How to Manage and Enforce Request Restrictions using Price Sheet Restriction Flags in Beacon

Overview

In ConnectSx Beacon, certain catalog items—such as high-value biologics or specialized equipment—may have usage restrictions, minimum order quantities, or profitability constraints at specific facilities. To prevent accidental low-margin requests, Operations teams can add Restriction Flags and Restriction Notes directly to facility price sheets.

When a field representative submits an inventory request tied to an event, Beacon automatically validates the requested items against the target facility's price sheet and warns the user before submission.

Part 1: Setting Up Restriction Flags on Price Lists (Admins & Operations)

You can flag items as restricted either directly in the Beacon Console or via CSV price sheet imports.

Option A: Managing Restrictions via the Console

Navigate to Directory > Facilities and select the target facility.
Open the Pricing / Contract Price List tab.
Locate the catalog item you wish to restrict.
Set the Restricted column toggle to Yes.
(Optional) Enter an inline Restriction Note explaining the reason or guidance (e.g., "Min. order qty of 3 required at Mayo Clinic" or "Approval needed").
Click Save.

Option B: Importing Restrictions via CSV

When uploading a custom facility price list via CSV, include two optional columns in your file:

Damaged/Waste Price: Enter the Damaged/Waste Price
Restricted: Enter Yes or No (defaults to No if left blank).
Restriction Note: Enter your custom warning or instruction text.

Part 2: How Request Validation Works for Sales Reps

When field users create and submit an inventory request, Beacon checks for restriction flags in real time:

Automatic Validation Check: When submitting an inventory request linked to an upcoming event, Beacon scans the facility's contract price list for any restricted catalog items included in the request.
Restriction Alert Modal: If any requested items are flagged as restricted, submission is paused and a warning window appears displaying:
- The name and catalog number of each restricted item.
- The exact Restriction Note provided by Operations.
User Action:
- Go Back: Click to return to the request form to remove or modify restricted items.
- Proceed: Click to confirm and submit the request despite the warning.

💡 Note: Validation checks run specifically when a request is associated with an event and the corresponding facility has an active price sheet. Standard, unlinked requests or facilities without price sheets will bypass this check.

Part 3: Operational Oversight & Warehouse Pick Lists

If a field rep chooses to proceed with an inventory request containing restricted items:

Request Detail View: Operations users reviewing the request will see warning chips attached to restricted line items, displaying the restriction note for audit transparency.
Warehouse Pick Lists: Generated Pick List PDFs will clearly display RESTRICTED indicators and associated notes next to flagged line items so warehouse staff can verify authorization before fulfillment.

Frequently Asked Questions (FAQ)

Does a restriction flag completely block a sales rep from submitting?
No. Restriction flags act as an authorization warning, not a hard block. Reps can review the note and choose to override and submit if necessary.
What happens if a price list restriction is removed later?
Beacon saves a permanent snapshot of the restriction status and note at the moment of request submission. Future changes to the price sheet will not alter historical request records.