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

Transcription

1 Income Collection and Receipt Issuance System IRIS User Guide Table of Contents Table of Contents... 1 Introduction... 2 Contact Us... 3 Roles in IRIS... 4 login to IRIS... 5 Switch to my managed department/unit... 6 Make Sales Transaction... 7 Generate Receipt Import Sales Transaction by batch Preparing your excel file for sales transaction import Search for sales transactions Amend / Delete a TRANSACTION (Can be done by Administrator only) Delete sales transactions (Can be done by administrator only) Amend sales transaction records (Can be done by administrator only) To Print Receipt Customize your own favorite sales item list Maintain the Customer list in IRIS Maintain the Open Item List in IRIS Maintain the Receipt Remark list in IRIS... 26

2 Introduction This document describes the detailed operational procedures of using the Income Collection and Receipt Issuance System (IRIS) to make sales transactions and issue receipts. Another document Collection and Receipt Issuance System (IRIS) Administrator Guide focus on the system setting, receipt issuance setting, register bank-in records, generate bank-in summary, RV and other statistics reports, user account maintenance and account code management. Different system roles might have different web pages to be operated. Therefore, corresponding screen captures will guide you through every operation steps. Your system administrator has full rights to setup the system environment that suit you most. 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: Page 2

3 Contact Us You are welcome to contact us if you have enquiries about IRIS. You may contact Bursary if questions related to accounting policies, and if questions are related to system usages, please contact ITSC. Bursary Ms. Ivy Ho Tel: Ms. Maggie Chan Tel: Information Technology Services Centre Hotline: Helpdesk: Page 3

4 Roles in IRIS 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 Bursary 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 has been assigned the 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. Page 4

5 login to IRIS If you are already an IRIS user, do have your CWEM password ready; If you NEW to IRIS, contact your department s IRIS administrators to create account for you, then follow the steps below to login to the system: 1. Enter either Staff ID or Computing ID in the space provided 2. Then enter your CWEM password, if you have forgotten your password, you may click the link to ITSC and apply to reset the password 3. Press Login to access IRIS 4. If you cannot login to the system, please contact your Administrator or ITSC for help Page 5

6 Switch to my managed department/unit After login to the system, you can select which department/unit that you are working with, just follow the steps below to switch your working department/unit: 1. Go to My Profile page 2. Select department/unit to work on if you have access to more than one 3. You will be confirmed by a message Profile changed Page 6

7 Make Sales Transaction After you have successfully login to IRIS, you are directed to the Sales page which contains 3 parts for you to record sales transactions and generate receipt. Top part Middle part Bottom part The top part Sales items is for making sales transactions The middle part is the detailed Sales information for recording payment method and customer information The bottom part is the Payment Method detail to record whether payment is by cash, credit card, EPS, Cheque, internet payment or TT Page 7

8 1. In Sales Page, complete the top part by selecting Add Item which will bring you to the Add Sales Item page. Add Sales Item 2. To make a sale, select item from the drop down list on the left side Select Sales Item panel. Then the item details will be shown on the right side Selected Item panel. Enter/edit the sales item and press ADD. You can filter the specified account code by selecting in the drop down list, or enter key words in the sales item field to search for wanted items. For receipt of self financed program tuition fee income, check the dates of From and To for the period of the receipt covers to ensure accuracy of sales item selected. Select Add button on the right side to confirm. Drop down list Sales item details Left side Right side Page 8

9 3. Repeat Point 2 to add more sale items. To remove unwanted items from selections, click or Remove ALL items 4. To change sales item details, click to direct you to the Add Sales Item page Page 9

10 5. select the record and edit unit price, quality, discount amount and actual received amount, confirm by pressing Save button 6. Go the Middle part Sales Information to select payment method and input details of customer and select No if print receipt is not required. The default setting is Yes in Print Receipt field. Page 10

11 7. At last complete the bottom part Payment Details. If payment is made by cash, specify the cash payment from ATM, cash, Direct credit or E Banking, etc. if payment is made by credit card, fill in the Trace Number (if any), Commission charged rate and the transaction date and time: Page 11

12 If payment is made by EPS, only Trace No. and transaction date and time to be filled up: Page 12

13 If payment is made by cheque, fill in cheque no., select Bank Name from drop down list, or check the box below if bank name not in list, transaction date and time If bank name not in list, check the box and bank name will automatically be filled up with OTHERS, you may specify the bank name: Page 13

