An existing reason can be modified or removed when no longer required. You can edit its details even if it has already been applied to a timesheet, credit note, or back pay batch. However, the country associated with the reason cannot be changed once created.
⚠️ Important: You must have appropriate maintenance permissions to manage reason codes.
Edit a Reason Code
Go to Maintenance, then click Global Section and select Reasons.
Use the available filters to locate the reason you want to edit.
Next to the selected reason, click Action, then choose Edit.
Update the attributes of the reason as required.
Click Save.
📌 Note: You can make a reason inactive, but inactive reasons are not available for future selection.
Delete a Reason Code
You can delete a reason code that is no longer required, provided it has not been used in any transactions such as timesheets, credit notes, or back pay batches.
Go to Maintenance, then click Global Section and select Reasons.
Use the filters to locate the reason you want to delete.
Next to the selected reason, click Action, then choose Delete.
Click Delete.
Click Yes to confirm the deletion.
If the reason has already been used in a transaction, the system prevents deletion. In such cases, make the reason inactive instead.
💡 Best Practices
Review existing reasons regularly to keep the list relevant and concise.
Use the inactive option instead of deletion to preserve transaction history.
Maintain consistent naming conventions for all reason codes.
🤔 FAQs
Q1: Can I change the country assigned to a reason code?
Answer: No. Once created, the country associated with a reason cannot be modified.
Q2: What happens when I make a reason inactive?
Answer: The reason remains in the system for historical records but cannot be selected for new transactions.