General Ledger

The SapphireOne general ledger gives you a clear, accurate and precise view of the financial standing of your organisation. SapphireOne General Ledger is the tool to assist you in managing your business effectively.

With in-depth reporting capability, viewing the profitability of your organization is made simple. SapphireOne general ledger allows you to create budgets based on accurate live information in the SapphireOne application or through Microsoft Excel Link.

General Ledger Structure and Components

Hierarchical Structure of Accounts

With SapphireOne’s flexible account design, tracking your finances has never been so simple. With vast room to grow as your business develops, SapphireOne’s general ledger means you are able to meet the needs of today and tomorrow. With 10 hierarchy levels, 130 alphanumeric ids that can be divided by class, custom class, general ledger id or department, 3 general ledger alpha fields and 2 user-defined id fields, you can define your accounts to suit your needs.

Project Management

Customize your own sub-ledger to track and cost projects, allowing you to analyze the efficiency of each project. Maintain detailed information including the entire history of the project, its running cost and effectiveness.

Distribute Accounts

Apportion a dollar or percentage amount to numerous general ledger accounts or allocate a fixed amount across multiple chart of accounts or departments, giving you flexibility beyond compare.

Budget Creation

Plan meticulous budgets based on historical data within the SapphireOne application or export data to third-party products, such as Microsoft Excel. Appraise actual spending with forecast spending, for accurate understanding of company or departmental requirements and to adjust budgets to meet those needs.

Periods

Group your financial data by up to 30, user-defined periods before the need to process year-end. Financial accounts can be grouped by transactions, audit lines, bas, activity statement, costing or as identified by your organization.

Period End

SapphireOne gives you the option to keep up to 30 periods open, permitting entry of information into past and future periods, facilitating entry and/or adjustments to periods as required. The availability of 30 periods means that you can run for up to 21/2 years (based on 1 period per month) without the need to perform a year-end. The length of a period can be weekly, fortnightly, or monthly depending on your organization’s requirements.

Locked Periods

Lock a period from further entries or adjustments assisting in efficient administration, with the ability for the financial controller to unlock the period at any stage.

Unrestricted History

Unlimited history means that you are able to maintain a complete company history without the need to archive, giving you access to historical data at your fingertips.

Correlation Protocols

Seamlessly import and export data between SapphireOne and third-party applications such as Microsoft Excel or external report writers, giving you unparallel access to information.

Powerful Tracking and Analysis

Analyze all aspects of financial activity with customizable viewing or produce standard reports from balance sheets, profit and loss to income statements.

Report Across Multiple Companies

Take advantage of SapphireOne’s multi-company capability, with the ability to report across multiple companies. Report for example, on sales for all companies and have a clear understanding of the progress of each organization or how they compare.

Report Preferences

View, format and save a collection of reports to meet the needs of your business. Numerous columns enable you to compare and analyze data with the ability to create formulas, giving you the information you require. The format wizard allows you to customize the data viewed to ensure relevant and accurate information is displayed.

General Ledger / Chart of Account Templates

Let SapphireOne generate a core assembly of general ledger accounts specific to your business industry or import existing accounts directly into SapphireOne. Customize financial periods including the financial year, the starting month for the financial year and the opening period for your system, as well as the location your accounts are to appear on financial reports. With SapphireOne’s templates and set-up Wizard you are able to tailor the program to your exact requirements.

Superior Financial Analysis

With SapphireOne’s quick report and super report, you are able to sculpt reports to your individual needs. Tailored reports can be created and modified quickly and easily, with the ability to save for repeated use.

Create simple column based or full graphical reports with the ability to export or import data to or from spreadsheets and other applications into SapphireOne.

Quick Report

Create column-based reports, by simply dragging and dropping the appropriate fields into each column as you wish them to appear. Add any calculations, sorts and totals with the click of a button, giving you a truly unique report designed to your specifications.

Amalgamate Multiple Companies

SapphireOne’s multi-company capability means you can report on individual companies or amalgamate information relating to multiple companies. Consolidated information can be sorted by region, department, sales, product or total.

