Reason Code Management User Manual

 CONTENTS

Introduction

User Permissions

Accessing Reason Codes

Creating a new Reason Code

Selecting a Reason Code within the Back Office

Selecting a Reason Code on the Till

Introduction

Retailers often wish to create their own codes on the system that can be selected when explaining the reason behind a specific action. Example: a Till operator voiding a sale or applying Discount to an item. The easiest way to do this is via the Reason Code Management feature. This feature is not controlled by a Licence and can be accessed by all users with the relevant permissions.  

User Permissions

Within Admin > User Management > User Permissions > Back Office, you will find a section named Reason Code. 

Here, Retailers can control User Permissions for accessing Reason Code Management, deleting Reason Codes, exporting Reason Codes, creating new Reason Codes, and updating existing Reason Codes.  

Accessing Reason Codes

To access Reason Codes,  

• select the Admin menu from the Cybertill Back Office. 

• Scroll down to Codes, and select Reason Code Management. 

The Reason List will open, displaying all Reason Codes that are currently contained on the system, whether they are visible on the Till or not. 

To amend a Reason Code that is already added to the system, 

• select Edit against the relevent one. 

Note: in this example, we are going to apply a 10% discount for ‘Regular Customers’. 

• Complete all relevant fields. 

Note: depending on the Reason Code you have chosen to edit, you will have different fields available. All mandatory fields that contain an asterisk* must be completed before the page can be saved. 

• None – no discount is applied. 
• Max – the maximum discount applied 
• Absolute – the value of discount that is always applied. 

 

In the Restriction value (%) field, 

• type the value of discount you wish to apply. 

In the example above, we want the Till Operator to always record the name of the regular customer. Therefore, we must ensure that the Note Mandatory field is ticked. This forces the Till Operator to enter the information before they can complete the transaction. 

To apply your rule to specific locations only, 

• select them from the Locations Applies To field. 

If you have User Groups set up, you must specify the value of discount each group can apply. 

Example: Supervisors can apply 10%. 

• Once complete, Save changes at the bottom of the page. 

 

• Select Back to List. 

 

The Reason Code amended is now shown in the list with an ‘Absolute Restriction’ of £10. 

Creating a new Reason Code

Next, we are going to create a new Reason Code with a Max Restriction value applied. 

In the below example we are going to create a New Petty Cash Reason. 

• Select the new Reason Code you wish to create from the bottom of the Reason List page. 

 Note: depending on your system and the Licence Features you have purchased, different codes will be available. 

Firstly, 

• in the Text* field, enter a unique name for the Reason Code. 

Example: ‘Window Cleaner’. 

In the Restriction* field,  

• select ‘Yes’ from the dropdown to set this rule as a Max rule. 

 

• Enter a max Restriction value. 

Example: the Till Operator can pay the Window Cleaner up to a maximum of £10. 

If you want Till Operators to have to leave a mandatory note, 

• tick the Note mandatory field. 

If not, 

• leave this unticked. 

 

If you wish for the Reason Code to be visible on the Till, 

• tick the Visible on till option. 

When finished, 

• select Save and Back to list. 

 

That Reason Code is now displayed in the Reason List. 

If you wish to create any more reason codes throughout the system, 

• follow the above process again, selecting the relevant option from the bottom of the page. 

Selecting a Reason Code within the Back Office

Throughout the Backoffice of RetailStore/ CharityStore, you may be asked to select a predefined Reason Code to perform a specific action. The Reason Code options given are all dependant on the action you are performing at the time, and in what area of the system.  

Below shows just one example of where you could select a reason code. 

Within the Stock Levels page (Admin > Products and Categories), after making any changes to the page, you are required to select a Reason Code from the drop down, or manually enter a reason into the Text field. 

▪ Select the relevant reason and click Save. 

Note: in this example, we have chosen to make an adjustment to stock so only the ‘Stock Adjustments’ Reason Codes set in the system will be shown. 

This Stock Adjustment Reason can be found within the Stock Level Audit report (found within the Stock menu). Different Reason Codes can be found within different reports throughout the system. 

Selecting a Reason Code on the Till

Like the Back Office, you may be asked to select a predefined Reason Code to perform a specific action on the Till. The Reason Code options given are all dependant on the action you are performing at the time. 

Below shows just one example where you could select a Reason Code. 

When returning an item, the Returns box will appear asking to either select a Reason Code from the drop down, or manually type Text into the field. 

▪ Select the relevant option and click OK. 

Note: in this example, we have chosen to process a Return so only the ‘Returns’ Reason Codes set in the system will be shown. 

This Returns Reason can be found within the Refund report (naming one example), found within the Sales menu. Different Reason Codes can be found within different reports throughout the system.