Document Authorisation Overview

This guidance is only for IRIS Financials Version 7.0.2223 or later. If using version 7.0.2103 or earlier, go to How the purchasing authorisation process works.

The IRIS Financials document authorisation process is managed using an automated workflow.

The default workflow is:

  • Up to three approvers can be set for:
    • Requisitions.
    • Purchase Orders.
    • Accounts in ledgers.
  • A replacement approver can be set to cover:
    • Absences
    • Holidays
    • When approvers leave your organisation
  • Choose to use a single or tiered authorisation process.

    • Single authorisation process — Orders are authorised by one approvers with a set limit.

      For example, an order for the value of £2000 needs authorising. The first authoriser only has a limit of £1000, and the second has a higher limit. The order is sent to the second authoriser only.

    • Tiered authorisation process — Orders are sent to each approver, and must be approved by each one until approved by the user with the correct authorisation limit.

      For example, an order for the value of £2000 needs authorising. The order is sent to the first authoriser with a £1000 limit to approve. When they have approved it, it is sent to the next approver.

  • Purchase order authorisation required emails can be set up.

For each account, required approvers are set for requisitions and purchase orders. Approvers must have an IRIS Financials account.

Using standard workflow, the authorisation process typically works as follows:

  1. When a requisition or order is posted, the system checks the cost centre account selected in the document.
  2. The account is then checked to identify the approvers assigned.
  3. Each authorisers account is checked to identify their authorisation limits.
  4. The requisition or order is sent to the relevant authorisers, based on if the workflow is set up for single or tiered approval.

Next Steps

Set up the required approvers.