Accounts Receivable

Manage your accounts efficiently with customer tracking, invoice management, activity analysis, receipt and cash receipt processing.
Accounts Receivables menu is for the entry of all Transactions that are involved with Income for the company. This may be through Cash Sales or Client Invoices etc. These records directly affect the General Ledger and are normally based upon paper documents. This menu also allows the printing of Deposits for receipt of money.

SapphireOne Accounts Receivable mac

Key Features

The SapphireOne solution allows the user to efficiently manage accounts receivables, 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 instantaneously improved.
  • data-entry

    Data Entry Processes

    Automated Entry
    Tax Rates
    Revised Credit Control
    Parent / Child
    Client Receipt
    Credit Limit Warning
    Void Transactions
    Foreign Exchange
    Individual or Mass Modifications

  • remote-access

    Remote Access

    Limitless Information
    Credit Queries
    Sales Overview

  • tracking_analysis

    Powerful Tracking and Analysis

    Aged Trial Balance
    On-Screen Reporting
    Tailored Reporting
    Reprint Facility

  • clients-info-sales-management

    Client Information and Sales Management

    Client Records
    Unlimited Client Address Details
    Infinite Contacts for Each Client
    Defined Information
    Unrestricted History
    Notes and Keywords

  • routine-procedure

    Routine Procedures

    Activity Queue

  • information-retrival

    Superior Information Retrieval

    Receivables Query
    Drill Downs

  • integrity-tool

    Integrity Tools

    Rollback and Retrieval

Data Entry

SapphireOne Accounts Receivable cash receipt mac
Cash Receipt

In the first section of the menu are the two main Data Entry screens; Cash Receipt is one of them.

  • Transaction Types

    Cash Receipt (MR )  is used when no Client details are available for entry into the transaction. Selection of the relevant Bank account will determine what type of payment is received. For example Cheque, Credit Card or Cash accounts which are set up in the General Ledger.

  • Error Checking

    SapphireOne performs a considerable amount of error checking before you are allowed to save the transaction.
    This may be seen on the main toolbar when the green tick is displayed allowing the saving of the current transaction.

Clients Invoice
By entering a valid Client ID any applicable Client details that are in the Clients master file are automatically entered into the Invoice. The Transactions area has the Client details recorded and the remainder of the data entry procedure is the same as the Cash Transaction screen.
  • Transaction Types

    Client Invoice (CI) is for the entry of Invoices to the General Ledger.

  • Prompt Payment Discounts

    This area displays the prompt payment discount terms as set up for this Client in his Master file if payment is made early.

SapphireOne Accounts Receivable Client Invoice mac
SapphireOne Accounts Receivable clients credit memo mac
Clients Credit Memo
Client Credit Memo allows the entry of credits, e.g., when goods are returned by the Client. A Client ID is needed for the entry of details and it is very similar to the previous two functions, a Cash Receipt and a Client Invoice.
This function also has additional Pages that are identical to those in a Client Invoice, Custom, Action and Documents.
  • Transaction Types

    Credit Memo (CC) allows for the generation of credits. E.g. return of faulty or incorrect goods supplied.

  • Allocation

    Once the Credit Memo has been entered the green tick on the main tool bar will be displayed so that the user may select it and when selected the system will display the Allocation function enabling the user to immediately allocate the credit to another invoice.

Clients Journal

Client Journal entry procedure is very similar to a Cash Receipt or a Client Invoice. If there is negative number, then insert the $ and bracket it to indicate a negative amount. e.g. ($500.00).

  • Transaction Types

    Client Journal (CJ) is used when Client balances need adjustment for example an error has been made or a credit not been applied correctly.

  • Custom Page

    The custom page for a Client Journal is identical to the Custom page when the Cash Receipt function is executed.

SapphireOne Accounts Receivable clients journal mac
SapphireOne Accounts Receivable clients receipt mac
Clients Receipt
Data entry for this function is very similar to the Cash Receipt screen but we now have a Client ID. Once the Client ID is entered the system will populate the details in the Transaction area from the details as entered in the Clients Master file.
  • Transaction Types

    Client Receipt (CR) manages the receipt of money from Clients for payment of accounts.

