SapphireOne

Project Resources

The SapphireOne projects mode allows for an even greater level of control over the tracking of revenue and costs which are related to a specific task or job. The projects resource mode is designed to be adaptable to your individual business requirements. SapphireOne projects resource will provide for a level of control over your costs, including materials and labour, to allow greater flexibility over the production process, so as to maximise project margins.

Inventory may be allocated or reserved for a particular job or task, allowing greater control of your resources. While some costs remain fixed, labour is a key resource to profit from control over; it be allocated and tracked in relation to specific tasks or jobs. A project financial report, similar to a profit and loss statement may be printed at any time. In this you may select, print and revenue costs assigned to a particular project ID reference.

SapphireOne Job Projects Resources module mac

Key Features

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.
  • data-entry

    Resources

    Timesheets
    Resource Timesheets
    Project Timesheets
    Inquiries
    Transaction Inquiries

  • job projects inventory

    Inventory

    Data Entry Process – Allocations
    Allocate Inventory
    Allocate Projects
    Tracking Inventory Allocation
    Loading Details
    Inventory Transaction Inquiry
    Class Inquiry
    Posting
    Inventory Detail
    Inventory Transactions

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    Inquiries

    Transaction Inquiry
    Vendor Inquiry
    Vendor Records
    Posting

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.

Data Entry

SapphireOne job projects Resource Time sheet mac
Resource Time sheet

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.

  • Resource ID

    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

    Additional information is displayed in the Tab area. Details about the Project, Resources, Activities, History and Controls are displayed.

Projects Time Sheets
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 Projects master file for the Project ID selected is displayed.
  • linking to the Resources

    Activity data entry field is linked back to the Resource as entered in the Projects area.

  • Complete Percentage

    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, Qty and Rate may all be altered if required. The Amount field is calculated by SapphireOne by multiplying the Qty with the Rate.

SapphireOne job projects  Time sheet mac

Job Projects - Inquiry Functions

There are four Inquiry Screens and these are:
Transaction Inquiry, Resource Inquiry, Class Inquiry, and a Time Lines Inquiry.
SapphireOne job projects Transactions Inquiry mac

Transactions Inquiry

The Transaction Inquiry Screen lists all current Resource based transactions in numbered sequence. Un-posted items in this window may be Modified or Deleted if required. The transaction information is displayed one line per record. If full details including Resource or Project ID allocation are required, highlight the transaction you wish to work with and then use either the Modify or Look function.  A transaction listing may be Printed from this window. This report may either consist of one line per transaction or can be in audit style showing the sub-file details.
SapphireOne job projects Resource Inquiry mac

Resource Inquiry

This selection opens with a listing of all Resource records in the Master file. A resource may be Employees, Machinery or virtually anything that requires tracking for projects. The Resource then has Activities that they or it performs. 

For example in Bondi Blue database we have employees with activities that they perform like Kitchen Installations, Stereo Installations and Carpet Laying etc. Machinery on the other hand perform activities like Bulldozer, Road grader, Fork Lift, Front end Loader etc.

SapphireOne job projects class Inquiry mac

Class Inquiry

Classes for Resources may be created using this function.

The user should note that in Bondi Blue the resources as listed have been assigned to a Resource Class. 

However if the Resource is Machinery, the classification may be by the type of machinery that it is, or by the type of work or activity that the machine does. 

If Resources are to be Classified these Classes will have to be created first. Then as each resource is created, it may be added to the required Class.

SapphireOne job projects costs lines Inquiry mac

Time Lines Inquiry

This screen shows the audit lines for each time sheet.

The standard SapphireOne search and sort methods from the Options drop down menu are used to analyse the transactions.

Job Projects - Resources - Post Transactions

sapphireone Job Projects  Resources  Post Transactions mac

Post Transactions

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.

 

accounts receivables key features
Key Features – Job Project Resources

Resources

  • Timesheets

    SapphireOne provides three types of timesheets. Depending on how job costing is performed within your organization, 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. We also have open timesheets 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.

  • Project Timesheets

    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.

  • Resource Timesheets

    Allows the user to allocate projects to the resource, with useful tracking tools, the user is always able to keep track of the resource.

  • Transaction Inquiries

    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.

  • Inquiries

    There are a number of inquiries under resources. These include transaction, resource, class, activities and time lines inquiries. Allowing you to search, sort and view data at your leisure.

Inquiry

  • Transaction Inquiry

    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.

  • 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, tax file Number for no ABN Vendors, and handle PAYG.

  • Vendor Inquiry

    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.

  • Posting

    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.

Inventory

An important aspect of project management is the ability to access inventory control. SapphireOne allows the user the ability 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 used, to be returned to stock through the allocate projects function.

 

  • Data Entry Process – Allocations

    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.

  • Allocate Projects

    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 to also provide information, such as budget details, to enable for 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.

  • Loading Details

    SapphireOne eliminates the need for users to remember inventory IDs, or project ID’s. All relevant details can be searched and loaded automatically. Also, as with invoicing, the default inventory description can be over typed to allow you to enter a description that may be specific to the particular project.

  • Class Inquiry

    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.

  • Inventory Details

    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.

  • Allocate Inventory

    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.

  • Tracking Inventory Allocation

    As on all other SapphireOne data entry screens, the tracking section assists the user to keep track of the entry through the fields such as ‘date in’ and ‘ref no’.

  • Inventory Transaction Inquiry

    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.

  • Posting

    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.

  • Inventory Transactions

    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.