Examples of Validating Receiving Transaction Dates

You can validate receiving transaction dates for inventory and expense destination purchase orders, return material authorizations (RMAs), transfer orders, and in-transit shipments.

The receiving transaction date validations depend on three profile option settings:

• Transaction Date Validation Enabled

  Values include:

  • No validation

  • Allow current date only

  • Validate transaction date

  Inventory profile option used for both inventory and work order destination receipts.

• Maximum Number of Days Prior to Current Date in Which a Transaction Can Be Created

  Default value is 5 days.

  Inventory profile option used for inventory and work order destination receipts.

• Maximum Number of Days Prior to Current Date in Which an Expense Destination Transaction Can Be Created

  Default value is 180 days.

  Receiving profile option used for expense destination receipts.

When the Transaction Date Validation Enabled profile option is set to No Validation, the value entered for the Maximum Number of Days Prior to Current Date in Which a Transaction Can Be Created profile option (for inventory and work order destination receipts) is important for date validation. When the Transaction Date Validation Enabled profile option is set to Allow current date only or Validate transaction date, the value entered for the Maximum Number of Days Prior to Current Date in Which a Transaction Can Be Created profile option isn't considered.

The ASNs for drop ship purchase orders also process based on the values of these two settings.

Let's look at a few examples:

• Validate Receiving transaction dates for past dated transactions

• Validate Receiving transaction dates for current date

• Validate Receiving transition dates for open costing period

Validate Receiving Transaction Dates for Past Dated Transactions

Transaction Date Validation Enabled profile option = No validation

You can enter the past date for a receive or put away transaction when the Transaction Date Validation Enabled profile option is set to No validation. Also, the value of the Maximum Number of Days Prior to Current Date in Which a Transaction Can Be Created profile option must be within your threshold.

For example, considers these values for an inventory destination receipt:

• Current date = 3-July-20

• Maximum days prior = 5 days

If the current system date is 3-July-20 and the value for the Maximum Number of Days Prior to Current Date in Which a Transaction Can Be Created option is set to 5 days, you can create a receipt for an inventory destination purchase order on or after 28-June-20. However, if you attempt to create a receipt transaction prior to 28-June-20, you receive an error message.

Validate Receiving Transaction Dates for Current Date

Transaction Date Validation Enabled profile option = Allow current date only

You can perform receive or put away transactions for the current system date when the Transaction Date Validation Enabled profile option is set to Allow current date only. When Allow current date only is selected, the Maximum Number of Days Prior to Current Date in Which a Transaction Can Be Created profile option isn't considered. Also, the ASN creation for drop ship purchase orders takes place only when the shipped date is entered as the current date.

For example, considers these values:

• Current date = 3-July-20

• Maximum days prior = (doesn't matter)

If the current system date is 3-July-20, you can create a receipt for an inventory destination purchase order only when the receipt or transaction date is entered as 3-July-20. You receive an error message if you attempt to create a receipt, inspect, put away, correct, or return for a date other than the current system date.

Validate Receiving Transaction Dates for Open Costing Period

Transaction Date Validation Enabled profile option = Validate transaction date

With this profile setup, the application lets you perform receive or put away transactions only when the transaction dates correspond to an open costing period. Also, the ASN creation for drop ship purchase orders can take place when the shipped date corresponds to an open costing period.

The value for the Maximum Number of Days Prior to Current Date in Which a Transaction Can Be Created profile option isn't considered when the Transaction Date Validation Enabled profile option is set to Validate transaction date.

For example, considers these values:

• Current date = 3-July-20

• Maximum days prior = (doesn't matter)

If the current system date is 3-July-20 (which corresponds to an open costing period), you can perform a receipt for an inventory destination purchase order, transfer order, RMA, or in-transit shipment for transaction dates of 3-July-2020 and 2-July-2020. These dates correspond to an open cost accounting period. If you try to perform receive or deliver transactions for the June 2020 period, you receive an error because the cost accounting period for June 2020 is closed.