We wish everyone a very Merry Christmas and a Happy New Year! Thank you to each and every one of you for your unwavering and ongoing support this past year.
We are extremely excited about the massive transformation we have seen at SapphireOne over this year. The work we have completed on our Knowledge Base is a very significant milestone for SapphireOne, and we are very close to successfully completing all the relevant test cases for Single Touch PayRoll Phase 2. We believe we will have an announcement very soon. The work we have put into building our Knowledge Base will continue into 2022, along with our very exciting plans for the next year ahead with the imminent release of our Version 19.
Everyone at SapphireOne has worked above and beyond and we are extremely proud of the whole team and the extraordinary gains we’ve made in the transformation of the culture at SapphireOne. Our team will be taking a well deserved break and our office will be closing at 5pm on Wednesday 22nd December and will reopen on Monday 10th January 2022 at 8.30am. John will be available to contact on his mobile for any urgent matters over this time.
Sending our warmest thoughts and best wishes for a Happy New Year.
SapphireOne Powerful Point of Sale POS Solution for Retailers
SapphireOne Point of Sale (POS) is a sophisticated and powerful software solution for retailers automating the capture of financial and sales transactions in a commercial environment.
SapphireOne POS is suitable for both Windows and Mac OSX certified, and can be accessed through both the Client Application and the Web Pack solution. The POS software also provides the infrastructure for connecting retail locations with supply chain operations and upper management.
In this blog post we will be demonstrating how to enter a cash purchasing using SapphireOne POS Till Client Invoice (TCI) screen.
The Till Client Invoice screen (commonly referred to as a Point of Sale (POS)) is the first item in the SapphireOne Inventory Mode POS menu. The Till Client Invoice allows users to search and select inventory, as well as view images and data descriptions related to the inventory item and tabulates the inventory selected. The user can select an invoice type from a transaction type such as Sale, Layby, Return and Account Invoice.
The TCI also allows the user to enter a Rep ID and a Till Persons ID. The user has the ability to queue current transaction and reload a queued transaction. When paying by cash, the TCI gives the user the ability to enter an amount and Sapphire POS will tell the operator how much change is required and the denominations of that change. When a Till Client Invoice is posted, it is converted to a Client Invoice (CI) and a Client Receipt (CR), and the inventory stock levels are automatically updated.
How to enter a Cash Purchase in SapphireOne Point of Sale POS
Scenario: A customer walks into a store and purchases a product for cash.
Enter an active and valid Rep ID. The Rep ID will be recorded for the sale.
You will enter the Till Client Invoice data entry screen and use the SapphireOne Wildcard Search Function to bring up the relevant Inventory ID.
Select the Inventory item you are selling, or alternatively, scan the barcode to automatically bring up the product being sold.
You will enter the Inventory item screen. When processing the payment, click on the “Payment F3” tab to select the method of payment by the customer.
Select the ‘Process’ button to process and complete the sale. An additional window will pop up asking if you would like to process the invoice.
When a Till Client Invoice is posted, it is converted to a Client Invoice (CI) and a Client Receipt (CR), and the inventory stock levels are automatically updated.
To find out more about the SapphireOne integrated ERP, CRM and Business Accounting application and innovative software solutions, please get in touch – we’re always here to help.
Staying on top of your sales pipeline with SapphireOne
SapphireOne integrated ERP, CRM and Business Accounting software has multiple Customer Relationship Management (CRM) features and functionalities that act as powerful performance tools for tracking sales progress in your respective pipeline. Read on to learn about these powerful SapphireOne features and how you can make the most out of these functions for your organisation.
Within SapphireOne, every Quote Client Invoice (QCI) includes a feature called the Closure Rating Slide Bar, which can be used to rate your expectation of the Quote success and sales pipeline progress as a percentage. The Closure Rating Slide Bar is fully customisable for each Quote and can be dragged side to side to indicate how progressed the Quote is out of 100%. For example, 10% for low progress, 90% for high progress, 100% for closure of sale. The Rating is also a searchable field and users can search for Quotes based on their Closure Rating % within the SapphireOne Custom Inquiry screen as seen below, making it a powerful performance tool to track sales progress in your respective pipeline.
As well as the Closure Rating Slide Bar, SapphireOne Quote Client Invoices (QCI) have copious variable Custom Fields where users can enter any term that is searchable and trackable for the specific QCI. This functionality can also be used for tracking the progression of QCI’s sales proposal towards a closed sale.
There are predesigned variable custom fields such as “Class”, “Inquiry” and “Tag” where the user can select appropriate options for categorising and tracking quote progress. For example, a user can Tag a Quote as ‘lost’ or ‘closed’ to show and track the status of the sale within SapphireOne. Within the SapphireOne Custom Inquiry function, users can then customise reporting screens to search and report on Quotes by respective Class, Inquiry and Tag categorisation. This CRM functionality is available across all eight integrated modes of SapphireOne.
Once a specific Quote has been opened, the user can create any required next step or Action through the SapphireOne Actions Page. Actions can include things such as setting automatic email reminders, or creating reminders on the SapphireOne calendar. For example, all Quotes that have a high Closure Rating percentage can have an automatic calendar reminder action set to follow up on the quote in a one or two week period. The Actions Page acts as a powerful reminder tool to keep the sales pipeline progress moving.
Additionally, the Workflow feature in SapphireOne can be configured to send notifications via email or SMS when a change in order status occurs. SapphireOne will automatically populate the report with the relevant data from the lead.
To find out more about the SapphireOne integrated ERP, CRM and Business Accounting application and innovative software solutions, please get in touch – we’re always here to help.
SapphireOne has been officially approved by the Australian Taxation Office (ATO) as a certified Australian Digital Service Provider (DSP). This certification confirms SapphireOne’s compliance with the ATO’s Digital Service Provider Operational Framework and recognises our capability to securely access and consume ATO digital services.
The DSP Operational Framework is a risk-scaled model that establishes minimum operational and security requirements for software providers that interact with ATO systems. Its purpose is to protect taxation, accounting, payroll and superannuation data, as well as the integrity of the taxation, business registry and superannuation systems that underpin Australia’s financial ecosystem.
Under this framework, Digital Service Providers must demonstrate that robust security and governance controls are in place before being permitted to access ATO digital services. These controls are designed to safeguard sensitive client information and reduce the risk of unauthorised access or misuse across the digital supply chain.
As part of the certification process, SapphireOne demonstrated compliance with a broad range of security and operational requirements. These include strong data encryption to protect confidentiality, default onshore data hosting to minimise jurisdictional risk, and the use of multi-factor authentication and comprehensive audit logging to ensure accountability and traceability.
