IRIS Financials Purchasing Document Statuses Permissions

CUSTADMIN access only

This guidance is only for IRIS Financials Version 7.0.2103 or earlier. If using version 7.0.2223 or later, go to Access to IRIS Financials Purchasing Documents.

Each document used in IRIS Financials Purchasing is allocated a status to identify the stage it is at in the purchasing process.

Access to document statuses is provided for existing user groups with permission to access IRIS Financials Purchasing during installation of the module.

User groups created after IRIS Financials Purchasing is installed must have access to the document statuses given, based on the roles of the users within the group. If you are not sure which statuses specific types of users need, use our document statuses by role examples.

To provide access to IRIS Financials Purchasing document statuses you must have access to the Distribution module. If you do not have access, contact your IRIS Financials administrator.

  1. Log into Distribution.
  2. Go to Masters, select Workflow, then Document Types.
  3. Select the required document type, then Workflow....
  4. Select the relevant user group: 
    • If the user group already has access, select the relevant user group
    • If the user group is not displayed, to provide access, add the group:
      1. Select Add User Groups....
      2. Select the relevant user group, then Add.
      3. To save, select OK.
  5. Select the document type.
  6. If required, complete the Options:
    • Allowed to Create — Allows all users in the group to create the document type in IRIS Financials Purchasing
    • Initial State — To set the first status assigned to the document, for example, POREQ would be selected for Purchase Orders to automatically send the document for authorisation.
  7. To select the document statuses, select Edit Status....
  8. Select Add Status....

  9. Select the required statuses from, then select Add.

    For users to track the progress of any document they have created, a minimum of view only access must be given.

  10. To save, select OK.

  11. Next, select the options for each document type:

    If the options for each document type are not selected, default settings are applied.

    1. Select a document type.

    2. Select the relevant options: 

      When giving users access to create INV documents, you must also give the user access to the POIN document type in IRIS Financials.

      Option Description
      Allow Allocation

      Allow the user to create specific document statuses, such as, create a requisition, purchase order, and so on.
      Less Than Amount Limit access to order documents based on an order value. If you do not want to limit access leave the value as 0.
      View Mode

      Choose an access option:

      • No Access - The document type is not displayed in IRIS Financials Purchasing for users
      • View Only - Users can view the document type but cannot edit it
      • Amend - Users can edit the document type
      Print as Document Do not select as not available for IRIS Financials Purchasing documents
      Period Check

      Select if the budget period is checked against the current period spend:

      • No Check - If you do not want a check performed
      • Check - To display a warning to the budget holder if the order takes them over budget
      • Enforce - To prevent an order being placed if the order exceeds the budget period
      Year Check

      Select if the cumulative budget from period 1 to the current period is checked against the all spend to date for the year:

      • No Check - If you do not want a check performed

      • Check -select if you want to display a warning to the budget holder if the order takes them over budget.

      • Enforce -select to prevent an order from being placed if the order exceeds the budget period.
      Budget Check @% Select the amount of percentage of the budget the checks are calculated at, which displays a message to the user if the order takes the budget over the percentage, but does not stop the order being progressed.
    3. To confirm and save, select Change.
  12. When you have selected the options for all required document types, select Close.