Reason Codes

Updated January 16, 2024

Reaon Codes work together with Cost Codes to create a consistent account of the Data Collection process.

 

During the Data Collection process users may wish to assign Reason Codes to entries in order to better articulate what has happened. For example, it will be essential to have consistent reasons for common problems such as “Equipment Failure” or “Waiting for Plate”. Using Reason Codes standardize entries in order to ensure accurate and reliable reporting of lost production time.

 

Alternatively, Data Collection Users could use the Production Comment field for this purpose but would most likely result in a different responses for the same event. Obviously, this would lead to difficulties trying to pin point problem areas within the shop. A better workflow is to the creation of Reason Codes, defined by the user, that will standardize information for reporting and analysis.

 

With that in mind, Reason Codes are not mandatory for all Data Collection transactions and most Job Costing transaction entries will not require a Reason Code as they are deemed normal production.

 

Reason Codes can be created or modified from 2 places;

 

From the File Maintenance menu;

 

 

or from Job Costing;

 

 

There are 4 types of Reason Codes that will allow the user to assign specific codes in certain areas of the system.

 

Area	Usage	Job Costing	Data Collection	Inventory	Finished Goods	Shipping	Estimating
Labor	When a user is entering production transactions into data collection.	x	x
Material Adjustment	Used when making entries in Raw Goods or Finished Goods Inventory.	x	x	x	x
Material Usage	When a user is making material entries during production.	x	x	x	x	x
Estimating Status	For adding additional information for Estimating Status.						x

 

From the Reason Codes screen select Add, Edit or Delete as appropriate.

 

Reason Codes Screen

 

Reason Code : Enter an unique alpha or alphanumeric code, 5 characters max.

Description : Enter an appropriate description that the user will identify with.

Comments : Any additional comments that will help the user to understand the meaning behind the code.

 

Estimating Status codes

Typically these codes are used to define, by sales, why a specific estimate was lost when the Status has been set to L (Lost) or indicate why an estimate is in a P (Pending) state. These are not mandatory and requires the user to manual assign the Reason Code in the specific estimate. Also custom reports would need to be created in order to filter and present the data in a meaningful way.

 

 

A list of common Estimate Status codes