Certification as an ATO-approved Digital Service Provider provides SapphireOne clients and vendors with independent assurance that our systems and processes meet ATO security standards and best practices. It reinforces our long-standing commitment to protecting critical information while delivering compliant, reliable and secure ERP, CRM and Business Accounting solutions.
To find out more about SapphireOne integrated ERP, CRM, Business Accounting application and innovative software solutions, please get in touch – we’re always here to help.
As businesses grow, the systems that once felt “good enough” often begin to show their limits. Processes slow down, data becomes fragmented, and staff spend more time reconciling systems than analysing information. For many medium-sized businesses, this is the point where basic accounting software is no longer sufficient and a more capable, integrated solution becomes essential.
This is where SapphireOne fits naturally. Designed specifically for medium to large organisations, SapphireOne provides a single, integrated platform that brings accounting, operations and management together—without the need for multiple disconnected systems or expensive add-ons.
When Your Business Outgrows Basic Accounting Software
Medium-sized businesses often operate at a level of complexity that entry-level systems simply are not built to handle. Multiple departments, growing staff numbers, increasing transaction volumes and more demanding compliance requirements all place pressure on software that was originally designed for small businesses.
Running separate applications for accounting, payroll, inventory, CRM and projects can quickly become a liability. Data must be entered multiple times, reports rarely agree without manual adjustment, and management decisions are often based on information that is already out of date. An integrated accounting system removes these barriers by allowing all areas of the business to operate from the same data set, in real time.
An Integrated Approach to Business Management
SapphireOne was developed with this challenge in mind. Rather than bolting together separate modules, it delivers a fully integrated environment where all core business functions operate within one application. Financial data flows automatically between departments, eliminating duplication and ensuring consistency across the organisation.
For medium-sized businesses, this integration means less time spent managing systems and more time focusing on strategy, growth and operational improvement. When transactions are entered once and reflected everywhere instantly, confidence in the numbers increases across the entire business.
Accounting and Financial Control at Scale
At its core, SapphireOne provides a robust accounting framework capable of supporting complex operations. General ledger management, bank reconciliations, client and vendor transactions, reporting and document management all work together seamlessly. Multi-company and multi-currency functionality is built in as standard, making it suitable for organisations operating across multiple entities or locations.
Importantly, financial information is always current. As operational transactions occur—whether through inventory, projects or payroll—they are reflected immediately in the accounts. This real-time visibility supports faster, better-informed decision-making.
Payroll, HR and Compliance Made Simpler
Payroll and HR requirements become more demanding as businesses grow, particularly when managing multiple locations, awards and reporting obligations. SapphireOne integrates payroll and HR directly into the accounting system, allowing wages, allowances, leave and superannuation to flow automatically into the financial records.
With Single Touch Payroll certification and built-in compliance controls, businesses can meet their ATO obligations with confidence while reducing administrative effort for payroll teams.
Beyond Accounting: CRM, Inventory and Projects
What sets SapphireOne apart for medium-sized businesses is its ability to manage far more than just accounting. Customer relationship management, inventory control, project costing and asset management are all part of the same system, sharing the same underlying data.
This means sales teams, operations staff and finance teams are always working from the same information. Inventory levels, project profitability, customer history and financial performance are visible without exporting data or reconciling spreadsheets.
Supporting Productivity and Growth
As transaction volumes increase, efficiency becomes critical. SapphireOne includes features such as Drag & Drop data entry and PDF capture to significantly reduce manual processing. Large orders, complex invoices and bulk transactions can be imported quickly and accurately, freeing staff to focus on higher-value work.
The system also integrates with many industry-leading platforms through its API framework, allowing businesses to connect eCommerce, payment, logistics and reporting tools as needed—without compromising data integrity.
Working Anywhere, Without Compromise
Modern medium-sized businesses are no longer confined to a single office. SapphireOne supports both Mac and Windows environments and offers web and remote access options, enabling staff to work securely from different locations while maintaining full access to the core system.
Whether managing accounts, approving transactions or reviewing performance, decision-makers can stay connected without sacrificing control or security.
A Platform Designed to Grow With You
Choosing accounting software is not just about meeting today’s needs—it is about supporting where the business is heading. SapphireOne has been designed to scale as organisations grow, adding complexity without adding chaos.
For medium-sized businesses that have outgrown entry-level systems and need a single, reliable platform to manage accounting, operations and growth, SapphireOne provides a long-term solution built for exactly that purpose.
To find out more about SapphireOne integrated ERP, CRM and Business Accounting application and how our software caters to medium to large size businesses, please get in touch – we’re always here to help!
SapphireOne multi-company accounting software provides global consolidation for multiple entities, locations, currencies and tax jurisdictions—all managed from a single, integrated application.
If you are already using integrated accounting software, you will know how critical it is for managing day-to-day operations. The challenge becomes far greater when you own or manage multiple legal entities. Multi-entity accounting introduces additional complexity around locations, currencies, compliance requirements and payroll obligations.
Traditionally, this has meant maintaining separate systems or databases for each company, manually reconciling results and hoping that group reporting, BAS and tax returns all balance. This approach is time-consuming, error-prone and difficult to scale.
SapphireOne has been designed specifically to address these challenges, offering unlimited multi-company accounting at no additional cost, with full consolidation available at the click of a button.
Accounting Software to Manage Multiple Companies
SapphireOne multi-company accounting software allows you to manage:
Multiple legal entities
Multiple locations per entity
Multiple currencies
Different tax jurisdictions and financial year-ends
All companies operate independently within a single data file, while still allowing for consolidated reporting and central oversight.
Key Advantages of a Single Data File
No need to log in and out of separate company databases
Centralised control of Accounts Payable, Receivable and reporting
Shared Clients, Vendors and transactions where required
Head office visibility across all entities and locations
Employees can be granted access to nominated companies only, enabling them to view inventory, customers, invoices, orders and documents across multiple locations and devices, while maintaining strict data security.
Each company maintains its own financial integrity, with individual financial statements and reports. Group-level reporting and access can be restricted to corporate management to preserve governance and control.
Payroll Software for Multiple Companies
SapphireOne includes Payroll and HR as a fully integrated mode within the application, making it easy to manage payroll across multiple companies without separate systems.
Multi-Company Payroll Capabilities
Process multiple payrolls across multiple companies
Allocate employee costs across different companies
Assign employees to multiple locations within a company
Split wages and on-costs across entities and departments
Ensure compliance with Federal and State regulations
This flexibility is particularly valuable for organisations with shared staff, centralised payroll teams or complex organisational structures.
