Reason codes (CS211000)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

In this window, you can configure the reason codes for use in other workspaces of the system.
A reason code is used to provide a reason for the transaction, as well as to set an offset account and a subaccount to be used for the General ledger transaction. It can be used with direct inventory transactions to provide this information.

For each reason code, you specify which inventory transaction it should be used with. Based on this, the reason code can then be selected for the specific type of transaction.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

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

Field Description
Reason code The ID of the reason code.
You can use an alphanumeric string of up to 10 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 the Inventory workspace.
    The Combine sub. from, Account and Subaccount fields are disabled for this option.
  • Credit write-off
    This code is used in the Customer ledger workspace.
    The rule governing how to combine subaccounts on issues is specified in Combine sub. from.
  • Balance write-off
    This code is used in the Customer ledger workspace.
    The rule governing how to combine subaccounts on issues is specified in Combine sub. from.

  • Supplier write-off
    This code is used in the Supplier ledger for automatic write-offs of small remaining balances.

    The rule governing how to combine subaccounts on issues is specified in Combine sub. from.

  • Issue
    This code is used in the Inventory workspace.
    The reason code will be used for issue documents.
    The rule governing how to combine subaccounts on issues is specified in Combine sub. from.
  • Receipt
    This code is used in the Inventory workspace.
    The reason code will be used for receipts.
    The rule governing how to combine subaccounts on receipts may be specified in Combine sub. from.
  • Adjustment
    This code is used in the Inventory workspace.
    The reason code will be used for adjustments.
    The rule governing how to combine subaccounts on adjustments may be specified in Combine sub. from.
  • Transfer - This code is used in the Inventory workspace.
    The reason code will be used for inventory transfers.
    The rule governing how to combine subaccounts on transfers may be specified in Combine sub. from.
  • Disassembly
    This code is used in the Inventory workspace.
    The reason code will be used in accounting for kits.
    The rule governing how to combine subaccounts on disassembly may be specified in Combine sub. from.

Combine sub. from

The field is not available for reason codes with the Sales usage option.

The adjustable subaccount mask that defines the rule of composing a default 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 Usage field value:

  • Credit write-off, Supplier write-off, and Balance write-off:
    • R - From a subaccount associated with the reason code
    • L - From a subaccount associated with the customer location
      This field is only displayed if the Account locations functionality in the Enable/disable functionalities (CS100000) window is enabled.
    • C - From a subaccount associated with the branch summary
    • S - From a subaccount associated with the salesperson
  • Issue, Receipt, Adjustment, Transfer, and Disassembly:
    • R - From a subaccount associated with the reason code
    • I - From a subaccount associated with the stocky item
    • P - From a subaccount associated with the posting class
    • W - From a subaccount associated with the warehouse
      This field is only displayed if the Multiple warehouses functionality in the Enable/disable functionalities (CS100000) window is enabled.

The letter designating the option will be repeated as many times as there are characters in the segment.

Account

The general ledger account to be updated by the transaction amount for transactions marked by the reason code. Cash accounts cannot be used for any of the write-off types in the Usage field.

For issues, this account will override the COGS account.

The field is not available for reason codes with the Sales usage option.

Subaccount

The corresponding subaccount to be used with the reason code.

This account is used for reason codes to be used in inventory.

The field is not available for reason codes with the Sales usage option.
Sales account The sales account to be updated by the transaction amount. The field is available for reason codes with the Sales and Issue usage options.
Sales sub. The corresponding subaccount to be used with the reason code. The field is available for reason codes with the Sales and Issue usage options.

Parent topic:
Inventory windows - overview

Related concepts

About suggested sales accounts

About reason codes: definition and usage

Related tasks

Create reason codes for write-offs

Create reason codes

Add a reason code