Reason Code Maintenance Overview

Details

The miscellaneous reason code functionality provides a method of defining groups of codes for use in various programs. Reason codes are defined under specific types such as, Billing Codes (BI), Approval Override Reasons (AO), Cash Control Codes (CT), and so on. There are many different types in the Reason Code File (MRSNCDFL). The nature of the type determines how many codes are assigned to it.

There are three possible levels in a reason code definition for a given type.

Location-specific level - Company, location
Company-specific level - Company, blank location
Generic level - Blank company, blank location

Reason codes are validated and retrieved within a single level only. In other words, if a given type has codes set up at all three levels, only codes at one of these levels will be used for validation and retrieval for any given screen company/location.

The correct level is determined by the screen company/location in use. The system checks the reason code definitions as follows:

Location-specific level. If reason codes are set up that match the screen company and location, the codes at that level are used.
If no codes are defined at that level, the system checks the company-specific level. If reason codes are set up that match the screen company, the codes at that level are used.
If there is no match at the first two levels, the system checks the generic level (blank company, blank location) and uses this level, if codes are found.

At no time will the system retrieve or validate codes in multiple levels for a screen company/location. If all codes that exist in a given level are set to a status of D-Deleted, that level is skipped.

Codes

There are over 100 miscellaneous codes that can be set up in the system. Many of the codes require only a description that displays in look-up windows and a status of Active (A), Held (H), or Deleted (D). Several codes require settings beyond description and status. All codes are listed below with links to the topics for the programs where they are used. If a code requires settings beyond description and status, those settings are described with the code.

| A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z |

A

Miscellaneous Reason Code Type	Where Used	Additional Fields
AP - A/P Invoice Codes	Enter/Edit Invoices - Invoice Entry	None
AC - Analysis Code Types	Analysis Code Maintenance	-Field Reference - Indicate in which of the six analysis code fields in G/L Account Master Maintenance that analysis codes assigned to this analysis type can be used.
AO - Approval Override Reasons		None
AT - Address Types		None

B

Miscellaneous Reason Code Type	Where Used	Additional Fields
BA - Bank Transactions	Bank Transfer	None
BB - B2B Invoice Order Types		None
BC - Bar Code Types	Bar Code Maintenance	None
BD - Serialized Bulk Damage Reason		-Use Expiration Date -
BE - Business Entity	Vendor Master Maintenance Customer Master Maintenance	-Before or After - Indicate whether the name of the business entity should appear before or after the customer name on reports and forms
BI - Billing Code	Customer Maintenance - Billing Functions Job Maintenance - Billing Functions	None
BL - Bar Code Label Type	Print Bar Code Labels	None
BS - Bulk Rental Sales Reason		None
BT - Serialized Bulk Status		None

C

Miscellaneous Reason Code Type	Where Used	Additional Fields
CA - Credit Card System Codes	Control record SACRDR	-Use Previous Authorization Number - Indicate the default setting on the credit card authorization window for the Use Previous Authorization field. -Protect - Indicate whether the default setting in the Use Previous Authorization field is protected. -Authorize Only - Indicate the default setting on the credit card authorization window for the Get New Authorization Only field. -Protect - Indicate whether the setting in the Get New Authorization Only field is protected.
CB - Cycle Bill Codes	Customer Job Entry Customer Master Maintenance	None
CC - Customer Collection Comments	Customer Collection Follow-up Customer Collection Comment Inquiry	None
CD - Credit Days	Create Rental - Equipment Detail Temporary Rental Suspension	-Holiday Suspend - Indicate whether this code can be used to set up temporary rental suspension for specific dates. -Charge D/W - Indicate whether damage waiver is charged on equipment during a temporary rental suspension.
CF - Configuration Type	Equipment Configuration Maintenance	-Require Z5E to maintain - Indicate whether a user has to have security code Z5E in their profile in order to maintain configurations with this type code. -Require Z5E to add - Indicate whether a user has to have security code Z5E in their profile in order to add configurations with this type code.
CI - Contract ID Type	Create Rental - Additional Customer Information	None
CJ - Customer Type	Customer Job Entry Marketing Contact Maintenance	None
CL - Call Type	Enter Phone Calls	None
CM - Credit Card Merchant IDs	Control record DSPCRD	-Service Center - Enter the ID of the service center as provided by the credit card merchant. -Credit Card Merchant ID - Enter the credit card merchant's ID. -Merchant ID Type - Enter the credit card merchant's ID type as provided by the merchant. -Credit Card Merchant Key - Enter the merchant's key as provided by the merchant. Use control record PYMGTW to open this field for entry.
CN - Contact Types	Marketing Contact Maintenance	None
CO - Category/Class Options		None
CR - Credit Reasons	Rental Credit Memo Sales Credit Memo Equipment Credit Memo	-Restock Item - Indicate whether an item is typically restocked when this credit reason code is used for a sales item return.
CS - Customer Insurance Codes		None
CT - Cash Control Codes	Drawer Over/Short Reason Codes	-G/L Account Number - Enter the number of the G/L cash account that is affected by the transaction that used this cash control code. -Customer Number Required - Indicate whether a customer number must be entered when this cash control code is used.
CX - RM_EFC Company Prefix X-ref		None

