System Data Free Item Reasons
Table Of Contents
Free Item Reasons
Introduction
Free Item Reasons allow you to record why a stock item has been supplied free of charge or at a reduced price on a Sales Order.
When enabled, an additional Free Item Reasons column is available on the Sales Order line grid. Users can assign a reason to qualifying items using the F4 key, helping to improve reporting, audit trails and visibility of promotional activity.
For instructions on setting up and using this feature, see How To: Setup and Use Free Item Reasons.
Using Free Item Reasons
Once the feature has been enabled, a Free Item Reasons column is displayed on the far right of the Sales Order item grid.
To assign a reason:
- Open the required Sales Order.
- Select the order line containing the free or reduced-price item.
- Press F4 in the Free Item Reasons column.
- Select the appropriate reason from the list.
The selected reason is then recorded against the item line.
Reporting on Free Item Reasons
Free Item Reasons can be used as a filter within [ Sales Summary | Best Sellers ].
The Free Items filter can be used to:
- Show orders containing free items.
- Filter results by a specific Free Item Reason.
- Analyse promotional activity and free stock distribution.
The filter provides a drop-down list of the configured Free Item Reasons for selection.
Free Item Reasons Grid
The Free Item Reasons grid contains the reasons available for users to select.
Description
Enter the name of the Free Item Reason.
This description is displayed in the drop-down list when users select a reason on a Sales Order.
Examples might include:
- Promotional item
- Customer goodwill gesture
- Product replacement
- Demonstration sample
- Marketing campaign
Default Reason
Defines the reason automatically applied to zero-priced items when a user does not manually select a reason.
Web Default
Used during Sales Order imports.
If an imported Sales Order contains an item with a value of 0.00 and no Free Item Reason has been supplied, the reason marked as Web Default is automatically assigned during the import process.
Important: This option should be used alongside the Action if price zero setting configured as Error.If this setting is not configured, both imported web orders and manually created Sales Orders may still contain zero-priced items without a Free Item Reason, even when a Web Default reason has been defined.
Commercial Sample?
Controls how free items are treated for EC reporting purposes.
This setting affects reports such as:
Enable this option when the reason represents a commercial sample and should be reported accordingly.
Context Menu Options
Apply Value Range
Apply Value Range allows you to apply the same value to all currently selected rows within the active column.
Clear Selection
Removes the current selection from any highlighted rows.
Notes
- Free Item Reasons is not enabled by default.If you would like to use this feature, please contact the Support team to have it enabled on your system.
- Sales Orders imported through the web service can still be imported when they contain items priced at 0.00 without a Free Item Reason being specified.
Additional Information
Free Item Reasons provide a consistent way to track why stock has been supplied free of charge or at a reduced price. By using predefined reasons, businesses can improve reporting accuracy, monitor promotional activity and gain better visibility into the impact of free stock and discounted items.