Running a Document Enquiry

The nominals and ledgers in this topic may be different to those in your chart of accounts.

A document enquiry is used to view documents that have been added to IRIS Financials to record your establishment/organisation's transactions. The Document Enquiry can be run using a variety of criteria to display the results of searching for all or specific documents. From the Document Enquiry window you can also copy, edit, and cancel documents. For more information, please see Document Enquiry Functions.

Running a document enquiry consists of the following:

Selecting the Document Enquiry Criteria

Document Enquiry Criteria Tabs

Selecting the Document Enquiry Criteria

  1. Select Enquiries, then select Document Enquiry from the menu.

  2. The Document 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 Document Enquiry window.
    For certain reports and processes you need to select specific criteria for the Document Enquiry. Where this is required, instructions on which options to select are detailed within the process article.

  3. The Document Enquiry window is displayed with the results of the criteria selected in the Document Enquiry Criteria dialog, where you can view the documents and carry out various processes relating to the document. For more information, please see Document Enquiry Functions.

Document Enquiry Criteria Tabs

Document Enquiry criteria can be set using various different options and combinations of selected options from the different tabs on the Document Enquiry Criteria dialog. The following sections give an overview of the criteria that can be selected from each tab.

General

The General tab is used to select all or you can specify exactly which of the following you want included in the enquiry results:

  • dates or types of the document(s)

  • currency of the document(s)

  • transaction types within the document(s)

  1. To select criteria for document types, currency 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.

  2. 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.

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 Document Enquiry to ensure results are displayed. If results are not displaying as expected, try different period settings, then run the enquiry again.

  1. 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.

Dates

The Dates tab can be used to determine the dates of the documents you want to include in the enquiry. You can select to include dates or specific dated, or a number of days in which documents have been created.

  1. To select criteria for document dates, select an option from the relevant panel(s). In the following example, Equals has been selected from the Document Date drop-down list. To select the required option, enter a date in DD Month YYYY format e.g. 15 February 2021, or select from the drop-down calendar.

  2. 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.