Establishing Cancel Reason Codes (WCNR)
Purpose: Use the Cancel Reason Code screens to create and maintain reason codes for item, order, or quote cancellations. You must establish at least one cancel reason code, because order maintenance requires that you enter a cancel reason code when you cancel an order or quote or reduce the quantity ordered. Additionally, the system uses cancel reason codes for automatic backorder cancellations, such as the cancellation of:
• the balance of an order after its first shipment
• backordered items after a specified number of days
• an item from all orders that contain the item (for example, soldout items)
Updates: When you cancel an entire order and enter a cancel reason code, the system assigns the reason code to each open (unshipped) item on the order.
The Cancel Reason table stores history on cancellations by offer, and the system writes transactions to the Order History table whenever you perform a cancellation.
The system also writes cancel reason information to the Refund table for prepaid orders. Prepaid orders include orders paid by check, coupon, cash, or credit.
Prevent refund? You might designate whether to generate refunds for a cancel reason code, such as when you cancel fraudulent orders. When you use a cancel reason code flagged to prevent a refund, the refund record is still generated, but in a Cancel Pending status. The next time you use Processing Refunds (MREF), the refund is canceled.
Reduce demand? If the cancel reason code is not flagged to reduce demand, and you cancel all items on the order, the order status is set to Canceled; otherwise, if the cancel reason code is flagged to reduce demand, or any items have shipped, the order status is set to Closed.
In this topic:
• Work with Cancel Reason Codes Screen
• Display Reason/Offer Screen (Cancel Reason History)
Work with Cancel Reason Codes Screen
How to display this screen: Enter WCNR in the Fast path field or select Work with Cancel Reasons from a menu.
Field |
Description |
Rsn (Cancel reason) |
Represents a reason for canceling an order or item. Numeric, 2 positions; optional. |
Description |
The description associated with the cancel reason code. Alphanumeric, 30 positions; optional. |
Refund |
Controls whether a refund will be generated for orders or quantities canceled with the cancel reason code. Valid values are: • Generate Refund with Release Status = Generate a refund. • Generate Refund with Hold Status (default) or blank = Generate a refund, but place it on hold (however, if the Process A/R Credits Immediately (E80) system control value is selected, accounts receivable refunds process automatically.) • Do Not Generate a Refund = The refund record is still generated, but in a Cancel Pending status. The next time you use Processing Refunds (MREF), the refund is canceled. • Optional. |
Indicates whether the system decreases demand figures for cancellations using this cancel reason code. Demand represents the quantity ordered (but not necessarily shipped). Valid values are: • Yes = Reduce demand by the quantity canceled. The line status and order status is set to Closed. • No or blank = Do not reduce demand. The line status is set to Canceled. If you cancel all the items on the order with a cancel reason flagged not to reduce demand, the order status is set to Canceled; otherwise, it is set to Closed. Optional. |
Screen Option |
Procedure |
Create a cancel reason code |
Select Create to advance to the Create Cancel Reason Screen. |
Change a cancel reason code |
Select Change for a cancel reason to advance to the Change Cancel Reason screen. See Create Cancel Reason Screen for field descriptions. You can change any information on this screen except the cancel reason code. |
Delete a cancel reason code |
Select Delete for a cancel reason code. If the cancel reason code has been used to cancel one or more orders, a pop-up window indicates that history information exists and requires confirmation. The Cancel Reason History record includes information about the number and dollar value of cancellations for that cancel reason by offer. See Display Reason/Offer Screen (Cancel Reason History). You will lose this history if you delete the cancel reason code. |
Display a cancel reason code |
Select Display for a cancel reason code to advance to the Display Cancel Reason screen. You cannot change any information on this screen. See Create Cancel Reason Screen for field descriptions. |
Display cancel reason history by offer |
Select Display Offer for a cancel reason code to advance to the Display Cancel Reason/Offer screen. See Display Reason/Offer Screen (Cancel Reason History). |
To create: Use this screen below to create a cancel reason code.
How to display this screen: Select Create at the Work with Cancel Reason Codes Screen.
Field |
Description |
Cancel reason code |
Represents a reason for canceling an order or a quantity on the order. Numeric, 2 positions. Create screen: required. Change screen: display-only. |
Description |
The description associated with the cancel reason code. Alphanumeric, 30 positions; required. |
Controls whether a refund will be generated for orders or quantities canceled with the cancel reason code. Valid values are: • Generate Refund with Release Status = Generate a refund. • Generate Refund with Hold Status (default) or blank = Generate a refund, but place it on hold (however, if the Process A/R Credits Immediately (E80) system control value is selected, accounts receivable refunds process automatically.) • Do Not Generate a Refund = The refund record is still generated, but in a Cancel Pending status. The next time you use Processing Refunds (MREF), the refund is canceled. Optional. |
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This flag indicates whether the system decreases demand figures (quantity ordered) for dollar value of orders when you cancel a line using the cancel reason code. Demand figures are tracked in the Source table (MSSRC) and on the Source Code Analysis Report (RSCA), as well as the other tables listed under Demand Updates: Affected Tables. Valid values are: • Selected = Reduce demand by the quantity canceled. One reason to reduce demand is if the operator made a keying error when entering the quantity. Using a cancel reason code with this setting selected changes the status of lines or orders to closed and reduces the quantity ordered on the order line to zero. When you use a cancel reason code with this setting selected, and system control value Update Demand for Order Maintenance Transactions (C72) is also selected, the system decreases the dollar value of orders, but does not change the dollar value or number of cancellations in the Source table (MSSRC). |
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• Unselected (default) = Do not reduce demand. Using a cancel reason code with this setting unselected changes the status of lines to canceled but does not change the quantity ordered. If you cancel the entire order with a reason code that is not set to reduce demand, the order status is also set to canceled. When you use a cancel reason code with this field unselected, and system control value Update Demand for Order Maintenance Transactions (C72) is selected, the system increases the dollar value and the number of cancellations but does not change the dollar value of orders in the Source table (MSSRC) and other tables listed under Demand Updates: Affected Tables. |
Display Reason/Offer Screen (Cancel Reason History)
Purpose: Use this screen to display history by offer for a cancel reason code.
How to display this screen: At the Work with Cancel Reason Codes Screen, select Display Offer for a cancel reason code.
How to interpret this screen: This screen displays cancellation history associated with the reason code. Behind each reason code is the Cancel Reason/Offer table, which includes the number of orders and dollars canceled for the reason code.
Updates when? The system updates the History table when you accept a cancellation through Order Maintenance. The system does not update the table when you sell out an item. The History table matches each cancellation to an offer (for example, a catalog), and the date of the cancellation.
This screen displays summary data by offer, with cancel counts and dollars for each date when items were canceled. Summaries are listed by offer, then by date. You cannot change any information on this screen.
Field |
Description |
Cancel reason code |
Represents a reason for canceling an order or a quantity on an order. This is the code you selected at the Work with Cancel Reason Codes Screen. Numeric, 2 positions; display-only. |
Offer |
A code representing a catalog, space or television advertisement from which you accept orders. Offer codes are defined in and validated against the Offer table. See Working with Offers (WOFR). Alphanumeric, 3 positions; optional. |
Date |
The date when the cancellation(s) occurred. Numeric, 6 positions (MMDDYY format); optional. |
# cancels |
The number of cancellations performed manually or automatically. Numeric, 3 positions; display-only, updated by the system. |
# units |
The total number of units canceled. Numeric, 3 positions; display-only, updated by the system. |
$ cancels (Dollars canceled) |
The total merchandise dollars canceled. Numeric, 11 positions with a 2-place decimal; display-only, updated by the system. |
