Validation Days

YouTube: How to Configure Validation Days for Purchase Order Expiry?

How to Configure Validation Days for Purchase Order Expiry?

This tutorial explains how to define Validation Days for Purchase Orders in Logic ERP and control their usability within a specified time period. It demonstrates how expired purchase orders are restricted during retrieval and how strict validation ensures compliance with defined timelines.

---

Objective of Validation Days

• Define the Validity Period for Purchase Orders

• Restrict usage of Expired Purchase Orders

• Ensure timely processing of transactions

• Improve control and compliance in procurement

---

Access Configuration

• Open Purchase Order Configuration Window

• Navigate to General Options Section

Define Validation Days

• Locate the field:

  • “Validation Days”

• Enter the number of days for PO validity

• Click Ok.

Meaning

• Purchase Order will remain valid only for the defined number of days

• It can be retrieved in Purchase Voucher within this period only

---

Creating Purchase Order

• Create a New Purchase Order Entry

System Behavior

• Valid Days & Valid till Date is auto-calculated

• Displayed based on configuration

• Enter item details

• Click Save

---

Enable Strict Validation in Purchase Voucher

Configuration Setup

• Open Purchase Voucher Configuration

• Locate and enable the option Labeled as:

“Do Not Allow Entry Beyond Validity Days”

• Click Save

---

Implement Expired Purchase Order

Scenario: Bill Date Beyond Validity

• Open Purchase Voucher Window

• Select Supplier and enter bill details

• Enter a Bill Date beyond PO validity

• Try to retrieve Purchase Order

Result

• No pending Purchase Orders will be displayed

• PO is considered expired

---

Implement Valid Purchase Order

Scenario: Bill Date Within Validity

• Enter Bill Date within validity period

• Retrieve Purchase Order

Result

• Purchase Order appears in search list

• Can be successfully selected and processed

---

Restriction on Saving After Expiry

• Retrieve PO within valid period

• Change the Bill Date beyond validity

• Attempt to save

System Behavior

• System restricts saving

• Displays error message due to validation rules

---

Key Benefits

• Ensures timely execution of Purchase Orders

• Prevents use of outdated or expired orders

• Strengthens procurement control

• Improves data accuracy and compliance

---

Best Practice Tips

• Define realistic validation days based on business cycle

• Always enable strict validation for better control

• Monitor expired POs regularly

---

Final Outcome

• Purchase Orders are valid only within defined time limits

• Expired PO's are automatically restricted

• System enforces strict validation and discipline

• Procurement process becomes controlled and reliable