Run Unlimited Companies at No Additional Cost
1. No Additional Licences Required
SapphireOne includes multi-company functionality as standard. Users can operate an unlimited number of companies within a single data file, with no additional licence fees.
Where multiple companies exist, relevant data entry screens display a multi-company option, allowing transactions to be split across companies and projects as required.
2. Flexible Multi-Currency Support
For organisations operating internationally, SapphireOne allows you to:
Set a local trading currency for each company
Buy and sell in multiple currencies
Choose a preferred display currency within the application
This ensures accurate reporting while supporting global operations.
3. Multiple Federal and State Tax Jurisdictions
SapphireOne supports:
Different tax jurisdictions per company
Separate financial year-ends
Independent compliance requirements
Each entity remains compliant within its own regulatory framework while still forming part of a consolidated group.
4. Centralised Multi-Company Reporting
Because all entities reside in a single data file, SapphireOne enables:
Consolidated group reporting
Cross-company financial analysis
Centralised access to reports and dashboards
This provides management with real-time visibility across the entire organisation.
Simplify Multi-Company Accounting with SapphireOne
Multi-company accounting software is essential for organisations managing multiple entities across different locations and jurisdictions. Consolidating accounting, payroll and operational data into a single, integrated application reduces complexity, improves accuracy and supports scalable growth.
To find out more about SapphireOne integrated ERP, CRM and Business Accounting application and the benefits of multi company accounting software, please feel free to get in touch with a member of our team – we’re always here to help!
Integrated accounting software brings all core business functions together in a single system, helping organisations streamline operations, improve data accuracy and support sustainable growth.
As businesses expand, managing finances, people, inventory and customers across multiple disconnected systems becomes increasingly complex. Running separate applications for Accounting, Payroll/HR, CRM and Inventory often results in duplicated data, manual workarounds and delayed decision-making. This is where integrated accounting software delivers real value.
SapphireOne has been designed specifically as an all-encompassing, integrated ERP, CRM and accounting solution, bringing every major business function together within one application.
Before exploring the benefits in more detail, it’s helpful to clarify what an integrated accounting system actually is.
What Is an Integrated Accounting System?
An integrated accounting system combines all major business functions into a single application, with data flowing automatically between modules. There is no need for third-party plug-ins, duplicate databases or manual data manipulation.
In practical terms, this means functions such as CRM, ERP, Payroll/HR, Job Costing, Project Management and Inventory Management all operate within the same system. When a transaction is entered in one area—such as an order or invoice—the financial impact is automatically reflected in the accounting records in real time.
Key Benefits of Integrated Accounting Software
An integrated system delivers benefits to any organisation, but these advantages are significantly amplified when all business functions share a single source of truth.
No Need for Additional Plug-Ins
Integrated accounting software removes the reliance on external applications and costly add-ons. With all functionality housed in one system, businesses avoid manual data transfers, reduce complexity and minimise the risk of systems failing to synchronise correctly.
Seamless Data Flow Across the Business
Because all modules operate within the same application, data transfers automatically between functions. This saves time, improves efficiency and ensures that information is always current, consistent and accurate.
More Reliable Data Entry
Standalone systems often require the same customer, vendor, payroll or inventory data to be entered multiple times. This duplication increases the likelihood of errors and inconsistencies. An integrated system eliminates double handling, ensuring data is entered once and used everywhere it is needed.
Faster and Better Decision-Making
Disconnected systems often mean decision-makers are working with outdated information. Integrated accounting software provides real-time visibility across all areas of the business, allowing managers to access accurate financial and operational data as transactions occur.
SapphireOne as an Integrated Accounting Solution
SapphireOne provides a fully integrated ERP, CRM and business accounting platform designed for medium to large businesses. The application includes eight core business modes, all operating within a single system.
Core Business Modes
Accounts
Inventory Management
Job Projects
Assets
Payroll and HR
Management
Utilities
Workbook
Each mode is tightly integrated, ensuring data flows seamlessly throughout the organisation.
How the Key Modules Work Together
Accounts – The Accounts Mode supports compliant and efficient financial operations, including General Ledger, Bank Reconciliations, Client and Vendor Transactions, Multi-Company Accounting, Document Management and comprehensive reporting. The system also supports ATO Single Touch Payroll reporting.
CRM – SapphireOne’s CRM functionality is embedded directly into the accounting and ERP environment, providing a complete view of every client. Features include customer profiles, document storage, calendars, notes, SoftPhone integration and voice recording.
ERP – The ERP framework integrates financial accounting, inventory, supply chain, job projects, asset management, payroll/HR, CRM and document management. Multi-currency and multi-company support are built in, enabling businesses to operate at scale.
Payroll and HR – Payroll and HR are fully integrated with financials, ensuring accurate and timely data transfer. Features include Pay Runs, payroll reporting, employee records, leave management, awards, allowances, tax scales, rostering and compliance reporting.
Inventory Management – Inventory Sales and Purchases menus support end-to-end inventory processes, including quotes, orders, picking and packing, invoicing, vendor orders and vendor invoices. Once approved, transactions flow automatically into the Accounts Mode without manual intervention.
Job Projects – The Job Projects Mode links revenue and costs to specific projects using Project IDs, providing clear visibility of profitability. Functionality includes Gantt charts, resource management, timesheets, scheduling, inventory allocation and detailed reporting, all connected directly to financial data.
Bringing It All Together
Integrated accounting software is no longer optional for growing businesses. By consolidating all functions into a single system, organisations eliminate data silos, improve accuracy and gain a clear, real-time view of operations.
To find out more about SapphireOne integrated ERP, CRM and Business Accounting Software and the benefits of integrated accounting software, please feel free to get in touch with a member of our team – we’re always here to help!
At SapphireOne, our highest priority is to satisfy our clients through early and continuous delivery of valuable software solutions. We are constantly evolving our application and release new and improved functionality every week.
This approach is guided by our commitment to a “Release Early, Release Often” philosophy, which underpins how we design, test and deliver SapphireOne.
Why SapphireOne Releases New Versions Every Week
Releasing software weekly allows us to:
Deliver value to clients sooner rather than later
Respond quickly to feedback and changing requirements
Continuously refine and improve performance, usability and stability
Ensure SapphireOne evolves in line with real-world business needs
Rather than bundling large changes into infrequent releases, we prioritise smaller, incremental improvements that can be validated quickly by our users.
What Is “Release Early, Release Often” (RERO)?
Release Early, Release Often (RERO) is a software development philosophy that emphasises:
Early delivery of new functionality
Frequent, incremental releases
A continuous feedback loop between users, testers and developers
The objective is to produce higher-quality software faster, while ensuring development remains closely aligned with user expectations and real operational requirements.
