Manage Approver Holidays or Absences
This guidance is only for IRIS Financials Version 7.0.2223 or later. If using version 7.0.2103 or earlier, go to Managing approver holidays or absences.
When approvers are on holiday or absent, their account must be set to On Holiday to make sure authorisation requests are sent to the set Holiday Approver.
All orders for approvers set as On Holiday are sent to Holiday Approver within 72 hours.
If the user set as the user's Holiday Approver is also absent, the document is not sent to an alternative approver. The document is sent to the absent approver so cannot be approved until they return.
When more than one approver in the workflow is absent at the same time, the available approver must be set as the approver for all users in the workflow.
For example: User B is set as holiday approver for User A, and User C is set as holiday approver for User B. Both User A and User B are on holiday at the same time. The document for approval is sent to User B and never sent to User C.
If the approver is not on holiday and the authorisation is still waiting after 72 hours, a chase email is automatically sent to the original approver.
If a user is specified as a Holiday Approver, then their own approval limit is used rather than that of the original approver.
It is important when specifying a Holiday Approver that their limit is checked and is sufficient to be able to approve for the user they are covering for.
If the Holiday Approver has a higher limit than the original approver, then the approval may go to a different approver who is a lower tier than the holiday approver, if they have a sufficient approval limit. The following example is used to explain this:
User A has an approval limit of £1,000 and is on holiday.
User B has an approval limit of £2,000.
User C has an approval limit of £5,000. User C is the designated holiday approver for User A.
Single Approval:
A purchase order is raised for £750.
User B approves the purchase order as User C's limit is £5,000 despite being the holiday approver for User A.
Tiered Approval:
A purchase order is raised for £4,000.
User B approves the purchase order first before User C as they have the lower approval limit. User C's limit is set to £5,000 despite being the holiday approver for User A.
If you use IRIS Financials Purchasing, and existing documents need to be sent for authorising to a another approver before the 72 hours, repoll the documents.
To set a user as absent or on holiday:
- Go to Maintenance, then select Users.
- Find the relevant user.
- Select Purchasing.
- Select EDIT.
- Select On Holiday.
-
SAVE the setting.
When the user returns from absence or holiday, for them to receive documents for authorisation, On Holiday must be cleared on their account.