Maintaining Sales Items Accounts
This guidance is only for IRIS Financials Version 7.0.2103 or earlier. If using version 7.0.2223 or later, go to Create Sales Accounts or Edit Accounts.
Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.
If your establishment/organisation has items that are sold and invoiced, for example, the hire of the sports hall or uniform stock. Each Sales Item can be set up in an account on the Sales Item Accounts Ledger. Sales items can then be used to create a Sales Item Invoice for a customer. For more information, please see Creating a Sales Item Invoice.
The sales item account can then be used to produce sales item invoices to request payments from the customer.
Maintaining sales items accounts consists of the following:
Creating a Sales Item Account
- Select Maintenance, then select Accounts.
- The Select a ledger dialog is displayed. Double-select to select AST_SITEMS - AST Sales Item Accounts (where AST represents the location code of the ledger).
- The Account Maintenance window is displayed. Existing sales items accounts linked to the ledger are listed in the left-hand panel. Sales item account information is stored in tabs on the right-hand side.
Within the tabs you may need to use the side or bottom scroll options on the Account Maintenance window to view all the available fields. You can also resize the window by selecting on the edge of the Account Maintenance window, then dragging it to the required size when the vertical or horizontal resize pointer is displayed. If there are existing sales items accounts attached the to ledger, we recommend searching for the sales item for which you are creating an account to ensure an account does not already exist. On the Account Maintenance window, enter the sales item in the Search field, then press the Enter key. If an account for the sales item exists in the ledger, it is highlighted.
- To add a new sales item account, select ADD NEW, then select ACCOUNT.
If the new sales item account has the same settings applied to an existing sales item account, you can copy the existing account. Select the existing sales item account to be copied from the left-hand panel, select ADD NEW, then select ACCOUNT (COPY). - The new account is displayed as <New item> in the left-hand panel and is automatically selected, with the General tab selected on the right-hand side. A code must entered in Account (limited to 12 alpha-numeric characters) that adheres to your establishment/organisation guidance, and this is used to identify the sales item account within the software.
- Enter the item name in Title.
- The Currency field is automatically populated with GBP when the account is saved. You do not need to complete the Currency field unless the establishment/organisation deals with additional currencies that have been added to the software.
- The Comments panel contains an unlimited field that can be used to enter any notes about the account. For example, any sizing measurements, supplier information, or hire information, etc. Select in the field, then enter any required information. To add additional lines within the field, at the end of a line of text, press the Enter key.
- Next, the sales item account can be linked to the required pre-defined variables for reporting and grouping the accounts. Select the Indices tab, then select an index from the indices listed in the Indices panel, then select XNODET - No Detail Defined from the Values panel.
If you are unsure which value to link to the selected index, please contact the person within your establishment/organisation who administers your system, i.e. has a CUSTADMIN login. - To automatically populate the item information when a Sales Item Invoice document is created, you can store details about the sales item, such as unit price, VAT rate, and the nominal and account to which invoices for items should post against as default in the Analysis Fields on the account. Select the Analysis Fields tab, then complete the information as follows:
Item Cost - enter the individual unit price of the item e.g. 20.00 (do not enter any currency symbols, i.e. £, $, etc.)
Item Description - enter a description for the item, e.g. Blue Jumpers - Small.
Item VAT Rate - select Drill (...), then select the required VAT rate from the Select VATRATES key dialog.
Item Nominal - select Drill (...), then select a nominal to which invoices for the item are posted to by default from the Select a nominal dialog.
Item CostCentre - enter the code of the cost centre account to which invoices for the item are posted to by default. - Next, set the security roles for the sales item account which determine which users can view, modify, and post to the account. Select the Security tab, then select Drill (...) in View, Modify, Post to select the required security role.
- Double-select to select the required security role from the Select a role for Account dialog. For more information, please see Overview of Security Roles.
- When you have entered all the details required for the sales item account, select SAVE to confirm the details.
- An Update complete message is displayed. Select OK to close the message and return to the previous window.
Editing a Sales Item Account
If you need to update information in a sales item account, you can edit the details whenever required.
- On the Account Maintenance window, select the sales item account you want to edit from the left-hand panel, then select EDIT.
- Make any required changes to the account details, then select SAVE.
You are unable to edit any field that remains greyed out. If the information in the field is incorrect, you need to create a new sales item account. - An Update complete message is displayed. Select OK to close the message and return to the previous window.