At SapphireOne, RERO enables our clients to actively help shape the future direction of the software while benefiting from continuous improvements.
Key Benefits of Releasing Early and Often
1. Improved User Experience
Clients gain immediate access to new features and enhancements
Feedback is received in real time from real-world usage
Adjustments and refinements can be made quickly
The software consistently aligns with client expectations
2. Faster Identification of Bugs
Bugs are easier to detect when features are used in live environments
Frequent releases allow issues to be identified and resolved earlier
Problems are addressed before they compound or affect multiple areas
3. Reduced Risk of Errors
Smaller releases contain fewer changes
Less code per release reduces complexity
Easier testing, validation and troubleshooting
Lower likelihood of introducing major regressions
4. Software That Continually Meets Client Needs
Ongoing client feedback directly informs development priorities
Features are refined based on actual usage, not assumptions
SapphireOne evolves in step with how our clients do business
By releasing early and often, SapphireOne ensures:
Faster delivery of value
Higher software quality
Reduced risk and complexity
A strong partnership between our development team and our clients
You can review all the latest SapphireOne versions and detailed Release Notes via our Knowledge Base. If you have any questions, please contact us or book a call with our Support Team — we’re always here to help.
Integrating TSPlus with SapphireOne gives users simple, secure access to the full SapphireOne Client Server through a web browser. This enables remote offices and distributed teams to work productively from anywhere in the world.
SapphireOne users can already access functionality via WebPack. TSPlus extends this by providing remote desktop access to the full Client Server, making it ideal for teams who require complete application access rather than browser-based workflows alone.
Why TSPlus for SapphireOne?
TSPlus is a cost-effective alternative to Microsoft Citrix/RDS, well suited to small businesses through to large enterprises that need reliable remote access without complexity.
Key benefits include:
Remote Desktop Access – Turn Windows 7–10 Pro and Windows Server 2008–2019 into a Citrix-style terminal server.
Web Browser Access (HTML5) – Access Windows applications and desktops securely from any modern browser, on any device.
No Client Installs – Use computers, tablets, or mobiles without installing plug-ins or apps.
Secure Web Tunnel – Built-in HTTPS and SSH servers with tunnelling and port forwarding over HTTP/HTTPS.
SapphireOne also integrates with a wide range of APIs and partners—including Shopify, WooCommerce, PayPal, Stripe, ATO, MailChimp, Australia Post, Move It, Brandscope and Oanda—ensuring TSPlus fits neatly into a broader connected ecosystem.
Client experience: Bordo International
We spoke with Bordo International about their experience using TSPlus with SapphireOne.
Why TSPlus?
“We have an office in Europe and previously used Citrix to access SapphireOne remotely. The setup was fragile and required constant fixing, plus additional Windows Server licences. When COVID lockdowns hit and more staff needed remote access, we had already switched to TSPlus—which made a huge difference.”
How is TSPlus used?
“Primarily for easy remote access to the SapphireOne Server. The add-ons are excellent—Advanced Security, Two-Factor Identification, and the Virtual Remote Printer. Printing opens a PDF in the browser, which is incredibly convenient. The TSPlus support team has also been great.”
User experience
“Very straightforward. With the HTML5 client there’s no complex software to install—just a web browser.”
Main benefits
“Lower cost than Citrix, no complex Windows server setup or licences, easy installation. Overall it’s made managing remote server access much easier.” — James Brown
In summary
TSPlus provides SapphireOne users with:
Secure, browser-based access to the full Client Server
A simpler, more affordable alternative to Citrix/RDS
Scalable remote access for global teams and remote offices
For more information on how you can implement TSPlus, or any of our API Integrations and Partnerships designed to make your life easier, you can contact us or book a call with a member of our Support Team. We’re always here to help!
SapphireOne’s Drag-and-Drop feature is a game changer for streamlining data entry. It significantly reduces errors and the time spent manually entering complex data, while making large imports fast and reliable.
What the Drag-and-Drop feature does
Simplifies data entry by populating screens instantly
Imports an unlimited number of line items and SKUs
Works across all Inventory Sales and Inventory Purchases data entry screens
Eliminates repetitive manual entry, even for very large orders
Many SapphireOne clients process substantial sales orders with tens of thousands of inventory items and hundreds of line items. Drag-and-Drop removes the friction from these workflows by importing data directly from Excel into the application.
How to use Drag-and-Drop
Follow these four simple steps:
Open the data entry screen Navigate to the relevant Inventory Sales or Inventory Purchases data entry screen. In the bottom-right corner, locate the two green icons.
Import your file
Select the left toggle icon and choose Import Lines, or
Drag your Excel file directly into the Transaction Lines area Note: Excel files must be saved as CSV before importing.
Map and organise your data A pop-up window will appear, allowing you to:
Right-click column headings
Match each column to the correct SapphireOne field (e.g. Inventory SKU, Description, Rate, Quantity) All headings are fully customisable to suit your business requirements.
Import Once headings are confirmed, select Import to populate the Transaction Lines instantly.
Practical use cases
Client Sales Orders created from customer-supplied Excel templates
Purchase Vendor Invoices imported directly from supplier spreadsheets
High-volume orders with tens of thousands of line items
Rapid correction or re-organisation of data prior to posting
You can also export data from any SapphireOne data entry screen back to Excel, making the process fully bidirectional.
Key benefits
Faster and more accurate data entry
Reduced manual handling and fewer errors
Consistent process for small and very large imports
Fully customisable to match your operational needs
Whether you are importing a handful of items or an order with 100,000 inventory records, the Drag-and-Drop feature delivers the same fast, efficient and reliable experience.
For more information on our Drag and Drop feature, or any of our API Integrations and Partnerships designed to make your life easier, you can contact us or book a call with a member of our Support Team. We’re always here to help!
Brandscope is a dynamic, cloud-based B2B wholesale trading hub that empowers global Suppliers, Agents, and Retailers to source and supply multiple brands through one intuitive platform. Designed specifically for wholesale trade, Brandscope streamlines the sales process, improves engagement, and drives profitability across multiple industries.
SapphireOne + Brandscope API
SapphireOne integrates seamlessly with a wide range of Application Programming Interfaces (APIs), and we are proud to offer a robust integration with the Brandscope wholesale platform.
This API connection enables seamless, real-time data flow between SapphireOne and Brandscope, reducing manual processes and improving accuracy across wholesale operations.
