Export from Fees to Accounts Production

Postings from IRIS Fees can be exported into IRIS Accounts Production. Before you can start, you will first need to setup the export directory, output definition file and your default nominal codes in the Fees Ledger. You can then use the export facility to export your postings from Fees and then import the postings into Accounts Production.

Click the links below to jump to a particular section:

Setting Up the Export Directory

Setting Up the Output Definition File

Setup Your Default Nominal Codes

Using the Export Facility from Fees

Importing File in to Accounts Production

Export from Fees to Accounts Production

Setting Up the Export facility

If you wish to export information from IRIS Fees you will need to set up this facility ready to be used.

Create an export/import directory

On your system set up a directory you wish the export files to be written to For example; C:\IRIS

Set up the directory in the system options

1. Log into IRIS as MASTER, and go into the IRIS Fees.

2. Select Options | System and select the F/T tab.
   
   
   

3. Enter a database identifier; this is a 3 character identifier. It should be different at each site (if you have more than one office). This will be used as part of the default file name, and will help identify the files when they arrive at the central site.

4. Nominate the directory for the export files to go to, in the above we have used C:\IRIS

5. Click OK to exit this screen.

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Setting up the output definition file

This will create the definition for the export file. What this means is it will decide what postings from the fees ledger will go into the file, and in what order.

1. In IRIS Fees Ledger, click on File | Posting export definitions

2. Click New.
   
   
   

3. Select Nominal and click OK.
   
   
   

On the New nominal definition screen:

1. 1. Enter a format identifier, for example as above this is IRIS

   2. Enter a description of the export file.

   3. Ensure Use header titles for first line of output is not selected.

   4. Ensure Eliminate control account from output is not selected.

   5. Ensure Reverse balance sheet sign on output is not selected.

   6. Ensure Reverse revenue sign on output is not selected.

   7. Select in Field surround the Nothing option.

   8. Select in Field separator the Comma option.

   9. For the Record separator select the Standard for Windows

   10. For the Record Length ensure both boxes are empty.

Once these options are set, select the Fields tab at the top of the screen.

4. Click Add field and select at end from the list.
   
   
   
   The Add field to nominal definition screen displays.
   
   On the Add Field tab:
   

5. Select Amount for the Posting type field.

6. In the Length enter 12.

7. Select the Justify to Right option.
   
   
   
   

8. Select the Format tab at the top of the screen to display:
   
   
   
   

9. Ensure Prefix money with pound (£) sign is not selected.

10. Ensure Prefix negative money with minus (-) sign is selected.

11. Ensure Place commas after every 1000 for example, 1,234,567 is not selected.

12. Select 2 decimal places.

13. Click OK, this will enter a line onto the New nominal definition screen.
    
    
    
    If you wish to add another Field:

1. 1. • To add the next field to be exported click Add field and select at end from the list.

      • Select the Nominal code field.

      • In the Length enter 12.

      • Select the Justify to Left option.

      • It is not necessary to select the Format tab in this case.

      • Click OK and this will enter the next line onto the New nominal definition screen.

14. Click OK to finish setting up the definition.

15. Click Close to leave the export definitions.

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Default Nominal Codes

1. In IRIS Fees, select Options | Fees ledger and the Nominal codes tab.
   
   Make sure the default codes are the same as the ones used for your accounts in IRIS accounts production. To make a change:

2. Click the magnifying glass on the field you wish to change.
   
   Example, if you wished to change the Bank account select the magnifying glass to display the Nominal Accounts screen:
   
   
   
   The following screen displays.

3. Click New.
   
   

The following screen displays.

4. Enter the Nominal account code that relates to the Bank account in IRIS Accounts Production.

5. Enter the Description.

6. Select Balance Sheet.

7. Click OK, then click Select to update the nominal code and return to the Fees Ledger Options screen.
   
   
   
   This will change the system default nominal code.
   
   
   

• Only postings made after this change will have the new nominal codes, therefore it is possible you may not be able to transfer postings made before.

Repeat this on all the codes you wish to change.

8. Click OK to close the Fees Ledger Options screen.

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Using the Export Facility to Choose the Data to Create the File

After you have posted your invoices, as and when you want, you will need to select the postings for transfer.

To do this:

1. In the  Fees Ledger, select Posting | Posting Export and select Export postings from the list.
   The Fees Posting Export Selections screen displays.

2. Ensure you have selected the Fees period containing the items you wish to export.

3. Select New.
   
   
   
   The New Fee Export Batch in Period YYYY/MM displays.
   
   
   
   The options on this screen include:

1. • Everything not yet selected
     If you are unsure, it is advisable to select this option, as this will be sure to collect everything in the current period you have not yet selected.

   • Date range when posting actually made
     This is the date that corresponds to the time you made the postings. If you select this you will need to enter a date range.
     

   • Note: This date range corresponds to postings in this period with this date.
    

2.  

   • Date range for date recorded in posting
     This is the date on the postings, for example the invoice, receipt date.

   • Exclude receipts not yet matched
     Only tick this if you are cash accounting. This will stop receipts from being exported, that you have not sorted out the matching on.

   • Partner
     If you would like to restrict the output to a specific partner(s) clients enter the partner(s) identifier(s).

   • Manager
     If you would like to restrict the output to a specific manager(s) clients, enter the manager(s) identifier(s).

4. Once your selection is complete click OK. Your choices will be worked out to determine what needs to be exported and a summary will be displayed.

1. • Back will take you back, allowing to do the Export at a later stage (by going in to IRIS Fees and clicking on Posting | Posting export | Export postings highlighting the list you wish to export, and selecting the View button).

   • Export Now will export the data to a file now, displaying:

5. Select the Format name for the output by clicking on the magnifying glass, this will give you a list of the file definitions available. Highlight IRIS and click Select.

6. Ensure there is a tick in the Balance Sheet and Revenue fields.

7. Ensure Totals only is selected.

8. Make a note of the file name, as you will need this for importing into IRIS.
   In this case the file name is NTT0602.CSV (Please note you may need to change the extension to .csv)

9. At this point you can select OK.
   Once the file has been created you will be given the following message – confirming the export was successful.
   
   

10. Select OK, and Close to leave the screen.

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Importing File into Accounts Production

Once the file is created it remains to import the file into accounts production. To do this:

1. From the IRIS main menu Accounts production.

2. Select the client account you wish to post into.

3. Select Posting | Select, select the posting entry into which the data is to be imported, click OK.
   The Posting screen displays.

4. On the toolbar click Advanced and select Import Postings from the list.
   The Import Postings From screen displays

5. Select Standard (for example, comma separated) Import file
   
   
   
   The Import Maps screen displays.  

6. Select the Standard Import Map and click Select.
   
   
   
   The File to import from browser displays

7. Either enter the full path and name of the file in the File name field, for example, C:\IRIS\ntt0602.csv or navigate to the CSV file created by Fees. Once you have found the file click Open.
   
   
   The Import Result message confirms the import details.

8. Click OK.
   
   
   

9. The imported postings are displayed in the Posting screen.

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Other Facilities Available

If after creating the batch you decide you would like to have a look at it before you do the transfer to edit the file you may. Editing the file will remove entries from it, so care is required. To do this:

1. In IRIS Fees Ledger click on Posting | Posting export | Export postings.

2. Make sure you have the correct period selected, and then click View.
   
   
   
   The following screen displays

3. If you want to de-select an item from the list highlight the item and click De-select.
   
   

4. Take care when using De select all as this will deselect all records.

4. If you want to export the file from this point select the Export button.

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