ERP User Access Request Form Template
Uncontrolled access is one of the most common audit findings in mid sized manufacturers. This form records who asked for what access, why, who approved it and who set it up, whether the system is SYSPRO, Sage Evolution, Odoo or another ERP.
Fill in
ERP User Access Request Form Template
Lagos Packaging Industries Ltd: ERP User Access Request
Request type: New user System: SYSPRO 8 Companies or entities: Company A only Start date: 2026-11-02 End date (temporary access only): [End date for temporary access]
User details
| Field | Value |
|---|---|
| Full name | Amina Bello |
| Department | Purchasing |
| Job title | Buyer |
Access requested
Purchasing buyer: create and amend purchase orders, view stock, no supplier bank changes
Business reason: Replacement for departing buyer. Requires same access as the previous role holder, excluding vendor master maintenance.
Segregation of duties check
Confirm the user will NOT hold both sides of any pair below: [ ] Create supplier AND approve supplier payments [ ] Create purchase order AND receive goods [ ] Create customer credit note AND approve credit notes [ ] Adjust stock AND perform stock counts [ ] Create journals AND approve journals [ ] Maintain bank details AND release payments
Administrator completion
[ ] Operator or user account created or changed in the ERP [ ] Password issued by secure method and change forced at first login [ ] Access tested with the requester [ ] Access for leavers removed on or before last working day [ ] Form filed for periodic access review
Approvals
Adapt the segregation of duties pairs to your own risk register. Review all user access at least once a year and when people change roles. Never record passwords on this form.
Get a read only ERP access report
Optional: list users, roles and risky permission combinations from your ERP, on your own systems.
Optional. The tool and every export work without this. No spam.
How to use it
The line manager completes the user and role details and states the business reason. The process owner approves the access, finance or internal audit checks the segregation of duties list, and the ERP administrator makes the change and signs. File the signed form. Use the same form for changes and for removals, and for temporary access with an end date.
The control behind it
Access control rests on least privilege and separation of duties. Each user gets only what the job needs, and no one person can start and finish a sensitive transaction, such as creating a supplier and releasing payment to it. A form with a named approver gives a trail that auditors can test, and a leaver step stops accounts surviving after people depart.
- Least privilege by job role
- Approval by a process owner, not by IT
- Segregation of duties check on every request
- Leaver removal on the last working day
Common mistakes
Copying a colleague's access gives the new user every permission that person ever collected. Shared logins destroy accountability. Another common failure is no periodic review, so access builds up as people change roles. Run a yearly review where each manager confirms their team's access against the filed forms.
Frequently Asked Questions
Does this work for any ERP?
Yes. The form is system neutral. Describe the role in the terms your ERP uses, such as an operator group, a user role or a security group, and attach any detailed permission list your administrator needs.
Who should approve access?
The business process owner, such as the purchasing manager for purchasing access. IT sets up the account but should not decide who is entitled to approve payments or change master data.
How often should access be reviewed?
At least once a year for all users, and sooner for finance, payment and master data roles. Also review whenever a person changes department or leaves the company.
Should I copy another user's access?
Avoid it. Build roles from the job description. Copying brings along permissions the new person does not need and may breach segregation of duties.
If you want to see who can do what across your ERP, we can build a read only access report from your user and permission tables.
Related Tools
Sage Evolution Stock Adjustment Request Form
A controlled form for requesting and approving stock adjustments after a count, with reason, value and approval lines.
ERP Migration & SelectionERP Implementation Statement of Work Template
A fill-in statement of work for an ERP implementation or migration, covering scope, deliverables, responsibilities, milestones and acceptance.
ERP Migration & SelectionSYSPRO Data Migration Mapping Worksheet
Track each master data object from legacy system to SYSPRO with transform rules, owner and sign off status.
ERP Migration & SelectionOdoo Partner Request for Quotation Template
A fill-in brief for asking Odoo implementation partners for a quote, covering company profile, modules, users, data, integrations and evaluation criteria.