Please note: A PDF version of this guide is available for download at the bottom of the article.

The iRIS™ Animal Resource Center (ARC) module groups tasks relevant to management of studies involving animal subjects. ARC includes tools to assist with livestock management, livestock facilities management, and livestock and materials ordering and billing.

This manual is focused on ARC livestock and materials ordering and billing.

Navigation in iRIS™

iRIS™ includes two standard navigation tools on all pages nested one or more levels beneath the primary Workspace page of the module currently in use (e.g., Study Assistant, Conflict of Interest Assistant, Animal Resource Center, etc.): a Path directory tree, and Back buttons.

Path Directory Tree

The Path item at the upper left of iRIS™ pages provides a hyperlinked menu directory tree, allowing the user to quickly navigate back through the path they followed to get to their current location. Path appears on all pages nested at least one level beneath the main workspace

In the example shown the user is viewing the Broadcast Notice Add a new notice page. This page is nested three levels beneath the main workspace page, as indicated by the three links available in the Path directory tree: Home, board admin and broadcast notice.

Click on broadcast notice in the Path to navigate up one level in the directory tree, to the main Broadcast Notice page. There are now two levels in the Path directory tree: board admin and Home.

Click on board admin in the Path to navigate up one level in the directory tree, to the Board Administration page. There is now one level in the Path: Home.

Click on Home in the Path to navigate up one level in the directory tree, to the main Workspace page. No Path item is displayed here because the user is now at the top-most level of the directory tree.

Back Button

The second navigation tool is the Back button, which appears on all pages nested at least one level beneath the main workspace. The Back button takes the user to the same location as the last link shown in the Path.

In the example shown above, both the Back button and the broadcast notice link in the Path return the user to the Broadcast Notice page:

Clicking the Back button on the Broadcast Notice page returns the user to the Board Administration page, as indicated by the last link in the Path directory tree shown in the screenshot above.

Note that where the Back button appears on a page with editable fields or document upload controls, clicking the button before saving changes returns the user to the same location as the last link shown in the Path without saving changes.

Setup Pricing Level

The iRIS™ system includes tools for configuration of Animal Resource Center (ARC) pricing rate markup and discount categories via the ARC - Setup Pricing Level page. To access the page, navigate to ARC > Review Board Administration System Setup tab and click the Setup Pricing Level link.

The ARC - Setup Pricing Level page opens.

Add Pricing Level

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Pricing Level link.

The ARC - Setup Pricing Level page opens. Click the Add a New Pricing Level button.

An add panel is opened for creation of the new record.

Enter the desired Pricing Level Type, Rate and Comments.

Note that negative numbers are permitted in the Rate field. Entering a negative number here applies a discount rate.

Enter the Effective Date and Expiration Date manually or click on the calendar button to open a calendar widget. If using the widget, navigate to the desired date and click it to select.

Click the Save button. The record is added on the ARC - Setup Pricing Level page.

Edit Pricing Level

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Pricing Level link.

The ARC - Setup Pricing Level page opens. Click the icon in the Edit column for the applicable record.

The record is opened in an edit panel.

Make desired changes to Pricing Level Type, Rate and Comments.

Note that negative numbers are permitted in the Rate field. Entering a negative number here applies a discount rate.

Enter the Effective Date and Expiration Date manually or click on the calendar button to open a calendar widget. If using the widget, navigate to the desired date and click it to select.

Click the Save button. The record is revised on the ARC - Setup Pricing Level page.

Deactivate Pricing Level

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Pricing Level link.

The ARC - Setup Pricing Level page opens.

Select the checkbox(es) in the far-left column for the record(s) to be deleted and click the Deactivate Pricing Level(s) button.

A confirmation popup window displays.

Click CANCEL to close the popup without deleting the record.

Click CONFIRM to delete the record and close the popup. The record is deleted on the ARC - Setup Pricing Level page.

Setup Order Status

Order statuses are highly configurable in the iRIS™ system, which allows for creation, revision, deletion and color-coding of custom statuses. The system also provides eleven default system statuses, which are editable but cannot be deleted.

To view the order status list, navigate to ARC > Review Board Administration System Setup tab and click the Setup Order Status link.

The Setup Order Status page opens.

The Order Status items shown in the screenshot above are system default entries. Some details of these statuses can be edited, but system default statuses cannot be deleted.

Edit Order Status

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Order Status link.

The Setup Order Status page opens. Click the icon in the Edit column for the applicable record.

The record is opened in an edit panel.

Note that the first two fields, Order Status and Order Status Queue, are view-only fields that cannot be edited. This is because the open record is a system default Order Status.

The Sort Order, Text Color and Background Color fields are editable. A Preview of the selected Text Color / Background Color combination is provided at the bottom.

The Sort Order field sets the sort order for the status wherever it appears in a list in the iRIS™ system.

Duplicate Sort Order numbers are allowed, meaning that two or more statuses can occupy the same sort order level. Where two or more statuses have the same Sort Order number assigned, a secondary, ascending alphabetic sort is applied to the status name.

Enter a hexadecimal value in the Text Color field or click the desired color swatch square to select from the color grid.

Enter a hexadecimal value in the Background Color field or click the desired color swatch square to select from the color grid.

In the screenshot above, the color sample box for Text Color was clicked and the color swatch square at the upper right corner, a shade of bright green, was selected. The system automatically populated the Text Color field with the corresponding hexadecimal color code, #00FF00, and updated the Preview sample with the selected text color. Color changes can be previewed without saving changes.

When desired changes are complete, click the Save the Order Status button to save changes and close the edit panel.

Add Order Status

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Order Status link.

The Setup Order Status page opens. Click the Add a New Order Status button.

The Setup Order Status panel opens.

Enter the desired Order Status name (e.g., “On Hold”, “Withdrawn”, etc.). The name chosen should be descriptive and should not duplicate any existing statuses.

Open the Order Status Queue dropdown list and click the applicable status to select it.

