Checking Security for Viewing and Authorising Non-Order Documents

CUSTADMIN access only

If a user is unable to view a Non-Order Invoice document that they are required to action, then this article outlines which areas to check to ensure the correct security settings are in place.

Document Security

Access to the Ledger, Supplier Account, and Nominal

Nominal, Ledger, and Account Security

This article advises how to consider each of the previous elements within the document. Then assign the relevant security to the user group.

Document Security

The user needs access to the Accounting documents for IRIS Financials. Typically they may not be IRIS Financials users, but they can still be given access to the documents.

  1. Select Admin Modules, then select Administrator from the menu.
  2. The PSF Administration Logon dialog is displayed. Enter your CUSTADMIN login details, then select OK.
  3. The PSF Administration dialog is displayed. Select Expand (+) adjacent to Databases, then select IRISLIVE.
  4. Select the Security tab, scroll to the bottom of the User Group column, then select the required usergroup from the drop-down list. Select Accounting from the Application drop-down list, then enter an Access Level of 3.
    Do not close the Administration dialog as you need to remove their Accounting access again after the next step.
  5. Log in to IRIS Financials as CUSTADMIN. Select Documents, then select UDI Settings from the menu.
  6. The UDI Settings window is displayed. Select the required document from the left-hand panel, e.g. ASPI - Non Order Purchase Invoices (where AS represents the location code of the document type), select the Input Forms tab, then select EDIT.
    In order for users to be able to create INV - invoice documents in IRIS Purchasing they must be given access to the Non-Order Purchase Invoices (PI or POIN) document type in IRIS Financials.
  7. Select the document input form from the Title panel, then select the user group for which you want to give access from the right-hand panel. When you have selected the required group(s), select SAVE.
    You need to select the user group for each input form type for which you want them to have access.
  8. The Update complete message is displayed. Select OK to return to the UDI Settings window. Now, you can remove Accounting access for the user group if they do not require use of the module. This does not affect them viewing the documents for which you have assigned access.
  9. On the PSF Administration dialog, right-select the user group to which you gave access to Accounting, then select Delete from the pop-up menu. The 'are you sure' warning message is displayed, select Yes to confirm the deletion.

  10. The user group access to be deleted is displayed with a strike-through, select Save And Close to apply the changes.

Access to the Ledger, Supplier Account, and Nominal

Access to ledgers, nominals, and accounts in IRIS Financials is controlled by Security Roles. If a security role has already been assigned to the function e.g. post, modify, view etc. within the ledger, nominal, or account, then you need to assign the user group to that security role to give them access. For more information, please see Assigning Security Roles to User Groups.

If a security role has not been assigned to the function within the ledger, nominal, or account, please assign the security role assigned to the user group for which you want to give access, as described in the following steps.

Access to the Purchase Ledger

  1. In IRIS Financials, select Maintenance, then select Ledgers from the menu.
  2. The Ledger Maintenance window is displayed. Select PURCHASE - Purchase Accounts from the left-hand panel, select the Security tab, then select EDIT.
  3. To allow the user group to view and post the documents, select the security role assigned to their user group. Select Drill (...) in View, View accounts, and Post (as required), then double-select to select the security role from the Select a role for dialog.
  4. When you have assigned the required security roles, select SAVE.
  5. An Update complete message is displayed. Select OK to close the message and return to the previous window.

Access to the Purchase Ledger Supplier Account

  1. In IRIS Financials, select Maintenance, then select Accounts from the menu.
  2. The Select a ledger dialog is displayed. Double-select to select PURCHASE - Purchase Accounts.
  3. The Account Maintenance window is displayed. Select the supplier account from the left-hand panel to which you want assign access for the user group, select the Security tab, then select EDIT.
    You need to assign the security role for the user group to each individual account for which you want to give them access.
  4. To assign the security role assigned to the user group, select Drill (...) in View and Post, then double-select to select the required security role from the Select a role for dialog. When you have assigned the security role for the account(s), select SAVE.
  5. An Update complete message is displayed. Select OK to close the message and return to the previous window.

Access to the Purchase Ledger Control Nominal

The supplier account is linked to the Purchase Ledger Control nominal (usually 9500 for education clients) so access to this nominal is also required.

If using a shared purchase ledger, you need to check the security roles against the Z - Academy Information nominal, which links the supplier account to the delivery location. The 'Z' nominal is linked to the ACADEMY ledger, so you need to give the user group access to the required location ledger. For more information, please see Applying Security to a Ledger.

  1. In IRIS Financials, select Maintenance, then select Nominals from the menu.
  2. The Nominal Maintenance window is displayed. Select AST9500 - Purchase Ledger Control (where AST represents the location code for the nominal), select the Security tab, then select EDIT.
  3. To assign the security role assigned to the user group, select Drill (...) in View and Post, then double-select to select the required security role from the Select a role for dialog. When you have assigned the security role for the account(s), select SAVE.
  4. An Update complete message is displayed. Select OK to close the message and return to the previous window.

Nominal, Ledger, and Account Security

Following the same principle as above, you also need to ensure the user has access to the nominal, ledgers, and accounts on the item detail lines. For more information, please see Applying Security to a Ledger, Applying Security to a Cost Centre, and Assigning Security Roles to User Groups.

Any changes to security require the user to log out and back in again for the changes to take effect.