Please note that third party approval for invoice register (PIR) is only available in FocalPoint 5.2 and above.
This can be achieved by setting up the security profile to allow users in the profile to carry our invoice register (PIR) approvals on behalf of other users. Please note that these setting will affect all users in the security profile, and you should discuss this with your accounts department before making changes.
Log in to FocalPoint Administrator
Browse to System Control, Security Profiles
Highlight the profile that you want to give the permissions to and click Edit
On the General tab, at the top of the screen, tick the Allow Third Party Entry box
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*
You can also tick the box for Default To Own Resource Code which means that the resource code will default to the users own one. If not ticked, no resource will be selected by default and the user must select one every 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 into the FocalPoint website
Browse to System, Third Party Allocation
In the Third Party Allocation screen, highlight the user who will be able to enter transactions on another's behalf in the Users section
Then highlight all of 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 into the FocalPoint website
Click on the users name in the top right corner
Select Preferences
Tick the "Show PIR Search" tick box 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.