About Brandscope
Headquartered on the Gold Coast, Australia, Brandscope has an expanding global footprint across Asia, Europe, and the Americas, servicing leading brands in sectors including:
Action Sports
Lifestyle & Fashion
Outdoor
Sport
Leisure
The platform uses cloud-based technology that closely mirrors the traditional wholesale sales process, helping brands transition to digital wholesale without disrupting established workflows.
Who Brandscope Supports
Brandscope is designed to deliver value across the entire wholesale ecosystem:
Suppliers
Launch brands to leading retailers with speed and visual impact
Reduce the cost and complexity of traditional sales processes
Retailers
Discover and purchase brands online using advanced buying tools
Access real-time product and availability information
Agents
Manage brands, suppliers, and retailers more efficiently
Reduce administration through automation
SapphireOne + Brandscope Integration Benefits
The implementation of the Brandscope API has delivered significant results for SapphireOne clients.
With the integration in place, businesses can:
Automatically upload inventory data and stock status from SapphireOne into Brandscope
Accept orders from Brandscope directly into SapphireOne via RESTful services
Synchronise orders, inventory, and sales data in real time
Eliminate duplicate data entry and reduce manual errors
Gain accurate, up-to-date visibility across all sales channels
Client Success Story
Robert Grant, Founder of Reflex Sports, shares his experience:
“Brandscope has made a wonderful difference. Previously we were manually entering incoming orders and answering phone calls, and giving stock count to our customers verbally. As soon as we integrated Brandscope with SapphireOne, our customers using Brandscope had up-to-date stock availability. We saved the workload of one and a half staff members, and significantly reduced data entry mistakes.”
Why Accurate Inventory Sync Matters
Accurately tracking inventory across all channels is essential to maintaining a smooth wholesale operation. By integrating Brandscope with SapphireOne, businesses can:
Keep inventory and orders perfectly aligned
Monitor sales activity as it happens
Access real-time sales data and advanced reporting
Scale wholesale operations without increasing administrative overhead
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Generating Clear Accounts Receivable Reports
January 14, 2021
In this instalment of our SapphireOne Accounts Receivables Report Tutorials, we focus on the fifth reporting function available in SapphireOne: the Show Reports feature.
This tutorial builds on our earlier posts covering the Details, Balances, Transactions, and Statements reports, and introduces a more interactive way to analyse Accounts Receivable data directly on screen.
Accounts Receivables Reporting Options Recap
SapphireOne provides six Accounts Receivables reporting options:
Details
Balances
Transactions
Statements
Show Reports
Dashboards
Unlike the previous four report types, which generate printed or PDF outputs, Show Reports is designed for real-time, on-screen analysis.
What Is the Show Reports Feature?
The Accounts Receivables Show Reports function allows you to create interactive reports within the SapphireOne interface.
Rather than printing or exporting data immediately, you can define your criteria and instantly view results on screen. This makes Show Reports ideal for:
Reviewing aged debtors
Analysing outstanding balances by client
Performing quick ad-hoc analysis during credit control or management reviews
When selected, the Show Reports option opens a configuration window that enables you to generate a pre-set Balances by Client report. This view displays outstanding balances by client and provides a consolidated view of aged receivables across your data file.
Configuring a Show Report
You can control how the report is displayed by using the Query and Display drop-down menus at the top of the reporting window.
Query Options
The Query functionality allows you to filter the data using drop-down selections or the dedicated query button, enabling searches across virtually any field in the data file.
The Department (Depart) drop-down allows reporting across:
All departments, or
Individual departments only
This makes it easy to isolate receivables by business unit or operational area.
Display Options
The Display drop-down controls how information is grouped and sorted on screen.
You can group clients by:
Client ID
Class
Department
Area
State
Customisable Tags
Quotes
Sorting can be applied in ascending or descending order using the arrow ( > ) button next to the data field. The direction of the arrow indicates the active sort order.
Additional display options allow columns to be organised by:
Aged debtors, or
Client payment terms
After selecting or modifying any options, the Recalculate button must be clicked to refresh the report and apply the new criteria.
Printing and Exporting Show Reports
Once the report is displayed on screen, you can choose to:
Print the report directly, or
Export the data in:
HTML format for browser viewing, or
CSV format for use in spreadsheet applications such as Excel
This flexibility allows Show Reports to function both as a live analysis tool and a source for external reporting.
What’s Next?
In the final post of our Accounts Receivables Report Tutorials, we will cover the remaining reporting function: Dashboards, and how they provide visual insight into receivables performance.
If you have any questions about Accounts Receivables reporting, or would like to get more out of your SapphireOne application, please contact us or book a call with our Support Team. We’re always here to help.
The Accounts Receivables Statements Report in SapphireOne allows you to produce a range of professional statement layouts for client communication and debt management.
This article forms part of our Accounts Receivables Report Tutorials and focuses on the fourth reporting option available in SapphireOne: the Statements Report.
Accounts Receivables Reporting Overview
SapphireOne provides six Accounts Receivables reporting options, each designed to support different operational and financial requirements:
Details
Balances
Transactions
Statements
Show Reports
Dashboards
In our previous tutorials, we covered the Client Details, Balances, and Transactions reports. This post explains when and how to use the Statements Report to ensure you are getting the most value from SapphireOne’s reporting capabilities.
The Statements Report
The Accounts Receivables Statements Report enables you to generate client-facing statements that clearly present outstanding balances and transaction history. This report is particularly effective for debt collection, as it allows you to provide clients with a clear view of what is currently owing.
When the Statements Report is selected, a print dialog window is displayed, allowing you to define the layout, format, and client selection before printing or exporting.
Statement Report Types
When Printer is selected from the Print Destination drop-down menu, the Report Type menu provides 12 different Statement Report formats, allowing you to tailor the statement to your business and client requirements:
Plain Paper – Prints a statement on blank paper using Laser or ImageWriter printers, including all lines and graphics.
Pre-Printed – Designed for use with pre-printed stationery where lines and graphics already exist.
Wide Statement – Prints a landscape-format statement on blank paper.
Direct – Used for serial printers. Layouts are defined in Utilities > Controls > Direct Print Layouts.
Condensed – Produces a compressed statement suitable for filing, containing the same data as a standard statement.
FX Condensed – Generates a condensed statement in foreign currency.
Plain Paper with Bank Detail – Prints a portrait-format statement including the client’s bank details.
Wide Statement with Bank Detail – A two-section landscape report with a detailed statement on the left and a remittance section on the right, allowing the payment amount to be entered and returned.
As at Period Statement – Prints statements based on a specified accounting period.
As at Date Statement – Prints statements based on a user-entered date.
Custom Statement 2 – Uses an alternative custom statement layout configured in Utilities Mode > Utilities Controls > Utilities Report Settings > Sapphire Custom Reports.
