Sales and Purchasing Reason Codes
Shared setup and usage of reason codes across sales and purchasing.
There has always been confusion about the differences between the different number of Reason Codes in the system. Functionality does overlap so we'd recommend understanding the options and choosing the most appropriate code for the job.
Reason Codes exist on document headers and relate to the document as a whole. They are used to help explain why the document was created and posted. They are designed to help identify financial postings and entries.
Return Reason Codes relate to line details on documents and, most obviously, are added to stock return type documents / journal lines to help with auditing and reporting.
Sales Line Reason Code, as the name suggests they are added to item lines on sales documents. They are used to help explain why a sales line has been created and can also be used to confirm that a line can be sold at zero price.
For other features against these fields see:
Reason Code
Use reason codes to help find and filter posted financial entries, i.e. at the end of the month you want to see how many Posted Credit Memos you have posted by type. Reason Code can be edited on these pages:
Documents
Sales Invoice
Sales Credit Memo
Sales Journal
Purchase Invoice
Purchase Credit Memo
Purchase Journal
General Journal
General Journal Batch
Journals (Item based)
Item Journal
Item Journal Batch
Physical Inventory Journal
Recurring Item Journal
Item Reclass. Journal
Standard Item Journal
Reason Code is available on the following posted entry pages for information:
General Ledger Entries
Vendor Ledger Entries
Detailed Vendor Ledger Entries
Phy. Inventory Ledger Entries
Value Entries
Customer Ledger Entries
Detailed Customer Ledger Entries
Return Reason Code
Return Reason Codes are typically used on sales return documents and to report on miscellaneous Item Journal positive and negative adjustments, i.e. breakages, mis-pick corrections.
Return Reason Code also have additional functionality directly related to managing stock returns into the business on Sales Return Orders, see Return Reasons and Stock Write-off
Return Reason Code can be edited on these pages' subform:
Documents
Sale Order
Sales Invoice
Sales Return Order
Sales Credit Memo
Purchase Order
Purchase Invoice
Purchase Return Order
Return Reason Code is available on the following posted pages for information:
Documents
Open Sales Lines
Posted Sales Shipment subform
Posted Sales Invoice subform
Posted Sales Credit Memo subform
Posted Return Receipt subform
Posted Sales Shipment Lines
Posted Sales Invoice Lines
Posted Sales Credit Memo Lines
Posted Purchase Receipt subform
Posted Purchase Invoice subform
Posted Purchase Cr. Memo subform
Posted Return Shipment subform
Entries
Item Ledger Entries
Value Entries
Sales Line Reason Code
Use Sales Line Reason Codes to report on individual document lines and miscellaneous Item Journal postings. For example, an alternative item is delivered, a zero price is confirmed, an item is sold as part of a bigger campaign/promotion, mis-pick corrections.
Sales Line Reason Codes have additional functionality, they can also be used to provide user confirmation that a sales line has a zero price. See Checking Zero priced sales lines
Sales Line Reason Code can be edited on these pages' subform:
Documents
Sale Order
Sales Invoice
Sales Return Order
Sales Credit Memo
Sales Quote
Sales Line Reason Code is available on the following pages for information:
Documents
Open Sales Lines
Posted Sales Shipment subform
Posted Sales Invoice subform
Posted Sales Credit Memo subform
Posted Return Receipt subform
Posted Sales Shipment Lines
Posted Sales Invoice Lines
Posted Sales Credit Memo Lines
Entries
Item Ledger Entries (where Entry Type = Sales)
Note
Use the Item Ledger Entry page in Analysis mode to report on the number of 'Sales' lines in a month by Sales Document Line Reason Code.
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