Visma Net
About reason codes: definition and usage
Generally, transactions with items are performed when the items are purchased or sold, and respective inventory receipts or issues are generated by financial documents, such as purchase receipts and sales orders, originating in other workspaces. Because direct inventory transactions (not based on any financial documents) are not standard operations, the users should explain why the particular inventory transactions were performed. Reason codes are used with direct inventory transactions to provide the reasons for such transactions, as well as account / subaccount pairs to be used to post the transactions to general ledger.
You define reason codes in the Reason codes (CS211000) window.
For each reason code, you must specify with what inventory
transaction it will be used. You can define the reason codes for the following types
of inventory transactions:
- Receipt
- Issue / return
- Adjustment
- Transfer
Reason code account
Each reason code provides an account to be used for the transaction.
The type of the account depends on the type of transaction the reason code is associated with as well as the reason for the transaction; in most cases, it is a kind of expense account to record specific costs. For example, reason codes defined for issues are used to provide offset accounts for specific types of issues.
If the issue is made for kit assembling, the offset account is usually an expense account like material expense.
If the issue is made to remove expired goods, the offset account can be expired goods' costs. An inventory return functions similarly to an issue, with the entries reversed.
Reason code subaccount and subaccount mask
Each reason code provides a subaccount associated with it and a subaccount mask to set up the rule for creating a subaccount for transactions by combining segment values copied from the multiple subaccounts involved including the reason code's subaccount.
To create a subaccount mask for a reason code, you can choose subaccount segments from the following sources:
- I (Item):
A subaccount associated with the item - W (Warehouse):
A subaccount associated with the warehouse where the transaction is performed - P (Posting class):
A subaccount associated with the posting class - R (Reason code):
A subaccount associated with the reason code itself
Usage of reason codes in inventory
When an inventory transaction is performed directly in the Inventory workspace, the reason code defines what account will be used as an offset account and what subaccount will mark the transaction. On release of the transaction, the inventory account (coming from the stock item) and the offset account (from the reason code) will be updated with the amount of the transaction.
For each type of inventory transaction, you can select the reason code that is used most frequently and assign it as the default reason code for the transaction type. You specify the default reason codes to be used for different types of inventory transactions on the General settings tab of the Inventory preferences (IN101000) window.
You can assign default reason codes to the following inventory transactions:
- Receipts
- Issue / returns
- Adjustment
- Stocktaking adjustments
When you create one of these inventory documents, the system automatically inserts the appropriate default reason code for the type.
You can replace it with another reason code defined for the transaction type if necessary.
Sales account and sales subaccount
Reason codes can only provide a sales account and sales subaccount segment source for sales transactions that refer to a specific order type. You can set this in the Use sales account from and Combine sales sub. from fields in the Order types (SO201000) window.