The Sort Order, Text Color and Background Color fields are editable. A Preview of the selected Text Color / Background Color combination is provided at the bottom.

The Sort Order field sets the sort order for the status wherever it appears in a list in the iRIS™ system.

Duplicate Sort Order numbers are allowed, meaning that two or more statuses can occupy the same sort order level. Where two or more statuses have the same Sort Order number assigned, a secondary, ascending alphabetic sort is applied to the status name.

Enter a hexadecimal value in the Text Color field or click the desired color swatch square to select from the color grid.

Enter a hexadecimal value in the Background Color field or click the desired color swatch square to select from the color grid.

In the example shown above, the color sample box for Text Color was clicked and the color swatch square at the upper right corner, a shade of bright green, was clicked to select it. The system automatically populated the Text Color field with the corresponding hexadecimal color code, #00FF00, and updated the Preview sample with the selected text color. Color changes can be previewed without saving changes.

When desired changes are complete, click the Save the Order Status button to save the record and close the add panel.

The new record is added on the Setup Order Status page.

Note the select box at far left for the new Order Status. Because this is not a system default Order Status, it can be deleted. Also, its fields are all unlocked when the record is opened for editing, including the Order Status and Order Status Queue fields, which are locked for system default Order Status items.

Delete Order Status

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Order Status link.

The Setup Order Status page opens.

Select the checkbox(es) in the far-left column for the record(s) to be deleted and click the Delete Selected Order Status button.

A confirmation popup window displays.

Click CANCEL to close the popup without deleting the record.

Click CONFIRM to delete the record and close the popup. The record is deleted on the Setup Order Status page.

Setup Order Numbering

iRIS™ provides tools for detailed configuration of order numbers, enabling inclusion of a boilerplate prefix, calendar year, a system generated number, or a combination of all three options.

To view the order numbering setup page, navigate to ARC > Review Board Administration System Setup tab and click the Setup Order Numbering link.

The Setup Order Numbering page opens.

As shown in the Description of Number Part column in the screenshot above, the order number can be configured to include a Constant Prefix, Calendar Year and System Generated Number. Selecting the checkbox in the Use in Number column includes all items in that row in the numbering scheme.

The System Generated Number primarily consists of a sequence number which is incremented by one (1) for each new order number generated by the scheme. Options to pad the sequence number with leading zeroes and set a fixed digit count for System Generated Numbers are available, as shown in the screenshot above. Fields in the example above are filled as follows.

The Constant Prefix is “ORDER”.

The first Separator field contains a “ – “, indicating a dash will appear between the Constant Prefix and the Calendar Year.

The All 4 digits of the current Calendar Year are “2019”.

The second Separator field contains a “ – “, indicating a dash will appear between the Calendar Year and System Generated Number.

The first sequence number to be used is “47”, the checkbox for Zero Pad the Sequence Number is selected and Number of Digits is set to “3”.

The first order number generated by this scheme would be:

ORDER-2019-047

Click the Save Numbering button to save the numbering scheme.

Setup Ticket Numbering

iRIS™ provides tools for detailed configuration of ticket numbers, enabling inclusion of a boilerplate prefix, calendar year, system generated number, or a combination of all three options.

To view the ticket numbering setup page, navigate to ARC > Review Board Administration System Setup tab and click the Setup Ticket Numbering link.

The Setup Ticket Numbering page opens.

As shown in the Description of Number Part column in the screenshot above, the Ticket Number can be configured to include a Constant Prefix, Calendar Year and System Generated Number. Selecting the checkbox in the Use in Number column includes all items in that row in the numbering scheme.

The System Generated Number primarily consists of a sequence number which is incremented by one (1) for each new ticket number generated by the scheme. Options to pad the sequence number with leading zeroes and set a fixed digit count for System Generated Numbers are available, as shown in the screenshot above. Fields in the example above are filled as follows.

The Constant Prefix is “TT”.

The first Separator character is “ – “, indicating a dash will appear between the Constant Prefix and the Calendar Year.

The Last 2 digits of the current Calendar Year are “19”.

The second Separator character is “ – “, indicating a dash will appear between the Calendar Year and the System Generated Number.

The first sequence number to be used is “20”, the checkbox for Zero Pad the Sequence Number is selected and Number of Digits is set to “3”.

The first ticket number generated by this scheme would be:

TT-19-020

Click the Save Numbering button to save the numbering scheme.

Setup Material Order List

The iRIS™ system includes material order status, order method, payment option and next action list configuration tools on the Setup Material Order List page. To access the page, navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The page includes four sections:

Setup Payment Options — list of acceptable forms of payment to the institution

Setup Next Action — list of possible next actions to take following receipt of a material order or payment

Setup Order Status — list of possible statuses for material orders

Setup Order Method — list of possible material order methods

Setup Material Payment Options

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The first section on the page is Setup Payment Options.

Add Material Payment Option

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The first section on the page is Setup Payment Options. The Setup Payment Options section is shown in isolation for the remainder of this manual subsection.

Click the Add Payment button.

The Setup Payment Options page opens. Enter a form of Payment and click the Save Payment button.

The record is added in the Setup Payment Options section of the Setup Material Order List page.

Edit Material Payment Option

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The first section on the page is Setup Payment Options. The Setup Payment Options section is shown in isolation for the remainder of this manual subsection.

Click the icon in the Edit column for the applicable record.

The Setup Payment Options page opens. Make desired changes to the form of Payment and click the Save Payment button.

The record is revised in the Setup Payment Options section of the Setup Material Order List page.

Delete Material Payment Option

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The first section on the page is Setup Payment Options. The Setup Payment Options section is shown in isolation for the remainder of this manual subsection.

Select the checkbox(es) in the far-left column for the record(s) to be deleted, then click the Delete Payment button.

A confirmation popup window displays.

Click CANCEL to close the popup without deleting the record.

Click CONFIRM to delete the record and close the popup. The record is deleted in the Setup Payment Options section of the Setup Material Order List page.

