Reason Master – Configure QC Reasons for GRN, Returns, and Outbound

Reason Master – Configure QC Reasons for GRN, Returns, and Outbound

Software Plan:  Growth & Enterprise
Account Type: Seller Account
Inventory Type:  Serialized & Non-Serialized

Description

Reason Master allows sellers to define and manage Quality Check (QC) reasons used during inventory processing.
These reasons are used to capture why inventory fails or is rejected during QC and help the system update QC reasons/status accurately. Reason Master acts as a central configuration and is referenced across multiple inventory workflows/modules.
Using Reason Master ensures that QC outcomes are recorded consistently and rejected inventory is handled in a structured and traceable manner.

Use Case

Use Reason Master when:
  • Inventory fails Quality Check during GRN, Returns, or Outbound processing and...
  • You need to record the reason for QC failure
  • You want rejected inventory to reflect the correct inventory status/reasons
  • You want better visibility and control over reasons being input by the users
Reason Master is useful for sellers who want to manage QC-failed inventory more efficiently instead of treating all rejected inventory as a single category.

Where Reason Master Is Used

QC reasons configured in Reason Master are used during the following processes:
  • GRN Quality Check
  • Return Quality Check
  • Outbound Quality Check
Each process maintains its own set of QC reasons.

Masters → Reason Master

Reason Master Page Overview

The Reason Master page contains three sections:
  • Live Reasons – Active QC reasons available for selection
  • Archived Reasons – Inactive QC reasons
  • Activity History – Audit trail of changes made to reasons
The page also provides options to upload QC reasons in bulk and download archived reasons.

Live Reasons Tab

Live Reasons are the QC reasons that appear during QC actions in the system.
QC reasons are managed separately for:
  • GRN QC
  • Return QC
  • Outbound QC
A reason created under one QC process does not automatically appear under the others.

Rules

  • Multiple reasons can be added under each section
  • Reasons can be edited or deleted only if they have never been used
Once a reason is used in any transaction:
  • It cannot be edited
  • It cannot be deleted
  • It can only be archived

Add QC Reasons (Bulk Upload)

Steps

  1. Click Upload Bulk Reason



  2. Download the sample CSV file



    The CSV File gets downloaded on the system directly



  3. Add QC reasons using supported inventory statuses only



  4. Upload the CSV file and submit



    1. System confirms on successful upload


Outcome
  • Valid reasons are added as Live Reasons
  • The system confirms successful upload
If required to verify / check added reasons, Click on 'Download GRN reasons'


Archived Reasons

Archived Reasons are QC reasons that are no longer active.
Archived reasons:
  • Are not available for selection during QC
  • Remain available for reporting and audit purposes
  • Archived reasons cannot be created as new
  • Can be downloaded using the Download Archived Reasons option
Used reasons must be archived instead of deleted.

Activity History Tab

Activity History provides a complete audit trail, including:
  • Reason creation
  • Reason updates
  • Reason archival
  • User who performed the action
  • Date and time of the action

Important Rules and Constraints

  • QC reasons are process specific and maintained separately for GRN, Returns, and Outbound
  • A QC reason cannot be edited or deleted once it is used
  • Fraud is not available as a GRN QC reason
  • Fraud can be used only for Return QC and Outbound QC
  • Reason Master does not control bin selection, zone configuration, or putaway behavior
These are handled through separate inventory configurations and workflows.

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