Enabling the Edit Document Function

CUSTADMIN access only

It is possible to edit the content of requisitions or purchase orders that have not yet been authorised (goods received notes and invoices cannot be edited after posting). The edit function allows content to be edited but does not allow new items to be added.

For purchase orders, an item line cannot be edited if it has been progressed to a GRN (i.e. if a partial delivery has been received).

In order to provide access to this functionality, two security roles must be assigned to existing IRIS Financials Purchasing users.

Setting up the Security Roles (if required)

There are two security roles that need to be set up in order to give user groups access to the Edit function in IRIS Financials Purchasing: PSO_EDIT_REQ and PSO_EDIT_PO.

To check if the roles already exist in IRIS Financials:

  1. Select AdminModules, then select Administrator from the menu.
  2. The PSF Administration Logon dialog is displayed. Log in using your user name and password for IRIS Financials.
  3. The PSF Administration dialog is displayed. Select the PS Financials folder from the left-hand panel, then select the Roles tab.
  4. Find PSO_EDIT_REQ and PSO_EDIT_PO in the Role column.
  5. If they do not exist, find the blank field at the bottom of the list, select the blank field in Role then enter the code for the role e.g. PSO_EDIT_REQ or PSO_EDIT_PO, then select in the blank field in Title and enter the title details (as displayed in the previous graphic). Select Apply to save the changes. If they details already exist, you can apply the security roles to the user group, as described in the following section.

Applying the Security Roles to User Groups

To give a user group access to either edit requisitions and / or purchase orders, the security roles need to be applied against the applicable user groups.

  1. From the PSF Administration dialog, select Expand (+) adjacent to the Databases folder.
  2. Select to select the required database, e.g. IRISLIVE, then select the Security Roles tab.
  3. Select the user group you want to apply the security roles to from the user group list in the left-hand panel.
  4. Find and select PSO_EDIT_REQ and / or PSO_EDIT_PO from the Role column in the right-hand side panel to allow access to edit documents in IRIS Purchasing for each document type.
  5. Select Apply to save your changes.

Assigning the Applicable Authorisation Status Settings in IRIS Financials Purchasing

You need to check the Authorisation Statuses are set-up to cater for the Edit function.

This step should only need to be completed once. If other users already have access to edit, then you do not need to follow this step.

To assign authorisation is IRIS Purchasing:

  1. From the Home page, select Settings.
  2. The Purchase Settings panel is displayed, consisting of various tabs used to apply relevant settings. Select the Authorisation tab.
  3. Ensure Requisition (REQ) is set to Requisition Authorised and Purchase Order (PORD) is set to Purchase Order Authorisations, as shown in the previous graphic. If the status of either is set differently, select the drop-down arrow and select the required option from the list.