Setup Material Order Next Action

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The second section on the page is Setup Next Action.

Add Material Order Next Action

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The second section on the page is Setup Next Action. The Setup Next Action section is shown in isolation for the remainder of this manual subsection.

Click the Add Next Action button.

The Setup Next Action page opens. Enter a Next Action and click the Save Next Action button.

The record is added in the Setup Next Action section of the Setup Material Order List page.

Edit Material Order Next Action

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The second section on the page is Setup Next Action. The Setup Next Action section is shown in isolation for the remainder of this manual subsection.

Click the icon in the Edit column for the applicable record.

The Setup Next Action page opens. Make desired changes to the Next Action and click the Save Next Action button.

The record is revised in the Setup Next Action section of the Setup Material Order List page.

Delete Material Order Next Action

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The second section on the page is Setup Next Action. The Setup Next Action section is shown in isolation for the remainder of this manual subsection.

Select the checkbox(es) in the far-left column for the record(s) to be deleted, then click the Delete Next Action button.

A confirmation popup window displays.

Click CANCEL to close the popup without deleting the record.

Click CONFIRM to delete the record and close the popup. The record is deleted in the Setup Next Action section of the Setup Material Order List page.

Setup Material Order Status

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The third section on the page is Setup Order Status.

Add Material Order Status

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The third section on the page is Setup Order Status. The Setup Order Status section is shown in isolation for the remainder of this manual subsection.

Click the Add Order Status button.

The Setup Order Status page opens. Enter an Order Status and click the Save Order Status button.

The record is added in the Setup Order Status section of the Setup Material Order List page.

Edit Material Order Status

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The third section on the page is Setup Order Status. The Setup Order Status section is shown in isolation for the remainder of this manual subsection.

Click the icon in the Edit column for the applicable record.

The Setup Order Status page opens. Make desired changes to Order Status and click the Save Order Status button.

The record is revised in the Setup Order Status section of the Setup Material Order List page.

Delete Material Order Status

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The third section on the page is Setup Order Status. The Setup Order Status section is shown in isolation for the remainder of this manual subsection.

Select the checkbox(es) in the far-left column for the record(s) to be deleted, then click the Delete Order Status button.

A confirmation popup window displays.

Click CANCEL to close the popup without deleting the record.

Click CONFIRM to delete the record and close the popup. The record is deleted in the Setup Order Status section of the Setup Material Order List page.

Setup Material Order Method

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The fourth section on the page is Setup Order Method.

Add Material Order Method

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The fourth section on the page is Setup Order Method. The Setup Order Method section is shown in isolation for the remainder of this manual subsection.

Click the Add Order Method button.

The Setup Order Method page opens. Enter an Order Method and click the Save Order Method button.

The record is added in the Setup Order Method section of the Setup Material Order List page.

Edit Material Order Method

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The fourth section on the page is Setup Order Method. The Setup Order Method section is shown in isolation for the remainder of this manual subsection.

Click the icon in the Edit column for the applicable record.

The Setup Order Method page opens. Make desired changes to Order Method and click the Save Order Method button.

The record is revised in the Setup Order Method section of the Setup Material Order List page.

Delete Material Order Method

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order List link.

The Setup Material Order List page opens.

The fourth section on the page is Setup Order Method. The Setup Order Method section is shown in isolation for the remainder of this manual subsection.

Select the checkbox(es) in the far-left column for the record(s) to be deleted, then click the Delete Order Method button. A confirmation popup window displays.

Click CANCEL to close the popup without deleting the record.

Click CONFIRM to delete the record and close the popup. The record is deleted in the Setup Order Method section of the Setup Material Order List page.

Setup Material Order Item List

The Setup Material Order Item List page is where a list of regularly ordered supplies and materials is configured. To view the material order item list setup page, navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order Item List link.

The Setup Material Order Item List page opens.

Edit Material Order Item

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order Item List link.

The Setup Material Order Item List page opens. Click the icon in the Edit column for the applicable record.

The record is opened in an edit panel.

Make desired changes to Item Name and Item Cost, then click the Save Item button to save changes and close the edit panel. The record is revised on the Setup Material Order Item List page.

Add Material Order Item

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order Item List link.

The Setup Material Order Item List page opens. Click the Add a New Item button.

An add panel opens for creation of the new record.

Enter desired Item Name and Item Cost, then click the Save Item button to save the record and close the add panel. The record is added on the Setup Material Order Item List page.

Delete Material Order Item

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Material Order Item List link.

The Setup Material Order Item List page opens. Select the checkbox(es) in the far-left column for the record(s) to be deleted and click the Delete Item(s) button.

A confirmation popup window displays.

Click CANCEL to return to the Setup Material Order Item List page without deleting the record.

Click CONFIRM to delete the record and close the popup. The item is deleted on the Setup Material Order Item List page.

Setup Transfer Order Numbering

iRIS™ provides tools for detailed configuration of research animal subject transfer numbers, enabling inclusion of a boilerplate prefix, calendar year, system generated number, or a combination of all three options in the creation of order numbers.

To view the transfer order numbering setup page, navigate to ARC > Review Board Administration System Setup tab and click the Setup Transfer Numbering link.

The Setup Transfer Numbering page opens.

As shown in the Description of Number Part column in the screenshot above, the order number can be configured to include a Constant Prefix, Calendar Year and System Generated Number. Selecting the checkbox in the Use in Number column includes all items in that row in the numbering scheme.

The System Generated Number primarily consists of a sequence number which is incremented by one (1) for each new transfer order number generated by the scheme. Options to pad the sequence number with leading zeroes and set a fixed digit count for System Generated Numbers are available, as shown in the screenshot above. Fields in the example above are filled as follows.

The Constant Prefix is “TRN”.

The first Separator field is blank, indicating that there will be no separator character between the Constant Prefix and the next field, Calendar Year. If desired, a dash or other separator character could be entered here.

The Last 2 digits of the current Calendar Year are “19”.

