Resources allows time or labour to be allocated to a project. A resource may also include anything that has a costing value and is used to achieve the completion of the project. Data is entered through a timesheet and these costs are allocated to a Project ID or Resource ID. Resources can be classified by classes with a further breakdown by activity. 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.
It is strongly recommended that any resource that you intend to use in this function is created first. To find an existing Resource ID in the master record the use of the wildcard symbol @ is allowed enabling you to search for the correct resource in your master file.
If you enter a Resource ID that is not in the Resource master file SapphireOne will ask if you want to create a new Resource record.
Additional information is displayed in the Tab area. Details about the Project, Resources, Activities, History and Controls are displayed.
This function is to enable the entering of a number of Resources against a single project. Note that by selecting the Project Tab in the information area the information in the project’s master file for the Project ID selected is displayed.
Activity data entry field is linked back to the Resource as entered in the Projects area.
Users may also click in the Complete % data entry field and enter how much of the job or project has been completed. In this area, the date, quantity and rate may all be altered if required. The Amount field is calculated by SapphireOne by multiplying the Qty with the Rate.
There are four Inquiry screens: Transaction Inquiry, Resource Inquiry, Class Inquiry and a Time Lines Inquiry.
Post Transactions presents a window that contains all current transactions entered through the Resources Menu and awaiting posting.
Only transactions for the current period are displayed. Once these transactions are posted they will automatically update the relevant projects.
SapphireOne provides three types of timesheets. Depending on how job costing is performed within your organisation, you have the ability to use timesheets based on resources or on projects. Resource timesheets are used to allocate one resource over a variety of projects. Projects timesheets are used to allocate one or more resources to a single project. Open timesheets are also available to benefit both the allocation of resources and activities. One of the benefits of using the resource timesheets is that you are able to set the resources up as employees and transfer that data to payroll for pay processing, eliminating the need for double entry of this information.
Allows the user to allocate projects to the resource, with useful tracking tools, the user is always able to keep track of the resource.
Allows the user to allocate resources or activities to the projects, with useful tracking tools, and data entry fields, the user is always able to keep track of the project.
Advanced search, sort and report and utility functions can be used in conjunction with the inquiry windows. Transaction listings can also be reported on and printed.
There are a number of inquiries under Resources. These include transaction, resource, class, activities and timelines inquiries. Allowing you to search, sort and view data at your leisure.
Advanced search, sort and utility functions can be used in conjunction with the inquiry windows. Transaction listings can also be reported on and printed with an inbuilt spreadsheet, inbuilt word processor and drawing package column based or graphical report writing tool.
Projects also has the ability to do vendor queries. Ensuring that the user does not need to change to the accounts mode to track vendor details.
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, tax file number for no ABN vendors, and handle PAYG.
Post transactions present a window, which contains all current transactions awaiting posting. The user has the option to continue processing immediately, or send the posting process to the activity queue for processing later. Both options will produce an audit trail of the posting transactions. As a secondary option to posting immediately you can finish the posting in the background allowing you to continue with data entry. Once transactions are posted, they are effectively locked from further modifications, this is an important feature, which ensures that your data integrity is maintained.
An important aspect of project management is the ability to access inventory control. SapphireOne allows the user to link back to the inventory item to enable stock control through the allocation of inventory for use on a particular project. The benefits associated with the inventory mode do not stop there. Inventory also allows goods allocated to a project which have not been used to be returned to stock through the allocate projects function.
SapphireOne provides two ways of allocating inventory to projects:
1. Allocating an individual inventory item to a number of projects, or
2. Allocating an individual project to a number of inventory items.
Used to allocate inventory items to specific projects for future usage. The user is able to enter the quantity of inventory to allocate and the project it is to be allocated to. SapphireOne calculates the stock value allocated to each project.
If the user chooses to allocate inventory through projects, SapphireOne provides a wide range of options and details to support the user in allocation and also to provide information, such as budget details, to enable informed decision making. After the inventory has been allocated to the project, the project can absorb the items, as required. If the project does not require all items allocated to it, they are simply returned to stock for use on other projects.
As on all other SapphireOne data entry screens, the tracking section helps the user keep track of the entry through the fields such as ‘date in’ and ‘ref no’.
SapphireOne eliminates the need for users to remember inventory IDs or project IDs. All relevant details can be searched and loaded automatically. Also, as with invoicing, the default inventory description can be overtyped to allow you to enter a description that may be specific to the particular project.
The Inquiry window lists all current transactions in numbered sequence. A current transaction is generally classed as a transaction which is dated in the current month, is in the current period, is unposted, has not been 100% allocated, has not been reconciled and has not appeared within a BAS. SapphireOne also allows advanced search, sort, report and utility functions to be used in conjunction with the inquiry window.
The Class Inquiry window allows you to create the inventory categories for further classification. This enables the grouping of similar inventory items and will assist in preparing meaningful reports.
Post transactions displays a window, which contains all current transactions awaiting posting. The user has the option to continue processing immediately or send the posting process to the activity queue for processing later. Both options will produce an audit trail of the posting transactions. As a secondary option to posting immediately, you can finish the posting in the background allowing you to continue with data entry. You can also sort within the posting screen.
This area enables the printing of a report containing simple one-line details or full details for each inventory item. This also includes the column based report and the graphical report writer. The details may be sorted by any field. A further sort criterion allows you to select records by inventory ID and/or inventory class.
This option is used to produce reports as a simple one-line stocktake or as a stocktake audit report, showing the item detail lines for each transaction.