Report Selection Options
The Report Selection drop-down menu allows you to control which client records are included in the statement run:
Balances Only – Prints statements only for clients with a non-zero balance (default option).
Balances > $5.00 – Prints statements only for clients owing $5.00 or more.
All Records – Prints statements for all clients, including those with a zero balance.
Parents Only – Prints statements only for parent clients with outstanding balances.
Parents Only Exclude Children Transactions – Prints statements for parent clients only, excluding child transaction details.
Balances Only Exclude Children – Prints statements for all clients except those recognised as child accounts.
These options allow for precise control over statement distribution, ensuring statements are generated only for the intended recipients.
Printing and Output
Once your report type and selection criteria have been defined, selecting Print allows you to:
Open the statement as a PDF, or
Print the statement directly from SapphireOne
In the final post of our Accounts Receivables Reporting Tutorials, we will cover the remaining two reporting options: Show Reports and Dashboards.
For more information on Accounts Receivables Reports, or to find out how you can get the most out of your SapphireOne application, please contact us or book a call with a member of our Support Team. We are always here to help!
The Client Transactions Report in SapphireOne allows you to generate a detailed list of client transactions using a wide range of criteria and data fields stored within your client records. This report is particularly useful for reviewing outstanding transactions, auditing activity, and managing allocations.
This article forms part of our Accounts Receivables Reporting Tutorials, which explore each of the six Accounts Receivables reports available in SapphireOne.
Accounts Receivables Reporting Overview
SapphireOne provides six Accounts Receivables reporting options, each designed to support different operational and financial needs:
Details
Balances
Transactions
Statements
Show Reports
Dashboards
In our previous tutorials, we covered the Client Details Report and the Balances Report. This article focuses on the Transactions Report, the third reporting option within Accounts Receivables.
The Transactions Report
The Client Transactions Report enables you to generate a list of client transactions based on multiple selection criteria, including posting status, allocation status, currency, and transaction type.
When selecting the Transactions Report, a print dialog window is displayed, allowing you to define the structure and scope of the report before printing or exporting.
Transaction Report Types
When Printer is selected from the Print Destination drop-down menu, the Report Type menu provides eight Transaction Report formats, allowing you to tailor the report to your specific requirements:
Plain Paper – A single-page report designed primarily for receipts.
Transaction Audit – Displays transaction tracking details and values, including sub-lines showing allocation details.
Discount Due – Shows discounts due for each transaction, including discount days, percentage, and dollar value.
One Line FX – Displays tracking details and values for foreign currency transactions.
Audit FX – Expands on the One Line FX report by including sub-lines showing allocation details for foreign currency transactions.
One Line Transaction – Provides a concise, single-line view of transaction tracking details and values.
Wide Transaction Audit – A landscape version of the Transaction Audit report, offering increased visibility of transaction data.
Credit Memo – Allows the creation of a Credit Memo directly from the report when required.
Report Selection Options
The Report Selection drop-down menu allows you to further refine which transactions are included in the report:
Unposted Only – Displays transactions that have been entered but not yet posted or transferred to the General Ledger.
Allocatable and Less Than 100% – Displays transactions that have not yet been fully allocated.
All Records – Prints all client transactions, including those with a zero balance.
These options allow you to produce highly targeted reports for reconciliation, allocation review, and auditing purposes.
Printing and Output
Once you have selected your report type and selection criteria, choosing Print gives you the option to:
Open the report as a PDF, or
Print the report directly from SapphireOne
In the next article of our Accounts Receivables Reporting Tutorials, we will explore the Statements Report, which focuses on client-facing statements and communication.
For more information on Accounts Receivables Reports, or to learn how how you can get the most out of your SapphireOne application, please contact us or book a call with a member of our Support Team. We love hearing from you!
The Accounts Receivables Balances Report in SapphireOne allows you to create and print Credit Information Reports for clients who currently have outstanding balances. These reports provide clear visibility over who owes money, how much is outstanding, and how long balances have been overdue—making them essential for cash flow management and credit control.
This article is part of our Accounts Receivables Reporting Tutorials, which walk through each of the six available Accounts Receivables reports to help you stay informed and make the most of SapphireOne’s reporting functionality.
Accounts Receivables Reporting Overview
SapphireOne provides six Accounts Receivables reporting options, each designed for different operational and financial insights:
Details
Balances
Transactions
Statements
Show Reports
Dashboards
In our previous tutorial, we covered the Client Details Report. In this article, we focus on the Balances Report, the second reporting option within Accounts Receivables.
The Balances Report
When selecting the Balances Report, SapphireOne displays a print dialog window that allows you to define the exact structure and content of the report.
The Client Balances Report is primarily used to:
Identify clients with outstanding balances
Review aged receivables
Support credit control and cash flow forecasting
This reporting function provides 20 different Balance Report types, allowing you to tailor the report precisely to your business requirements.
Balance Report Types
Below is an overview of each Balance Report type and its typical use case:
Standard Balances – Displays standard aged balances.
Un-posted Values – Includes un-posted transactions in the standard aged balances.
Credit Control – Adds last receipt date and amount, plus contact, position, and phone details.
Wide – Balances – Displays balance data in a wide format with additional columns.
Wide – Un-posted – Wide format including un-posted transactions.
Wide – Credit Control – Wide format including last receipt details.
As at Period Balance – Shows client balances as at a specific accounting period. This should reconcile with the Balance Sheet control account for the same period.
As at Date Balance – Displays balances based on transactions as at a specified date.
As at Detailed – Provides ageing across 7, 14, 21, 30, 60 and 90 days, including agreed client terms.
As at Detailed Unallocated – Displays overdue balances that are unallocated as at the selected date.
As at Detailed Unallocated Periodically – Displays overdue, unallocated balances for a selected period.
Cash Flow – Allows you to specify a date prior to viewing balances to assist with cash flow projections.
Cash Flow Detailed – Includes both balances and transactions for more detailed cash flow analysis.
Sales Analysis – Provides a brief sales analysis for each client.
Sales Analysis Full – Displays full sales analysis details.
Total Due Check – Simple report showing Total Due, Historical Total and Current Total.
Standard Balances (Landscape) – Same as Standard Balances, presented in landscape format with extra space for company names.
Payment Performance – Displays client payment performance as a percentage across payment term periods.
Balances with Average Pay Days – Shows the average number of days each client takes to pay.
Standard Balances in FX Currency – Prints balances in both local and foreign currencies.
Report Selection Options
The Report Selection drop-down menu allows you to further refine which client balances are included in the report:
Balances Only – Prints balances for active clients with non-zero balances only.