The second Separator field is blank, indicating that there will be no separator character between the Calendar Year and System Generated Number. If desired, a dash or other separator character could be entered here.

The first sequence number to be used is “1”, the checkbox for Zero Pad the Sequence Number is selected and Number of Digits is set to “3”.

The first transfer order number generated by this scheme would be:

TRN19001

Click the Save Numbering button to save the numbering scheme.

Setup Wean Numbering

iRIS™ provides tools for detailed configuration of research animal subject wean numbers, enabling inclusion of a boilerplate prefix, calendar year, system generated number, or a combination of all three options in the creation of wean numbers.

To view the wean numbering setup page, navigate to ARC > Review Board Administration System Setup tab and click the Setup Wean Numbering link.

The Setup Wean Numbering page opens.

As shown in the Description of Number Part column in the screenshot above, the order number can be configured to include a Constant Prefix, Calendar Year and System Generated Number. Selecting the checkbox in the Use in Number column includes all items in that row in the numbering scheme.

The System Generated Number primarily consists of a sequence number which is incremented by one (1) for each new wean number generated by the scheme. Options to pad the sequence number with leading zeroes and set a fixed digit count for System Generated Numbers are available, as shown in the screenshot above. Fields in the example above are filled as follows.

The Constant Prefix is “WEAN”.

The first Separator character is “ – “.

All 4 digits of the current Calendar Year are “2019”.

The second Separator character is “ – “.

The first sequence number to be used is “3”, the checkbox for Zero Pad the Sequence Number is selected and Number of Digits is set to “3”.

The first wean number generated by this scheme would be:

WEAN-2019-003

Click the Save Numbering button to save the numbering scheme.

Setup Separation Numbering

iRIS™ provides tools for detailed configuration of research animal subject separation numbers, enabling inclusion of a boilerplate prefix, calendar year, system generated number, or a combination of all three options in the creation of order numbers.

To view the separation numbering setup page, navigate to ARC > Review Board Administration System Setup tab and click the Setup Separation Numbering link.

The Setup Separation Numbering page opens.

As shown in the Description of Number Part column in the screenshot above, the order number can be configured to include a Constant Prefix, Calendar Year and System Generated Number. Selecting the checkbox in the Use in Number column includes all items in that row in the numbering scheme.

The System Generated Number primarily consists of a sequence number which is incremented by one (1) for each new separation number generated by the scheme. Options to pad the sequence number with leading zeroes and set a fixed digit count for System Generated Numbers are available, as shown in the screenshot above. Fields in the example above are filled as follows.

The Constant Prefix is “SEP”.

The first Separator character is “ – “.

The Last 2 digits of the current Calendar Year are “19”.

The second Separator character is “ – “.

The first sequence number to be used is “1”, the checkbox for Zero Pad the Sequence Number is selected and Number of Digits is set to “4”.

The first separation number generated by this scheme would be:

SEP-19-0001

Click the Save Numbering button to save the numbering scheme.

Setup Per Diem Definitions and Rates

Per diem definitions and rates for cages are maintained in the iRIS™ system on the Setup Per Diem Rate List page. To access the page, navigate to ARC > Review Board Administration System Setup tab and click the Setup Per Diem Definitions and Rates link.

The Setup Per Diem Rate List page opens.

Add Per Diem Rate

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Per Diem Definitions and Rates link.

The Setup Per Diem Rate List page opens. Click the Add a Rate button.

An add panel opens for creation of the new record.

Click in the Cage Type field and select an item from the dropdown list.

Enter desired Per Diem Code, Description and Comments.

Manually enter an Effective Date or click on the calendar button to open a calendar widget. If using the widget, navigate to the desired date and click it to select.

Enter the desired Rate for the selected Effective Date.

If the Rate is to be changed on a known, future date, click the Add a new Rate Details button to open a new rate form.

Enter an Effective Date and Rate, then click the Save Per Diem Rate button to save the record. The Ending Date for the prior entry in the list is automatically populated by the system, set to the day before the Effective Date of the new rate.

The add panel remains open for entry of additional per diem rates. Click the Back button at the upper right corner of the page to close the add panel. The new record is added on the Setup Per Diem Rate List page, where the most recent, or upcoming, Rate is shown.

Edit Per Diem Rate

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Per Diem Definitions and Rates link.

The Setup Per Diem Rate List page opens. Click the icon in the Edit column for the applicable record.

The record is opened in an edit panel.

Make desired changes to the Cage Type, Per Diem Code, Description and Comments fields.

Rate Line Item Changes

If the Effective Date or Rate previously entered for a line item in the rate table is incorrect, enter revisions directly into those fields.

If the existing Effective Date and Rate are correct, but the Rate is to be changed on some known, future date, click the Add a new Rate Details button to open a new rate line item.

Enter the desired Rate.

Manually enter an Effective Date or click on the calendar button to open a calendar widget. If using the widget, navigate to the desired date and click it to select.

Click the Save Per Diem Rate button.

The Ending Date for the prior entry in the list is automatically populated by the system, set to the day before the Effective Date of the new rate.

The edit panel remains open for entry of additional per diem rates. Click the Back button at the upper right corner of the page to close the edit panel. The record is revised on the Setup Per Diem Rate List page, where the most recent, or upcoming, Rate is shown.

Rate Line Item Deletions

Because line items in the rate table on the Setup Per Diem Rate List edit panel can be revised, it is not usually necessary to delete any of those line items. It is especially important not to delete line items if the institution wishes to maintain a historical record of rates. However, rate line items can be deleted.

Click the icon in the Delete column for the line item to be deleted.

A confirmation popup dialog opens.

Click Cancel to close the popup without saving changes.

Click OK to save changes and close the popup. The rate line item is deleted.

Delete Per Diem Rate

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Per Diem Definitions and Rates link.

The Setup Per Diem Rate List page opens. Select the checkbox(es) in the far-left column for the applicable record(s) and click the Delete Selected Rate(s) button.

A confirmation popup window displays.

