit Sub. box on the Inventory Preferences (IN101000) form is used instead.

This box appears only if the Subaccounts feature is enabled on the Enable/Disable Features form. This box does not appear for reason codes with the Sales or Vendor Return usage option.
Sales Account The sales account to be updated by the transaction amount.

The box appears for reason codes with the Sales, Issue, and Vendor Return usage options.
Sales Sub. The corresponding sales subaccount to be used for transactions with the reason code.

This box appears only if the Subaccounts feature is enabled on the Enable/Disable Features form. The box appears for reason codes with the Sales, Issue, and Vendor Return usage options.