Manual or automatic expiration date calculation

Article • 7/2/2025 • 4 min read

The expiration date is needed for executing checks concerning the minimum shelf life and FEFO inventory warnings. When creating a lot number in the item tracking Lines, a notification will be triggered when it is required to manually fill the expiration date. When this is not the case and the field Expiration Calculation is filled on the Item Card, the expiration date will be automatically calculated and shown.

Manually enter an expiration date on the item tracking lines

To inform the user that it is required to fill the expiration date, a notification is shown when entering a new item tracking line. This notification is triggered when the Require Expiration Dates toggle is turned on, on the Item Tracking Code Card page of the item tracking code selected on the Item Card of the used item.

  1. Select the Search icon , enter Item Tracking Codes and then choose the related link.
    The Item Tracking Codes page opens.
  2. Select the required Code to open the Item Tracking Code Card page
  3. On the action bar, click Edit to edit the fields.
  4. On the Misc. FastTab, the Require Expiration Date Entry toggle must be turned on for the extension to work correctly.
    This specifies that items that use this item tracking code can have an expiration date and it enables checks for expiration dates.
  5. Turn on the Require Expiration Dates toggle.
    This specifies that items that use this item tracking code must have expiration dates. It will also remind users to manually enter an expiration date when creating a lot number.

This toggle can only be turned on after turning on the Use Expiration Dates toggle.

  1. On the Purchase Order page, on the Lines FastTab, on the action bar, click Line > Item Tracking Lines.
    The Item Tracking Lines page opens.
  2. On the action bar, click Actions > Functions > Assign Lot No.

The notification shows that it’s required to manually enter an expiration date on the item tracking lines when assigning a lot number.

If the Require Expiration Date Entry toggle on the Item Tracking Code Card page is turned off, the functionality and notification remains same.

Automatically calculate an expiration date on the item tracking lines

The Expiration Date field value for a lot number is automatically updated when you enter a value in the Vendor Production Date field on the Item Tracking Lines page and the value for it is calculated based on adding the expiration calculation to the document date when creating a new lot number.
The required setup consists of entering a date formula in the Expiration Calculation field on the Item Card page and turning off the Require Expiration Date Entry toggle on the Item Tracking Code Card page for the item tracking code used for the item.

  1. Open the Item Card.
    The Expiration Calculation field must be filled with a date formula, example “365D”.
  2. Open the Item Tracking Lines on a Purchase Order.
  3. On the action bar, click Actions > Functions > Assign Lot No.

The Expiration Date is automatically calculated in the item tracking lines when creating a lot number, based on adding the expiration calculation to the document date.

Assisted setup to change tracking setup for purchase items

To change the item tracking code follow the steps:

  1. Navigate to Assisted Setup > Change Tracking Setup for Purchase items.
    The Change Tracking Setup for Purchase items wizard opens.
  2. Follow the instructions in the wizard to update the item tracking code.
    The system turns off the Require Expiration Date Entry toggle on the Item Tracking Code Card page.

The Item Tracking Code Wizard page displays only the items for which the Require Expiration Date Entry toggle on the Item Tracking Code Card page is currently turned on.