Set up item expiration

Article • 6/13/2024 • 6 min read

The Expiration Setup page for an item includes fields that must be filled to activate checks for FEFO inventory warnings/errors and minimum sales/purchase shelf life. For more information about how these warnings/errors are displayed during inbound and outbound processes, see Minimum Shelf Life and FEFO Inventory Warning.

To configure the Expiration Setup page for an item, follow these steps:

Select the Search icon , enter Items, and then choose the related link.
The Items list page opens.
Select the required No. to open the Item Card page.
On the action bar, click Related > Item > Expiration Setup.
The Expiration Setup page opens.
On the Based on Customer/Vendor FastTab, fill in the required fields. For more information, see the Expiration Setup per Customer/Vendor topic explained below.
On the Based On Item FastTab, enter the required information in the following fields:

Field	Description
Minimum Purchase Shelf Life	Enter the value for minimum purchase shelf life with a date formula. For more information, see Minimum Shelf Life.
Minimum Sales Shelf Life	Enter the value for minimum sales shelf life with a date formula. This field is editable only when the Source Type field is set to All Customers and Customers. For more information, see Minimum Shelf Life.
Expiration Action Calculation	Enter the value for expiration action calculation with a date formula. For more information, see Expiration Action Date.
FEFO Inventory Warning	Select the appropriate option for FEFO inventory warning checks in the documents. For more information, see FEFO Inventory Warning.
Production Date for Output	Select the appropriate date option based on which the expiration date should be calculated on production and assembly orders. The available options are blank, Posting Date, Starting Date, Ending Date, and Lot Production Date. The default option is Posting Date. For more information, see Expiration Date.
Expiration Date Calc.	Select the appropriate date option based on which the expiration date should be calculated on purchase documents. The available options are blank, Document Date, and Vendor Production Date. For more information, see Expiration Date.

On the Based on Item Attribute FastTab, you can view the configurations set for associated item attribute values. The fields on this FastTab are non-editable, and the values are inherited from the Item Attribute Expiration Setup page for the relevant item attribute value. To set up the configuration for item attribute values, see Item Attribute Expiration Setup.

Expiration Setup per Customer/Vendor

For each customer/vendor, you can configure a minimum sales/purchase shelf life for an item that overrides the general minimum sales/purchase shelf life set for that item. A warning or an error would appear if the lot used in a sales/purchase transaction has an expiration date that does not meet the customer’s/vendor’s specified minimum sales/purchase shelf life. For more information, see Minimum Shelf Life and FEFO Inventory Warning.

To configure that, follow these steps:

On the Based on Customer/Vendor FastTab, enter the required information in the following fields:

Field	Description
Source Type	Select the required source type for whom you want to configure the expiration setup for the item. Customers – Select this option to configure the setup for a specific customer. All Customers – Select this option to configure the setup for all customers. Vendors – Select this option to configure the setup for a specific vendor. All Vendors – Select this option to configure the setup for all vendors. Blank – Select this option to configure the setup for all the above options.
Source No.	Select the required source number. This value is filtered based on the selected source type. For example, if the Source Type field is set to Customer, this field is filtered with customer numbers. Also, this field is editable only when the Source Type field is set to Customer or Vendor and the Source No. field has a value.
Address Code	Select the required ship-to address code. This field is editable only when the Source No. field has a value. It is an optional field.
Minimum Purchase Shelf Life	Enter the value for minimum purchase shelf life with a date formula. This field is editable only when the Source Type field is set to All Vendors or Vendors. For more information, see Minimum Shelf Life.
Minimum Sales Shelf Life	Enter the value for minimum sales shelf life with a date formula. This field is editable only when the Source Type field is set to All Customers or Customers. For more information, see Minimum Shelf Life.
FEFO Inventory Warning	Select the appropriate option for FEFO inventory warning checks in the documents. For more information, see FEFO Inventory Warning.

You can set this configuration for multiple specific customers and vendors. When multiple configurations exist, the system determines the minimum shelf life and FEFO inventory warning values based on the following hierarchy:

Specific Customer/Vendor with Address Code

The system first checks for a configuration matching the specific customer/vendor and the address code associated with the sales or purchase documents.

Specific Customer/Vendor without Address Code

If no match is found in the previous step, the system checks for a configuration matching the specific customer/vendor associated with the sales or purchase documents.

All Customers and All Vendors

If no match is found in the previous steps, the system checks for configurations with the Source Type field set to All Customers and All Vendors.

Blank Source Type

If no match is found in the previous steps, the system checks for configuration with the blank Source Type field.

Based on Item and Based on Item Attribute FastTabs

If the configurations mentioned above doesn’t exist, the system first checks for configuration on the Based On Item FastTab.
If none of the above configurations exist, the system checks for configuration on the Based On Item Attribute FastTab.

For more information, see Minimum Shelf Life and FEFO Inventory Warning.

The configuration on the Based On Item and Based On Item Attribute FastTabs applies only to sales and purchase documents.

For sales documents, the system checks configurations with the Source Type field set to Customers and All Customers for the minimum sales shelf life and FEFO inventory warning. For purchase documents, it checks configurations with the Source Type field set to Vendors and All Vendors with the minimum purchase shelf life and FEFO inventory warning.

You can also view and edit the item expiration setup for a specific customer from the Customer Card page. To do that, follow these steps:

Select the Search icon , enter Customers, and then choose the related link.
The Customers list page opens.
Select the required No. to open the relevant Customer Card page.
On the action bar, select More options > Related > Customer > Item Expiration Setup.
The Expiration Setup per Item page opens, displaying the same information as the Expiration Setup page but specific to the relevant customer. This page includes details such as address code, item number, minimum sales shelf life, and FEFO inventory warning. You can edit these details as required, and these changes will be reflected on the relevant Expiration Setup page for the relevant items.

Similarly, you can view and edit the item expiration setup for a specific vendor from the Vendor Card page.