Recording a Journal Entry

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

Journals are a type of document input form used in IRIS Financials to record transactions that need a credit and debit balanced against the nominals.

This topic assumes you are familiar with selecting and completing document input forms, for more information, please see Completing Document Input Forms.

  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 of the document type) from the Select a document type dialog.

  3. The General Journal is automatically selected in Input form.

  4. The next available number for the document type is populated in Number and you are unable to change this.

  5. The Date and Period default to today's date and the current accounting period. The date must be the same date as the date of the transaction, select the Date down arrow, then select the required date from the calendar. The period must be the period in which the payment was made, select Drill (...) in Period, then double-select to select the required period from the Select a period dialog.

  6. To confirm your selections, select OK.

  7. The General Journal document input form is displayed populated with the details entered in the Document Input dialog.

  8. Firstly, enter the details for the nominal to be debited. Double-select in Nominal, then double-select to select the required nominal from the Select a nominal dialog.

  9. Double-select in Account, then double-select to select the required nominal from the Select account dialog.

  10. Enter a description for the journal in Description.

  11. Next, enter the value in Debit e.g. 1000.00 (do not enter any currency symbols i.e. £, $, etc.)

  12. Next, you must enter the credit amount against the applicable nominal to balance the document to zero (0.00) or you are unable to post the document. To add the balancing entry, select in the blank column adjacent to Credit on the completed row, then press Tab or select INSERT ROW, to insert an additional payment row.

  13. Select the Nominal and Account (if applicable to the selected nominal) to be credited, enter a description in Description, then enter the value in Credit e.g. 1000.00 (do not enter any currency symbols i.e. £, $, etc.)

  14. When you have entered all the details of the payment, press F5 or select POST to post the document.

  15. A blank General Journal document input form is displayed. Enter the details of another payment or select X to close the window. The posted document is displayed in the Documents Posted panel. Select the document link in Documents Posted to view the transaction(s) in a Document Enquiry.