14 8. User needs to ensure that all information selected and inputted is correct before clicking If a sale transaction is found to be incorrect after is pressed, only Administrator can amend or delete the transaction. 9. Press Submit A transaction number is generated for your record. Page 14

15 Generate Receipt After press OK button to remove the transaction No. box, IRIS will print a receipt if the print receipt checkbox is Yes. If the print receipt checkbox is changed to No, no receipt will be printed. Receipt preview mode: Print the receipt Page 15

16 Import Sales Transaction by batch You can prepare your own sales transaction list and import to IRIS. The import file will be prepared as Excel format. Preparing your excel file for sales transaction import 1. There are two excel file to be uploaded; Transaction File contains a list of transaction records whereas the Breakdown File contains the detailed sales records in each transaction. Below is the Transaction and breakdown files format: 2. To locate and upload the transaction and breakdown files Page 16

17 3. Specify whether the transaction date is equal to the Bank-in-date for data verification (Yes or No), press Submit 4. Check your import history to avoid duplicated entries Page 17

18 Search for sales transactions IRIS provides a complete field list to locate the right sales transaction. All fields are available to pick the selection and locate the record. 1. Go to the Transaction page, specifying either Ref. no / Receipt No. / Trace or Cheque No. to search for the record. Or you can click on the Advance Search link to call out more options for your searching criteria: 2. After specifying the search criteria, say Payment Type = Cash, press Search and the result will be displayed in Transaction part 1. select Cash in the drop list of Payment type 2. Press Search Search results Page 18

19 Amend / Delete a TRANSACTION (Can be done by Administrator only) 1. follow the Search for sales transaction section above to locate the transaction that you want to amend/delete. Check the record and double click Double Click 2. In Transaction page, you can Print Receipt Delete Transaction Amend Transaction Page 19

20 Delete sales transactions (Can be done by administrator only) Select the relevant sales transaction by referring to search for sales transactions sections of this user guide. To delete a transaction, press fill in the delete reason, press OK Delete Transaction, a Delete Transaction box pops up, Type in reasons Remarks: Any receipt printed for the sales transaction before deletion should be kept together with the delete transaction report at department office for records and audit purposes. You will be asked to give reason to delete the sales transaction: And a message will acknowledge the transaction no. is deleted: Page 20

21 Amend sales transaction records (Can be done by administrator only) Select the relevant sales transaction by referring to search for sales transactions sections of this user guide. To amend a transaction record, press Amend Transaction. you can 1. Add more sales items (follow Make Sales Transaction section to add more sales items) 2. Change the sales item details (follow Make Sales Transaction section to change sales item details) 3. Change the sales transaction information 4. Change details of payment 1. Add more sales items 2. Change the sales item details 3. Change the sales transaction information 4. Change details of payment (cash/cheque/credit card/eps) After the information is changed, press Override to confirm You will be asked to give a reason for overriding the data, a new transaction no. will be generated. Page 21

22 To Print Receipt 1. A preview screen of receipt pops up if print receipt checkbox was selected Yes for the original sales transaction. Print Receipt Remarks: Administrator/user must collect back the receipt printed for the sales transaction done before the amendment and kept it together with the void receipt report at department office for record and for audit purpose. Page 22

23 Customize your own favorite sales item list You can customize your own favorite sales item under My Favourite Item List page: 1. To add items into your favorite item list, press Add Item button, To remove items from your favorite item list, click 2. You can search for items by specifying account code or key words in sales item fields Key words Page 23

24 Maintain the Customer list in IRIS You can maintain the Customer list under Customer Management page: 1. To add customer into customer list, press Add Template button, to remove items from existing item list, click 2. Fill in the assigned Customer ID and the Customer Name, press Add button to confirm Page 24

25 Maintain the Open Item List in IRIS The Preset List stores the information of Open Item Description which are frequently used. You add, edit or delete records in the preset list. You can maintain the Open Item list under Open Item Management page, user can change the description of a sales item only if your administrator check the Open Item box when create the sales item created under CU Account page: 1. To add open item into open item list, press Add Template button, to remove items from existing item list, click 2. Fill in the Open item description, press Add button to confirm Page 25

26 Maintain the Receipt Remark list in IRIS The Preset List stores the information of general remark description which are frequently used. You add, edit or delete records in the preset list. You can maintain the Receipt Remark list under Receipt Remark Management page: 1. To add receipt remark into Receipt Remark list, press Add Template button, to remove items from existing item list, click 2. Fill in the Open item description, press Add button to confirm Page 26