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Expressions are used to provide variable data in Reports. These can be used at Client level or they can be set as a default to be applied to all client.
IRIS Expressions enable the Client to select specific data to be included in reports by adding predefined expressions within the Data Screens. Expressions can be combined with Text with within the Data Screen.
The client can create Expressions for use in the Data Screens, or select from the list issued by IRIS, a full list of these can be found in Expressions - IRIS Default list.
Expressions are Created and amended in Account Chart Maintenance. Master and Super users have permissions to access the Expressions. Access to Users is optional, permission is granted by Super or Master Users.
In this Topic Hide
Add an Expression to the Data Screen at Client Level
The statement and table below can be created in the Data Screen using a combination of Text and Expressions.
The total turnover for IRIS Books Limited for the year is 316,494. The details are shown below.
Sales |
315,260 |
Contracts |
1,234 |
316,494 |
Within the Data Screen the text is entered and the items shown in bold below in are expressions provided by IRIS. The 'Group 1 balance current year' expression has been inverted to show the value without brackets. The Account Description is added into a table using an Expression created by the User, based on the Account Desciption function. The Total Account is added using the CurrentYearTotal function. The Auto Total is calculated within the Table created in the Data Screen.
The turnover for (Business name) for (period year/period for current year) is (Group 1 balance current year (inverted)) The details are shown below.
| Account Description | Total Account | |
| Account Description | Total Account | |
| Auto Total |
Open the Data Screen Edit | Data Screens select the text box in which the Expression is to be added.
Example: Notes to Financial Statement | Alternative Accounting Policies | Turnover | Additional or Replacement Text.
The toolbar fx Expression button is active when the cursor is in the Text box.
Click the fx Expression to display the Choose Expression screen. The Expressions are grouped within folders. Click the plus (+) to view the expressions within the folder, click minus (-) to close the folder. Click here to view the list of the IRIS default expressions.
Select the Expression and click Select.
The Expression name is displayed in the Text box.
Save the changes.
Expressions that have been created by users shown with at blue highlight. Expressions issued by IRIS are shown with a green highlight. See next section on creating Expressions.
Start in the Data Screen.
Select Setup | Account Charts select the Chart, click Amend.
Select Expression Designer from the list. The Expression Designer screen displays.
Enter the Name and Description of the Expression.
Select the a Function from the list of Functions and drag into the Expression Text box.
AccountDesciption: Returns the Account description.
The 'Please Choose an Account' screen displays.
Select the Account and OK.
Save.
CurrentYearTotal: Returns the Total for year of single or multiple accounts
The Function Builder screen opens.
Click Add.
The 'Please Choose an Account' screen displays.
Select the Account
Repeat stages to add multiple accounts to the Total for Year
OK then Save.
InvertFigure: Displays negative figures without brackets
The 'Functions.InvertFigure( )' expression is displayed. Drag the 'CurrentYearTotal' or 'LastYearTotal' function and drop between the brackets.
The 'Function Builder' screen opens. The 'Please Choose an Account' screen displays.
Select the Account and OK.
Repeat to add multiple accounts to the Total
OK then Save
Example Invert
Figure Expression: Functions.InvertFigure(Functions.CurrentYearTotal("1",
"2"))
IRIS Issued and User Expressions can be inverted using the InvertFigure function.
To do this create a new Function and drag the InvertFigure into the Expression Text box, then select the User or Issued Expression tab. Select the Expression that returns the data to be inverted and drag between the brackets in the Functions.InvertFigure ( ) expression.
Example: Functions.InvertFigure( {Group 1 balance current year}) returns the Total Group 1 Turnover codes 1 to 10/1-50 without brackets.
LastYearTotal: Returns the Total for last year of single or multiple accounts.
The 'Function Builder' screen opens.
Click Add.
The 'Please Choose an Account' screen displays.
Select the Account.
Repeat to add multiple accounts to the Total for Year.
OK then Save.
GroupDescription: Returns the Group description
The Group Structure Unknown for ...message box is displayed where more than one group structure can be used for the selected chart.
Select the Applicable business type and group.
The 'Please Choose a Group' screen displays.
Select the Group.
OK then Save.
Involvement: Returns the Names of Involvements.
The Involvement Order Number message box is displayed
Enter the Involvement order number.
OK then Save.
The names of the involvement are displayed in the format chosen in Edit | Data Screens | Presentation Options | Names of People
Data Screen items can be set at chart level Setup | Data Screen Defaults. This speeds up the creation of new clients as items such as the choice of accountants certificate will already be set up. Any default setting will be used whenever a new client is created or will be included for existing clients when the Bring Forward Client Data is run for a new year. Items area not automatically applied to a year that has been completed or is in progress. To apply newly added default setting to a year that is in progress run Apply Defaults Values.
Start in the Accounts Production main screen.
Select Setup | Data Screen Defaults. The 'Chose Where to Store Defaults' screen displays.
Select Chart.
Select the magnifying glass and select the report. The Hierarchical Default Data: Chart screen is displayed.
Follow instructions as for Client level in section 'Add an Expression to the Data Screen at Client Level' above.
When bring forward is run Edit | Bring Forward Client Data, fields are completed from the first occurrences of data in the following list in order of priority.
Any applicable item from the previous year
Chart level defaults (Data Screen Defaults)
Partners Default
Practice Default
IRIS issued default
For example settings from the previous year will take precedence over Chart Level defaults, and Partners default takes precedence over Practice Defaults.
To apply all newly added default values to a year this is in progress, run Edit | Apply Default Values. This will copy the defaults from the Data Screen Defaults for Chart, Partner and Practice level to any data screens field that has no data entered at this point.
To add tables to Notes / Text boxes in the Data Screens, select Table | Insert | Insert Table or simply right click and select Insert | Table or Ctrl + T. A box appears asking about the number of columns and rows required.
Once a table has been created, text and fx
Expressions can be entered.
Right mouse click and select Insert |
Insert Table from the list, or Menu
bar | Table, or the Table
button to:
Select table, columns, rows or cells
Insert table, rows or cells
Delete table, columns, rows or cells
Split table or cells
Merge Cells
Go to Table Cell Properties
In Table Cell Properties, adjust the Character width, Character gap, Cell content and Shading. Select the Auto Total to Calculate Totals, this will sum numeric values. Adjust the Vertical, Horizontal alignment, Printer wrapping here. The Rule-off option allows a cell to contain text of rule lines.