Third-party approval for Invoice Register (PIR) is only available in FocalPoint 5.2 and above. You can set up the security profile to allow users to carry out PIR approvals on behalf of other users. ⚠️ **Important:** These settings affect all users in the security profile. Discuss this with your accounts department before making changes.
Log in to FocalPoint Administrator
Browse to System Control, Security Profiles
Select the profile you want to give the permissions to and click **Edit**.
On the **General** tab, at the top of the screen, select the **Allow Third Party Entry** checkbox.
You will then need to decide if you want to allow the users in the profile to access transactions for users in All Departments (which is all users essentially), users in their Own Department only or Allocated Users*
Optionally, select the **Default To Own Resource Code** checkbox — this means the resource code will default to the user's own. If not selected, no resource will be selected by default and the user must choose one each time.
Once you have set all the options as required, click OK to save the changes
*If you chose Allocated Users as the Third Party Entry type, then you will have a little bit more configuration to do before everything is up and running.
Log in to the FocalPoint website.
Browse to System, Third Party Allocation
In the Third Party Allocation screen, select the user who will be able to enter transactions on another's behalf in the **Users** section.
Select all the users they should be able to enter on behalf of in the **Allowed Users** section.
Once all of the required users have been selected, click Add - this will add the allocations to the grid below
You can then select which transactions the user can enter on behalf of their allocated users and whether they can submit them as well
Click Save to save all of the changes
Users assigned to the security profile will now have permission to approve Invoice Register (PIR) entries on behalf of other users.
One the permission has been given, each user will need to change their FocalPoint web preferences to be able to see the area where they can approve other users transactions.
To do this:
Log in to the FocalPoint website.
Click the user's name in the top right corner.
Select Preferences
Select the **Show PIR Search** checkbox in the **Invoice Register** section.
Click Save at the top
Log out of the FocalPoint site and back in.
The user will then be able to view other users transactions by clicking on Purchasing, PIR and then changing the user ID at the top of the window. They can then approve any outstanding transactions.