Processing Journals

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

This topic assumes that you are familiar with the completion of document input forms. If you need more detailed instructions (such as the selection of dates, periods, and accounts, etc.) please see Completing Document Input Forms.

In IRIS Financials, journals are used to record one-off, location specific transactions or extra-ordinary postings that happen rarely. For more information, please see Creating General Journals.

  1. Select Documents, then select Document Input from the menu.
  2. The Document Input dialog is displayed. Select Drill (...) in Document type, then double-select to select ASGJ - Journal (where AS represents the location code of the document type) from the Select a document type dialog.
  3. The General Journal input form is displayed in Input form.
  4. The Number defaults to the next number in the sequence for the selected document type.
  5. The Date defaults to the current date (i.e. today's date) and can be changed by selecting the down arrow and selecting the required date from the calendar. The date should be the same date the transaction being recorded was made/received.
  6. The Period defaults to the current accounting period and can be changed by selecting the Drill (...) in Period, then double-selecting to select the required period from the Select a period dialog. The period needs to be the accounting period in which the transaction was made/received. If the required accounting period is now closed and no longer available, select the next open accounting period. If required, see Completing Document Input Forms for more information on selecting dates and periods.
  7. Select OK to confirm your selections.
  8. The General Journal document input form is displayed populated with the details entered in the Document Input dialog.
  9. Double-select in Nominal to select the nominal to which the transaction is to be coded from the Select a nominal dialog.
  10. Double-select in Account to select the account to which the transaction is to be coded from the Select account dialog.
    There may be instances where there are no accounts linked to the nominal and therefore an account does not need to be selected. For example, when recording transactions coded to the bank nominal.
  11. Enter a Description to help identify the transaction in the system.
  12. Enter the Debit or Credit credit or debit amount in for the applicable item line, e.g. 1000.00 (do not enter any currency symbols, i.e. £, $, etc.)
  13. When the Debit and Credit balance, press F5 or select POST to post the journal.
  14. A blank General Journal document input form is displayed. Enter the details for another journal or close the form. The journal posted is displayed in the Documents Posted panel. Select the document link to view the details of the journal in a Document Enquiry window.