Running a Detail Enquiry
The nominals and ledgers in this topic may be different to those in your chart of accounts.
A detail enquiry (previously Account Enquiry) is used to view documents that have been added to IRIS Financials to record your establishment/organisation's transactions. The Detail Enquiry can be run using a variety of criteria to display the results of searching for documents within a specific or a more general search across all Nominals, Ledgers, or Accounts. From the Detail Enquiry window you can also copy, edit, dispute, and allocate documents. For more information, please see Detail Enquiry Functions.
Running a detail enquiry consists of the following:
Selecting the Detail Enquiry Criteria
Selecting the Detail Enquiry Criteria
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Select Enquiries, then select Detail Enquiry from the menu.
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The Detail Enquiry Criteria dialog is displayed. You can set criteria by selecting various options from each of the tabs. Set the required criteria for the enquiry you want to run, then select OK to display the results in the Detail Enquiry window. In the following example, no specific criteria has been selected therefore the detail enquiry returns results for all nominals, ledgers, and accounts for the default period settings.
For certain reports and processes you need to select specific criteria for the Detail Enquiry. Where this is required, instructions on which options to select are detailed within the process article. -
The Detail Enquiry window is displayed with the results of the criteria selected in the Detail Enquiry Criteria dialog, where you can view the documents and carry out various processes relating to the document. For more information, please see Detail Enquiry Functions.
Detail Enquiry Criteria Tabs
Detail Enquiry criteria can be set using various different options and combinations of selected options from the different tabs on the Detail Enquiry Criteria dialog. The following sections give an overview of the criteria that can be selected from each tab.
Nominals and Accounts
The Nominals and Accounts tab is selected by default and is used to determine at which level you want to search for a document. You can select all nominals, ledgers, and accounts, or you can specify exactly which nominals, ledgers, and accounts in which you want to search.
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To select a nominal, ledger, or account, select an option from the Nominal, Ledger, or Account drop-down list for the applicable panel. In the following example, Equals has been selected. To select the required nominal, ledger, or account select Drill (...) in Value 1, then double-select to select the required option from the select dialog.
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To search on more than one nominal, ledger, or account, select ADD from the applicable Nominal, Ledger, or Account panel to display an additional numbered Value field, then select an additional option as described in Step 1.
General
The General tab can be used to select all or you can specify exactly which of the following you want included in the enquiry results:
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dates or types of the document(s)
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document(s) statuses i.e. whether it is included in a payment run
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values or currency of the document(s)
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transaction types within the document(s)
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To select criteria for document types or statues, or for transaction types or values, select an option from the relevant panel(s). In the following example, Equals has been selected from the Document Type drop-down list. To select the required option select Drill (...) in Value 1, then double-select to select the required option from the Select a document type dialog.
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If the panel allows, to search on more than one value, select ADD from the applicable panel to display an additional numbered Value field, then select an additional option as described in Step 1.
Account Analysis
The Account Analysis tab is used to determine which Analysis Field at account level you want to include in the enquiry. You can select to include data from all analysis fields or specific analysis fields, then further specify the values from the analysis field.
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To select criteria for Analysis Fields, select ADD CRITERIA.
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A Criteria panel is displayed. Select the an option from Analysis Field for the first and second field, then select an option, or enter the details you want to search for in the enquiry in Value 1.
If you want to search on more than one value or option for the selected Analysis Field, select ADD from the applicable Criteria panel to display an additional Value field, then select an additional option as described in Step 2. -
To search on more than one type of analysis field, select ADD CRITERIA under the current criteriapanel to display an additional numbered Criteria panel, then select an additional option as described in Step 2.
Account Indices
The Account Indices tab is used to determine which Indices at account level you want to include in the enquiry. You can select to include data from all indices or specific indices fields, then further specify the values from the indices.
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To select criteria for indices, select ADD CRITERIA.
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A Criteria panel is displayed. Select the an option from Index for the first and second field, then select an option, or enter the details you want to search for in the enquiry in Value 1.
If you want to search on more than one value or option for the selected Index, select ADD from the applicable Criteria panel to display an additional Value field, then select an additional option as described in Step 2. -
To search on more than one type of Indices, select ADD CRITERIA under the current criteriapanel to display an additional numbered Criteria panel, then select an additional option as described in Step 2.
Nominal Analysis
The Nominal Analysis tab is used to determine which Analysis Field at nominal level you want to include in the enquiry. You can select to include data from all analysis fields or specific analysis fields, then further specify the values from the analysis field.
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To select criteria for Analysis Fields, select ADD CRITERIA.
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A Criteria panel is displayed. Select the an option from Analysis Field for the first and second field, then select an option, or enter the details you want to search for in the enquiry in Value 1.
If you want to search on more than one value or option for the selected Analysis Field, select ADD from the applicable Criteria panel to display an additional Value field, then select an additional option as described in Step 2. -
To search on more than one type of analysis field, select ADD CRITERIA under the current criteriapanel to display an additional numbered Criteria panel, then select an additional option as described in Step 2.
Nominal Indices
The Nominal Indices tab is used to determine which Indices at nominal level you want to include in the enquiry. You can select to include data from all indices or specific indices fields, then further specify the values from the indices.
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To select criteria for indices, select ADD CRITERIA.
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A Criteria panel is displayed. Select the an option from Index for the first and second field, then select an option, or enter the details you want to search for in the enquiry in Value 1.
If you want to search on more than one value or option for the selected Index, select ADD from the applicable Criteria panel to display an additional Value field, then select an additional option as described in Step 2. -
To search on more than one type of Indices, select ADD CRITERIA under the current criteriapanel to display an additional numbered Criteria panel, then select an additional option as described in Step 2.
Detail Analysis
The Detail Analysis tab is used to determine which Analysis Field Sets you want to include in the enquiry. You can select to include data from all analysis fields within the set or specific analysis fields, then further specify the values from the analysis field.
- To select criteria for detail analysis fields, select ADD CRITERIA.
- A Criteria panel is displayed. Select the an option from Analysis Field for the first and second field, then select an option, or enter the details you want to search for in the enquiry in Value 1.
If you want to search on more than one value or option for the selected Analysis Field Set, select ADD from the applicable Criteria panel to display an additional Value field, then select an additional option as described in Step 2. - To search on more than one type of Analysis Field Set, select ADD CRITERIA under the current criteriapanel to display an additional numbered Criteria panel, then select an additional option as described in Step 2.
Periods
The Periods tab is used to determine the periods from which the data for the enquiry should be gathered. You can select to include data from a pre-set range of periods or specify the exact periods required.
Set the period range each time you run a Detail Enquiry to ensure results are displayed. If results are not displaying as expected, try different period settings, then run the enquiry again.
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To select the required period(s), select a pre-set option or select Period Range to specify exact periods. If selecting Period Range, select an option from the Period Range drop-down list e.g. Equals, then select Drill (...) in Value 1 to select an option from the Select a period dialog.
If you want to search on more than one period, select ADD from the applicable Period Range panel to display an additional Value field, then select an additional option as described in Step 1.