Assigning Auditors Access to IRIS Purchasing Documents

CUSTADMIN access only

This topic forms part of Allowing Auditor Access to PS Accounting and IRIS Financials Purchasing. See Allowing Auditor Access for the full list of topics for this subject.

Before assigning your auditors access to IRIS Financials Purchasing documents, you must ensure they have been assigned a IRIS Financials Purchasing licence. See Assigning Users to IRIS Purchasing Licences.

There are various types of documents used within the purchasing cycle, i.e. requisitions (optional), purchase orders, goods received notes and invoices. In order for your auditors to access these documents, they will need to be given access to them.

To give your auditors access to the applicable documents:

  1. Log into the Distribution module by selecting Start > All Programs > PS Financials > Distribution.

    If you are a non-PS Cloud customer and are unable to find the Distribution application, please speak to your own IT Department/Administrator who will install it for you or advise how you can access it.

  2. Select Masters > Workflow > Document Types from the main menu.

  3. The Document Types Maintenance dialog is displayed. Select the required document type, e.g. PORD - Purchase Order then click the Workflow button.

  4. The Document Workflow dialog is displayed. A list of user groups already able to access this document type is displayed in the left-hand panel. If the auditor group you created previously is not displaying, click the Add User Group button.

  5. The Select User Groups dialog is displayed. Select the applicable auditor user group to add, then click Add to move the group to the bottom panel. Click OK .

  6. You are returned to the Document Workflow – PORD window. Click Edit Status.

    As the auditor will not be inputting documents in IRIS Financials Purchasing, you do not need to complete the Allowed to Create and Initial Status fields.

  7. The Workflow User Status window is displayed. Click the Add Status… button.

  8. The Select Statuses window is displayed. Click the Add All button to add all statuses to the bottom panel and click the OK button.

    Remove Requisition Raised and Requisition Authorised if you do not use requisitions.

  9. Select the first document Status e.g, CANCELLED. Select View Only from the View Mode drop-down list. Repeat for all other statuses and click the Change button. This will give the audit user view only access to all purchase orders at each status.

  10. Click the Close button to return to the Document Workflow window, then click the Close button to return to the Document Types Maintenance window.

  11. Repeat steps 3 to 10 for GRN and INV documents. Please see the table below for recommended statuses for each document type:

Document Type Status Allow Allocation View Mode Summary
Requisition (if needed) REQ No View Only Can view Requisitions that have not been authorised.
REQAUT No View Only Can view requisitions that have been authorised.
POREQ No View Only Can see requisitions which have been converted to a Purchase Order but not yet been authorised.
POAUT No View Only Can see requisitions which have been converted to a Purchase Order which has been authorised.
GRN No View Only Can see requisitions which have been Goods Received.
INV No View Only Can see requisitions which have been invoiced.
CANCELLED No View Only View Cancelled requisitions.
REJECTED No View Only View Rejected Requisitions.
MIXED No View Only Will allow the User group to view documents at MIXED status. This is where a document has a mixture of authorised and rejected items.
WOFF No View Only Will allow the User group to view documents that have been written off.
Purchase Order POREQ No View Only Can see purchase orders which have been raised but not yet been authorised.
POAUT No View Only Can see purchase orders which have been authorised.
GRN No View Only Can see purchase orders which have been Goods Received.
INV No View Only Can see purchase orders which have been invoiced.
CANCELLED No View Only View Cancelled purchase orders.
REJECTED No View Only View Rejected purchase orders.
MIXED No View Only Will allow the User group to view documents at MIXED status. This is where a document has a mixture of authorised and rejected items.
WOFF No View Only Will allow the User group to view documents that have been written off.
GRN GRN No View Only Can see GRN’s which have been Goods Received.
INV No View Only Can see GRN’s which have been invoiced
CANCELLED No View Only View Cancelled GRN’s
WOFF No View Only Will allow the User group to view documents that have been written off.
INV INV No View Only Will allow the User group to view a Purchase Invoice