Un-posted Balances Included – Includes un-posted transactions for active clients with non-zero balances.
All Records – Prints balances for all active clients, including those with zero balances.
All Records Include Inactive – Prints balances for all clients, including inactive clients and zero balances. (Inactive clients remain inactive.)
Once your report type and selection criteria are defined, selecting Print allows you to either:
Open the report as a PDF, or
Print the report directly from SapphireOne
In the next article of our Accounts Receivables Reporting Tutorials, we will focus on the Transactions Report, which provides detailed insight into receivables activity and transaction history.
For more information on Accounts Receivables Reports, or to find out how you can get the most out of your SapphireOne application, please contact us or book a call with a member of our Support Team. We love hearing from you!
The Accounts Receivable reporting functionality in SapphireOne allows you to produce a wide range of reports using templates that are built directly into the system. These reports provide valuable insight into client activity, outstanding balances, and cash flow performance.
This tutorial focuses on creating an Accounts Receivable Client Details Report, the first in a series of Accounts Receivables Reporting Tutorials designed to help you understand when and how to use each available report type.
Accounts Receivables Reporting in SapphireOne
SapphireOne’s Accounts Receivables Reports enable you to dynamically report on multiple client data fields for a variety of operational and financial purposes.
There are six different Accounts Receivables reporting options available:
Details
Balances
Transactions
Statements
Show Reports
Dashboards
Each report type is designed to address different reporting needs, from contact information and pricing through to balances, transaction history, and performance analysis.
The goal of this tutorial series is to walk you through each of these six report types so you can confidently build reports, understand their use cases, and make full use of SapphireOne’s reporting capabilities.
The Client Details Report
The Client Details Report is the first reporting option within Accounts Receivables and is used to generate reports based on client master data.
This report allows you to produce detailed listings of client contact information using a range of predefined data fields. It is particularly useful for reviewing, auditing, or distributing client contact details.
When selecting the Client Details Report, a print dialog window is displayed. From here, you can define the report content by choosing from nine different Client Details Report types, each designed for a specific purpose.
Client Details Report Types
Below is an overview of each Client Details Report type and how it is typically used:
One Liner – A concise report showing Client ID, Name, Contact, Position, and Phone details.
Two Liner – Expands on the One Liner with additional contact information for the selected clients.
Four Liner – Further expands the report to include both Postal and Physical Address details.
Full Details – Provides all available client information. Two clients are displayed per page unless extensive notes or keywords are recorded.
Address Details – Displays details of all multiple addresses set up for each client.
Pricing – Includes Price Book information associated with each client.
Pricing Full Details – Combines Price Book information with full client details.
Direct Print – Uses a Direct Print layout configured in Utilities. Path: Utilities > Controls > Direct Print Layouts
Direct Print 2 – Uses an alternative Direct Print layout, also configured via Direct Print Layouts in Utilities.
Report Selection Options
Within the Report Selection drop-down menu, you can choose whether to:
Print details for Active Clients only, or
Select All Records to include both active and inactive clients in the report
Once your report type and selection criteria are defined, selecting Print allows you to either:
Open the report as a PDF, or
Print the report directly from SapphireOne
This tutorial covered the Client Details Report, the first of the Accounts Receivables reporting options.
In the next post in our Accounts Receivables Reporting Tutorials, we will explore the Balances Report, which provides deeper insight into outstanding receivables and cash flow position.
If you have any questions about Accounts Receivables Reports, or would like to learn how to get more value from your SapphireOne application, please contact us or book a call with our Support Team. We’re always happy to help.
Benefits of a Dedicated Application Server vs a Virtual Cloud Server
We are often asked why SapphireOne is designed to run on a Dedicated Application Server, so we wanted to take the opportunity to explain the reasoning behind this approach.
In today’s technology-driven environment, businesses of all sizes are faced with a wide range of hosting options. Choosing between a dedicated application server and a virtual cloud environment is a critical infrastructure decision that can directly affect performance, scalability, and data security.
The right choice is rarely black and white. It depends on factors such as your industry, business size, data volumes, growth plans, performance expectations, and security requirements.
For medium to large organisations with substantial data sets, many users, and a requirement for speed, reliability, and scalability, a dedicated application server is often the most effective solution.
Dedicated Application Server vs Virtual Cloud Server
What is a Dedicated Application Server?
A dedicated application server is a physical server purchased and allocated entirely to a single business. All processing power, memory, storage, and network resources are reserved exclusively for that organisation.
Dedicated servers are commonly used by enterprises that require:
High and consistent performance
Strong data security and control
Predictable resource availability
Support for large and complex applications
What is a Cloud Server?
A cloud server is a virtual server operating within a shared, virtualised cloud environment. While it may appear independent, the underlying physical hardware is shared with other businesses and managed by a third-party hosting provider.
Cloud servers are often attractive for smaller workloads or short-term scalability needs, but they can introduce limitations when supporting large, data-intensive ERP systems.
Benefits of a Dedicated Application Server for SapphireOne
1. Optimal Server Performance
A dedicated application server ensures that 100% of the hardware resources are available to your SapphireOne application at all times.
Because processing power, RAM, and disk performance are not shared, your system benefits from:
Faster transaction processing
Consistent response times
Maximum uptime
Predictable performance under load
This allows SapphireOne to operate at its full potential without competing workloads.
2. Server Resources Are Not Shared
In a virtual cloud environment, resources such as CPU, RAM, and bandwidth are shared across multiple businesses. Spikes in usage by other tenants can directly impact your application’s performance.
With a dedicated server:
All resources are allocated solely to your business
Performance is not affected by other organisations
Large data processing and reporting remain stable and reliable
This is particularly important for medium to large enterprises running mission-critical ERP systems.
3. Total Control of Your Server Environment
A dedicated application server gives your IT team full control over the server configuration.
This means you can:
Customise hardware specifications to match your workload
Optimise the operating system for SapphireOne
Control patching, updates, and security policies
Scale resources in line with business growth
You are not constrained by the limitations or generic configurations of a virtual environment.
4. Increased Security and Data Integrity
With a dedicated physical server, you always know exactly where your data resides and how it is protected.
Key security advantages include:
No exposure to other tenants or unknown workloads
Complete control over access permissions
Reduced risk of cross-tenant vulnerabilities
Greater confidence in data integrity and compliance
For organisations handling sensitive financial, payroll, or operational data, this level of control is critical.
A Simple Analogy
Imagine a nuclear-powered submarine capable of remaining underwater for months at a time.
