---
title: "Dispensing reason codes"
slug: "dispensing-reason-codes"
description: "Configure dispensing reason codes to track changes, deviations, and process details for improved traceability and compliance."
updated: 2026-06-25T10:24:07Z
published: 2026-06-25T10:24:07Z
canonical: "docs.staedean.com/dispensing-reason-codes"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.staedean.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Dispensing reason codes

Pharmaceutical industries must ensure full traceability of records, including the reason for any change and/or deviation from standard processes (e.g., manual data entry).

The Life Sciences Weighing and Dispensing module provides users with the capability to configure a list of reason codes related to the dispensing processes and select the appropriate reason code when one of the following events occurs:

- Manual data entry of sub-batch number
- Manual data entry of tare and net weight
- [Cleaning](/life-sciences/docs/cleaning) operation execution
- Instrument control closure
- Use of an expired sub-batch
- Reject the weighed quantity
- Inventory adjustment posting

A second user can change the reason code selected by a dispensing operator during the execution of a task if the [second person verification](/life-sciences/docs/weighing-and-dispensing-compliance-with-21-cfr-part-11) is enabled.

It is also possible to configure if the reason code, in case of any change or deviation, is:

- **Disabled** – The reason code is never needed.
- **Optional** – The reason code can be optionally specified by the user.
- **Mandatory**” The reason code must always be specified by the user.
- **Mandatory when not compliant** – The reason code is required only in the case of a non-compliant event (for example, instrument control failure).

The **Reason code** rule is configured in the Life Sciences Weighing and Dispensing Master under **File > Configuration > Other options** tab.

The list of reason codes available for dispensing processes is defined in the **Dispensing reason codes** form in **Inventory management > Setup > Dispensing reason codes > Dispensing reason codes**.

It is possible to assign the **Type** to each dispensing reason code to identify the process where the reason code can be selected. These are: **Manual data entry**, **Instrument control**, **Cleaning**, **Rejection**, **Product**, and **Inventory**). Only reason codes assigned to a process are displayed when a change or deviation from the process itself occurs.

## Related

- [Cleaning](/cleaning.md)
- [Weighing and Dispensing compliance with 21 CFR Part 11](/weighing-and-dispensing-compliance-with-21-cfr-part-11.md)
- [Life Sciences Weighing and Dispensing](/life-sciences-weighing-and-dispensing.md)