Background: Reason Codes Maintenance

Use the Reason Codes Maintenance (TRCM) program to add, change, copy, and delete codes that are used to explain order holds, date changes, substitutions, credit and debit memos, and closed orders or projects, and can be used as criteria for posting transactions to the general ledger. The Reason type determines where the code is used: customer accounts, sales orders, bills of lading, manufacturing orders, POs, transfers, ECOs or projects.

See Road Map for work flow.

Reason codes can be used to explain many different types of actions. Make sure that you have included reasons for the commons issues that you encounter for each of these scenarios.

Explain reason for	Reason Type	Programs	Examples
Placing sales order, quotation, or shipment on manual hold or credit hold	C	Sales Order Maintenance (OE) EDI/Sales Quote Maintenance (QOE) Sales Shipment Confirmation (OC)	Customer requested Management requested Order requires review Exceeded credit limit Exceeded order limit Delinquent account Owes too much Exceeded AR limit Slow to pay
Closing a sales order or quotation	S	Sales Order Maintenance (OE) EDI/Sales Quote Maintenance (QOE)	Customer cancelled Duplicate order Order entry error
Closing a bill of lading	B	Bill of Lading Maintenance (BLM)	Entered in error Delivery problems
Closing a transfer	T	Branch Transfer Maintenance (ITM)	No longer needed
Closing an ECO	E	ECO Maintenance (ECO)	Inferior to original design Proposed change too costly
Closing a project	J	Project Maintenance (PSM)	Customer declined
Substituting an item on a sales order	S	Sales Order Maintenance (OE)	Out-of-stock Shortage
Accepting returned goods from a customer	S	RMA Maintenance (RMA)	Broken Damaged Dissatisfied Changed mind
Changing the Date promised on a sales order or quotation	S	Sales Order Maintenance (OE) EDI/Sales Quote Maintenance (QOE)	QA hold Late delivery from vendor Item out-of-stock Customer changed order
Changing the Date promised on a purchase order	P	PO Maintenance (VOE) PO Date Revision (VDR)	Purchasing requested Vendor changed Delivery problems
Changing the Due date on a manufacturing order	M	Manufacturing Order Maintenance (MIM)	Component shortage Machine unavailable Labor unavailable

Note: The ATP, STOCK and TRNER reason codes cannot be deleted.

General Ledger Posting

The Posting Criteria Maintenance (XPC) program has a memo reason code criterion for the AR, RMA RETURN, and REVENUE postings. If you select it, the program displays the order change reason codes you set up in this program. If you use memo reason codes as a posting criterion in the Posting Criteria Maintenance (XPC) program, you can post to a different account for each code.