Income Collection and Receipt Issuance System IRIS Administrator Guide Table of Contents

Transcription

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 Cancel Bank-in...11 Generate RV Generate RV (Bank-in Summary Report) Print out RV (Bank-in Summary Report) Cancel RV Generate Reports How to Create / Update / Inactivate IRIS User Accounts Create IRIS user accounts Update User Account Access Rights and Contact Details Inactivate IRIS User Account Delete IRIS User Account How to Create CUHK Accounts How to Add New / Update / Delete a Sales Item Add New Sale Item Update a Sales Item Delete a Sales Item

2 How to Operate the Receipt in Advance function for Self-financed Programmes Tuition Fee Income Activate Receipt in Advance function Update Receipt in Advance account Generate Report How to Change the System Properties of Department Document Submit to Finance Office

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: Interface for performing administrative tasks and related activities will go to: 3

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. 4

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: 2. Click [Log In] link, enter your Staff/Computing ID and CWEM password to login to IRIS Admin site 5

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). Select your department by highlighting the department and then press Select button After login, you will see your login department: 6

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 7

8 Bank-in EPS Step 1: check dates Step 2: press Calculate and check amount Step 3: Fill in bank-in date Online instructions Bank-in Credit Card Step 1: check dates Step 2: press Calculate and check amount Step 3: Fill in bank-in date Online instructions 8

9 Bank-in Cheque Step 1: check dates Step 2: press Calculate and check amount Step 3: Fill in bank-in date Online instructions Bank-in TT Step 1: check dates Step 2: press Calculate and check amount Step 3: Fill in bank-in date Online instructions 9

10 Bank-in Online Payment Step 1: check dates Step 2: press Calculate and check amount Step 3: Fill in bank-in date Online instructions 10

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. Click to call out the calendar 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 Step 1: specify the transaction dates Step 2: Press Browse bank in Records Step 3&4: check & click Cancel Bank-In 11

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 12

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. 13

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) 14

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 15

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 16

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. 17

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 Step 2: specify the transaction dates, press Browse Bank-in Records Step 3: specify the transaction dates, press Cancel RV 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 18

19 Generate Reports Step 1: specify the transaction dates Step 2: Press the icon to print the report 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. 19

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 Step 3: Press Add New User 4. Specify Staff ID / Computing ID, press Search button Step 4: specify staff id / computing id 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. 20

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, address and check or uncheck the access right checkbox, and press Update to confirm 21

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 22

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. 23

24 How to Create CUHK Accounts 1. Go to Admin page 2. Go to CU Account page 3. Press Submit New Account Code button 24

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 from IRIS system 25

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] 26

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 27

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. 28

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 29

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 30

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 ) Refer to How to Create CUHK Accounts for details 31

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. 32

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. 33

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. 34

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. 35