Reason Codes Mandatory Overview

Purpose of this document

The purpose of this document is to illustrate the functionality available in Ceres to require a valid Reason Code to be entered on designated transactions.

Ceres Object release 6.00.00 is required for the functionality described in this document.

TABLE OF CONTENTS

• Overview
• Setup
  • Item Journals Setup
  • Agencies & Receivables Setup
  • Purchases & Payables Setup
• Examples of functionality
  • Item Journals
  • Purchase Credit Memo
  • Agency Return Order

Overview

The purpose of this document is to illustrate the functionality available in Ceres to require a valid Reason Code to be entered on designated transactions. The functionality is optional and can be set via a setup parameter within Ceres. The functionality is applicable to all users/logins. The primary functional areas affected are:

Item Journals (all types, by batch).

Return Orders (all types).

Credit Memos (all types).

Setup

There are three setup parameters, one each for Item journals, Agency Return order/credit memos and Purchase Return orders/credit memos. The setting for agency and purchase documents are controlled by a parameter on the setup form for those functional areas. Item journal setup is accomplished on a batch basis where you can determine which batch types require reason codes and allow certain batches to allow reason codes to be optional.

Item Journals Setup

1. Item Journal Templates can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Item Journal Templates” in “Tell me what you want to do” then selecting “Item Journal Templates” from the results in the Go to Pages and Tasks section OR by selecting the “Item Journal Templates” menu action (if present) from your Role Center home page.

2. From the Item Journal Template Lists, select Edit List.

3. On the Edit – Journal Templates List, select which templates will require a reason code by checking the box Reason Code Mandatory on the applicable template lines. You may also specify on this template a default Reason Code if desired.

Agencies & Receivables Setup

1. To enable Reason Mandatory for Agency related transactions, go to the Agencies & Receivables Setup. Agencies & Receivables Setup can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Agencies & Receivables Setup” in “Tell me what you want to do” then selecting “Agencies & Receivables Setup” from the results in the Go to Pages and Tasks section OR by selecting the “Agencies & Receivables Setup” menu action (if present) from your Role Center home page.

2. Locate the Reason Code Mandatory field on the General FastTab and set it accordingly.

Purchases & Payables Setup

1. To enable Reason Mandatory for Vendor related transactions, go to the Purchases & Payables Setup. Purchases & Payables Setup can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Purchases & Payables Setup” in “Tell me what you want to do” then selecting “Purchases & Payables Setup” from the results in the Go to Pages and Tasks section OR by selecting the “Purchases & Payables Setup” menu action (if present) from your Role Center home page.

2. Locate the Reason Code Mandatory field on the General FastTab and set it accordingly.

Examples of functionality

These are just some examples of the various documents that are affected by this functionality. This document is not intended to replace documents related to the processing of the individual processes shown here.

Item Journals

When attempting to process item journals, the reason code mandatory flag will be checked for the item journal template used and the user will be required to enter a valid reason code to process the transactions. Failure to enter a valid reason code will result in the inability to post the transaction and an error message like the one displayed here:

Entry of a valid reason code will allow the transaction to continue.

Purchase Credit Memo

Attempting to post a purchase credit memo without a reason code specified in the header with the purchase parameter set to required, it will result in the following error.

Agency Return Order

Attempting to post an agency return order without a reason code specified in the header with the agency parameter set to require it will result in the following error.