D

Miscellaneous Reason Code Type	Where Used	Additional Fields
DC - Destination/Departure Tax Code		None
DD - Invoice Due Date Code	Customer Maintenance - Billing Functions Job Maintenance - Billing Functions	-Mode - Enter the code to indicate how this due date code is used. Enter E for equipment invoices, M for merchandise invoices, P for parts invoices, or leave it blank to be used for all types of invoices. -Number of Months - Enter the number of months to pass before the invoice with this due date code is due. -Exact Day - If applicable, enter the exact day of the month that the invoice with due date code is due.
DI - Date Interval		None
DM - Depreciation Methods (CMP ONLY)* *Codes C, D, H, M, S, and X are hard-coded and cannot be built as tables in the Depreciation Tables program.	Category/Class Maintenance - Tax/AMT Depreciation Defaults Category/Class Location Maintenance Equipment Maintenance - Tax/AMT Run Monthly Depreciation Depreciation Tables	-Is a MACRS method - Indicate whether the depreciation method is classified as a Modified Accelerated Cost Recovery System (MACRS) method. -12 Month Method - Indicate whether the depreciation method is a 12-month method. -Age by Calendar - Indicate whether assets assigned this depreciation method are aged by calendar year rather than fiscal year.
DN - Truck Dispatch Note	Truck Dispatch Entry	None
DP - Department Code	Open Work Order Inter-company Expense Code Maintenance	None
DT - Data Type	User-Defined Fields Maintenance	None

E

Miscellaneous Reason Code Type	Where Used	Additional Fields
EC - Equipment Contract Type Codes	Equipment Sale Equipment Due for Service Inquiry	None
ED - Discount Codes	Create Rental - Equipment Detail Customer Contract Inquiry	None
EL - Email Types		None
EM - Equipment Miscellaneous Options	Equipment Status Change Equipment Comment Maintenance Control records RAECMM and RAESC2	None
ES - Equipment Status	Equipment Maintenance Category/Class Maintenance	None
ET - Equipment Types	Equipment Maintenance	-Allow Rental - Indicate whether equipment flagged with this type can be rented. -Allow Sales - Indicate whether equipment flagged with this type can be sold.

F

Miscellaneous Reason Code Type

Where Used

Additional Fields

FC - File Codes

Alternate Language Description Maintenance

None

FS - Equipment For Sale Codes

Equipment Maintenance

Equipment for Sale

-Disallow Rental - Indicate whether equipment flagged with this For Sale code can still be rented.

-Skip Book Depreciation - Indicate whether equipment flagged with this For Sale code should no longer be depreciated for book purposes.

-Skip Tax Depreciation - Indicate whether equipment flagged with this For Sale code should no longer be depreciated for tax purposes.

-Allow Sale to Rental Transfer - Indicate whether equipment flagged with this For Sale code can be transferred from a Sale status to a Rental status.

