How To: Setup and Use Free Item Reasons

The system allows users to setup free item reasons to allow stock items to be added to a sales order either free or reduced with an appropriate reason listed. In all other cases, the default reason is applied to all sales order items.

Note: The "Free Reason" column is not visible by default and has to be unhidden via the Configure Grid option in the Grid menu before you can use it.


  1. Open a System Data screen (show me how).
  2. Double click on [ Sales Order Processing | Free Item Reasons ].
  3. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  4. Press F3 or click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right to add a new item.
    • Description: enter the appropriate description.
    • Default Reason: check this option to select the reason entered against zero-priced items on orders when the user does not enter a reason.
    • Commercial Sample?: option affects how these items are accounted for on EC reports such as Intrastat and the EC Sales List.
  5. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save changes.


Free item reasons may include:

  • Normal sale (default)
  • Complaint
  • Damage replace
  • Manager goodwill
  • Marketing purposes (e.g. commercial sample)
  • Missing parts


  1. In a sales order enter the free (or reduced price) item.
  2. In the 'Free Item reason' column on the far right press the F4 key.
  3. Select the appropriate reason for the item being either free or reduced from the list.
  4. Continue processing the sales order in the normal way.


The Free Item Reasons can be reported on in [ Sales Summary | Best Sellers ]. The filter is Free Items - Show orders containing free items with the specified Free Item Reason recorded. The filter allows the user to select the return reason from a drop down list.

See Also

Did you find this article helpful?