Click CANCEL to close the popup without deleting the record.

Click CONFIRM to delete the record and close the popup. The record is deleted on the Setup Per Diem Rate List page.

Setup Charge Master

The ARC Charge Master provides a central listing of subject animal expense accounts. The account lists are maintained in the iRIS™ system on the Setup Charge Master page. To access the page, navigate to ARC > Review Board Administration System Setup tab and click the Setup Charge Master link.

The Setup Charge Master page opens.

Two types of accounts are listed. Charge Ticket accounts are for expense items other than subject animal orders. Animal Orders accounts are for subject animal order expense.

Charge Ticket Configuration

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Charge Master link.

The Setup Charge Master page opens. Click the icon in the View column for Charge Ticket.

The Setup Charge Ticket page opens.

Non-Animal Charge Items

To manage charge item accounts assigned to a Charge Type, click the icon in the View column for the applicable Charge Type.

The Charge Items page is opened for the selected Charge Type. Charge Items are sorted in descending order of Start Date.

Non-animal charge items can be added, edited, or have markup / markdown rates applied from this page. It is also possible to view charge item change history from this page.

View Non-Animal Charge Item Change History

The Setup Charge Ticket - Charge Items page includes details of cost change history via the Cost, Previous Cost and Percent Difference columns, and the Show History icon.

Cost is the current cost for the charge item.

Previous Cost is the cost most recently assigned to the charge item prior to the current Cost. If the value shown here is “0.00”, the cost of the charge item has never changed.

Percent Difference is the difference between the most recently assigned cost and the current Cost, expressed as a percentage.

To view change history, click the icon in the Show History column for the applicable record. Note that there is no Show History icon available for records that have no change history.

A change history list opens for the selected record. All prior versions of the record are shown here, In the screenshot below the selected record has only been changed once since it was created.

Click the icon in the Show History column for the applicable record again to close the history list.

Add Non-Animal Charge Item

On the Setup Charge Ticket page, click the icon in the View column for the Charge Type to which the new Charge Item is to be assigned.

The Setup Charge Ticket - Charge Items page is opened for the selected Charge Type. In the screenshot below, the “Subject Animal Food Orders” Charge Type is selected. Click the Add a New Charge Item button.

An Add Charge Item popup dialog box opens for creation of the new record.

Enter the desired Charge Item name.

Manually enter the desired effective Start Date for the charge item or click the calendar button to the right of the field to select a date from the calendar widget.

Manually enter the desired effective End Date for the charge item or click the calendar button to the right of the field to select a date from the calendar widget.

Enter the desired Cost of the charge item in dollars and cents.

Select “Yes” or “No” for Hide from Dropdown List? A selection of “No” means this charge item will be visible and available for selection everywhere in iRIS™ where the charge item list appears. A selection of “Yes” means this charge item will not be visible or available for selection in the charge item list.

Click Cancel to close the popup without saving the new record.

Click Save to save the new record. If the Start Date entered is in the past, a confirmation popup dialog box appears.

Click CANCEL to close the confirmation popup and return to the Add Charge Item popup.

Click CONFIRM to save the record and close both the confirmation and Add Charge Item popups. The record is added on the Setup Charge Ticket - Charge Items page.

Edit Non-Animal Charge Item

On the Setup Charge Ticket page, click the icon in the View column for the Charge Type to which the applicable Charge Item is assigned.

The Setup Charge Ticket - Charge Items page is opened for the selected Charge Type. In the screenshot below, the “Subject Animal Food Orders” Charge Type is selected. Click the icon in the Edit column for the applicable Charge Item.

The record is opened for editing in the Add Charge Item popup dialog box.

Make desired changes in the popup.

Note that a selection of “No” for Hide from Dropdown List? means this charge item will be visible and available for selection everywhere in iRIS™ where the charge item list appears. A selection of “Yes” means this charge item will not be visible or available for selection in the charge item list.

Click Cancel to close the popup without saving changes.

Click Save to save changes and close the popup. If the Start Date entered is in the past, a confirmation popup dialog box appears.

Click CANCEL to close the confirmation popup and return to the Add Charge Item popup.

Click CONFIRM to save changes and close both the confirmation and Add Charge Item popups.

The record is revised on the Setup Charge Ticket - Charge Items page, and now has an icon in the Show History column. Click the icon to confirm change history for the record.

Apply Charge Item Rate(s)

It is possible to apply a markup or discount rate to charge items while still retaining the underlying Cost of a charge item for audit trail or accounting purposes.

On the Setup Charge Ticket page, click the icon in the View column for the Charge Type to which the applicable Charge Item(s) are assigned.

The Setup Charge Ticket - Charge Items page is opened for the selected Charge Type. In the screenshot below, the “Subject Animal Food Orders” Charge Type is selected.

Select the checkbox(es) at far left for the records to which a rate is being applied, then click the Apply Rate(s) button.

An Add Item Rate popup dialog box opens for entry of rate details.

Enter the desired Rate, expressed as a percentage of the current Cost of the selected Charge Item(s). Enter a positive number for a markup rate, enter a negative number for a discount rate.

Manually enter the desired effective Start Date for the item rate or click the calendar button to the right of the field to select a date from the calendar widget.

Manually enter the desired effective End Date for the item rate or click the calendar button to the right of the field to select a date from the calendar widget.

Click Cancel to close the popup without applying the rate to records selected on the Charge Items page.

CAUTION: When the popup is closed without saving, records previously selected on the Setup Charge Ticket - Charge Items page remain selected until the user clears their select checkboxes.

Click Save to apply the rate to records previously selected on the Setup Charge Ticket - Charge Items page and close the popup. The rate is applied to the selected records on the Setup Charge Ticket - Charge Items page. The new Cost is automatically calculated by the system.

Click the icons in the Show History column to verify history for the selected records.

Add Non-Animal Charge Type

On the Setup Charge Master page, click the icon in the View column for Charge Ticket.

The Setup Charge Ticket page opens. Click the Add a New Charge Type button.

