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1
Income Collection and Receipt Issuance System IRIS Administrator Guide
Table of Contents
Table of Contents .................................................................................................................. 1
Introduction .......................................................................................................................... 3
System Roles of IRIS System .............................................................................................. 4
Login to IRIS ....................................................................................................................... 5
Login ............................................................................................................................ 6
Register / Cancel Bank-in Records ...................................................................................... 7
Bank-in Cash ................................................................................................................ 7
Bank-in EPS ................................................................................................................. 8
Bank-in Credit Card ..................................................................................................... 8
Bank-in Cheque ............................................................................................................ 9
Bank-in TT ................................................................................................................... 9
Bank-in Online Payment ............................................................................................ 10
Cancel Bank-in............................................................................................................11
Generate RV ....................................................................................................................... 13
Generate RV (Bank-in Summary Report) ................................................................... 14
Print out RV (Bank-in Summary Report) ................................................................... 16
Cancel RV .......................................................................................................................... 18
Generate Reports ................................................................................................................ 19
How to Create / Update / Inactivate IRIS User Accounts .................................................. 20
Create IRIS user accounts .......................................................................................... 20
Update User Account Access Rights and Contact Details ......................................... 21
Inactivate IRIS User Account ................................................................................... 22
Delete IRIS User Account ................................................................................................ 23
How to Create CUHK Accounts ........................................................................................ 24
How to Add New / Update / Delete a Sales Item ............................................................... 26
Add New Sale Item ..................................................................................................... 26
Update a Sales Item ................................................................................................... 28
Delete a Sales Item..................................................................................................... 30
2
How to Operate the Receipt in Advance function for Self-financed Programmes’ Tuition
Fee Income ......................................................................................................................... 31
Activate Receipt in Advance function ........................................................................ 31
Update Receipt in Advance account .......................................................................... 32
Generate Report ......................................................................................................... 33
How to Change the System Properties of Department ...................................................... 34
Document Submit to Finance Office ................................................................................. 35
3
Introduction
In Administrator Interface, administrators can perform four maintenance functions include BankIn
registration, Generate RV, User Account Maintenance, CU Account Maintenance, Report
generation and Update department settings.
Administrator(s) designated by department heads/budget holders are authorized to maintain their user
list and assign different system roles and rights of viewing pages to their authorized staff. Administrators
are freely to manage their account codes and collect payments with their sales items.
Therefore, in Administrator Interface, administrators are focus on IRIS sales transaction bank-in
registration, generate Bank-in Summary and statistics reports, department setting and records
maintenance.
There are two interfaces with IRIS to perform different functions:
Interface for making sales transactions and related activities will go to:
https://iris.bur.cuhk.edu.hk/pos/
Interface for performing administrative tasks and related activities will go to:
https://iris.bur.cuhk.edu.hk/iris/
4
System Roles of IRIS System
IRIS has two system roles User, and Administrator. User and Administrator can access one or more
than one department. Administrator is able to assign access rights for particular functions to a user role
of the Department.
Each Department must have at least one Administrator. If a department contains several sections or
divisions and wants to separately manage their groups of accounts, the department is required to submit
applications to create account for department’s section or division. Administrator can also apply for
managing more than one section/division. For details, please contact Finance Office for help
IRIS Admin Interface has six main pages including Welcome Page and Contact Us pages, BankIn, RV,
Report and Admin, for user to access. The rights of viewing these pages are assigned by the
Administrator. That means a User role user can view one or more of the pages in the IRIS Admin
interface, if he/she has been assigned the access rights.
IRIS is developed an Audit Trail system to log down all transaction operations starting from login user
account, making sales transaction, printing receipt, updating transactions to finally the document
generation. Transactions can be traceable in case of dispute.
5
Login to IRIS
If you are already an IRIS administrator, do have your CWEM password ready; If you are NEW to IRIS,
contact Finance Office to create account for you, then follow the steps below to login to the system:
1. Go to the website: https://iris.bur.cuhk.edu.hk/iris/
2. Click [Log In] link, enter your Staff/Computing ID and CWEM password to login to IRIS Admin site
6
Login
After logging in to the system, there will be a pull down list below the password field for you to select
the department you want to work on (if you have access to more than one department in IRIS).
After login, you will see your login department:
Select your department by
highlighting the
department and then press
Select button
7
Register / Cancel Bank-in Records
The purpose of Bank-in Records is to summarize the individual sales transactions made during a period
for generating receipt voucher (RV) later on (please refer to “Generate RV” for details). Bank-in
Records must be done for each payment type during the period, i.e. cash, credit card, EPS, cheque and
TT (if no sales transaction is done under a particular payment type during the period, there is no need to
perform bank-in records for that particular payment type).
