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Frequently Asked Questions

Many questions on the use of IRIS can be answered by the various documents, presentations, and lessons that are available on the IRIS Help website.  A convenient way to find documentation on a specific IRIS transaction is to use the IRIS Help feature within IRIS. Once you have accessed a specific transaction for which you need assistance, click on Help > IRIS Help from the main menu bar at the top of the screen.  If there is one document, it will be displayed.  If more than one document exists, you will see a listing of documents that you may choose from.  If there is no documentation for the requested transaction, you will see a message to that effect.  For these cases, you can contact the IRIS helpdesk for assistance.

  1. What does IRIS stand for?
  2. What does SAP stand for?
  3. How can I get instruction on using IRIS?
  4. How do I get access to IRIS?
  5. I need to make a change to my IRIS authorizations.  How do I do that?
  6. I got a message saying that I am locked out and should contact the person responsible.  What do I do?
  7. I got a message saying that I am not authorized for a funds center or a particular transaction.
  8. How can I get my password reset?
  9. How can I change my name as it appears on my user menu screen in IRIS?
  10. I have downloaded the IRIS program but there are no options listed in the logon pad as shown in the instructions.
  11. How do I get previous entries to appear as typed in IRIS?
  12. Who can I contact regarding printing problems in IRIS?
  13. How do you set up an IRIS designated printer?
  14. How do I adjust the font size for a report?
  15. I have a message saying that I have received new items in my inbox.  What do I need to do?
  16. How do I set up a substitute approver?
  17. How do I find out where a document is?
  18. There were items in my workflow that are no longer there.  What happened?
  19. Why does time that has already been approved continue to show in the approver's inbox?
  20. I submitted an internal transfer for approval.  Why has it not appeared in my approver's inbox?
  21. Where can I find a list of the G/L accounts?
  22. Can I change the default fiscal year that I see in IRIS?
  23. How can I show what funds center a cost center or WBS element is assigned to?
  24. How do I create a new vendor?
  25. How can I find out if I have parked documents that still need to be marked complete?
  26. Is there a way to look up a check number and find out which document it paid?
  27. How do I change the document type from SA to ZK for a cash deposit?
  28. Why am I not authorized to do cash deposits for my accounts?
  29. I have additional receipts to add to a travel expense report that has already been processed.  When I add the additional expenses, it still shows the expenses from the original expense report.  Is the system going to reimburse the original expenses again?
  30. How can I print a travel document from the display screen?
  31. How do I delete a funds reservation?
  32. When I try to print a purchase order from my workplace, I get the error "output device local is not type ZHPL4000."  How do I print the purchase order?
  33. I am unable to access the screen to certify effort.
  34. How can I find an employee's pay grade in IRIS?
  35. How do I edit an HR e-form that I created?
  36. How can I print a hardcopy of my IRIS screen if the Customizing of local layout icon is not available?
  37. How do I turn off the sound effects in IRIS?
 


  1. What does IRIS stand for? Integrated R/3 Information System.  R/3 is the SAP Enterprise Resource Planning (ERP) system.
  2. What does SAP stand for? Systems and Processes
  3. How can I get instruction on using IRIS? There are training classes available on many of the campuses.  To find out more information on training, access the IRIS website:  http://iris.tennessee.edu.  From the IRIS website, select Training on the left-side of the screen under the heading "Functions".  Then choose the link for "Training Registration Contacts".  Training materials are also available on the web via the link for "Training Materials" on the same page.  You may also obtain transaction documentation from within IRIS.  Once you have accessed a specific transaction for which you need assistance, click on Help > IRIS Help from the main menu bar at the top of the screen. 
  4. How do I get access to IRIS? Someone who already has access to IRIS must submit a Departmental User Request to for you.  This transaction is available at the following menu path:  IRIS User Tools > User Access > ZSEDEPTAUTH000 Departmental User Request. Once you have accessed ZSEDEPTAUTH000, you may obtain documentation by selecting Help > IRIS Help from the main menu bar at the top of the screen.  If you have further questions or need additional assistance, contact the user coordinator for your campus/unit or the IRIS Helpdesk.  You can find a list of the user coordinators for each campus on the IRIS website at http://iris.tennessee.edu.  To access the list of user coordinators, click Contacts/Support on the left side of the screen under the heading "Documentation".  You can contact the IRIS Helpdesk.
  5. I need to make a change to my IRIS authorizations.  How do I do that? Complete a Departmental User Request to add authorization for the funds center in question using transaction ZSEDEPTAUTH000.  This transaction is available at the following menu path:  IRIS User Tools > User Access. Once you have accessed ZSEDEPTAUTH000, you may obtain documentation by selecting Help > IRIS Help from the main menu bar at the top of the screen.  If you have further questions or need additional assistance, contact the user coordinator for your campus/unit or the IRIS Helpdesk.  You can find a list of the user coordinators for each campus on the IRIS website.  To access the list of user coordinators, click Contacts/Support on the left side of the screen under the heading "Documentation".  You can contact the IRIS Helpdesk.
