Do you know how to set up the Purchase Order Expiry days for a supplier or set of suppliers in bulk?

Do you know how to set up the Purchase Order Expiry days for a supplier or set of suppliers in bulk?

Purchase Order Expiry is the date on which the Purchase Order will get expired & it will be unavailable in the system for further use.

 

Benefits:

Using Purchase Order Expiry, we can restrict a Purchase Order to be converted after the defined days. The Purchase Order will be expired, and you cannot convert that Purchase Order into Purchase Invoice.

 

Used Case Scenario:

Suppose you set the PO Expiry Date as 20-12-2022, when the current date reaches 21-12-2022, the system will not allow you to convert the Purchase Order to Purchase Invoice.

 

To set up the Purchase Order Expiry Days for a single supplier, follow the steps below:

 

Step 1: Go to Purchase > Masters > Distributor.


Step 2: Then click on F3 New or F4 Edit button as required. In case of edit, select the Distributor name from the list.

(Note: Key settings may vary from user to user, you can click on the blank button just beside F1 Key to change the key combinations to find the desired key)

  

Step 3: Then click on the Order Days and out the desired value in the "PO Expiry (in Days) field, and then click on F6 Save to save the settings.

(Note: Key settings may vary from user to user, you can click on the blank button just beside F1 Key to change the key combinations to find the desired key)

 

To update the PO Expiry Days in bulk for all or for a set of Distributors, do the following steps:

Step 1: Press Ctrl + F3 Bulk Update button in the Item Master window. The Bulk Update screen will appear.

(Note: Key settings may vary from user to user, you can click on the blank button just beside F1 Key to change the key combinations to find the desired key)

 

Step 2: In the Manage Tab window, locate the Name and search for the Distributor names and then locate the PO Expiry (in days) field and update the desired number of days. This is done one by one basis.

 

Step 3: To update in a bulk based on different criteria/filters like Purchase Type, GST Reg Type, Distributor category or Credit Days etc, filter as per your requirement and then double-click on the PO Expiry (in Days) field and put the desired number.  


Step 4: Then Press Ctrl + C and Ctrl + Shift + V to paste on the entire column. Then click on the YES button to save the changes.

See the screenshot for your reference.

You can notice that all the fields in the column are replaced by 15 by pressing Ctrl + Shift + V.

 

Step 5: The below confirmation box will come, and you need to click on the YES button to apply the same.


Below, confirmation will come after the successful application of the Column Paste operation. Click on OK to complete the operation.

 

Prerequisites for the Purchase Order Expiry Days Setup:

To set up the Purchase Order Expiry Days for a supplier or set of suppliers in bulk, we need to activate the "PO Expiry (in days)" option in the Distributor Master.

Step 1: Go to Purchase > Masters > Distributor

 

Step 2: Then press Ctrl + F4 ManageTab to open the Manage Tabs window.

(Note: Key settings may vary from user to user, you can click on the blank button just beside F1 Key to change the key combinations to find the desired key)

 

Step 3: Then click on the Order Days in the Left Panel and then double-click on "PO Expiry (in days)" option to activate the same and then click on Apply button.

 

Conclusion:

With the help of Purchase Order Expiry Days, we can restrict the Purchase Invoice to be made after the expiry days passed. This will help restrict duplicate Purchase Orders.  

 

 

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