Managing Approver Holidays or Absences
When an approver is on holiday, it is often necessary to set another user as the holiday approver to ensure that orders are not held up in the system.
If an approver is marked as on holiday, all orders are re-routed to the 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 outstanding after 72 hours, a chase email will be sent to the original approver.
If a user is specified as a Holiday Approver, then their own approval limit will be used rather than that of the original approver.a
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 will approver 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 will approve 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.
Users of IRIS Financials Purchasing can enforce orders to be rerouted by repolling the documents if the 72 hour period is too long. For more information, see the Resending Documents for Authorisation (Repolling) in .
- Select Masters > Ledgers to display the Ledger Maintenance dialog.
- Select the USERS ledger then click the Accounts button. The Account Maintenance dialog is displayed.
- Select Yes from the User on Holiday drop-down list.
- Select the required approver from the User Holiday Approver drop-down list.
- Click the Apply button then the Close button to complete the process.