Payables

The SapphireOne solution automates the processes required to effectively manage your expenses and purchases with features that assist in tracking, processing payments.

Fully integrated within the SapphireOne solution, transactions within Payables are updated across the system from the General Ledger in turn processing Purchase Orders through to the Bank Reconciliation all in real time.

With automated cheque runs and allocation of payments, SapphireOne Payables Administrator presents an accurate overview of the position of your business at any given time.

Vendor Information and Purchases Management

Vendor Records

Maintain detailed Supplier information with particulars that include but are not limited to, vendor address, telephone, fax, e-mail, shipping details, payment terms, and complete historical information. Extensive tax settings allow you to enter ATO branch numbers for multiple offices, ABN, handle PAYG and tax file numbers for no ABN vendors.

Unlimited Vendor Address Details

Improve internal efficiency with the ability to record individual address details for vendor’s primary, postal and pickup address. With customisable picture fields available.

Infinite Contacts for Each Vendor

Getting in touch with the right person will save time, whether contacting sales, accounts payable or the CEO. Sapphireone has a facility to record the details of as many different contacts relating to a vendor as you prefer including: direct telephone, facsimile or mobile numbers as well as individual e-mail. Each contact also has a notes facility allowing you to keep track of important information or conversations relating to the individual.

Unlimited Pre-set General Ledger Accounts

Designate a single or multiple general ledger accounts to a particular vendor to automatically default on transactions created. Default accounts are modifiable allowing users to reject or accept the default.

Unlimited Vendor Classes

Create unlimited vendor classes to classify vendors. Index vendors by product, industry, demographic region or however you require.

Defined Information

Tailor your records to reflect information specific to your organisation’s requirements with customisable fields. With 20+ user-defined fields, adapting information particular to your industry is easy.

Personalised Documentation

Customise documentation to suit your business requirements, from the printing of cheques, remittance slips through to purchase orders.

Unrestricted History

Unlimited history means that you can view all historical transactions, distribution or activity history for a particular vendor. Historical data may be sorted or reviewed by calendar or financial periods giving you the information you require when and where you need it.

Notes and Keywords

Add Notes to individual vendor files to assist in tracking important information. All notes are date, time and user stamped, for accurate record keeping. Notes are displayed in chronological order for rapid and efficient viewing.

In addition to the standard demographic fields, SapphireOne allows you to enter searchable key words that relate to the vendor.

Powerful Tracking and Analysis

Analyse all aspects of purchase activity with SapphireOne’s comprehensive reporting functionality. Create new reports or use one of the many standard report templates within SapphireOne. Customise reports to detail the information you wish to view, allowing you to meet your exact requirements and save for future use. Designed with flexibility in mind, reports can be sorted by calendar or financial year with numerous levels of detail to choose from.

Aged Trial Balance

Comparison accounting means that you are able to review current and past periods with ease and are ensured of accurate information customised to your specific needs.

Reprint facility

Unlimited history means that any transaction can be reported on at any time with the ability to drill down to source information. At any time the original transaction can be reprinted, without messing about with archives. This is particularly useful in audit reviews.

Superior Information Retrieval

Payables Query

Perform simple or powerful queries on every field and file relating to purchase transactions, payments and supplier movements, this means that you are able to search by the external reference number when vendor or purchase order numbers are not available. 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 results.

Remote Access

Employees are able to securely access SapphireOne over the Internet, receiving or modifying information in real-time, extending the boundaries of your office environment.

Create, modify and post transactions and records. Distribute financial reports electronically allowing circulation of vital data. Receive accurate data and make informed decisions without the need to be physically present in the office environment.

Purchase Queries

Retrieve vendor information, from contact details, credit limits, historical purchasing to make educated decisions or efficiently respond to queries.

Purchases Overview

Review purchases activity by period, calendar or financial year or analyse the trends of purchases via a local area network or via the internet.

Data Entry Processes

Automated Entry

Double entry is a thing of the past with SapphireOne Automated Entry feature. Vendor details are dynamically imported to all transactions including address details, prompt discount rates, tax codes, tax rates, currencies, purchase reps. Default information can be overwritten if required.

Tax Rates

SapphireOne enables the entry and tracking of multiple tax rates to accommodate GST, VAT, Sales Tax and other tax systems effortlessly.

Revised Credit Control

Automatic notification when your company has reached its credit limit. Revise credit information while entering transactions ensuring transactions are processed correctly and efficiently.

Parent/Child

SapphireOne allows you to set-up a master vendor (parent) with as many subsidiaries, franchisees, related companies, divisions or departments (children) as required linked to the master vendor. The parent and children can run independently of one another with the advantage that payment to the parent organisation can be allocated to multiple children’s invoices.

Vendor Payment

Allocate payments to an invoice linking the transactions for easy tracking. This function is particularly useful when paying multiple invoices with one cheque. With SapphireOne print cheques when entering vendor invoices and allocate the transaction for immediate payment.

Standing Transactions

Flag Vendors for periodic payments, with the flexibility to set-up monthly, yearly, credit period or lifetime payments. Standing transactions that have been created are easily modified or cancelled, allowing you to control when payments are made.

Cheque Runs

Automate your cheque runs, with the ability to preselect vendors to apply payments to. At any stage adjust or add vendors to your selection.

Cash Payment

For one off payments SapphireOne’s cash payment option may be used to record details such as who the payment was made to, what it was for, amount, and reference number without having to create a complete vendor file.

Credit Limit Warning

Add credit limits for your organisation that apply to a particular vendor, preventing the creation of purchase orders over and above your credit limit, while still permitting vendor payments.

Void Transactions

Delete transactions with the click of a button while retaining a thorough audit trail. All negated transactions can be searched and retrieved at any point in time.

Foreign Exchange

SapphireOne’s foreign exchange handles transactions in any currency, allowing your organisation to purchase from regional and world-wide markets. With complete export / import manager, on costing and inventory control, overseas commerce is easier then ever before.