Iris View Mode

When posting in Iris do you use spreadsheet or standard view mode, and what do you think the benefits of it are?

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Old Greying Accountant's picture

Moi ...    1 thanks

Old Greying Acc... | | Permalink

... I use the standard view, much quicker, although most entries are imported in from SAGE (and I set it so the SAGE account number appears in the work reference box to make it easier to trace back).

I can see merit in the spreadsheet view if you have a tricky multi-entry journal to post as you can build it up and review before you post, but it is so easy to amend postings and to hide all the corrections  that is of doubtful use.

The benefit of the standard view as you don't have to keep looking up to see if you have the entry in the correct column, you can just whizz down a list of posting putting plus or minus as appropriate.

Standard View

Jimess | | Permalink

Standard view is my choice also - it is so easy to keep tabs on postings in standard view and as OGA has already mentioned the posting run is much quicker. 

I don't want to hijack the original post but I was not aware that you could import postings from SAGE, so I found OGA's reply really interesting.  I have spent years manually posting from SAGE TB, probably because I never even thought to check if there was an easier way.  I am just going to have a trawl through the Iris help modules, but would just like to ask - Is it an easy matter to set up the import process and are there any downsides to it?

Many thanks

clegganator's picture

Jimess, though you may be

clegganator | | Permalink

Jimess, though you may be guility of hijacking I'm actually quite interested how it is done. OGA, please share how you do that? Does it import the whole nominal ledger or just account balances?

Old Greying Accountant's picture

OK, my invoices will be in the post - :o)    2 thanks

Old Greying Acc... | | Permalink

I tend to post the TB. I used to not roll forward IRIS and post the P12 TB, but now I roll forward IRIS and post the transaction TB for the year.

You can import the whole N/L for the period, I did that on my last one but won't again as it is too cumbersome.

Earlier versions of SAGE don't save what you see on screen as a csv file so I saved as a pdf and then ripped to Excel using AbletoExtract, but later version do it properly.

Open your TB in excel, you get the debits and credits in separate columns (C&D), You may be able to use them like that but the way I know you need Column A: amount; Column B: SAGE code; Column C: Account description; and Column E: work reference.

To get the figures in one column with +/- prefix in E1 do "=C1-D1" and then copy against all rows necessary. Then insert a new row A, highlight column F (was E) , right click and copy, highlight column A, right click, past special, values. OK then delete columns D-F. If you have any SAGE codes starting 00 you need to highlight column B, right click. format cells, in number tab select custom and where it says TYPE put in 0000, then OK. Then copy column B to Column E.

Make sure saved as CSV and don't open or you will have to format again. Sounds convuluted, but takes seconds with practice.

In IRIS there is a standard SAGE to IRIS map but I prefer to write a bespoke one for each client. This doesn't take long and is a one off. If new codes are used in later years you are prompted during the import process and can add them in during the import (not like SAGE where you have to come out, amend and start over).

To set the map, in accounts production go to Setup, Import Maps, New, Standard Map. In the Description Box I type the client file reference to chart type (ELTD, EPST etc.)EG "AAA999 to ELTD". and put a comma in the "Separator" box and click OK. Select the accounts chart (usually ELTD or EPST) and OK. Now just type in the SAGE code, tab down and type in the IRIS code (and sub account if necessary). If refers to a director/partner etc then tab down and put the account order number in the last box. Repeat for all SAGE codes, then cancel when finished. If you miss any or type in wrong it is self evident how to amend.

You are now ready to import. Open a posting file for the year, Click on the Advanced button top left, import postings, A 'Standard', select, choose the map you want and double click or click select. Find your csv file in the "file to import from" box and click open. IRIS will now import the file, any missing maps will produce a box to allow you to map the code.

You have now imported into IRIS. If you open a new batch for amendments you can produce an Extended TB to easily identify the journals to give to the client. 

As I say, looking at it set out above it seems a lot of effort, but honestly, once you have done a few, apart from setting the initial map it really should only take 5 - 10 mins from AGE to draft accounts.