  • Allocation

    Once all data entry is correct, the system will display the Green tick on the main tool bar. Once it is selected the system will display the allocation screen enabling the selection of invoices that are to have the client receipt allocated to.

Accounts Receivables - Inquiry

There are four Inquiry screens that allow you to search and access your main Client files. There are – Transactions, Allocations, Clients and Class.

SapphireOne Accounts Receivable clients transactions inquiry mac

Client Transactions Inquiry

When a Transactions Inquiry is selected the system displays a screen that lists all current transactions for clients. These will be listed initially by default in Sequence number order. A number of Sorting and Finding functions are available from all list screens in the SapphireOne system.
These are documented in Chapter 3 of the Navigation and Procedures manual of SapphireOne enterprise financial accounting software.
Transactions are listed in order of entry with the most recent at the top. Like other list windows you can manipulate the information that is displayed in the list by highlighting and using functions from the Options Menu or by using (Command K ) and selecting from the Options as listed.
SapphireOne Accounts Receivable clients allocations inquiry mac

Clients Allocations Inquiry

The Client Allocations Inquiry screen is similar to a Transaction Inquiry screen. This function only displays those records that the system thinks have not been fully allocated for some reason.
Normally when a transaction is created and the system determines that an allocation should be made; it will immediately display the allocation screen limited to the Client for whom the transaction has been auctioned against. The user may then make an immediate allocation.
The main purpose of this screen is to allocate transactions for Open Item Clients against their respective transactions that have not yet had an allocation made against them for some reason. E.g. a Receipt against the appropriate Invoice.
By default, when this function is selected any transactions for all Clients that the system determines have not been fully allocated will be displayed.
By default only transactions that are less than 100% allocated are displayed.
SapphireOne Accounts Receivable clients  inquiry mac

Clients Inquiry

The initial Client Inquiry list screen presents a window that contains a list displaying some of the basic details about each Client. This will allow you to easily find and select the required Client for additional viewing or modifying.
SapphireOne retains strict audit control and therefore does not allow the deletion of Clients.
A Client may be changed from an Active Client to an Inactive Client and vice versa provided that they have a zero balance and there are no outstanding transaction auctioned against them when they are made inactive!
SapphireOne Accounts Receivable clients  class inquiry mac

Clients Class Inquiry

The Class Inquiry option allows the grouping of Clients into standard areas/groups as applicable to your business.
This expands the sorting or grouping of your data in the production of reports generated from SapphireOne.

Accounts Receivables - Process

SapphireOne Accounts Receivable Post clients  transaction  mac

Post Client Transactions

The Post Transactions function presents a window which contains all current transactions awaiting posting listed in date order.
Activities here will carry the transactions through to the General Ledger updating the balances in all accounts concerned.
It should be noted that this posting function will list all the un-posted transactions entered in the Receivables menu for the current period or prior periods.
These are transactions that have the Status code of ent for correctly entered and thus ready for posting. A status code of Yes means that the transaction has successfully been posted.
SapphireOne Accounts Receivable Process deposit bank accounts mac

Deposits - Bank Accounts

This function prints out a report of all Deposits entered into the Bank Accounts.
This can then be used to check that all deposits have been entered and can also be used to deposit money into the Bank.
accounts receivables key features
Key Features of  Accounts Receivables

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.

  • 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.

  • 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.s easy.

  • 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

  • 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.

  • 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.

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.

  • 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.

  • Client 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.SapphireOne has a number of levels that may be set for credit limits to be imposed on clients. This ranges from simple warnings to the user, to completely blocking the raising of any transactions to the client.
    Automated emails may also be set up to be sent to clients when they exceed their credit limits.

  • Tax Rates

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

  • 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.

  • Deleting or Reversing Transactions

    Unposted transactions may be deleted with the click of a button while retaining a thorough audit trail. Posted transactions may also be reversed with same audit trails as mentioned above. All transactions can be searched and retrieved at any point in time.

  • 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.

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.