The Charge Type popup dialog box opens for creation of the new record.

Enter the desired Charge Type name and Object Code.

Note that the Object Code is configured and maintained by the institution, it is not provided in the iRIS™ system.

Select “Yes” or “No” for Hide from DropDown? A selection of “No” means this charge type will be visible and available for selection everywhere in iRIS™ where the charge type list appears. A selection of “Yes” means this charge type will not be visible or available for selection in the charge type list.

Click Cancel to close the popup without saving the record.

Click Save Charge Type to save the record and close the popup. The record is added on the Setup Charge Ticket page.

Edit Non-Animal Charge Type

On the Setup Charge Master page, click the icon in the View column for Charge Ticket.

The Setup Charge Ticket page opens. Click the icon in the Edit column for the applicable record.

The record is opened for editing in a Charge Type popup dialog box.

Make desired changes in the popup.

Note that a selection of “No” for Hide from DropDown? means this charge type will be visible and available for selection everywhere in iRIS™ where the Charge Type list appears. A selection of “Yes” means this charge type will not be visible or available for selection in the charge type list.

Click Cancel to close the popup without saving changes.

Click Save Charge Type to save the record and close the popup. The record is revised on the Setup Charge Ticket page.

Delete Non-Animal Charge Type

In order to maintain the integrity of Charge Type and Charge Item audit trails, in cases where a Charge Type is to be deleted any Charge Item(s) assigned to it must be re-assigned to a different Charge Type first.

On the Setup Charge Master page, click the icon in the View column for Charge Ticket.

The Setup Charge Ticket page opens.

In this example, the “Subject Animal Imaging” Charge Type is to be deleted.

Click the Transfer Charge Item(s) button. The Transfer Charge Items popup dialog box opens.

The Charge Item list is empty when the popup initially loads.

Click in the Charge Type From field to open a dropdown list of previously created Charge Types. Select the Charge Type to be deleted, then click the Find button to load the list of Charge Items assigned to the selected Charge Type.

In this example “Subject Animal Imaging” is selected. When the Find button is clicked the selected Charge Type name populates in the header of the list of Charge Items to confirm the list contains Charge Items assigned to that Charge Type.

In this example the list is empty, indicating no Charge Items are assigned to this Charge Type and it is safe to delete.

Note: Any Charge Items appearing in this list must be reassigned to a different Charge Type before the selected Charge Type can be deleted. See the next section of this manual, Transfer Charge Items, for transfer instructions.

Click the Delete button. A confirmation popup window displays.

Click CANCEL to close the popup without deleting the record.

Click CONFIRM to delete the record and close the popup. The Charge Type is deleted on the Setup Charge Ticket page.

Transfer Charge Items

In cases where a Charge Item is assigned to the incorrect Charge Type, or where a Charge Type is to be deleted, the Charge Item can be transferred to a different Charge Type.

In this example the “Subject Animal Urine Dipstick” Charge Type, shown in the screenshot below, was created in error. A specific lab test like this should have been created as a Charge Item assigned to the “Subject Animal Labs” Charge Type. This Charge Type must be deleted, but it has Charge Items assigned to it.

Click the Transfer Charge Item(s) button.

The Transfer Charge Items popup dialog box opens.

The Charge Items list is empty when the popup initially loads. Click in the Charge Type From field to open a dropdown list of previously created Charge Types.

Select the Charge Type that is to be deleted from the list. In this example, the “Subject Animal Urine Dipstick” Charge Type is selected. Notice that when the Charge Type is selected the same Charge Type is automatically populated in the Delete This Charge Type field.

Click the Find button to load a list of all Charge Items assigned to the selected Charge Type. When the Find button is clicked the selected Charge Type name populates in the header of the list of Charge Items to confirm the list contains Charge Items assigned to that Charge Type.

In this case there is one Charge Item assigned to the selected Charge Type. This Charge Item must be transferred to a different Charge Type before the selected Charge Type can be deleted.

Select the checkbox(es) at far left for all listed Charge Item(s), then click in the Charge Type To field to open a second dropdown list of previously created Charge Types.

Select the Charge Type to which the Charge Item(s) is(are) to be assigned. In this example, the “Subject Animal Labs” Charge Type is selected.

Click the Cancel button to close the popup without completing the transfer.

Click the Make Transfer button to complete the transfer. The transfer is complete, and the Setup Charge Ticket page reloads.

Note: The previously selected Charge Type is not automatically deleted from the Setup Charge Ticket page. This is to allow for conditions where Charge Items must be transferred between Charge Types, but no Charge Types are being deleted.

To proceed with deletion of the selected Charge Type, click the Transfer Charge Item(s) button. The Transfer Charge Items popup dialog box opens.

Recall that the Charge Items list is empty when the popup initially loads. Click in the Charge Type From field and select the Charge Type that is to be deleted.

Click the Find button to load the list of Charge Items assigned to the invalid Charge Type and confirm it is empty. Notice that the selected Charge Type automatically populates in the Delete This Charge Type field and in the header of the Charge Items list.

Click the Delete button. A confirmation popup window displays.

Click CANCEL to close the popup without deleting the record.

Click CONFIRM to delete the record and close the popup. The Charge Type is deleted on the Setup Charge Ticket page.

If desired, click the View icon for the Charge Type to which the Charge Item(s) was(were) reassigned to verify the reassignment on the Setup Charge Ticket - Charge Items page.

Animal Orders Configuration

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Charge Master link.

The Setup Charge Master page opens. Click the icon in the View column for Animal Orders.

The Setup Animal Order page opens.

Add Animal Order Charge Type

On the Setup Charge Master page, click the icon in the View column for Animal Orders.

The Setup Animal Order page opens. Click the Add a New Charge Type button.

The Charge Type popup dialog box opens for creation of the new record.

Enter the desired Charge Type name and Object Code.

Note that the Object Code is configured and maintained by the institution, it is not provided in the iRIS™ system.