  6. I got a message saying that I am locked out and should contact the person responsible.  What do I do? Contact the user coordinator for your campus/unit.  You can find a list of the user coordinators for each campus on the IRIS website.  To access the list of user coordinators, click Contacts/Support on the left side of the screen under the heading "Documentation".
  7. I got a message saying that I am not authorized for a funds center or a particular transaction. Complete a Departmental User Request to add authorization for the funds center in question using transaction ZSEDEPTAUTH000.  This transaction is available at the following menu path:  IRIS User Tools > User Access. Once you have accessed ZSEDEPTAUTH000, you may obtain documentation by selecting Help > IRIS Help from the main menu bar at the top of the screen.  If you have further questions or need additional assistance, contact the user coordinator for your campus/unit or the IRIS Helpdesk.  You can find a list of the user coordinators for each campus on the IRIS website at http://iris.tennessee.edu.  To access the list of user coordinators, click Contacts/Support on the left side of the screen under the heading "Documentation".  You can contact the IRIS Helpdesk.
  8. How can I get my password reset? Contact the user coordinator for your campus/unit.  You can find a list of the user coordinators for each campus on the IRIS website. To access the list of user coordinators, click Contacts/Support on the left side of the screen under the heading "Documentation".
  9. How can I change my name as it appears on my user menu screen in IRIS? You can change your name in the IRIS system yourself.  From the main menu bar on the IRIS screen, select System >> User Profile >> Own Data.  Make your changes on the Address tab.  Click the save icon to save your changes.
  10. I have downloaded the IRIS program but there are no options listed in the logon pad as shown in the instructions. You have downloaded the gui.  You must also download the ini files from the MyUT portal.  From the IRIS website, select SAPGui download (it is on the left side of the screen under the Documentation heading) for a link to the MyUT portal.  You will need to logon to the portal with your NetID and password.  From within the MyUT portal, you must access the SAPGui download link, which includes the instructions and link for downloading the ini files.
  11. How do I get previous entries to appear as typed in IRIS? To turn on your keypress history, click Customizing of local layout (the last icon on the SAP toolbar which looks like a green, red, and blue bar graph with a small piece of paper in front of it).  Choose Options from the dropdown list.  Click on the Local Data tab. There will be a History section at the top of this tab.  Click the On button.  This will turn your history on and provide you with your most recent entries.  You may also set  the “expiration time” and “maximum number of entries”.  If you make changes, remember to press Apply before leaving the screen.  There is also a “clear history” button if you wish to clear a mistake.  However, this will clear the entire history and not just a single entry error.
  12. Who can I contact regarding printing problems in IRIS? The first thing you need to check is whether you are using local printing or IRIS-designated printing.   You can determine this from the value in the  "Output Device" when you print from within IRIS.  If the Output Device indicates "Local", we recommend that you set up a networked printer to be an IRIS-designated printer.  If you have an IRIS-designated printer, you can continue to use it with other applications; IRIS-designated just means that IRIS knows the printer by its IP information.  To set up an IRIS-designated printer, you will need to obtain a request from the IRIS website:  http://iris.tennessee.edu.  From the IRIS website, select Getting Started on the left side of the screen under the heading "Documentation."  On the Getting Started page, you will see the link for "IRIS System Printer Request Form".  A link to the "Minimum PC and Printer Configuration" requirements is also available on this page.  Complete the request form and e-mail it to the IRIS Helpdesk.  If you are using an IRIS-designated printer and are continuing to have problems, make sure you have the proper print drivers installed on your workstation.  Because of the many variables involved in "Local" printing, the IRIS Helpdesk will generally not be able to troubleshoot Local printing problems.
  13. How do you set up an IRIS designated printer? To set up an IRIS-designated printer, you will need to obtain a printer request from from the IRIS website:  http://iris.tennessee.edu.  From the IRIS website, select Getting Started on the left side of the screen under the heading "Documentation."  On the Getting Started page, you will see the link for IRIS System Printer Request Form.  Complete the request form and e-mail it to the IRIS Helpdesk.
  14. How do I adjust the font size for a report? When you are submitting a report for printing, click the Properties button on the "Print Screen List" window.  On the next screen, double-click Format under General Attributes.  Use the dropdown box on the Format field to select a different format.  Try X-65_132.  (65 rows X 132 columns).  If this format does not produce the desired result, the try another format.
  15. I have a message saying that I have received new items in my inbox.  What do I need to do? You will receive messages saying "You have received new items" daily until the items in your inbox are processed.  You can access your IRIS inbox by clicking on the SAP Business Workplace icon from the main SAP Easy Access menu.  (It is the third icon under the words "SAP Easy Access").
