Importing from IRIS Accounts Office into Accounts Production

Introduction

It is possible to import postings from IRIS Accounts Office into Accounts Production, once imported it is then possible to drill down from the imported postings to the original postings in IRIS Accounts Office.

If the import facility has never been used before the following steps must be followed.

Setup a document type to enable Import

Select Setup | Document Types
From the Document Types window select the Posting tab, click New to create a new document type.
Enter the details as below:

Index: 20 (This would be the next sequential number)

Mnemonic: AOI

Description: IRIS Accounts Office Import

Select the option Used for IRIS Accounts Office imports

Once the Used for IRIS Accounts Office import is selected most of the document type options will grey out as they are no longer applicable.

Setup a document type to enable Export

Select Setup | Document Types
From the Document Types window select the Posting tab, click New to create a new document type.
Enter the details as below:

Index: 21 (This would be the next sequential number)

Mnemonic: AOE

Description: IRIS Accounts Office Import

Select the Journal Adjustments for export option, ensure the drop-down box, Select Export Type is selected on IRIS Accounts Office.

Permission

To give users the ability to import postings from Exchequer, the correct permissions are required:

Select Setup | Staff Maintenance
From the Staff Browser window, highlight the required staff member click View, select the Allowed tab.
Scroll down to the Accounts Production privileges, to a privilege titled can import transactions from IRIS Accounts Office.
Left-mouse click can import transactions from IRIS Accounts Office and change the permission to show a tick.

Mapping of IRIS Accounts Office codes to Accounts Production codes:

To import the transactions from IRIS Accounts Office, a map will need to be created to map the appropriate Accounts Production account number to the IRIS Accounts Office general ledger code, this will initially be set at chart level, then the map can be tailored for each client.

To create a mapping file:

Select Setup | Import maps, select the IRIS Accounts Office tab. This will show a list of import maps already loaded, there are two issued import maps:

IRIS Accounts Office Import Map
IRIS Accounts Production AO codes

Certain additional mapping files can be supplied by Accounts Production, contact customer support for further information.

If a new map is required, click New.
Enter a description for the import map, click OK
For each mapping enter the IRIS Accounts Office general ledger code in the Amounts attributable to GL code field and the Accounts Production nominal code into the Attribute to account or sub-account.
Once complete, click Cancel then Close to exit.

End of Setup to enable Import

Once the document type, permission and the import map have been setup these steps should be followed:

Create the link to IRIS Accounts Office client

Select Client | View, within the Basic tab, the Linked to IRIS Accounts Office Company field needs to be populated.
Select the option Accounts Office (this will only be available if IRIS Accounts Office is present on the system).
From the IRIS Accounts Office link window, click the magnifying glass next to the Company code field to view a list of IRIS Accounts Office Companies.
Highlight the required IRIS Accounts Office client, click Select and OK.

The Code and Name of the IRIS Accounts Office client selected should then show in the Linked to IRIS Accounts Office Company section of the Basic tab.

Importing postings from IRIS Accounts Office into Accounts Production:

Select Posting | New to create a new entry, the first time in a session that the postings screen is accessed the system will require a login using the IRIS Accounts Office details, User Name and ID.
From the Specify Posting Batch select the document type that has just been created for IRIS Accounts Office imports.
Confirmation is required to start the import, click OK.

A list of chart level import maps will then be displayed, select the map that will be appropriate for this clients imports

During the import if the map does not contain a mapping for the IRIS Accounts Office code to Accounts Production code, a window will appear to select the Accounts Production account to import to. These changes will be added to the map amended for the client, the client level amended map can be accessed via Edit | Import Maps

When the import is complete, a message box will confirm the number of postings which have been imported.

Exporting adjustments from Accounts Production to IRIS Accounts Office:

From within the postings screen:

Select Batch Control | New, to create a new batch.
From the Specify Posting Batch select the document type that has just been created for IRIS Accounts Office Exports.

Postings can then be made to the appropriate Accounts Production codes, the map is used to allocate the appropriate General Ledger code to the Accounts Production code.

If the Map does not contain a mapping for the Accounts Production code to IRIS Accounts Office code, a window will appear with a list of General Ledger codes to select the General Ledger code the posting should be exported to IRIS Accounts Office.

Once the postings have been made and the batch balances is ready to be exported:

Select Batch Control, highlight the batch that needs to be exported.
Select Apply IRIS Accounts Office Adjustments, a window will then confirm the amount of postings transferred from the batch to IRIS Accounts Office.

The postings will then be visible in IRIS Accounts Office Transactions | Nominal Transactions

Drill down

Once the postings have been imported/exported it is possible to drill down from the imported/exported postings to the postings made in IRIS Accounts Office.

Double-left mouse click on the posting.