Select “Yes” or “No” for Default Charge Type? 

A selection of “Yes” means:

— this Charge Type item will be set as the default selection in the Animal Charge Type picklist

—it will be possible to set a Charge Item assigned to this Charge Type as the default selection in the Animal Charge Item picklist

A selection of “No” means:

— this Charge Type will not be set as the default selection in the Animal Charge Type picklist

— it will not be possible to set a Charge Item assigned to this Charge Type as the default selection in the Animal Charge Item picklist

Select “Yes” or “No” for Hide from Dropdown List? A selection of “No” means this charge type will be visible and available for selection everywhere in iRIS™ where the Animal Charge Type dropdown picklist appears. A selection of “Yes” means this charge type will not be visible or available for selection in the Animal Charge Type dropdown picklist.

Click Cancel to close the popup without saving the record.

Click Save Charge Type to save the record and close the popup. The record is added on the Setup Animal Order page.

Edit Animal Order Charge Type

On the Setup Charge Master page, click the icon in the View column for Charge Ticket.

The Setup Charge Ticket page opens. Click the icon in the Edit column for the applicable record.

The record is opened for editing in a Charge Type popup dialog box.

Make desired changes in the popup.

A selection of “Yes” for Default Charge Type? means:

— this Charge Type item will be set as the default selection in the Animal Charge Type picklist

—it will be possible to set a Charge Item assigned to this Charge Type as the default selection in the Animal Charge Item picklist

A selection of “No” for Default Charge Type? means:

— this Charge Type will not be set as the default selection in the Animal Charge Type picklist

— it will not be possible to set a Charge Item assigned to this Charge Type as the default selection in the Animal Charge Item picklist

A selection of “No” for Hide from Dropdown List? means this charge type will be visible and available for selection everywhere in iRIS™ where the Animal Charge Type dropdown picklist appears. A selection of “Yes” for Hide from Dropdown List? means this charge type will not be visible or available for selection in the Animal Charge Type dropdown picklist.

Click Cancel to close the popup without saving changes.

Click Save Charge Type to save the record and close the popup. The record is revised on the Setup Animal Order page.

Animal Charge Items

On the Setup Charge Master page, click the icon in the View column for Charge Ticket.

The Setup Charge Ticket page opens. Click the icon in the View column for the applicable record.

The Setup Animal Orders - Charge Items page is opened for the selected record. In the example screenshot below, the Rodent Subject Animals Charge Type record is selected. Records are sorted in ascending order of Start Date.

Animal order Charge Items can be added or edited from this page. It is also possible to view Charge Item change history from this page.

View Animal Charge Item Change History

The Setup Animal Orders - Charge Items page includes details of Charge Item change history via the Cost column and a Show History icon.

To view change history, click the icon in the Show History column for the applicable record. Note that there is no Show History icon available for records that have no change history.

A change history list opens for the selected record. All prior versions of the record are shown here; in the screenshot below the selected record has only been changed once since it was created.

Click the icon in the Show History column for the applicable record again to close the history list.

Add Animal Charge Item

On the Setup Animal Order page, click the icon in the View column for the Charge Type to which the new Charge Item is to be assigned.

The Setup Animal Orders - Charge Items page is opened for the selected Charge Type. In the screenshot below, the “Rodent Subject Animals” Charge Type is selected. Click the Add a New Charge Item button.

An Add Charge Item popup dialog box opens for creation of the new record.

Enter the desired Charge Item name.

Manually enter the desired effective Start Date for the Charge Item or click the calendar button to the right of the field to select a date from the calendar widget.

Manually enter the desired effective End Date for the Charge Item or click the calendar button to the right of the field to select a date from the calendar widget.

Enter the desired Cost of the Charge Item in dollars and cents.

Select “Yes” or “No” for Hide from Dropdown List? A selection of “No” means this Charge Item will be visible and available for selection everywhere in iRIS™ where the Charge Item list appears. A selection of “Yes” means this Charge Item will not be visible or available for selection in the Charge Item list.

Select “Yes” or “No” for Default? A selection of “No” means this Charge Item will not be selected by default in the Animal Orders Charge Item list. A selection of “Yes” means this Charge Item will be selected by default in the Animal Orders Charge Item list.

Note that a Charge Item can only be set as the default if its parent Charge Type (as shown on the Setup Animal Order page) is also set as a default.

Click Cancel to close the popup without saving the new record.

Click Save to save the record and close the popup. The record is added on the Setup Animal Orders - Charge Items page.

Note: if the error popup shown below displays when the Save button is clicked, see the Animal Charge Item Default Record Error section of this manual for instructions to resolve the error.

Edit Animal Charge Item

On the Setup Animal Order page, click the icon in the View column for the Charge Type to which the applicable Charge Item is assigned.

The Setup Animal Orders - Charge Items page is opened for the selected Charge Type. In the screenshot below, the “Rodent Subject Animals” Charge Type is selected. Click the icon in the Edit column for the applicable Charge Item.

The record is opened for editing in the Add Charge Item popup dialog box.

Make desired changes in the popup.

A selection of “No” for Hide from Dropdown List? means this Charge Item will be visible and available for selection everywhere in iRIS™ where the Charge Item list appears. A selection of “Yes” for Hide from Dropdown List? means this Charge Item will not be visible or available for selection in the Charge Item list.

A selection of “No” for Default? means this Charge Item will not be selected by default in the Animal Orders Charge Item list. A selection of “Yes” for Default? means this Charge Item will be selected by default in the Animal Orders Charge Item list.

Note that a Charge Item can only be set as the default if its parent Charge Type (as shown on the Setup Animal Order page) is also set as a default.

In this example, the Default? selection is changed from “No” to “Yes”.

Click Cancel to close the popup without saving changes.

Click Save to save changes and close the popup. If the Start Date entered is in the past, a confirmation popup dialog box appears.

Click CANCEL to close the confirmation popup and return to the Add Charge Item popup.

