Configuring 'Valid Till Date' for Orders

Content was last updated in 06.22.04-00

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Items, kits, and Assets are valuable resources in any business, and an order must not hold them to ransom forever at any given instance.

An easy and viable remediation is that orders must be assigned a 'Valid till date'. However, when an order is converted from one type to another, the same 'Valid till date' might get copied, and act as a disruption.

This problem can further be resolved by introducing a static and pre-configured 'Valid Till Offset'.

This 'Offset' in conjugation with order's creation or conversion date will automatically populate the ‘Valid Till Date’ as per the order's type.

As obvious, the 'Creation Date' is picked as the system date, while the 'Conversion Date' is when the transition happened.

The formula used here is ‘Valid Till Date’ = Order's Creation or Conversion Date + 'Valid Till Offset'.

• The Time portion of Valid Till Date will always be considered to be 00:00.

• The default Valid Till Date will be applied exactly the same way, irrespective the means by which Order conversion happened.

For example: Order Edit, Order Search Right click, Accounts > Orders > Right click, and Order API etc.

• The Valid Till Date defaulting is not applicable for other actions such as - Order Cancel and Lost etc.

• The 'Valid Till Offset' setting is applicable for Regular Rental Orders only.

The benefit of this feature is:

You can be sure that whenever a Order transitions between Quote/Hold/Reservation the 'Valid Till Date' is set by default. And hence, Activity Rules setup in the in reference to 'Valid Till Date'  takes the required action like cancelling the Orders having their 'Valid Till Dates' in the past. This further ensures that all actions happen as per defined company standards and nothing is missed out due to any possible manual error.

The Valid Till Date Offset configuration defaulting works for all other transitions between Quote, Reservation, and Hold.

And every time, the order goes through a new transition (type conversion), the system overwrites the previous Valid Till Date as per configuration defined. If incase, the rule for transition between two order types is not defined, the system retains the last populated Valid Till Date.

Pre-requisites

As explained above, this functionality is dependent on two configurations -  the 'Valid Till Offset' and the 'Creation or Conversion Date'

Set the 'Valid Till Offset' in the Configuration module. To know how, click here.

Sample Workflow

1. Create an order (Quote) with certain items etc. added.

Currently, since it is a new Order, the Conversion Date [See Figure 1.0] is blank, however the Valid Till Date [See Figure 1.1] is auto populated based on the settings done in configuration module.

2. Now convert the Quote to Hold.

Since the Reservation Order was converted to Hold on 6th April 2021, the Conversion Date is taken as default system date [04/06/2021], as per setting. [See Figure 1.2]

As per configuration, when a Quote is converted to Hold, an offset of 4 days is added to the Conversion Date for Valid Till Date, which is shown as 04/10/2021 [See Figure 1.3]

3. Now, Convert the Hold to Quote.

Since the Order on Hold was converted back to Quote on 6th April 2021,  the Conversion Date is taken as default system date [04/06/2021], as per setting. [See Figure 1.4]

As per configuration, when an Order on Hold is converted to Quote, an offset of 3 days is added to the Conversion Date for its Valid Till Date, which is shown as 04/09/2021 [See Figure 1.5]