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Reason Codes

Configure reason codes in Point of Sale (POS) to track the reasons behind actions, such as discounts or inventory adjustments.

  • Modern POS App build: 5.5.2 and later

  • Platform Support: iPhone & iPad

  • Offline Support: partial with limitations

    • If an offline session is initiated as part of the user's login itself, the configured reason won’t be provided.

    • Any offline session initiated after login provides the configured reason codes.

  • Technical Prerequisites: not applicable

POS allows store associates to enter or select the reasons corresponding to their actions while performing transactions. This article outlines the required configurations to set up these reason codes, as well as lists the use cases that use these reason codes.

Viewing Reason Codes

  1. In CMS, go to Store Management > Reason Codes.
  2. The modules page shows all the existing reason codes. ‌Select any of these to view, create, update, or delete the reason codes of that reason code type.
  3. (Optional) Use the ALL tab to manually filter the reason codes instead.

Creating Reason Codes

  1. Select Create, located on the top right of the web page.
  2. Fill out the configuration fields:
    1. Reason Code Type—Select the type of Reason Code.
    2. Reason Code—Enter a name that identifies the Reason Code.
    3. Display Text: Additional Text Input Allowed—Users usually select this checkbox if the display text is 'Other'.
    4. Default Value: Provide a default discount percentage corresponding to the reason code.
    5. Default Value Editable: If selected, the CMS specified default value can be changed from the app while performing the transaction.
  3. Select Save.
Note
Note You can edit an existing Reason Code by clicking on the pencil icon to the right of it. The Reason Code Type and Reason Code aren't modifiable values. To change these values, you'll need to delete them and create a new one.

Reason Code Types

Store Level

  • Corp Cancellation

Transaction Level

  • Transaction Level Discount

  • Item Level Discount

  • Return

  • Pay In

  • Void Cart

  • Price Correction

Note
Note For app builds 9.0.1 and greater, the Price Correction Reason Code is recorded not only in the Electronic Journal but also in the TLog. It includes the existing price and the corrected price. This is supported both online and offline.

Inventory

  • Excludes From Cycle Count

  • Inventory Adjustment

  • Shipment Inventory Mismatch

  • No Sale

Cash Management

  • Cash Register Variance Reasons

  • Cash Out

  • Bank Deposit Variance

  • Safe Float Update

  • Cash Register Float Update

  • Expense Update

  • Miscellaneous Expense 1 Update

  • Miscellaneous Expense 2 Update

  • Return Price Correction

Note
Note For app builds 9.1.2 and greater, the Return Price Correction Reason Code is recorded in the Electronic Journal as "Return Price Correction". It is recorded in the TLog and API Connector. It includes the price correction, before and after price, and any reason text.

Additional Information

Store associates can select the preconfigured reason codes while performing any of the below transactions. The reason codes are preconfigured in CMS. For more information, refer to Enable App Settings.

  • Transaction level discount

  • Item level discount

  • Till reconciliation

  • Cash-out

  • Inventory adjustment

  • Excluding item from cycle count

Salient Features of Reason Codes

  • Support both reason code and reason text. The code can be used during backend processing, while the text can be used as a display string in reporting.

  • Support of default values.

    • Default values can be configured for reason codes and applied as a percentage discount.

    • For example, a percentage discount of 30% can be configured through the reason code itself by providing a default value of 30%.

    • The default value is limited to reason codes corresponding to a percentage discount.

  • POSLog export provides both reason code and reason text.