Assigning approvers to cost centres
Each cost centre (account within the COSTCENTRES ledger) can have up to three approvers for requisitions and purchase orders created in IRIS Financials Purchasing.
If no approvers are selected for the account chosen but there is a fallback user, the system sets the fallback users to authorise the requisition or purchase order. However, if there is no fallback user, the system automatically authorises the requisition or order to prevent it from remaining in the system unauthorised. It is therefore important to check that all accounts and users have been set up correctly to avoid this happening.
It is possible to set a fallback user in IRIS Financials Purchasing who, in the event that an applicable approver is not found, can authorise applicable documents. For more information, refer to Setting a Fallback User for Authorising IRIS Purchasing Documents.
Changing an approver from one user to another affects only new requisitions/orders entered into the system. Any existing requisitions/orders need to be repolled in order for them to be authorised. For more information, please see Repolling Documents in IRIS Financials Purchasing.
- Go to Maintenance, then select Accounts from the menu.
- Double-select to select the
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Select the Analysis Fields tab, then select ... in the applicable approval field.
If the approver fields are not displayed for the ledger, these need to be added. For more information, please see Adding Analysis fields to a Ledger.
- Double-select to select the required approver from the Select USERS account dialog. Repeat for each approver.
- Once all the required approvers have been added or amended, select SAVE.
- An Update complete message is displayed. Select OK to close the message and return to the previous window.