Before go to the Bank in Record Page, you make ready for your Cash / Cheque Bank-in Slip,
EPS/Credit card payment slips, remittance advice from bank, etc., that prove payments are collected
from customers.
Different types of payments are required to register the bank-in records with their corresponding
payment type page.
Follow the online instructions to fill in the information as required.
Bank-in Cash
Step 1: check dates
Step 2: press Calculate and check amount
Step 3: Fill in bank-in date
Online instructions
8
Bank-in EPS
Bank-in Credit Card
Online instructions
Step 1: check dates
Step 2: press Calculate and check amount
Step 3: Fill in bank-in date
Online instructions
Step 1: check dates
Step 2: press Calculate and check amount
Step 3: Fill in bank-in date
9
Bank-in Cheque
Bank-in TT
Online instructions
Step 1: check dates
Step 2: press Calculate and check amount
Step 3: Fill in bank-in date
Online instructions
Step 1: check dates
Step 2: press Calculate and check amount Step 3: Fill in bank-in date
10
Bank-in Online Payment
Online instructions
Step 1: check dates
Step 2: press Calculate and check amount
Step 3: Fill in bank-in date
11
Cancel Bank-in
To cancel bank-in records, you need to specify the transaction dates range. IRIS will search out
all the bank-in records which fall into the selection criteria. Please note that if RV has already
been generated, cancel RV must be done first before cancel bank-in records can be done.
Please refer to “Cancel RV” for details.
Steps to cancel a bank-in record:
1. Specify the transaction dates, it should be exactly the same as you specified when you
registered the bank-in records. Press Browse Bank in Records
Click to call out the calendar
Step 1: specify the transaction dates
Step 2: Press Browse bank in Records
Step 3&4: check & click Cancel Bank-In
12
2. Check the bank-in records list and click Cancel Bank-In
3. Message Box pops up to ask your confirmation, Press OK to confirm
13
Generate RV
After register all bank-in records, you can generate the RV (Receipt Voucher) for income posting to SAP
by Finance Office.
Generate RV means generate a bank-in summary report which summarises the total income amount
under different income account(s) for a particular period. It is also at the same time to generate a text file
which will be used to upload to CUHK accounting system, i.e., SAP for income posting. Generate RV
should be done for each payment type. The RV must be checked and approved by department
heads/budget holders/authorized persons. The approved RV together with all supporting documents
and payments records should be sent to Finance Office for processing.
14
Generate RV (Bank-in Summary Report)
Assume that you have already registered bank-in records for all payment types.
1. specify the transaction dates range by using the calendar picker or type in with a yyyy/mm/dd date
format, Browse Bank-in Records button
2. IRIS shows all bank-in records in specified transaction date range. Check whether the records are
correct.
3. Press Report to print individual bank-in records during the specified transaction date range for
detail checking, if necessary (printing of individual bank-in records must be done for transactions
related to self-financed programmes tuition fee income)
15
4. Press Generate RV button if bank-in records are correct. A message box pops up: The last bank-in
reports will be deleted and replaced by NEW bank-in records, are you sure? Press OK to confirm
16
Print out RV (Bank-in Summary Report)
Select the payment type (e.g. Cash) RV and press Print
Select the payment type and press Print
17
RV report sample:
Repeat the above steps to print RV if there are other payment types used to collect payment during the
specified period.
18
Cancel RV
If you find your Receipt Voucher report showing incomplete data, you can re-generate the RV by
canceling your current RV reports and re-generate a new set of RV reports for submission (Please note
that RV cannot be cancelled if RV report has been sent to Finance Office for income posting to SAP. A
prompt message will be shown if SAP income posting has been done. Please contact Finance Office in
this case).
1. Go to Cancel RV Page
2. specify the transaction dates range by using the calendar picker or type in with a yyyy/mm/dd date
format, Browse Bank-in Records button
3. IRIS shows all bank-in records in specified transaction date range. Check whether the records are
correct. Press Cancel RV button
4. Go back to Generate RV Page and re-generate the RV records
Step 2: specify the transaction dates,
press Browse Bank-in Records
Step 3: specify the transaction dates,
press Cancel RV
19
Generate Reports
Steps:
1. Specify the transaction dates period for report generation
2. Select the report by pressing the file format icon
3. Sample layout
The Amend Transaction Report and Delete Transaction Report should be printed periodically
and attached with RV reports, i.e., bank-in summary reports for department heads/budget
holders/authorized person(s) to check and file at department’s office for audit purpose.