Report by Period or ‘As At’

Create reports that details information by period or ‘as at’ a particular date or period. There is no need to be limited by your calendar, reports for an exact period can be run at any stage regardless of the date you run the report, with accurate financial data as at the set period.

Calculations and Formulas

Include complex calculations in any report, with SapphireOne mathematical, if/then statements, sorts and formula wizard, tailoring information for your business necessities.

Restructured Reporting

Personalized viewing of information that doesn’t affect your chart of accounts, allowing you to manipulate the structure of your reports without impacting on the data entered into your system.

Assorted Viewing Options

Select the destination of your reports by electing to preview on screen, print, e-mail or save reports to file. Each option has its benefit, as well as meeting personal preferences of the individual or organization. Previewing a report on screen allows you to drill down to the originating transactions, perform searches to locate detailed information or review prior to distribution. A printed report gives users a hardcopy to review, distribute or keep as a reference for future. Distribute reports to the appropriate individuals and across different locations using the e-mail option resulting in highly efficient circulation. Save reports to file for backup purposes or to import data into other applications or for further analysis.

Superior Information Retrieval

General Ledger Query

Execute simple or powerful queries on every field and file pertaining to period balances, budget summary, current or historical financial years, net difference, debits and credits to name a few. Detailed searches can be saved for use in the future, with the added benefit of being able to create and save reports based on the search outcome.

Foreign Exchange Query

Display foreign and local currency information for transactions and view a synopsis of your foreign accounts. Set-up SapphireOne to automatically import the latest currency rates as required, directly from the Internet, from file or manually add and modify rates on the fly.

Drill Downs

SapphireOne’s menu structure means you can access core information of interest and trace it back to the originating transactions across the modules.

Financial Report Drill Down

Drill down to the source transaction directly from financial reports, allowing you to view the fiscal records that have produced the figures represented in any report.

Remote Access

Extended Distribution of Information

Dispense financial reports securely to staff over the internet, increasing the boundaries of communication and enhancing the quality and depth of information throughout your organization.

With the electronic distribution of reports you are ensured vital data is circulated appropriately and that the data received is accurate, facilitating informative decisions without the need to be physically present in the office environment.

Data Entry Processes

Standing Transactions

Manage cyclic transactions efficiently, with the flexibility to set-up monthly, yearly, credit period or lifetime payment schedules. Standing transactions that have been created are easily modified or cancelled, giving you ultimate control. Automated reversal of transactions into the next period assists with administrating accrual general ledger journals.

Swift Journal Entries

Create multiple sub-journals to record recurring transaction to simplify data-entry processes and assist with better time management. Automated administration transfers financial data from one general ledger account to another general ledger account with added auto reverse functionality. This feature is particularly useful for setting-up pre-payments for utilities such as insurance and electricity.

Clearing Accounts

Create subsidiary accounts to assist in tracking and analyzing specific projects, departments or sales. When performing period-end the balance of the subsidiary account is transferred to a controlling account, clearing the account for the next period.

Batch Posting

Select a group of transactions to be posted in real time or save for posting later. Transactions posted in a batch are marked with a batch number for easy locating in the future. The facility to post transactions separately is also available.

Posting Dates Systematically

Post transactions from any module with the confidence that transactions are chronicled in the correct financial period automatically, regardless of when the transaction was entered when the required period is set.

Audit Control and Reconciliation Across Modules

Strong audit control across all modules and features means that each transaction can be traced to its originating source, in spite of the deriving module. Recorded data from transactions posted in other modules include the user ID, entry date and unique sequence number.

Foreign Exchange

SapphireOne’s foreign exchange handles transactions in any currency, allowing your organization to purchase from and sell to regional and worldwide markets. SapphireOne general ledger tracks unlimited currencies, with the ability to enter data in the foreign or local currency, with automated conversion. Set-up SapphireOne to automatically import the latest currency rates as required, directly from the Internet, from file or manually add and modify rates on the fly.

Try it

If you would like to receive a full working copy of the SapphireOne software on a thirty day trial basis – click here….