How to Lock Confirmed Purchase Orders in Odoo 18 (Enterprise)
Introduction:
Managing procurement efficiently requires accuracy, accountability, and data integrity. In the Odoo 18 Purchase module, one of the most crucial enhancements is the ability to automatically lock confirmed purchase orders to prevent further changes. This feature is essential for organizations that want to enforce stricter control over confirmed orders to avoid errors, discrepancies, or unauthorized changes post-confirmation.
Purpose:
The"Lock Confirmed Orders" feature ensures:
Immutability: Once confirmed, a purchase order becomes non-editable.
Data Consistency: Ensures all departments (procurement, inventory, accounting) are aligned on the same version of the purchase order.
Controlled Access: Only users with proper rights (e.g., administrators) can unlock and modify a confirmed PO.
Error Prevention: Avoids accidental changes in product quantities, prices, or other critical order details after confirmation.
Step-by-Step Guide to Lock Confirmed Purchase Orders:
Step 1: Activate the Locking Feature
Navigate to Purchase > Configuration > Settings.
2. Under the Orders section, enable the checkbox ‘Lock Confirmed Orders’.
3. Click Save to apply changes.
4. Once activated, any confirmed Purchase Order will automatically become locked.
Step 2: Create and Confirm a Purchase Order
5. Go to Purchase > Orders > Request for Quotation (RFQ).
6. Click Create and fill in details such as:
* Vendor
* Products
* Quantity
* Unit Price
7. Optionally, click Send by Email to share the RFQ with the vendor.
8. Once finalized, click Confirm Order.
9. Upon confirmation, the RFQ becomes a purchase order, and it enters the locked state. No further edits are possible unless unlocked.
Step 3: Managing Access Rights
To ensure that only authorized users can unlock orders:
10. Go to Settings > Users & Companies > Users.
11. Select a user (e.g., Marc Demo).
12. Under the Inventory tab, set Purchase Access Rights to User (not Administrator).
Note: Only the purchase administrator can unlock and edit purchase orders by clicking the 'Unlock' button. Purchase users cannot edit confirmed orders.
Conclusion
The “Lock Confirmed Orders” feature in Odoo 18 Purchase module is a powerful control mechanism for organizations that prioritize accuracy and traceability in procurement. By ensuring that purchase orders cannot be modified post-confirmation (except by authorized personnel), this feature promotes data integrity and aligns internal teams on fixed, reliable procurement data.
With simple configuration and access control, Odoo helps businesses streamline procurement while preventing costly errors or unauthorized changes.