  16. How do I set up a substitute approver? If an approver wishes to set a substitute for themselves, they will need to be in the Workplace Inbox.  Use the menu path Settings > Workflow Settings > Maintain Substitute.  It is also possible for a substitute to be requested via the Departmental User Request form.  This transaction is available at the following menu path:  IRIS User Tools > User Access > ZSEDEPTAUTH000 Departmental User Request. Once you have accessed ZSEDEPTAUTH000, you may obtain documentation by selecting Help > IRIS Help from the main menu bar at the top of the screen.
  17. How do I find out where a document is? One of the best ways to find a document in workflow is with the transaction ZWF_HISTORY, which is available at the menu path IRIS Reporting > Workflow.  There are several documents available on the use of ZWF_HISTORY.  Once you have accessed ZWF_HISTORY, you may obtain documentation by selecting Help > IRIS Help from the menu bar at the top of the screen. 
  18. There were items in my workflow that are no longer there.  What happened? It was probably handled by someone else who is also set up as an approver.  You both received a work item in your inbox.  Once the other approver processed the item, it would disappear from their inbox and yours.
  19. Why does time that has already been approved continue to show in the approver's inbox? Some time entry workflow notifications seem to continuously appear in an approver’s inbox. This usually happens when a change has been made to an existing time entry item after it was approved. When a time entry is changed, the original entry appears in the in the inbox again to let the approver know it has been modified. However, this original entry cannot be approved again. When the modified time entry is released and saved, a second entry appears in the approver’s inbox. The approver should approve the modified entry. The recurring appearance of the informational entry indicates that there is a time entry that still needs to be released and saved.
  20. I submitted an internal transfer for approval.  Why has it not appeared in my approver's inbox? Use the ZWF_HISTORY transaction to check to see where the internal transfer is in the workflow process.  The internal transfer goes for approval to all departments involved in the transaction — both debits and credits.  It can be a bit confusing though because the required approvals differ from unit to unit.  First, transactions go to any departmental reviewers involved.  Your internal transfer may have gone to a departmental reviewer first.  After all of the departmental reviewers have approved, it will go to all departmental approvers involved.  When all departmental approvers have approved, it will go on to the college or business office level if required.
  21. Where can I find a list of the G/L accounts? You'll find lists of both the G/L accounts and their definitions on the Controller's Office website at http://controller.tennessee.edu/.  Click on General Accounting.   The documents are listed as the "IRIS General Ledger Account List" and the "IRIS General Ledger Account Definitions".
  22. Can I change the default fiscal year that I see in IRIS? You can add or change a parameter so that you can set the fiscal year default.  From the main menu bar on any IRIS screen, click System >> User Profile >> Own Data.   Click on the Parameters tab.  Check for a Parameter ID of FVJ.  If you have one, change the Parameter value column to the desired fiscal year.  If you don't have that parameter, go to the first blank line  and add FVJ in the Parameter ID column and the desired fiscal year in the Parameter value column.  Then click the Save icon.  The next time you go into that report the FY should default to desired fiscal year.  You'll need to keep updating this parameter each fiscal year.
  23. How can I show what funds center a cost center or WBS element is assigned to? You can use the transaction  Z_FM_ZFMFINCOD- View /Download Fund Attributes, which is available at the menu path IRIS Reporting > Financial > Funds Management.  Once you have accessed Z_FM_ZFMFINCOD, you may obtain documentation by selecting Help > IRIS Help from the main menu bar at the top of the screen.  
  24. How do I create a new vendor? Use transaction ZXK1, which is available at the menu path Accounting > Financial Accounting > Accounts Payable > Master Records > Vendor Request.  Once you have accessed ZXK1, you may obtain documentation by selecting Help > IRIS Help from the menu bar at the top of the screen.  Please follow the instructions in the documentation carefully.
  25. How can I find out if I have parked documents that still need to be marked complete? Use the FBV2 - Change transaction, which is available from the menu path Accounting >  Financial Accounting > General Ledger > Document.  Click on List.  The List of Parked Documents screen will appear.  Your user ID should appear in the Entered by field.  Type in the Company Code (UT) and the fiscal year.  Click Execute.  You will see a list of all the documents that you have entered that are still parked.  You should check to see in any of these documents should have been completed and sent for approval.  If so, highlight the document number, click on Document on the SAP menu bar, and then select Complete from the drop-down menu that appears to mark the transaction complete and send it for approval.  It's a good idea to do this every so often to check for any transactions that are still parked but need to submitted for approval.
