Assigning approvers to cost centres

Each cost centre (account within the COSTCENTRES ledger) can have up to three approvers for requisitions and three for purchase orders created in IRIS Financials Purchasing. It is also possible to Assign Approvers to Fixed Asset and Trip Accounts.

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.

  1. Go to Maintenance, then select Accounts from the menu.
  2. Double-select to select the required location cost centre from the Select a ledger dialog.
  3. The Account Maintenance window is displayed labelled according to the selected ledger. Select the required cost centre from the left-hand panel, then select EDIT.

  4. Select the Analysis Fields tab, then select ... in the applicable approval field.

    account-maintenance-cost-centre-approver.png

    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.

  5. Double-select to select the required approver from the Select USERS account dialog. Repeat for each approver.
  6. Once all the required approvers have been added or amended, select SAVE.
  7. An Update complete message is displayed. Select OK to close the message and return to the previous window.