How to set a validity period for a purchase order?

Easily add and track the validity period for each Purchase Order, with clear print and audit logging.

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Business Value:

• Clearly communicates how long a PO is valid to vendors and stakeholders.
• Reduces the risk of vendors fulfilling outdated or expired orders.
• Enables automated tracking and auditing of any changes to PO validity.
• Ensures procurement process compliance and transparency.

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Use Cases:

• A procurement manager wants to ensure a supplier is aware that the PO is only valid for 30 days from its date.
• An auditor checks the PO history to see if/when the validity period was updated or removed.
• The finance team references printed POs to verify that orders were placed and fulfilled within the validity period.

Go to manage.kwentra.com Click “Back Office” Go to “Purchasing” Click “Purchase Orders” Search for any PO You might need to clear the search first to get all the data you need. Open PO

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New Validity Field!

Field Behavior:

• Field Name: Validity
• Type: Number field (accepts only positive integers).
• Function:
  • When a number is entered, it indicates how many days the PO is valid from the PO date.
  • If left empty, no validity period is displayed or applied.

Printing Changes:

• If Validity is entered:
  • PO printout will include a new line (under the items table, before signatures):

    “This PO is valid for X days from PO date.”

• If left empty:
  • This line is not shown on the printout.

You must save your changes Open the Print Dialogue Choose the items you want to show in the printout, then Submit PO Printout with its validity duration in days

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Audit Logging

• Any changes to the Validity field (adding, removing, or editing the number) are logged in the PO history with a timestamp and user info.

PO changes and logs