G

Miscellaneous Reason Code Type	Where Used	Additional Fields
GE - G/L Types - Revenue Distribution File	Customer Job Entry Category/Class Maintenance	-Equipment Type - Enter the equipment type code to associate with this G/L type code. -Allow Rental - Indicate whether equipment flagged with this G/L type can be rented. -Allow Sales - Indicate whether equipment flagged with this G/L type can be sold.
GJ - G/L Journal Type Codes		None
GL - G/L Transaction Types	Post G/L Journal Entries	None
GP - GPS Companies	Equipment Maintenance - Equipment Tracking Equipment Tracking	-Allow Ping - Indicate whether the GPS company provides the ability to ping for the location of the equipment.

I

Miscellaneous Reason Code Type	Where Used	Additional Fields
IA - Inventory Adjustments	Control record INMNUR One Step Inventory - Item Adjust	None
IC - Sales Item P/M/E Code Description	Buyer Authorization Maintenance Sales Item Maintenance	None
IF - CAT 3rd Element X-ref	Interface from RentalMan to Caterpillar Dealer Finance systems (customer specific)	None
IT - Inspection Type	Inspection Type Maintenance Inspection Test Maintenance	None

J

Miscellaneous Reason Code Type	Where Used	Additional Fields
J1 - Employee Classifications	Job Costing	None
J2 - Labor Types	Job Costing	None
J3 - Line of Business	Job Costing	None
JT - Journal Types	Journal Code Maintenance	None

K

Miscellaneous Reason Code Type	Where Used	Additional Fields
KP - Kit Printing		-Print Components -Indicate whether kit components should print on contracts and invoices.

L

Miscellaneous Reason Code Type	Where Used	Additional Fields
LJ - Lojack Status Codes		None
LM - Landmark Category Codes	Landmark Maintenance	None
LT - Location Types	System Location File Maintenance - Analysis	None

M

Miscellaneous Reason Code Type	Where Used	Additional Fields
M1 - Maintenance Field 1	Create Rental - Billing Functions	None
M2 - Marketing File Customer Type	Marketing Contact Maintenance	None
M3 - Marketing File Company Type	Marketing Contact Maintenance	None
MA - Material Types	Sales Item Maintenance Sales Item Location Maintenance Stock Class Maintenance Miscellaneous Charge Item Maintenance Category/Class Maintenance Equipment Maintenance Sales to Rental Transfer	None
MC - Menu, Z, and Fkey Security Codes	All programs	None
MI - Merchant ID Types	Credit card authorization called from various programs	None
MJ - Company Job Update Codes	Project Maintenance	None
MK - Marketing Contact Types	Marketing Contact Maintenance	-Use Expiration Date Indicate whether the Contact Expiration Date field is mandatory when this marketing contact type code is applied to a marketing contact.
MR - Missed Rental Reason Codes	Missed Rental/Sales Entry	None
MS - Market Segment Description Codes	Open Work Order - Additional Information Create Rental - Additional Customer Information Sales Order/Invoice - Additional Customer Information	None
MT - Material Codes	Create PO - PO Header Information	None

