Adaco: Enable Shelf Life and Temperature Validation Options – Fourth & HotSchedules Customer Success Portal

Overview

This article describes how to enable and use the Shelf Life and Temperature Validation options in Purchasing and Inventory.

Please note: These options are independent of each other. One can be enabled and the other does not have to be, as it depends on what the property is looking to accomplish.

Enable Shelf Life and Temperature Authorization

Go to Property > Administration > Property Preferences > Receiving > select Enable Shelf Life and/or Authorize Temperature Validation, seen in Fig.1

Fig.1 - Enabling Shelf Life and Temperature Validation

Enable Shelf Life

The Enable Shelf Life flag enforces product Expiration Dates, such as Meat and Dairy products, and is set in the Sub Category section of a Category.
To enable Shelf Life:

Go to Property > Setup> Categories > Categories
Double-Click the category details to be edited
In the Sub Category section at the bottom, enter a numerical value in the Allowable Shelf Life (Days) field, as per Fig 2. The field is set to full days only for the number of days that a product should be usable for
Select Save

Fig.2 - Configuring the Shelf Life Setting

When products with subcategories which have shelf life entries are entered, the system will require a date to be entered in the Expiry Date field at Receiving, as per Fig.3

Please note: With Shelf Life enabled, if a valid date is not entered, the system will not allow the Purchase Order to be received. For example, if an item was received on April 21st and the Shelf Life on the Subcategory is set to 5 days, the minimum Expiration date is April 26th. If an expiration date of April 22nd is entered, the system will not Post the Receiving, as seen in Fig.3.

Fig.3 - Entering a Valid Date in Receiving

Authorize Temperature Validation

The Authorize Temperature Validation flag enforces minimum and/or maximum temperature settings for Meat and Dairy products, and is set in the Category details screen.

Go to Property > Setup > Categories > Categories and open the Category Details to be edited
Select the Has Allowable Temperature check box
Enter the Temperature Min and/or Tempature Max as needed, as per Fig 4
Select Save

Please note: The Purchasing & Inventory system does not validate which Temperature system (Fahrenheit or Celsius) is being used at the property. If the Category has “30” as the minimum temperature, the system will not distinguish whether that is in Celsius or Fahrenheit, it will look for a value of at least “30” entered in Receiving.

Fig.4 - Entering the Min/Max Temperatures

When a Receiving is completed for products with a Category that have Has Allowable Temperature entries, the system will require a valid Temperature to be entered in the Temperature field(s) at Receiving, seen in Fig.5

Please note: With the Authorize Temperature Validation flag enabled, a valid temperature for the item must be entered. Otherwise the system will not allow the Purchase Order to be received. For example, an Ice Cream product has a minimum temperature of 0 and a maximum temperature of 29 (degrees F). If a user enters 30, the system will not Post the Receiving, as per Fig.5.

Fig.5 - Entering Temperatures

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