Lock Fields and Actions with an Integrated ERP System

When your ERP system integrates with Cost Management, it creates a connection that ensures data consistency and financial accuracy across your entire organization. However, this integration also introduces the need for careful data governance to prevent conflicts between the two systems.

The Integrated and Locked feature provides essential protection for your financial data by establishing clear boundaries between what can be modified in Cost Management versus what should remain under ERP control. This prevents the common problems that arise when the same data exists in multiple systems: duplicate entries, conflicting information, and accidental overwrites that can compromise your project's financial integrity.

Why Lock Fields and Actions?

Data Integrity: When cost items, budgets, and contracts are managed in your ERP system, allowing unrestricted editing in Cost Management can create discrepancies that are difficult to reconcile. Locking ensures that the ERP system remains the single source of truth for financial data.

Workflow Protection: ERP systems often have complex approval workflows and business rules. By locking integrated items, you prevent inadvertent changes that could bypass these critical controls or disrupt established processes.

Error Prevention: Construction projects involve significant financial commitments. Locking prevents costly mistakes like accidentally deleting budget line items, modifying contract values, or creating duplicate payment applications.

Compliance: Many organizations have financial controls and audit requirements that mandate specific approval processes. Locking helps maintain compliance by ensuring that all financial changes flow through the appropriate ERP workflows.

How It Works

After the ERP system is integrated with Cost Management, account administrators can lock fields and actions to avoid inconsistency, unplanned changes in projects, and errors.

Note: Contact your ERP system vendor to enable the Integrated and Locked option.

Since the ERP system is integrated with Cost Management, the status will be visible in the:

Integration State column
Integration section in the details panel of the item

Lock Fields and Actions

You can change fields and actions to read-only mode for integrated and locked items. Review the table to see what can be locked. Use the search at the top of the table to narrow down the results.

What is integrated and locked	Locked sections and fields in the flyout panel	Locked fields in the table view	Locked actions
Budget	Budget Code in the Details section	These fields are locked in the Budget table: Budget Code Qty Unit Cost Amount	These actions are locked in the More menu of a budget: Add Subitem Delete
Main Contract	Details Scope of Work Owner Details Architect Details Tax Approval Retention Cap Master Schedule	All fields are locked except for Custom Attributes	These actions are locked in the More menu of a main contract: Add Subitem Batch Associate Budgets Import Schedule of Values Lock Schedule of Values Delete If a main contract is locked, main contract SOVs in the Budget tab can't be created
Main Contract Subitem	Details	All fields are locked except for Custom Attributes	These actions are locked in the More menu of a main contract subitem: Add Subitem Batch Associate Budgets Delete If a main contract is locked, you can't create main contract SOVs in the Budget tab
Budget Payment Application	Details Owner Details Change Order Details Tax Associated Costs	All fields are locked except for Custom Attributes	When a budget payment application is locked, you can't proceed with its workflows. The previous application can't be set as an approved anymore. In the Manage Master Schedule dialog box, deleting an application or billing period is unavailable. Managing billing periods from a details panel in the Contract tab is locked.
Budget Payment Application Subitem	Details	All fields are locked except for Custom Attributes	Mark as Completed is locked in the More menu of a budget payment application subitem
Contract - either in the Executed status or when integrated and locked	All fields in the Details section except Type Supplier company in the Supplier Details section Scope of Work Associated Budget Schedule of Values	These fields are locked in the Contract table: Code Name Budget Code	When a contract is integrated and locked, you can't delete it. In the Budget tab, allocating a budget to a contract is unavailable.
Cost Payment Application	Details Supplier Details Change Order Details Tax Associated Budget Payment Application	All fields are locked except for Custom Attributes	When a cost payment application is locked, you can't proceed with its workflows. There is no option to delete an application or billing periods. Previous application can't be set as an accepted, approved, or paid anymore.
Cost Payment Application Subitem	Details	All fields are locked except for Custom Attributes	Mark as Completed is locked in the More menu of a cost payment application subitem
Expense	Details Supplier Details Associated Budget Payment Application Approval	All fields are locked except for Custom Attributes	These actions are locked in the More menu of an expense item: Add Subitem Delete
Expense Subitem	Details	Delete is locked in the More menu of an expense subitem
Cost Item	Details Cost Summary Scope of Work Approval	All fields are locked except for Custom Attributes	These actions are locked in the More menu of a cost item: Define Hierarchy Delete
PCO	Details Scope of Work Approval	All fields are locked except for Custom Attributes	When a PCO is locked, you can't delete it, change its status, or proceed with its workflows. In the More menu, these actions are locked: Cost Change Add Cost Item Batch Create Cost Item Add Markup Re-Calculate Markup You can't assign a cost item to a locked PCO in the Cost Item tab
RFQ	Details Scope of Work Supplier Details Approval	All fields are locked except for Custom Attributes	When an RFQ is locked, you can't delete it, change its status, or proceed with its workflows
COR	Details Scope of Work Owner Details Approval	All fields are locked except for Custom Attributes	When a COR is locked, you can't delete it, change its status, or proceed with its workflows. A PCO can't be assigned to a locked COR.
OCO	Details Scope of Work Owner Details Approval Tax	All fields are locked except for Custom Attributes	When an OCO is locked, you can't delete it, change its status, or proceed with its workflows. You can't assign a PCO or COR to a locked OCO. Add Markup is unavailable.
SCO	Details Scope of Work Supplier Details Approval Tax	All fields are locked except for Custom Attributes	When an SCO is locked, you can't delete it, change its status, or proceed with its workflows
Forecast Adjustment	Forecast Adjustment in a budget's details panel	-	Forecast adjustment can't be deleted once locked

Example - lock contract

To prevent unscheduled changes to a contract, enable the lock through your ERP system vendor. You can do this with ERP integration. Request an ERP system vendor to enable the lock.

Review the table to see which fields and actions are locked. In detail:

In the first column in the table, you’ll see what can be locked. In this case, the contract is locked.
In the second column, you can see that many the sections and fields of the flyout panel for this contract are locked. From now on, you can make changes only to the few of them, for example: Type of the contract, Supplier Contact, Tax, Documents, Retention Cap.
In the third column, you can see what fields are locked in the Contract table view. From now on, you can make changes only to the few of the fields: Name, Unit, Input Qty, Location.
In the Locked Actions column, you can see which actions are unavailable after integration. Once you lock the contract, you can’t add subitems or delete a contract.

Important: If the main item is locked, every subitem in the hierarchy is locked as well. After integration, avoid editing and deleting locked items and any actions that might affect locked items.

Add, Manage, and Filter by Integration State Column

By adding the Integration State column to the Budget, Cost, and Change Order tool’s table views, you can see which of the items, sections, and actions are locked and integrated.

To add this column to your views: