Completing Document Input Forms

Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.

Financial documents are added to IRIS Financials using document input forms. These forms are grouped into document types (categories) such as paying in slips, purchase invoices, payroll journals, etc. The process for selecting and completing each document input form is similar.

This topic provides an overview of the process of selecting and completing document input forms. Within document input forms, a number of functions can be carried out when they are created. For more information, please see Overview Of Document Types And Input Forms.

Completing document input forms consists of the following:

Selecting a Document Input Form

Completing a Document Input Form

Selecting a Document Input Form

  1. Select Documents, then select Document Input from the menu.
  2. The Document Input dialog is displayed. Select the options required for the payment details you are entering.

    The following options are available:
    ITEM DESCRIPTION
    Posting Options

    To Books – (the default setting) posts the transaction into a live financial period.

    To Register - posts the transaction into a holding period (the Register) to await authorisation. This is used for non-order purchase invoices. Such transactions are not counted as commitments.

    From Register – Once a non-order purchase invoice has been authorised, it may need to be transferred to books by selecting this check box.

    Document type

    Select the required type by selecting Drill (…), then double-selecting to select the required document type from the Select a document type dialog.

    The documents available depend on your security settings. Speak to the person within your establishment/organisation who administers your system.

    Input formThe default input form for the selected document type is displayed in Input form. Select Drill (…), then double-select to select an option from the Select an input form dialog if the default form needs to be changed.
    NumberUsually greyed out as is automatically populated with the next consecutive number for the chosen form. This excludes cheques and paying-in-slips, where the exact cheque/paying-in-slip number must be manually entered.
    DateThis defaults to today’s date. It may be necessary to change the date to reflect the source document by selecting the drop-down arrow and selecting the required date from the calendar.
    PeriodThe document period should relate to the date of the document. Generally, this should be left as the default period, but can be changed by selecting Drill (…) then double-selecting to select the required period from the Select a Period dialog.
  3. When you have selected the required options, select OK to display the selected document input form.

Completing a Document Input Form

There are different types of document input form, depending on the type of payment you are recording. For more information, please see Overview Of Document Types And Input Forms.

For document input forms, you can either use the mouse or press the Tab key to move between fields. Using the Tab key is recommended as it enables you to move through the form in a logical order.

Some fields require data to be entered before allowing access to the next field.

The following example shows an input form for creating a sales invoice.

  • Double-select in a field with a question mark (?) to display a select dialog. Double-select to select an option from the applicable dialog displayed.

  • Enter the total value of the document and a reference for the document in the required fields, i.e. Invoice Value and Header.

  • The Nominal and Account selected determines where the document is posted.

  • Selecting a VAT Code automatically populates the VAT and Gross fields.

  • Press Ctrl and F8 in the Description field to display the Detail Line Comment dialog, where you can enter additional information, which can be date/time stamped.

  • To copy the contents from the fields in an item line on a new inserted line (inserted row), enter a Period (full stop .) in the current field, then press the Tab key.

  • The Gross Total must equal the value of the document i.e. Invoice Value before the document can be posted.

  • To post a document to the Hold database, select POST TO HOLD before posting.

When you have entered all the required information for the payment, press F5 or select POST to post the document.