A reason code is a code that users can select to record the reason for a change, such as a write-down adjustment or payment reversal.
You can create reason codes that are specific to your organization. Users must select reason codes only if the parameters for a module are set up to require them. For more information, see Set up reason codes for financial modules.
After you have created reason codes, you can select reasons for transactions or other entries in the following forms.
|
Module |
Forms |
|---|---|
|
General ledger |
form form form periodic form |
|
Fixed assets |
journal journal form form |
|
Accounts receivable |
form form form |
|
Bank |
form form |
|
Accounts payable |
form journal journal |
After a reason code has been entered, you can view it by using a journal form or history form. For more information, see View financial reason codes.
Reason
comments
You can enter a reason comment in the same forms where you can select reason codes. Reason comments are optional. Although you can set up default reason comments for each reason code, no setup is required.
If you select a reason code for a transaction, the default comment that is set up in the form is displayed in the field. You can change the default reason comment. If you type a reason comment first and then select a reason code, the reason comment that you typed is not replaced.
Fixed
assets
In Fixed assets, you can require reason codes when specific asset transaction types are entered in journals, or you can require reason codes when the , , , or fields are modified in the or forms.
If you require a reason when one of the field values changes, a form appears when you save, and you must enter a reason before you can close the or form.
Example
A vehicle accident caused the value of a vehicle to decrease from 20,000 to 15,000. You enter a write down adjustment for 5,000 in the journal form, and you select VECLas the reason code in the transaction line.
You then open the value model for the vehicle and reduce the service life by one year, reduce the depreciation periods by one period, and reduce the expected scrap value by 5,000. Because Fixed assets is set up to require a reason code for changes to these fields, you are prompted to select a reason in the form when you press CTRL+S to save the value model. You select VEHACDTand click OK. You then open the depreciation book for the vehicle and modify the same fields as for the value model, and you select the VECLreason code when prompted for a reason.
Accounts
receivable
In Accounts receivable, you can set up parameters to require reason codes when transactions are reversed or canceled, or when return orders are posted. You can then view historical reasons in the and forms.
Both financial reason codes and return reason codes are used in Accounts receivable. You set up financial reason codes in either the form in Basic or in the form in Accounts receivable, and you can use them with free text invoices, reversals, and cancellations. You set up return reason codes in the form, and you can use them with return orders.