If you have already got postings from SAGE and have put the SAGE account as the work reference, you can print a posting list to show Work reference, and Account Number, you can then just whip down the list to set up your map. (You can amend the format of the list postings report by clicking "Column Set-up" on the "Posting Report - Posting List" screen . Here you can choose which column to have and te order they go in).

Old Greying Accountant's picture

As to downsides ...    1 thanks

Old Greying Acc... | | Permalink

... one of my guys prefers to post manually as it "gives him a feel" for the job, to which there is merit as you don't as a clerk necessarily to the same job each year, unlike me who knows all my clients well.

Thankyou

Jimess | | Permalink

Thank you for the information - it does look a lot of effort initially but I guess once it is all set up it would save time.  You explained it much better than the Iris help screens.   Like your colleague I like to get a feel for the job.  However as I have worked with most of my clients for several years now I know their little posting foibles and can usually sort them out before posting on to Iris so I guess the quicker the transfer from Sage to Iris the better.

Thanks again

Regards

 

 

how to create an import map in iris

query | | Permalink

Old Greying Accountant wrote:

I tend to post the TB. I used to not roll forward IRIS and post the P12 TB, but now I roll forward IRIS and post the transaction TB for the year.

You can import the whole N/L for the period, I did that on my last one but won't again as it is too cumbersome.

Earlier versions of SAGE don't save what you see on screen as a csv file so I saved as a pdf and then ripped to Excel using AbletoExtract, but later version do it properly.

Open your TB in excel, you get the debits and credits in separate columns (C&D), You may be able to use them like that but the way I know you need Column A: amount; Column B: SAGE code; Column C: Account description; and Column E: work reference.

To get the figures in one column with +/- prefix in E1 do "=C1-D1" and then copy against all rows necessary. Then insert a new row A, highlight column F (was E) , right click and copy, highlight column A, right click, past special, values. OK then delete columns D-F. If you have any SAGE codes starting 00 you need to highlight column B, right click. format cells, in number tab select custom and where it says TYPE put in 0000, then OK. Then copy column B to Column E.

Make sure saved as CSV and don't open or you will have to format again. Sounds convuluted, but takes seconds with practice.

In IRIS there is a standard SAGE to IRIS map but I prefer to write a bespoke one for each client. This doesn't take long and is a one off. If new codes are used in later years you are prompted during the import process and can add them in during the import (not like SAGE where you have to come out, amend and start over).

To set the map, in accounts production go to Setup, Import Maps, New, Standard Map. In the Description Box I type the client file reference to chart type (ELTD, EPST etc.)EG "AAA999 to ELTD". and put a comma in the "Separator" box and click OK. Select the accounts chart (usually ELTD or EPST) and OK. Now just type in the SAGE code, tab down and type in the IRIS code (and sub account if necessary). If refers to a director/partner etc then tab down and put the account order number in the last box. Repeat for all SAGE codes, then cancel when finished. If you miss any or type in wrong it is self evident how to amend.

You are now ready to import. Open a posting file for the year, Click on the Advanced button top left, import postings, A 'Standard', select, choose the map you want and double click or click select. Find your csv file in the "file to import from" box and click open. IRIS will now import the file, any missing maps will produce a box to allow you to map the code.

You have now imported into IRIS. If you open a new batch for amendments you can produce an Extended TB to easily identify the journals to give to the client. 

As I say, looking at it set out above it seems a lot of effort, but honestly, once you have done a few, apart from setting the initial map it really should only take 5 - 10 mins from AGE to draft accounts.

If you have already got postings from SAGE and have put the SAGE account as the work reference, you can print a posting list to show Work reference, and Account Number, you can then just whip down the list to set up your map. (You can amend the format of the list postings report by clicking "Column Set-up" on the "Posting Report - Posting List" screen . Here you can choose which column to have and te order they go in).

 

really helpful!

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