Step 1: specify the transaction dates
Step 2: Press the icon to print the report
20
How to Create / Update / Inactivate IRIS User Accounts
Create IRIS user accounts
1. Go to Admin Page
2. Go to User Account Page
3. Press Add New User button
4. Specify Staff ID / Computing ID, press Search button
5. Check functions that can be accessed by authorized staff. Administrator(s) designated by
department heads/budget holders can add other authorized staff as either Administrator(s) or User(s)
but the functions on Admin page should not be allowed for access by these staff unless approval is
obtained from department heads/budget holders.
Step 3: Press Add New User
Step 4: specify staff id / computing id
21
Update User Account Access Rights and Contact Details
1. Go to Admin page
2. Go to User Account Page
3. Press Edit in the user row
4. Edit post, telephone no, email address and check or uncheck the access right checkbox, and press
Update to confirm
22
Inactivate IRIS User Account (remove a user’s access right in IRIS, e.g., when
staff leaves University’s service, staff is no longer required to operate IRIS,
etc.)
1. Go to Admin page
2. Go to User Account Page
3. Press Edit in the user role
4. Check the Active box to inactivate the user account (Active box without a tick means that the
user will no longer be able to access IRIS)
5. Press Update to confirm
23
Delete IRIS User Account (when user has not made any input to IRIS)
An IRIS user account can only be deleted if the user, whether administrator role or user role, has not made any
input into IRIS. This will happen when administrator creates an IRIS account for a staff but later on decides not to
assign the staff as an IRIS user for some reason. In this case, please contact Finance Office for the account
deletion.
24
How to Create CUHK Accounts
1. Go to Admin page
2. Go to CU Account page
3. Press Submit New Account Code button
25
1. type the "Company Code", "Business Code/Project Code/Cost Centre" and "Account Code" you
want to add
2. press [Add] button, then the account information will be shown on the right hand side
3. repeat step 1 and 2 if you want to add more than one CUHK account
4. check the account information in the right hand side is correct or not
5. press [Delete] link to delete the incorrect item (if necessary)
6. press [Submit New Account Code] button to finish your submit
7. wait for the approval email from IRIS system
26
How to Add New / Update / Delete a Sales Item
Add New Sale Item
1. Go to Admin page
2. Go to CU Account page
3. Select the particular account code and click Pick button under the Action column
4. Press [Add New Item]
27
5. A message box pops up, press [OK] to confirm adding new item
6. Select Edit, a new item ID line will appear
7. Enter the fields values and settings of the new sales item
8. Check [Open Item] box to allow for entering free text sales description while making transaction,
if applicable
9. Press [Update] button to confirm
28
Update a Sales Item
1. Go to Admin page
2. Go to CU Account page
3. select the particular account code and click Pick button under the Action column
4. Select Edit to edit item information.
29
5. Enter the fields values and settings of the sales item, check or uncheck the open item field
6. press [Update] button to confirm
30
Delete a Sales Item
1. Go to Admin page
2. Go to CU Account Page
3. Select the particular account code and click Pick button under the Action column
4. press [Delete] button to confirm
31
How to Operate the Receipt in Advance function for Self-financed Programmes’ Tuition Fee Income
Activate Receipt in Advance function
1. Go to Admin page
2. Go to CU Account page
3. Press Submit New Account Code to create new CUHK account # for collecting income
(e.g. 480523)
Refer to “How to Create CUHK Accounts” for details
32
Update Receipt in Advance account
1. Go to Admin page
2. Go to CU Account Page
3. Select the particular tuition fee account code and click Pick under the Action column
4. Click Edit to update the “From Date” and “To Date” – the course period of the money covers for
each receipts. The period does not necessarily mean the programme duration, it should be the
time that the receipt of the tuition fee income covers (e.g. tuition fee received by terms, the period
of the money covers should be the term duration).
Type “From date” and “To date”.
Press Update to confirm.
For incomes other than tuition fee incomes (e.g. registration fee, application fee), no need
to update the “From date” and “To date”.
33
Generate Report
After registered all bank-in records, you can generate and print the Report and attach with the RV
for income posting by Finance Office.
34
How to Change the System Properties of Department
1. Go to Admin page
2. Go to Department page, you can see the system properties of your department
3. You can edit the Payment Type available, Credit Card Commission rate, Print Receipt Option should
be on or not. For more detail, you can refer the “Help” in the page.
35
Document Submit to Finance Office
You are required to submit the following documents to Finance Office for income posting of money
received through IRIS:
1. Receipt Voucher reports, i.e., Bank-in Summary reports, for each payment type with approval
signature
2. For self-financed programmes’ Tuition Fee Income, please also print individual bank-in details Report
and attach to Receipt Voucher reports
3. Cash / Cheque Bank-in Slips, Credit Card / EPS Collection Summary Receipts, TT document and
Online payment report, etc. to support that money was received.
Document can be submitted by internal mail.