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

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

Definition:

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 > Supplier Master.

 

Step 2: Then click on F3 New or ‘F4’ Change button as required. Suppose click on ‘Change’.



Step3: Select the Supplier name from the list for whom the PO expiry days needs to be added.



Step 4: 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: If the option of PO expiry days is not showing in your software, you can follow the Pre-checks mentioned in the Last of this document.



How to update the PO Expiry Days in bulk for all or for a set of Suppliers?

 

Step 1: Press Ctrl + F3 Bulk Update button in the Item Master 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 2: In the PO Expiry (in days) field and mention the PO expiry days for one supplier.




Step 3: Now select the other suppliers for those it needs to be updated by using ‘Shift+Down Arrow’ key & paste the copied formula by using ‘Ctrl+V’ key.

Now you can notice that all the fields in the column are replaced by 15 days & click on ‘Save’.

 


Step 4: The below confirmation box will come and you need to click on the Yes button to apply the same.



Now 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 > Supplier Master.



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



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

 

In this way the user can enable the option of ‘PO expiry Days for supplier’ in your software.

 

Conclusion:

In this way you can set the supplier PO days which can help to restrict the Purchase Invoice to be made after the expiry days passed. This will help restrict duplicate Purchase Orders.