Reason Codes

You can create and manage the reason codes displayed and logged for various types of NSPOS transactions by updating the codes in NetSuite. Reason codes explain why a specific action was taken at the sales terminal or register. For example, if a customer returns an item, you may want to tag the return transaction with an explanation of why they are returning the item – whether it was damaged, unwanted, or did not fit. Creating reason codes allows the flexibility to implement business rules effectively.

Reason codes are managed as sets of individual reasons that are grouped together by the activity that calls for them.

Note:

For Tax Exempt transactions, sales associates must select a Reason Code to describe the exemption. If no Reason Code is available, the Tax Exempt button will not function. Please ensure that one or more Reason Codes are set up for Tax Exempt.

Reason Group Code	Reason Group Name	Additional Information
AD	Adjustment Reasons	Reasons for conducting an inventory adjustment at the POS, such as theft or damage.
AR	Dollar Discount	Reasons for applying a manual price discount.
CA	Cash Reasons	Reasons for using cash.
CK	Check Reasons	Reasons for using a bank check.
CM	Comment	Reasons for using a comment.
CR	Cash Receipts	Codes associated with entries on a cash receipt.
CT	Cancel Transaction	Reasons for canceling a transaction.
DB	Disbursements	Defines the nature of the disbursement.
DS	Discount	Reasons for exceeding the authorized threshold limiting a discount amount.
FR	Funds Received	Defines the source of funds received.
IN	Internal	Internal reason codes required by NSPOS.
NP	Price Override	Reasons for a price override.
NS	No Sale	Reasons for a no sale transaction.
PR	Percent Discount	Reasons for applying a manual percentage off discount.
RC	Rental Condition	Rental condition returns.
RR	Rental Returns	Rental return codes.
SG	Operator Sign On/Off	Codes associated with abnormal sign on/off.
SR	Sale Return	Reasons for returning a sale (except validated returns).
TC	Time Punch Correction	Reasons for time punch corrections.
TE	Tax Exempt	Reasons for providing tax exemption to customers such as resellers.
TL	Till Activity	Codes associated with till activities such as drawer loans and pickups.
TM	Time Punch	Reasons for a manual time punch.
TP	Tender Pickup	Reasons for a tender pickup.
VD	Void	Reasons for voiding a transaction.
VR	Validated Return	Reasons for returning a sale (validated returns).

NetSuite is populated with all existing reason codes used in NSPOS. NetSuite stores reason codes as RA-Reason Code records.

To create a new reason code:

1. Log in to NetSuite as an administrator.

2. Go to Customization > Lists, Records & Fields > Record Types.

3. Locate the RA-Reason Code row.

4. Click New Record.

5. In the Name field, enter the reason exactly as you would like it to appear in the sales terminal. For example, enter Window Washing for a service-related till disbursement.

6. In the RAPOS Code field, enter a unique four-character code.

   Note:

   NetSuite suggests using the first two letters of the Reason Code Group followed by a two letter abbreviation of the Name field.

   Warning:

   Each RAPOS Code must be unique. Duplicate codes can result in incomplete entries in your Paid In / Paid Out records.

7. In the Reason Code Group field, select the group that represents the POS usage context, such as Disbursements.

8. Add instructions in the Description field.

9. Click Save.

New reason codes are available after the next sync between NetSuite and NSPOS.

Note:

After being created, reason codes cannot be deleted as they may be linked to existing transactions. Check the Inactive box to prevent a reason code from appearing at the POS in the future.

Related Topics

Set Up Reason Codes and Sales Comments

Require Entering a Comment with Sale

General Notices