Managing Purchase Order Field Restrictions with Plex / Purchase Order Status Fields Lock

Overview
Plex enables customers to restrict updates to specific purchase order (PO) fields based on the status of the PO. The Purchase Order Status Field Locks screen allows users to lock several fields in the PO header and PO lines, as well as the Quantity field within PO line releases.

Why Use Purchase Order Field Locks?
Every organization implements internal controls differently. You may have a multi-step process for creating and approving POs before they are finalized and sent to the supplier. During these steps—often part of a PO workflow—certain fields updated in earlier steps may need to be protected from unintended or unauthorized changes.

To accommodate the diverse needs of customers, Plex avoids hard-coding specific field locks to particular PO statuses. Instead, the status field locks feature allows customers to configure their own field restrictions, creating infinite possibilities for managing controls based on their unique workflows.

How to Configure Field Locks in Plex

1. Review Lockable Fields:
   Identify the fields in the PO header, PO lines, and PO line releases that should be locked for specific statuses in your workflow.
2. Access the Field Locks Screen:
   Go to the Purchase Order Status Field Locks screen in Plex's administrative interface.
3. Select a Status:
   Choose the specific PO status where you want certain fields locked.
4. Map Fields to Status:
   Assign the fields to be locked when the PO reaches the selected status.
5. Save Your Configuration:
   Once mapping is complete, the restrictions will be enforced automatically in the system. Fields that are locked can no longer be modified until the PO moves to a new status where they are unlocked.

Benefits

• Prevent unintended or malicious modifications to critical PO information.
• Align field restrictions with your unique internal control and approval workflows.
• Flexibly adapt to your organization's requirements without relying on predefined settings.

With Plex’s customizable status field locks feature, you gain full control over your purchasing workflows, ensuring data integrity and compliance across your procurement processes.