N

Miscellaneous Reason Code Type

Where Used

Additional Fields

NA - National Account Codes

Customer Master Maintenance

Vendor Master Maintenance

National Account Rebate Setup

Run Customer Rebates

None

O

Miscellaneous Reason Code Type

Where Used

Additional Fields

OR - Override Reason

Create Rental Equipment Detail

Create Rental Reservation/Quote - Equipment Detail

None

OT - Equipment Fleet Options Types

Fleet Options by Category/Class

None

P

Miscellaneous Reason Code Type	Where Used	Additional Fields
PB - Progress Bill Invoice Print Description		None
PC - Payment Method Codes	Customer Maintenance - Billing Functions Job Maintenance - Billing Functions Create Rental - Review Sales Order/Invoice - Review Equipment Sale - Review Cash Receipts Post Customer Payments Check Reconciliation Cash Control Entry	-G/L Number - Enter the G/L account number affected by transactions using this payment method code. -Credit Card Type - Indicate where the amount under this payment code should be reconciled in the cash drawer. -Auto Deposit - Indicate whether amounts collected under this payment code are manually deposited in the bank or automatically deposited when collected from the customer. -Authorization Days - This field only displays when the Credit Card Type field is set to Y. Enter the number of days that the credit card remains authorized until the transaction is finalized. -Use Notes Receivable - Enter 1 to indicate that this payment code is a notes receivable payment code. -Holding Account - This field only displays when Use Notes Receivable is 1. Enter the general ledger account to debit when a note receivable is created and in status 2. This account is credited when the note is accepted by the bank and moves to status 4. -Bank Control - This field only displays when Use Notes Receivable is 1. Enter the general ledger account to debit when the note is accepted by the bank and moves to status 4. This account is credited when the note is funded and moves to status 5. -Statement Type - If you use the Journal Cash Payments/Receipts Inquiry program, set this field to indicate how you want to view transactions in that program. Valid codes include: 1 - Group by journal date, batch reference number 2 - Group by journal date, bank reference number, due date 3 - Group by journal date, bank reference number, customer/vendor, due date 4 - Group by line detail - no summary 5 - Group by journal date, customer/vendor 6 - Group by journal date, batch reference number, customer/vendor 7 - Group by journal date 8 - Group by journal date, due date NOTE: If you intend to use this field, please contact Wynne Systems Customer Support to discuss your requirements.
PO - Purchase Order Default Comment	PO Header Information	None
PR - Pre-lien Release	Customer Job Maintenance - Pre-lien Information	None
PU - Purchase Reason Code		-G/L Number - Enter the accounts payable G/L account number affected by purchase orders flagged with this reason code. -Quasi A/P Number - Enter the quasi-A/P G/L account number affected by purchase orders flagged with this reason code.

Q

Miscellaneous Reason Code Type	Where Used	Additional Fields
Q1 - Terminal Sensor Codes		None
Q2 - Terminal Disconnect Switch		None
Q3 - Terminal Request Priority	GlobalTRACS Default Parameters	None
Q4 - Terminal Status Report Interval	Default Reporting Intervals	None
Q5 - Alert Event Control	GlobalTRACS Default Parameters	None
Q6 - Notification Types	Alert Escalation Maintenance GlobalTRACS Default Parameters	None
Q7 - Descriptions for Q4 Codes	Default Reporting Intervals	None
Q8 - Alert Types	Alert Listing Alert Detail Alert Escalation Maintenance	None
QC - Canceled Quote Reason		None
QR - Quote/Reservation Type Codes	Create/Update Rental Reservation/Quote Create/Update Sales Quote Create/Update Equipment Sale Reservation/Quote Create/Update Work Order Quote	None

R

Miscellaneous Reason Code Type	Where Used	Additional Fields
R1 - Reversal	NSF Checks - Adjustment Non A/R NSF Checks Non A/R Check Reversal	None
RA - PO Receipts Adjustments	Receipt Adjustment	None
RC - Rental Codes		None
RE - Exchange Reasons	Equipment Exchange Detail	-Status upon Return - Enter the code that represents the status assigned to equipment when it is returned on an exchange.
RG - Registration Exempt Reasons		None
RJ - Approval Rejection Reasons	Credit Approval Maintenance	None
RO - ROA Payment Method Codes	Customer ROA Payment Entry	-G/L Number - Enter the G/L account number affected by transactions using this payment method code. -Credit Card Type - Indicate where the amount under this payment code should be reconciled in the cash drawer. -Auto Deposit - Indicate whether amounts collected under this payment code are manually deposited in the bank or automatically deposited when collected from the customer. -Authorization Days - This field only displays when the Credit Card Type field is set to Y. Enter the number of days that the credit card remains authorized until the transaction is finalized.
RR - Return Reasons (Sales Line Item)	Sales Credit Memo	None
RS - Record Source	Detailed Posting by G/L Account Report	None
RT - Requisition Codes	Requisition Entry	-Contract Required - Indicate whether a customer contract number is required when this requisition type code is used.

