The Reasons maintenance area allows administrators to configure and manage the specific reason codes used across multiple modules, including Time and Attendance, Billing, Rates and Rules, and Recruitment.
The Reasons maintenance item allows you to configure reasons that can be applied in the following scenarios:
Adjustment Reason
An Adjustment Reason is applied where a user performs the following actions:
Adjusts a timesheet in the Time and Attendance module
Issues a credit note to a Debtor in the Billing module
Processes a back pay batch via the Rates and Rules module.
Preference & Exclusion Reason
A Preference & Exclusion Reason is applied where a user creates a Preference & Exclusion in a Candidate record .
Inactive Reason
An Inactive Reason is applied where a user changes the Status to Inactive in the below records:
Parent.
Client.
Cost Centre.
Contact.
Candidate.
Candidate Other Unavailability Reason
A Candidate Other Unavailability Reason can be applied where an Unavailability is added to a Candidate Diary.
Job Order Status Reason
A Job Order Status Reason is applied where a user changes the Status on a Job Order
Job Order Need Reason
A Job Order Need Reason is applied where a user edits this field in a Job Order.
Referral Rejection Reason
A Referral Rejection Reason is applied where a user moves a referred Candidate to the Rejected Stage in a Job’s Referral Workflow.
When a user performs any of the tasks listed above, the user selects an adjustment reason from a Reason field.
Create a New Reason Code
Go to Maintenance, then click Reasons.
Click New to create a new reason code.
Select the Reason Type from the list (for example, Adjustment, Preference & Exclusion, Inactive, Candidate Other Unavailability, Job Order Status, Job Order Need, or Referral Rejection).
Enter a clear Description for the reason code.
(For Adjustment Reasons only) Enter a Validity Start Date and an optional Validity End Date.
📌 Note: If the end date is left blank, the reason remains valid indefinitely until updated.(For Adjustment Reasons) Select Default for Country if this reason should automatically apply for that country when system-generated credit notes are created.
Click Save to confirm your new reason code.
Manage an Existing Reason Code
Go to Maintenance, then click Reasons.
Locate the reason code you want to modify using the search or filter options.
Click the Edit icon next to the reason.
Update details such as Description, Validity Dates, or Default Country flag as needed.
Click Save to apply your changes.
📌 Note:
A reason can only be edited if it is not currently linked to an active transaction.
Deactivating a reason hides it from selection lists but retains its historical links in the system.
💡 Best Practices
Use clear, descriptive wording for each reason to ensure consistent reporting.
Regularly review inactive or expired reasons to keep the list current.
Always set one default adjustment reason per country to avoid billing errors.
Test new reason codes in a sandbox environment before applying them in production.
🤔 FAQs
Q1: What happens if no default adjustment reason is set for a country?
Answer: The system cannot automatically apply a reason to credit notes generated in that country, and manual intervention may be required.
Q2: Can I delete a reason code?
Answer: No. You can deactivate a reason code, but deletion is not allowed to preserve data integrity.