Changing a cost centre approver

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 an assigned approver is on long term sick, or leaves your establishment / organisation, you may need to change the details of the user who has been assigned to approve documents.

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.

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, refer to Repolling Documents in IRIS Purchasing.

  1. Go to Maintenance, then select Accounts from the menu.
  2. The Select a ledger dialog is displayed. Double-select to select the COSTCENTRE ledger.
  3. The Account Maintenance window is displayed. Select the required cost centre for which you want to change the approver from the left-hand panel, select the Analysis Fields tab, then select EDIT.

  4. Select ... in the required field for which you want to change the user, then double-select to select the required approver from the Select USERS account dialog. Repeat for any additional approvers you want to change.

    If the approver fields are not displayed for the ledger, these need to be added. For more information, refer to Adding Analysis fields to a Ledger.

  5. Once all the required approvers have been amended, select SAVE.

    When you have assigned the new approver, you need to ensure you check and if required, amend the authorisation details and approval limits for the user. For more information, refer to Setting Authorisation Details and Limits for an Approver.

  6. An Update complete message is displayed. Select OK to close the message and return to the previous window.