Using reason codes and recurring accounting templates in SamBooks
7 min read
Reason codes label each journal entry with a category and a default description, and templates let you reuse the entries you post every month without retyping them: here's how both work.
What this is for
Every journal entry carries a reason code (for example Sales invoice, Customer collection) that describes its nature and makes it recognisable at a glance in the list and in the registers. Templates are a level above: an entire entry layout — reason code plus lines with their accounts — saved once and reapplied whenever you need it, so you don't rebuild from scratch the entries you post the same way every time (for example this month's payroll, a recurring transfer).
Before you start
You need the Manager or Administrative role, the same gate as journal entries. Reason codes and templates don't have a page of their own in Settings: they live only inside the "New entry" dialog of the journal. If you're looking for a dedicated menu item, there isn't one, and that's expected.
Step by step
1. Open "New entry" in the journal
Go to Journal → "New entry". Below the header fields you'll find the "Reason code" field with its combobox.
2. Choose an existing reason code…
Open the combobox: it shows "Choose a reason code…" as a placeholder, has a search box ("Search reason codes…") and the list of every code available — the ones supplied by SamBooks, marked with the "Standard" badge, and your company's custom ones. The 15 standard codes cover the most common cases: FTE (Sales invoice), FTA (Purchase invoice), NC (Credit note), ND (Debit note), INC (Customer collection), PAG (Payment to supplier), GIRO (Bank transfer), VERS (Bank deposit), PREL (Cash withdrawal), F24 (Tax payment), STIP (Payroll), AMM (Depreciation), RETT (Accounting correction), APE (Opening balances), CHI (Closing balances). Selecting one auto-fills the "Reason description" field with its default description — you can still edit it by hand.
3. …or create your own
If none of the existing codes fits, at the bottom of the list press "+ New reason code": the "New reason code" dialog opens ("Create a custom reason code for your company."), where you fill in:
- Code (required, up to 10 characters);
- Name (required, up to 120 characters);
- Default description (optional — "Auto-fills the entry description").
Leave code or name empty and you get "Enter the code and name of the reason code." Press "Create" to save it: you'll see "Reason code "{code}" created" and the new code is already selected on the entry you were filling in.
4. Delete a reason code you no longer need
Only custom reason codes show a trash icon next to them, right in the same combobox — standard codes, badge "Standard", can't be deleted. Pressing it shows the confirmation "Delete reason code?" — "Reason code "{code}" will be removed. Existing entries are unchanged.": confirm with "Delete" (or "Cancel" to back out) and entries already posted with that code keep it exactly as it was, showing only the historical code.
5. Start from a template instead of rebuilding everything
Only while you're creating a new entry — not while editing or correcting one, because in those cases you're already starting from a real entry — you'll find the "Start from template" button above the accounting lines. Open it, search by name ("Search a template…") and select it: SamBooks fills in the reason code, the description and every accounting line of the template (accounts, and amounts too if the template saved them). You'll see "Template "{name}" applied." If an account from the template has since been renamed or removed, the line keeps only its code and you re-pick the account by hand.
6. Save the entry you just filled in as a template
With at least one line filled in and the entry balanced, press "Save as template" — visible only while creating a new entry: the "Save as accounting template" dialog opens, asking you to save this entry's reason code and lines as a reusable template. You set:
- Name (required — without it, "Enter a name for the template.");
- Description (optional);
- "Include the current amounts in the template" — check it if you want the template to always propose the same amounts, leave it unchecked if you'd rather fill them in fresh every time.
If no line has an account selected, saving is blocked with "Select at least one account on a line before saving." Press "Save template": you'll see "Template "{name}" saved." and it's available from that moment in "Start from template".
7. Delete a template you no longer use
From the "Start from template" picker, every row has a trash icon: the confirmation reads "Delete the template?" — "The template "{name}" will be deleted. Entries already created are not affected." Entries posted in the past with that template stay untouched: only the template itself disappears.
What you can't do (by product design)
Neither reason codes nor templates can be edited: there's no "Edit" button on either, on any channel — interface, API or Sam. If a reason code or a template needs an update — a different name, a different default description, different lines in a template — the only path is to delete and recreate it. For a template, the quickest way is to open an entry with that template applied, adjust it, and save it again as a template with the same name: this only replaces the entry in the list, it doesn't touch entries already posted with the earlier version.
Ask Sam
You can create, list and delete both reason codes and templates by talking to Sam too, with the same result as the form: for example "create a reason code RIMB for employee expense reimbursements" or "list the accounting templates I've saved." Both paths are equivalent — use whichever is more convenient at the time.
If something goes wrong
- I can't find a page to manage reason codes or templates — there isn't one: they're managed only from the journal's "New entry" dialog, through the reason-code combobox and the "Start from template" button.
- I don't see "Start from template" or "Save as template" — they only appear while you're creating a new entry; when editing or correcting an existing one they're gone, because in those cases you're already working with real data.
- "Save as template" is disabled (greyed out) — the entry has to balance (debit = credit) before it can be saved as a template.
- I deleted a reason code or a template by mistake — there's no way to recover it: you have to recreate it from scratch. Entries already posted are never affected either way.
- A line's account doesn't get pre-filled from the template — that account was probably renamed or disabled after the template was saved: pick the right account by hand, the line still keeps its amount and description.
Frequently asked questions
How do I create my own reason code? In the journal's "New entry" dialog, open the Reason code combobox and press "+ New reason code" at the bottom of the list: all you need is a code and a name.
Where do I find the list of reason codes? In the same combobox: the standard ones carry the "Standard" badge, your custom ones don't.
What does the GIRO reason code mean? It's one of the 15 standard reason codes, meant for transfers between bank accounts of the same company.
Can I edit a reason code I created? No: reason codes and templates can't be edited, only deleted and recreated.
How do I save a recurring entry as a template? Fill it in as usual while creating a new entry, make sure it balances, then press "Save as template" above the accounting lines.
How do I reuse an entry I post every month? If you saved it as a template, open a new entry and press "Start from template": it pre-fills the reason code and the lines.
How do I delete an accounting template? From the "Start from template" picker, press the trash icon on the template's row and confirm.
Is there a page to manage reason codes? No, they live only inside the journal entry dialog.
Can the standard reason code be changed? No, standard reason codes (badge "Standard") can't be deleted or edited: create a custom one if you need something different.
If I delete a reason code, what happens to the old entries? They stay exactly as they are: deleting the reason code doesn't touch entries already posted.