Receivables

The SapphireOne solution allows the user to manage accounts receivables efficiently, customer tracking, invoice management, analysis of customer activity, receipt and cash receipt processing.

Receivables is fully integrated with the entire SapphireOne solution, dynamically updating the whole of SapphireOne Financials. Debtors control account, the general ledger and bank reconciliation will be updated instantaneously.

Client Information and Sales Management

Client Records

Maintain detailed and accurate customer information with particulars that include but are not limited to client address, telephone, fax, e-mail, shipping details, tax settings, payment terms, credit control, credit card, bank details and complete historical information.

Unlimited Client Address Details

Improve customer service with the ability to record individual address details for client’s primary, postal, ship to, bill to and invoice addresses. Picture fields can be customised for each location and sales staff can locate client sites with ease by simply adding street maps or images of the site in each record.

Infinite Contacts for Each Client

SapphireOne records the details of clients 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 relating to the individual.

Defined Information

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

Unrestricted History

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

Notes and Keywords

Add notes to individual client files to assist in tracking important information. All notes are date, time and user stamped for accurate record keeping.

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

Powerful Tracking and Analysis

Analyse all aspects of sales 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.

On-Screen Reporting

With SapphireOne’s relational database you are able to perform quick searches to review desired information on screen when and where you need them.

Tailored Reporting

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

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

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 and is particularly useful in audit reviews.

Superior Information Retrieval

Receivables Query

Perform simple or powerful queries on every field and file relating to sale transactions, payments and customer movements. Detailed searches can be saved for use in the future with the benefit of being able to create and save reports based on the search results.

Drill Downs

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

Remote Access

Limitless information

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, post, and 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.

Credit Queries

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

Sales Overview

Review sales activity by period, calendar or financial year or analyse the trends of client returns and sales via a local area network or via the Internet.

Data Entry Processes

Automated Entry

Client details are dynamically imported to all transactions including address details, prompt discount rates, tax codes, tax rates, currencies, sales reps, payment terms, bank, cheque and credit card information. 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 clients have reached their credit limit or have had a credit stop assigned to them. Revise credit information while entering transactions ensuring transactions are processed correctly and efficiently.

Parent / Child

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

Client Receipt

Allocate receipts to an invoice, linking the transactions for easy tracking. This function is particularly useful when a client is paying multiple invoices with one cheque.

Credit Limit Warning

Assign a Credit Limit to a particular client, preventing the creation of Invoices over and above their credit limit, while still permitting the creation of Client Receipts.

Void Transactions

Delete transactions with the click of a button while retaining a thorough audit trail. All 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 trade with regional and world-wide markets. With complete export/import manager, on costing and inventory control, overseas commerce is easier then ever before.

Individual or Mass Modifications

Modify client specific information or perform mass modifications to fields such as client class, automatically updating all the relevant files without re-entering.

Routine Procedures

Activity Queue

SapphireOne’s activity queue allows you to schedule tasks to be performed by SapphireOne on a regular basis, including the printing of statements, analysis reporting, backup procedures and statement of position which SapphireOne can e-mail to the appropriate person periodically as specified.

Integrity Tools

Rollback and Retrieval

SapphireOne’s client server facilitates transaction rollback and retrieval for controlled procedures, in the event of a power outage or system crash, data integrity is still maintained.