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Reasons

Distributor guide to the Reasons table in Encompass: set up codes like Picker Cut, Mis-pick or Refused for invoice cuts, returns and disputes, and control which roles and product types see them.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Steps

What are 'Reasons' in Encompass?


Invoice adjustments are often necessary, and while audit trails can track who made a change, when it occurred, and the original value, they don't capture the reason for the change.

The Reasons table addresses this by providing pre-set options for common adjustments and rules that determine user selection and availability.

For example, if a Picker changes a product's units from 4 to 0, they can select "Picker Cut" as the reason. Similarly, if a product is loaded but not accepted, the Driver can specify whether it was a "Mis-pick," "Damaged Product," or "Refused." This provides valuable context to the warehouse, aiding in inventory management and identifying the cause of any errors for process improvement.

Reasons records contain values that define the rules for user selection, display settings, and the conditions under which the reason options are presented.

How To Use the Reasons Table

  1. Using Universal Search, navigate to the Reasons table
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  2. Review Reasons displayed, edit Reasons by Record or Value using the Pencil icon
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    ​TIP: Review Reasons for display by Role/Activity or by Product Type. When reviewing Reasons, values named "Allow [Role/Activity]" control display/hide for the Reason code. Reason codes by Product Type controls are set by Reason Product Types records.
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  3. To review Product Types tied to Reasons, click the Sub Tables button and click "Reason Product Types" to add to view
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  4. Click "v/+" to expland all or selected Reasons Product Types Sub Tables
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  5. Review Reason Product Types records
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  6. To add a Reason Product Types to a Reason code, click "Add Reason Product Types" on the Sub Table displayed below the reason and click "Save" when complete
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    ​NOTE: If no Reason Product Types records exist, review the "All Product Types" field on the Reason record. A Reason should have either Allow All Product types = True OR Reasons Product Types records related to it, but not both/neither. If a product type is only tied to one Reason, that code is used automatically
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  7. To add a Reasons record, click the Add Reasons button
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  8. Enter values to all required and applicable optional fields displayed in the Add Reasons form and click the Add Record button when complete.
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    ​TIP: Consider who, when, and how the new Reason code is to be used and set Fields and Reason Products Types, as needed.

Fields And Definitions

1. Table Fields
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  • Reason: The name of the reason is what will appear for your users and any reports you run
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  • Sequence: The order in which the reasons will appear
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  • All Product Types: If this is set to true, we add all product types to this reason. If false, you will need to add product types to the reason
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  • Auto Adj Invoice Reason: If this is set to true, any pickup or cut quantities with this reason on an invoice will be used to automatically fill in the same quantity for the reason within truck return. Make sure "Allow Count In" is set to true for the reason to be seen in truck return. Combine this with "Auto Adj Invoice Reason" on Route Count Types to enable full functionality.

Note: If a given product type is only attached to one reason, that reason will automatically be chosen when handheld and server users make cuts to that product type
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2. Fields to determine who is able to view reasons
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  • Allow Salesman: If the load sheet is in new status, salesmen will see this reason when editing the invoice
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  • Allow Deliveryman: If the load sheet is in loaded status, drivers will see this reason when editing the invoice
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  • Allow Count In: When returning the load sheet, this reason will be seen as a return option
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  • Allow Return Error: When returning the load sheet and processing errors, this reason appears as an option for making adjustments
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  • Auto Backorder: If true, this product will automatically generate a backorder when cutting from a higher amount
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  • Sellable: If true, and this reason is chosen, any products cut are put into the load sheets bin and can be used for other customers
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  • Accounts Receivable Reason: If true, available as a dispute reason on the invoice
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Best Practices

  • Use clear and common terminology to avoid mis-labeling
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  • Limit Reasons in logical ways to prioritize accuracy
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    Example: Pickers are the only users who need to select "Picker Cut" as a Reason, make sure your Sales and Delivery Reps aren't tempted to select it when they should select "Mis-Pick" instead. Consider who needs to select "Good Product" vs "Refused"

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