  26. Is there a way to look up a check number and find out which document it paid? User the FCH1 transaction, which is available from the menu path Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Display.  Click on Check on the SAP toolbar and then click on List from the dropdown list that appears.  Type in the Check number in the "Check data" section of the  "Check information - list" screen and click on Execute.  Click on the Choose icon.  Click on the Payment document.  On the "Document Overview" screen, click on Environment on the SAP toolbar and click on Payment usage from the dropdown list that appears.  The document number(s) of the invoice being paid appear(s) in the third column of the data shown on the "Line items for payment document" screen.
  27. How do I change the document type from SA to ZK for a cash deposit? You will need to reset the editing options within transaction ZFB50ZK2.  Once you have accessed ZFB50ZK2, you may obtain instructions by selecting Help > IRIS Help from the main menu bar at the top of the screen.  Choose the link for ZFB50ZK2 - Bank Deposit Journal Entry - Set Editing Options.  This is an online lesson that will walk you through the steps needed to change your editing options.
  28. Why am I not authorized to do cash deposits for my accounts? This may be an authorization issue.  However, it is more likely that your editing options are not set for deposits.  Once you have accessed ZFB50ZK2 to process your bank deposit, you may obtain instructions by selecting Help > IRIS Help from the menu bar at the top of the screen.  Choose the link for ZFB50ZK2 - Bank Deposit Journal Entry - Set Editing Options.  This is an online lesson that will walk you through the steps needed to change your editing options.
  29. I have additional receipts to add to a travel expense report that has already been processed.  When I add the additional expenses, it still shows the expenses from the original expense report.  Is the system going to reimburse the original expenses again? You do not need to do anything to prevent double reimbursement.  The system will know what has already been paid for.  The expense report will show the total of all expenses, but the traveler will only receive a check for the remaining expenses.
  30. How can I print a travel document from the display screen? When you have the document displayed,  right click in the area where the document is shown on the screen.  Choose Print from the menu that appears.  A Windows print window will appear.  Select the printer that you wish to print to and click Print.  Approvers and reviewers can also use this procedure to print displayed items in the Inbox.
  31. How do I delete a funds reservation? Funds reservations can not be deleted, but they can be reduced to zero.  Go to the FMX2- Change Funds Reservation transaction, which is available from the menu path  Accounting > Public Sector Management > Funds Management > Posting > Earmarked Funds > Funds Reservation.  Type in the document number and click Overview.  Click on the hat icon for Header data.  Select Completed under Document Status to zero the amount left.  Then save the change.  If the budget change to be delete is in a prior fiscal year, use FMX6 - Reduce Manually,  which is available from the menu path  Accounting > Public Sector Management > Funds Management > Posting > Earmarked Funds > Funds Reservation.  Type in the document number, a 'Doc.date (reduct)' in the fiscal year of the funds reservation (for example, 6/30/2006 for a funds reservation in FY2006) and click the Detail line item icon.   Check the 'Completion indicator' under Control data to zero the amount left.  Do this for each line of the funds reservation.  Then save the change.
  32. When I try to print a purchase order from my workplace, I get the error "output device local is not type ZHPL4000."  How do I print the purchase order? The best way to receive purchasing documents is to have "workplace forwarding" activated.  With workplace forwarding activated, purchasing documents would be forwarded via e-mail as a PDF file.   You may obtain instruction for setting workplace forwarding by accessing the IRIS inbox and then selecting Help > IRIS Help from the main menu bar at the top of the screen.   Choose the link for either  SBWP - Set Automatic Email Forwarding (Document) or SBWP - Set Automatic Forwarding (Lesson).
  33. I am unable to access the screen to certify effort. You have to have cookies enabled to access ECR.  The ECR website has a detailed description of enabling cookies in the Frequently Asked Questions that are available from the main ECR page.  
  34. How can I find an employee's pay grade in IRIS? To find the pay grade in IRIS, use the PA20 transaction.  Click on the Payroll tab. Select Basic Pay and then click on the Display icon (the eyeglasses in upper left corner of the screen).  The pay grade is shown in the PS type field.
  35. How do I edit an HR e-form that I created? If it is still in process, you should determine whose inbox the work item is in (using either transaction ZWF_HISTORY or the Workflow tab in the e-form transaction) and have that person reject it.  The item will be returned to your inbox where you can edit it and resubmit it to workflow.
  36. How can I print a hardcopy of my IRIS screen if the Customizing of local layout icon is not available? Hold down the Shift key and press Print Screen to copy your screen, Paste the image into an MS Word document, and then print the MS Word document.
  37. How do I turn off the sound effects in IRIS? To turn off the sound effects in the SAP Gui, click on the Customizing of local layout icon on the far right of the SAP toolbar.  (This is the same icon that you use to print a Hardcopy of the screen.)  Select New Visual Design from the dropdown menu.  On the General tab, there is a section titled Sound.  Click the Off button and then click OK.