Overview of Document Types and Input Forms

This article provides an explanation of the terms relating to the documents used in IRIS Financials.

Document Types

Document Types are used to group a selection of document input forms (used to enter data in the system). They include sales invoices, purchase invoices, cheques, petty cash receipts, etc. Each document type provides access to one or more document input forms.

Document types are named with two characters identifying the type and (if applicable) two characters for the location. For example, a Non-Order Purchase Invoice for location LLL will be LLPI.

They can be used both when entering data and also as search criteria within enquiry screens.

Document Input Forms

Document Input forms are used to input data into the system. An input form is attached to a document type. Some document types have one input form whilst others have more than one. For example, the Trips Receipt document type has two input forms one for recording petty cash and one for recording a non-cash payment.

When entering data, you will need to select the required document type which then limits the input forms available. This ensures that the correct input forms are available for the required purpose.

There are two types of form available:

Summary input form – usually used for bank and payment documents and contain a small number of fields.

Detailed input form – usually used for invoices and more complex financial transactions. They contain an additional section with columns and rows enabling multiple nominals and ledgers to be entered on the same form.

Documents

Documents are the 'transaction records' resulting from the completion of a document input form. The data contained within the document can be viewed by carrying out a document enquiry.