Overview of Trip Ledgers and Documents
Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.
When using IRIS Financials to record details, income, and expenditure for trips, there are certain processes and documents that must be followed and used.
This topic provides an overview of the trips process in IRIS Financials and information about the document types used to record trip bookings, income, and expenditure.
Nominals referenced throughout this topic are applicable to the IRIS Financials Chart of Accounts. If using another chart of accounts, the nominals used for trips may be different.
This topic consists of the following:
Trip Accounts
First you need to create a trip account against the required ledger in IRIS Financials to record the details of the trip.
Trip accounts can be created in the Trip Accounts ledger or in the Cost Centre ledger, depending on the nominal to which you want trip income and expenditure to be posted.
Trip Accounts are used to record the details of the trip. Income and expenditure for the trip is recorded using document input forms in IRIS Financials that are posted against nominals based on the type of trip account you have created.
If you are posting trip income to the 1130 - Trip Income nominal and expenditure to the 6500 – 6515 trip expense nominals, you must create a trip account on the TRIPS - Trip Accounts ledger. For more information, refer to Creating a Trip.
If you are posting trip income and expenditure against other nominals, you need to create an account for the trip on the COSTCTR - Cost Centre Accounts ledger. For more information, refer to Recording Trip Details Using a Cost Centre.
Trip Bookings
If you have created an account for a trip using the TRIPS - Trip Accounts ledger, you can record bookings for the trip in IRIS Financials using a Trip Booking document input form.
If you are managing your trip with an account on the COSTCTR - Cost Centre Accounts ledger, you have to record and manage bookings outside of the system.
Trip Booking documents are posted against trip to record a student booking on to the trip, so that payments made and refunds issued for the trip can be managed against the student account. Students must have an account on the STUDENTS - Student Accounts ledger to be booked onto a trip in IRIS Financials. For more information, refer to Recording Trip Bookings.
You are unable to post bookings if all the places specified in the Places field on the Analysis Field tab within the account have been booked.
If a trip is cancelled, you need to cancel the trip booking using the Trip Cancelled Booking document input form, which then needs to be allocated to the original Trip Booking document. For more information, refer to Cancelling a Trip.
Trip Income
When payments are received from students booked on to the trip, the trip income needs to be recorded in IRIS Financials using a document input form.
For trip accounts created on the Trip Accounts or Cost Centre ledger, income from student payments is recorded using the Trip Receipt document input form. For more information, refer to Recording Trip Income.
If the trip is cancelled you need to cancel the trip receipt using the Cancelled Trip Receipt document. For more information, refer to Reversing Trip Income.
Trip Expenditure
When payments are made for trip expenses, such as accommodation or travel arrangements, you need to record the expenditure in IRIS Financials using a document input form.
Coding the invoice to a Trip Expense Nominal
Trip Receipts
Trip Receipts are produced when trip income is posted in IRIS Financials. For more information, refer to Reversing Trip Income.
You can reproduce a trip receipt for a student if it was not printed or saved when the income was posted. For more information, refer to Producing Trip Receipts.
Trip Cancellations
If you have created a trip account and record payments for income and expenditure in IRIS Financials and the trip is then subsequently cancelled, you need to cancel the trip in the software.
When cancelling a trip that has been recorded using IRIS Financials you need to ensure you cancel any recorded bookings, receipts, and expenditure, before closing the trip account. For more information, refer to Cancelling a Trip.