The use of a project ID code unlocks powerful functionality within the Projects mode of SapphireOne. The project ID code can be allocated to individual products or batches of stock, or a larger job can be divided into individual projects so that profitability can be tracked as the work is completed. Business intelligence can be accessed on profit potential at all times during the stages of production.

Project Costs - Data Entry

Job Project Purchase

SapphireOne job projects costs module project purchase invoices win

A Job Project Purchase is for the allocation of costs to either a job or project. These costs may be either resource or inventory based costs. All transactions that are to have their costs allocated to a particular job or project must have the job or project ID entered into the transaction itself. Once a job project ID is entered into the Project field in the transaction it sets up a link between the transaction containing the cost and this Project Purchase. When this Job Project Purchase is created and the Load button is selected on the second page, SapphireOne will scan all transactions in the system looking for unallocated transactions that have the same Job Project ID, as entered in the Project Details area.

Note: If tasks have been set up for the Job Project these transactions may be linked to a specific task within the project.

Job Project Inquiry

The job or project must be created first using a Job Project inquiry, and then selection of the ID will populate the Job Project page. This screen displays details of the project to be invoiced, including the Project Brief. The cursor defaults to the Project ID entry field when this screen is opened.

Transaction Details Area

This area is used to enter or display credit details and information, such as terms and conditions of sale, which are to appear on the invoice. The Footer Details default to those set in the master defaults for the Inventory Mode.

Tracking Area

This area contains information including Date In, Delivery, Invoice No and Rep ID.

Project Details Area

When a Project ID is entered, the name and the mailing address will be displayed in this area. Selecting the search icon just to the right of the project name will allow you immediate access to look at the full details of the project entered in the ID field in this Invoice.

Project Costs - Inquiry Screens

Advanced Search, Sort and various other functions are in the Options menu and can be used in conjunction with all of the Inquiry Screens.

SapphireOne job projects costs module purchase inquiry mac

Purchase Transaction Inquiry

This function will display a list of all normal purchases that are in the system. The user should note in the screenshot that the system by default is displaying all transactions, including any transactions from Inventory Mode as well.

This Purchase Transaction Inquiry here in Projects Mode is identical to a Transaction Inquiry in Receivables in Inventory Mode while noting the following provision – any transactions created here in Projects Mode will be Journals Vendor Invoices (JVI’s). Any transactions created from Inventory Mode will be Payment Vendor Invoices (PVI’s).

SapphireOne job projects costs module vendor inquiry mac

Vendor Inquiry (Job Projects)

This Vendor Inquiry screen displays the ID, name, address, telephone number and contact details for each vendor. This is the same Vendor Inquiry that is available in other areas of the program.

Project Costs - Process

Post Purchase Transactions

SapphireOne job projects costs post purchase transactions win

The Post Purchase Transactions screen presents a window that contains purchases that affect the Inventory. Note that only transactions for the current period are displayed. Once these transactions are posted they will automatically update the relevant General Ledger account balances.

Project Costs Key Features

Vendor Orders and Purchases

The Costs menu is a very useful combination of payables and purchases all rolled into an effective function called costs. Costs is a simplified version of the Payables menu in Accounts mode. The transactions here are entered as Vendor transactions and remain so after processing and can be seen and reported in the payables menu in accounts mode. This has the same functionality as purchasing and can also be used in the inventory purchasing transaction enquiry.

Vendor ID

In order to effectively process data, there is no need to know every Vendor ID. The Vendor ID field allows for quick and easy ID queries. Also, vendor details can be entered on the fly, simply by entering a new Vendor ID.

Vendor Order Conversion

With SapphireOne there is no need to create a vendor order and then a separate vendor purchase at a later date. SapphireOne converts the order to a purchase, and then to an invoice, at the touch of a button.

Error Checking

SapphireOne activates the save button on an invoice only when all the required fields have been filled and checked that the invoice amount is not ‘out of balance’. SapphireOne recognises when a date or period other than the current date or period has been entered and displays a confirmation screen to alert the user – insurance against data-entry errors.

Loading of Details

When a Vendor ID is entered, corresponding details such as name and address, outstanding balance and credit limit are automatically loaded and displayed in the header section of the invoice. This area also displays the information in the customised fields within the vendor, enabling users to view the information specifically important to them.

Automated Entry

Double entry is a thing of the past with SapphireOne’s automated entry feature. Vendor details are dynamically imported across all transactions. Also, creating a new vendor can be done without leaving the data-entry screen, simply by entering the new Vendor ID.

Standing Transactions

SapphireOne provides the ability to set vendor orders for periodic ordering, with the flexibility to set up weekly, fortnightly, monthly, yearly or a specifically set number of days. Standing transactions that have been created are easily modified or cancelled prior to posting, allowing users to control when payments are made.

Transaction Lines

SapphireOne is very flexible with regards to the size of the invoice and the number of transaction lines which can be entered. By simply pressing an ‘add’ button, the user is able to add additional lines to the invoice. SapphireOne invoice screens also have a ‘delete’ button to delete vendor invoice lines. In addition, SapphireOne has a ‘copy lines from invoice’ function, where lines from a previous invoice can be duplicated, dramatically cutting data-entry time.

Project Costs Key Features


In its report writing capabilities, SapphireOne is truly unique. Any field or file in the database is reportable. All reports in this section have access to calc, write and draw column-based and graphical report writers.

Column Based Reports

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.

Graphical Reports

SapphireOne allows you to design your own reports and use them for your specific financial reporting. With SapphireOne, there is no need to transfer your financial data to another application for reporting. At a click, reports can incorporate graphics and formulas when the presentation of the report is an important feature.

Project Costs Key Features

Cash Payments

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, the amount and reference number, without the need to create a complete vendor file.

Foreign Exchange

SapphireOne’s foreign exchange handles transactions in any currency, allowing your organisation to make payments to worldwide markets.