Click CONFIRM to save changes and close both the confirmation and Add Charge Item popups. The record is revised on the Setup Animal Orders - Charge Items page.

A folder icon now appears in the Show History column for the revised record, indicating that prior versions of the record exist. See the View Animal Charge Item Change History section of this manual for more information.

Note: if the error popup shown below displays when the Save button is clicked, see the Animal Charge Item Default Record Error section of this manual for instructions to resolve the error.

Animal Charge Item Default Record Error

Recall that a Charge Item can only be set as the default if its parent Charge Type (as shown on the Setup Animal Order page) is also set as a default.

If “Yes” is selected for Default in the Add Charge Item popup when the parent Charge Type (as shown on the Setup Animal Order page) is not set as a default, the following error displays for three seconds when the Save button is clicked.

When the error popup closes, either:

1. Change the Default selection in the Add Charge Item popup to “No” and click Save.

OR

2. Return to the Setup Animal Order Page and change the parent Default Charge Type selection to “Yes” (see the Edit Animal Order Charge Type section of this manual),

then navigate back to the Add Charge Item popup, recreate the desired record and click Save.

If the Start Date entered is in the past, a confirmation popup dialog box appears.

Click CANCEL to close the confirmation popup and return to the Add Charge Item popup.

Click CONFIRM to save the record and close both the confirmation and Add Charge Item popups.

The record is added/revised on the Setup Animal Orders - Charge Items page.

Setup Vendor Email Template

The iRIS™ system provides tools for configuration of boilerplate vendor email templates that can be customized as needed when creating an email to be sent to a vendor.

In addition to boilerplate text and formatting, system Merge Codes can be added to vendor email templates to include identifying subject animal details, order details, and other relevant data pulled from the iRIS™ system.

Add Vendor Email Template

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Vendor Email Template link.

The Vendor Email Template page opens. Click the Add Template button.

A text editor panel is opened for creation of the new template.

Enter a Title. The title should be descriptive or meaningful enough to convey the purpose of the template.

The Content section contains a text editor with standard text editing and formatting tools. Enter the desired boilerplate text, leaving spaces open for insertion of Merge Codes where applicable.

In the screenshot below a Vendor Email Template has been created to address the problem of incorrect sex counts in a livestock order. Empty spaces are left open where Merge Codes are to be inserted.

Merge Codes are used to pull data from iRIS™ records into documents, templates, forms and system webpages. Merge Codes are selected from a picklist, there is no need to write or edit any programmatic code to use Merge Codes.

Insert Merge Codes in Vendor Email Template

To insert a Merge Code in a Vendor Email Template, place the cursor in the text editor where you want the corresponding data value to appear, then click the Insert Merge Code button to open the Merge Codes picklist.

The Insert Data Merge Code popup window displays. Scroll down to the sections of the list labeled for ARC and select the desired Merge Code. In this example, the Merge Code for “Order Number” is selected.

Click the Cancel button to close the popup without inserting the Merge Code.

Click the OK button to insert the Merge Code. The selected Merge Code is inserted in the template at the cursor location.

In the screenshot below, Merge Codes for “Vendor Name”, “Order Number”, “Date Received”, “Order - Number of Females”, “Order - Number of Males”, “Receive – Number of Females”, “Receive – Number of Males”, and “Order – Order Date” are inserted.

Click the Save Template button to save the new record. The text editor closes and the template is added on the Vendor Email Template page.

Merge Code List

Depending on the user’s data access rights and the institution’s Review Board Administration settings, the Merge Code list can include system data from the following categories:

Most of the Merge Codes in the picklist are grouped under category titles. As shown in the screenshot below, category titles are offset by dashed lines. Selectable Merge Code items are indicated by blue boxes.

Category titles are not Merge Codes and cannot be inserted in the cage card template. If a title item is selected and the OK button is clicked, an error popup window displays.

Merge Codes Applicable to ARC

Categories and Merge Codes from the list that are most applicable to ARC are summarized in the table below.

Edit Vendor Email Template

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Vendor Email Template link.

The Vendor Email Template page opens. Click the icon in the Edit column for the applicable record.

The template is opened in a text editor for editing.

Make desired changes to the template and click the Save Template button to save changes and close the text editor.

In the example below, some additional text and the Merge Code for “Receive - Approved Location” is added to the template.

For Merge Code instructions, see the Insert Merge Codes in Vendor Email Template section of this manual.

Delete Vendor Email Template

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Vendor Email Template link.

The Vendor Email Template page opens. Select the checkbox(es) in the far-left column for the template(s) to be deleted, then click the Delete Template button.

A confirmation popup window displays.

Click CANCEL to close the popup without deleting the record.

Click CONFIRM to delete the record and close the popup. The template is deleted on the Vendor Email Template page.

Setup Invoice Type

ARC Invoice Types are configured on the Setup Invoice Type page. To access the page, navigate to ARC > Review Board Administration System Setup tab and click the Setup Invoice Type link.

The Setup Invoice Type page opens.

Add Invoice Type

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Invoice Type link.

The Setup Invoice Type page opens. Click the Add a New Invoice Type button.

An add panel is opened for creation of the new record.

Enter an Invoice Type and click the Save Invoice Type button to save the record. The record is added on the Setup Invoice Type page.

Edit Invoice Type

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Invoice Type link.

The Setup Invoice Type page opens. Click the icon in the Edit column for the applicable record.

The record is opened in an edit panel.

Make desired changes to the Invoice Type and click the Save Invoice Type button to save the record. The record is revised on the Setup Invoice Type page.

Delete Invoice Type

Navigate to ARC > Review Board Administration System Setup tab and click the Setup Invoice Type link.

The Setup Invoice Type page opens. Select the checkbox(es) in the far-left column for the record(s) to be deleted, then click the Delete Invoice Type(s) button.

A confirmation popup window displays.

Click CANCEL to close the popup without deleting the record.

Click CONFIRM to delete the record and close the popup. The Invoice Type is deleted on the Setup Invoice Type page.