Dealing with IRIS ParentMail or ParentPay Transactions

This topic explains the process of posting IRIS ParentMail or ParentPay transactions and how to reconcile these entries on your bank account within IRIS Financials.

There are three steps to post the required transactions:

  • Posting a nominal receipt for the income
  • Posting a non-order invoice for the fees
  • Posting a direct debit to show payment of the fees that are deducted

Posting a Nominal Receipt

You need to post a nominal receipt to record the IRIS ParentMail or ParentPay income. Do not post any expenditure/fees on the nominal receipt document, please use a non-order invoice. For more information, please see Posting a Non-Order Invoice for the Fees in this topic.

  1. Select Options > Document Input from the menu.
  2. The Document Input dialog is displayed. Click the Document type drop-down list, then select the applicable Nominal Receipt.
  3. The Date and Period default to today's date. You need to select the date the income was received from the calendar or enter the date in DD/Month/YYYY format, e.g. 07 May 2021.
  4. Click OK to confirm your selections.
  5. The Nominal Receipt document input form is displayed. Double-click in Bank, then double-click to select the bank account in which the income was received from the Select account dialog.
  6. Double-click in Paying In/Direct Bank, then double-click to select BANK-CASH from the Select PAYINORBANK key dialog.
  7. Enter the total income showing on your IRIS ParentMail or ParentPay statement in Amount, e.g. 100.00 (do not enter any currency symbols, i.e., £, $, etc.)
  8. Enter a description to help identify the income in Description.
  9. Enter the income Nominal and Account for the income, then select a VAT Rate of X.
  10. Enter a description for the item in Description, then press F5 or click POSTto post the document.

Posting a Non-Order Invoice for the Fees

A non-order purchase invoice must be posted to the applicable IRIS ParentMail or ParentPay supplier account to show the fees on your statement.

  1. Select Options > Document Input from the menu
  2. The Document Input dialog is displayed. Click the Document type drop-down list, then select the applicable Non-Order Invoice.
    If the Non Order Purchase Invoice needs to be authorised, select the Purchase Invoice To Authorise from the Select an input form dialog.
  3. The Date and Period default to today's date. You need to select the date the income was received from the calendar or enter the date in DD/Month/YYYY format, e.g. 07 May 2021.
  4. Click OK to confirm your selections.
  5. The Purchase Invoice document input form is displayed. Double-click in Account, then double-click to select the applicable ParentMail or ParentPay supplier account from the Select account dialog.
  6. Enter the Statement number or period the income relates to in Invoice Number.
  7. Enter the full amount of the fees, including any VAT in Document Control, e.g. 7.00 (do not enter any currency symbols, i.e., £, $, etc.)
  8. If your non-order invoices need to be authorised, double-click in Authoriser, then double-click to select the required authoriser from the Select AUTHORISER key dialog.
  9. Enter the expenditure Nominal and Account for the fees, then select the applicable VAT Rate.
  10. Enter a description in Description, then press F5 or click POSTto post the document.

Posting a Direct Debit using the Purchase Payment input form

The direct debit document is used to show the payment for the fees you posted in the previous section and is used to reconcile your bank account with your bank statement. It is also allocated with the non-order invoice to stop it from appearing on a payment run.

  1. Select Options > Document Input from the menu.
  2. The Document Input dialog is displayed. Click the Document type drop-down list, then select the applicable Direct Debit.
  3. The Date and Period default to today's date. You need to select the date the income was received from the calendar or enter the date in DD/Month/YYYY format, e.g. 07 May 2021.
  4. Click OK to confirm your selections.
  5. The Purchase Payment document input form is displayed.Double-click in Bank, then double-click to select the bank account in which the income was received from the Select account dialog.
  6. Double-click in Account, then double-click to select the applicable ParentMail or ParentPay supplier account from the Select account dialog.
  7. Enter the total amount of the fees in Value, e.g. 7.00 (do not enter any currency symbols, i.e., £, $, etc.), then enter a description in Description.
  8. Press Shift+F5 or click ALLOCATE and then POSTto post the document so you can allocate to the Non-Order Invoice you posted in the previous section.
  9. The Allocation dialog is displayed. Drag the non-order invoice document relating to the fees onto the direct debit document. For more information, please see Allocating and Unallocating Documents.

Reconciling your bank account

On the Bank Reconciliation screen select the Nominal Receipt you posted for the income then, holding down the Ctrl key on your keyboard, select the Direct Debit document.

Select the ParentPay transaction line on the bank statement side of the Reconciliation screen. All three entries should balance to zero and can be matched.