How to integrate a Trial Balance between Accounts Production and IRIS OpenAudit

Introduction

This topic explains how to automatically export a trial balance from Accounts Production and import this into IRIS OpenAudit.

Client data in Accounts Production can be used to create clients within IRIS OpenAudit. Trial balance figures can be automatically exported and populated into the Audit file in IRIS OpenAudit; journals can then be imported back into Accounts Production.

Click the links below to jump to a particular section:

Step 1 - Entering the Practice Details

Step 2 - Entering the Client Details

Step 3 - Exporting the Trail balance into OpenAudit

Step 4 - Making adjustments' journal in Accounts Production

Step 5 - Re-exporting the Trial Balance into IRIS Open Audit

Step 6 - Making Journal Adjustments within IRIS OpenAudit

Step 7 - Importing adjustments from IRIS OpenAudit to Accounts Production

Step 8 - Exporting Journal entries as a CSV from IRIS OpenAudit

Step 1 – Entering the Practice Details

1. From the Accounts Production tool bar select Setup | Practice Options

The following screen displays.

2. Click IRIS OpenAudit.

The following screen displays.

3. Complete the Practice URL field.

4. Enter the User Key and Private Key. To find these keys please follow steps 5 -7.

5. Within IRIS OpenAudit click the Profile icon .

6. Select Edit Profile.

The following screen displays.

7. Click Enable Integration.

The User Key and Private Key are displayed:

• The User Key and Practice Key can be copied and pasted when entered into Accounts Production.

8. Click OK.

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Step 2 – Entering the Client details

1. From the Accounts Production tool bar select Client | View

The following screen displays.

2. Click the magnifying glass next to IRIS OpenAudit Client field.

The following screen displays.

3. Select one of the following options:

1. • Link existing IRIS OpenAudit client - if the client has already been set up within OpenAudit

   • Create a new client in IRIS OpenAudit and link to this client - if the client has NOT yet been set up within OpenAudit

   • No link to IRIS OpenAudit client - if no link is to be created between Accounts Production and IRIS OpenAudit

• The following error message displays if IRIS OpenAudit login details have not been entered or are not valid in the Practice Options screen. Please refer to Step 1 – Entering the Practice details.

4. If,

1. • Link existing IRIS OpenAudit client has been selected, highlight the relevant IRIS OpenAudit client from the list

   • Create a new client in IRIS OpenAudit and link to this client has been selected, see the note below.

5. Click OK.

• If the Create a new client in IRIS OpenAudit and link to this client option has been selected the following screen displays.

6. Click OK.

The following screen displays.

7. Click Save then Close.

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Step 3 – Exporting the Trial Balance into OpenAudit

1. Once the trial balance is ready to be exported, from the Accounts Production Quick Launch toolbar select . Alternatively, within the Posting screen, select Advanced | Export TB to IRIS OpenAudit

•  If users have insufficient privileges the following error displays:

•  If the client has not yet been set up within IRIS OpenAudit the following screen displays :

2. Click one of the following options:

1. • Continue to link or create the client within IRIS OpenAudit and follow step 3

   • Quit to exit the screen

The following screen displays.

3. Select one of the following options:

1. • Link existing IRIS OpenAudit client

   • Create a new client in IRIS OpenAudit and link to this client

4. Highlight the relevant client and click OK.

When the client is correctly linked between Accounts Production and IRIS OpenAudit, the following screen displays.

5. Click OK.

• The following screen displays if the period has not yet been created within IRIS OpenAudit:

6. From the drop-down list select the required audit template and click OK.

The following screen displays.

7. Click OK.

• Both the current and comparative years’ trial balance is required to be entered within IRIS OpenAudit.

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Step 4 – Making adjustments’ journal in Accounts Production

1. From the Accounts Production toolbar select Posting | Select

The following screen displays.

2. Highlight the relevant posting entry and click OK.

The following warning displays, as a trial balance has already been exported to IRIS OpenAudit. If further posting are made, another export should be performed.

3. Click Continue.

The Posting screen displays.

4. Make adjustment journals’ as required.

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Step 5 – Re-exporting the Trial Balance into IRIS OpenAudit

• This process will need to be followed if further postings are added to the trial balance within Accounts Production.

1. From the Accounts Production Quick Launch toolbar select . Alternatively, within the Posting screen, select Advanced | Export TB to IRIS OpenAudit:

The following message displays.

2. Click OK.

The following screen displays.

3.  Click OK.

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Step 6 – Making Journal Adjustments within IRIS OpenAudit

1. From IRIS Open Audit, select the relevant client.

2. Select Working Paper Index | Journal Entries | Journal Entries

The following screen displays.

3. Enter a Journal Description and click Add.

• The Journal Description entered here will appear as the Narrative description within the Accounts Production Posting screen.

The following screen displays:

4. Next to the Type of Adjustment field click the drop-down arrow and select Adjusted.

5. Enter an Account Code.

• The Account Code used should be to the same as the standard Accounts Production chart of accounts. These are provided as defaults.

The Account Code field uses a ‘smart’ search. Users can either begin to type the Account Description or the Account Code and select the appropriate Account code; make using the Accounts Production chart of accounts much easier.

6. Complete the Debit/Credit field.

7. Repeat steps 5 and 6 to enter the corresponding journal.

8. Repeat step 5-7 if further adjustments are required.

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Step 7 - Importing adjustments from IRIS OpenAudit to Accounts Production

• Journal Adjustments can only be imported from IRIS OpenAudit into Accounts Production if the Trial Balance figures have already been exported out. If an export of the Trial Balance has not been performed the following message displays:

1. From the Accounts Production toolbar, click Client | Select

The Client Browser screen displays.

2. Highlight the relevant client and click Select.
   
3. From the Accounts Production toolbar, click Posting. Alternatively, from the Accounts Production toolbar click, Posting | Select | highlight the relevant Posting Entry | OK

The following screen displays.

4.  Select one of the following options:

1. • Continue – to continue entering the Posting screen

   • Cancel – to exit screens

The following screen displays.

5.  Select one of the following options:

1. • Yes – to continue importing the journal entries

   • No - to exit the prompt

• If the IRIS OpenAudit Import prompt shown above does not display, within the Posting screen,  select Advanced | Import from IRIS OpenAudit.

The following screen displays.

6. Select one of the following options:

1. • Yes – to continue importing the journal entries

   • No – to exit the prompt

Alternatively, select Batch Control | New | Enter the Document type | from the drop-down list next to Active import from select IRIS OpenAudit | OK

• If the incorrect post file has been selected the following displays:

The following screen displays.

7. Click OK.

The following screen displays:

• Postings imported from IRIS OpenAudit will have an ‘i’ beside the Posting Number.

If the Hide audit trail option is deselected users may see cancelled postings if old adjustments have been overwritten. This avoids duplication of adjusted journals.

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Step 8 – Exporting Journal Entries as a CSV from IRIS Open Audit

1. From IRIS OpenAudit, select the relevant client.

2. Selecting Working Paper Index | Journal Entries | Journal Entries  

The following screen displays.

3. Select File | Export | Export Journal Entries as CSV  

4. Select one of the following options:

1. • IRIS Accounts Production  

   • Unadjusted Entries

   • Adjusted Entries

   • All Journals

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