S

Miscellaneous Reason Code Type	Where Used	Additional Fields
S1 - Sales Analysis Summary Types	Sales Analysis Summary Header Display	None
S2 - Detail Rental Analysis Types	Rental Analysis Detail Display	None
S3 - Job Cost Standard Cost		None
SA - Sales Call Types	Sales Call Maintenance	-Call Reservation/Quote - If applicable, indicate which reservation/quote program to call when this sales call type is used in Sales Call Maintenance.
SC - Service Call Reasons	Truck Dispatch Entry	None
SH - Shipping Codes	Create Rental - Customer Information	None
SL - Marketing File Salutations	Marketing Contact Maintenance	None
SR - Equipment Sales Reason	Marketing Contact Maintenance (this is searchable in the Status field only when the Rewards program is being used)	None
SS - Stock Status Codes	Sales Item Maintenance	-PO Reporting - Indicate whether items flagged with this stock status code should be included in purchase order reporting.
SU - Marketing File Customer Status	Marketing Contact Maintenance	None

T

Miscellaneous Reason Code Type	Where Used	Additional Fields
TC - Time Entry Code	Employee Time Entry (only when control record WOTIMM is set to allow Time Code entry)	None
TD - Truck Dispatch Status	Truck Dispatch Entry	None
TE - Tax Exempt Reason	Customer Master Maintenance Create Rental - Customer Information	None
TO - Truck Dispatch Codes	Truck Dispatch Entry	None
TT - Telephone Types	Customer Job Maintenance - Extended Information Vendor Master Maintenance - Extended Information	None

U

Miscellaneous Reason Code Type

Where Used

Additional Fields

UC - Use Codes

Customer Job Entry

Create Rental

Create Rental Reservation/Quote

Sales Order/Invoice

Equipment Sales

None

UM - Unit of Measure Descriptions

Sales Item Maintenance

Category/Class Maintenance

None

V

Miscellaneous Reason Code Type	Where Used	Additional Fields
VB - Vendor Billing Codes		None
VG - Vendor Group Codes	Vendor Master Maintenance Payment Selection	None
VH - Vendor On Hold Codes	Vendor Master Maintenance	-Hold Purchase Order - Indicate whether to hold purchase orders for vendors flagged with this Vendor On Hold code. -Hold Check Payment - Indicate whether to hold payment of vendors with this Vendor On Hold code.
VP - Vendor Payment Method Codes	Enter/Edit Invoices - Invoice Entry Vendor Master Maintenance	-G/L Account Number - Enter the G/L account number affected when this vendor payment method code is used. -Use Notes Payable - Enter 1 to indicate that this payment code is a notes payable payment code. -Holding Account - This field only displays when Use Notes Payable is 1. Enter the general ledger account to debit when a note payable is created. -Bank Control - This field only displays when Use Notes Payable is 1. Enter the general ledger account to debit when the note is accepted by the bank. -Statement Type - If you use the Journal Cash Payments/Receipts Inquiry program, set this field to indicate how you want to view transactions in that program. Valid codes include: 1 - Group by journal date, batch reference number 2 - Group by journal date, bank reference number, due date 3 - Group by journal date, bank reference number, customer/vendor, due date 4 - Group by line detail - no summary 5 - Group by journal date, customer/vendor 6 - Group by journal date, batch reference number, customer/vendor 7 - Group by journal date 8 - Group by journal date, due date NOTE: If you intend to use this field, please contact Wynne Systems Customer Support to discuss your requirements.
VT - Vendor Type Codes	Vendor Master Maintenance 1099 Report	-1099 Amount box - If applicable, enter the box on the 1099 tax form where the total amount for this vendor should print.

W

Miscellaneous Reason Code Type

Where Used

Additional Fields

WC - Weather Condition

Weather Conditions Maintenance

None

WD - Work Order Descriptions

Open Work Order

-Warranty Type - Indicate the warranty claim type associated with this work order description code. (See Open Work Order - Header for code explanations).

-Expense Code - Enter the inter-company expense code associated with this work order description code.

-Revenue Category Parts - Enter the revenue distribution category for parts used on work orders with this description code.

-Revenue Category Labor - Enter the revenue distribution category for labor entered on work orders with this description code.

-Revenue Category Outside Labor - Enter the revenue distribution category for outside labor entered on work orders with this description code.

Y

Miscellaneous Reason Code Type

Where Used

Additional Fields

YT - Cycle Types

Cycle Code Maintenance

Cycle Information - Add

None

Z

Miscellaneous Reason Code Type	Where Used	Additional Fields
ZZ - Miscellaneous Reason Code Types	Reason Code Maintenance	None