If that submarine were converted to diesel power, it would need to surface frequently to refuel — consuming time, reducing efficiency, and exposing itself to external threats.
Running a high-performance ERP like SapphireOne on a virtual server is similar.
SapphireOne is capable of processing billions of records, but a shared virtual environment is not designed to consistently support that level of performance. This can introduce inefficiencies, bottlenecks, and unnecessary risk.
A dedicated application server ensures the software is powered and supported to operate at its full capability.
Our priority is always to ensure our clients are running SapphireOne on infrastructure that delivers:
Consistent high performance
Scalability as the business grows
Strong security and data control
Long-term reliability
For many medium to large enterprises, a dedicated application server provides the most robust foundation to achieve this.
CEO John Adams with SapphireOne employees and a growing group of clients, 1996.
Let us take you on a walk down memory lane.
Sapphire logo, 1994
Recently, our long-standing customer and good friend James Brown of Bordo International uncovered hundreds of SapphireOne version floppy disks and CDs in his archives, dating back to when he first became our client in 1995.
James very kindly mailed us a sample of these original disks, instantly transporting the SapphireOne team back through decades of development, innovation, and change.
1986 — Where It All Began
Back in 1986, SapphireOne — then simply known as Sapphire — released its very first version. At the time, the core modules were completely separate applications:
Financials
Payroll
Assets
A single software compile could take over 12 hours, and updates were distributed to clients on 30 individual floppy disks per release. Clients would manually load each disk to complete an upgrade.
Due to this time-intensive and manual process, Sapphire releases were limited to only a handful of updates each year.
From Floppy Disks to CD-ROM
As technology advanced and the CD-ROM era arrived, Sapphire releases were consolidated onto a single CD. This dramatically improved both compile times and the client upgrade experience.
Updates became faster to deploy, easier to install, and significantly more reliable — marking a major milestone in Sapphire’s evolution.
Sapphire introduced the new client server as SapphireOne, 2001
The 2000s — Becoming SapphireOne
SapphireOne CD on the cover of Australian Macworld, 2004
In 2001, Sapphire officially became SapphireOne, following the unification of Financials, Payroll, and Assets into a single integrated application.
Two years later, in 2003, the now-recognisable SapphireOne aqua logo was introduced. While often mistaken for a Yin & Yang symbol, the logo is in fact a merge of the “S” and “O”, representing unity and new beginnings — much like a single cell dividing into two.
All the Way to 2020
SapphireOne logo, from 2003 until today
Fast forward to 2020, and SapphireOne has evolved into a fully integrated, global software platform comprising eight core modules, all accessible within one application:
Accounts
Inventory
Job Projects
Asset Management
Payroll / HR
Management
Utilities
Document Management
Today, software compiles take minutes rather than hours, and SapphireOne releases weekly updates that clients can download instantly via secure servers.
Reflecting on the journey from floppy disks to real-time updates highlights just how far both technology — and SapphireOne — have come.
Watch SapphireOne Over the Years
John Adams, CEO of SapphireOne, has created a time-lapse video representing the thousands of software compilescompleted since the very first Sapphire release in 1986.
You can view this video on our About Us page — the first video in our timeline — and explore the broader story of how SapphireOne has developed into the all-encompassing solution it is today.
We would like to sincerely thank James Brown for sending us these historical disks. Taking time to reflect on nearly four decades of progress reminds us how far SapphireOne has grown — and excites us for what the next 30 years will bring.
Blog written by Madeleine Kent. Video by John Adams and Archana Sawant.
SapphireOne SoftPhone integration allows businesses to manage internal and external calls directly within their CRM, helping teams stay connected, productive, and aligned—regardless of where they are working.
In an increasingly mobile business environment, communication technology plays a critical role in enabling employees to collaborate effectively. When SoftPhone functionality is integrated directly into your CRM, it unifies your communications infrastructure and supports stronger, longer-lasting relationships with clients, vendors, and staff.
What Is a SoftPhone Integration?
A SoftPhone is a software-based telephone that delivers the full functionality of a desk phone through a computer, tablet, or mobile device.
Key characteristics include:
On-screen dial pad and call controls (hold, transfer, mute, etc.)
No physical handset required
Uses VoIP (Voice over Internet Protocol) to make calls over the internet
This allows users to place and receive calls using data rather than traditional phone lines.
Benefits of Using SoftPhone Technology
Anywhere Access
Access your business phone from a desktop, tablet, or mobile device
No requirement for a physical telephone line
Operates via SIP Trunk, ISDN, or PSTN networks
Ideal for Remote and Off-Site Teams
Employees can make and receive calls exactly as if they were in the office
Supports flexible and hybrid working environments
Reduced Costs
Eliminates the need for hardware phones
VoIP significantly lowers call costs, including international calls
Secure Communication
Operates over your own VPN
Encrypted communication ensures privacy and data protection
Stronger Relationships
Reliable, clear communication improves engagement with clients, vendors, and employees
Helps teams respond faster and more consistently
SapphireOne CRM with Integrated SoftPhone Technology
Customer Relationship Management is a core component of SapphireOne, with a strong focus on organising, automating, and integrating sales, marketing, and customer service activities.
SapphireOne integrates SoftPhone functionality directly into its CRM by partnering with SpliceCom, enabling seamless VoIP communication within the application. This allows businesses to manage all client, vendor, and internal communications from one central system.
Key Features of SapphireOne CRM SoftPhone Integration
One-Click Calling
Make calls directly from the CRM contact record
Start a call with a single click and end it just as easily
No manual number dialling required
Automatic Call History
All calls are automatically logged
Records include date, time, location, and user details
Call Notes and Commentary
Add notes or summaries to each call
Keeps teams informed and aligned on client conversations
Incoming Call Notifications
Desktop pop-ups display caller details
Missed calls are logged automatically
Voicemail messages are emailed directly to the user
Voice Recording
Optional automatic call recording
Recordings can be emailed for easy reference and compliance
If you would like more information on how SapphireOne’s integrated SoftPhone and CRM functionality can enhance your business communications, please get in touch or book a demo with our team. We’re always here to help.
Total Inventory and Production Control with SapphireOne MRP
SapphireOne Material Requirements Planning (MRP) gives you complete visibility and control over your inventory and production processes. With built-in forecasting and historical analysis, MRP helps businesses control inventory levels, enhance production efficiency, reduce costs, and plan confidently for the future.
What Is Material Requirements Planning?
Material Requirements Planning (MRP), sometimes referred to as Material Resource Planning, is a production planning, scheduling, and inventory control system designed to improve productivity within manufacturing and distribution environments.
At its core, MRP is designed to answer three fundamental business questions:
What is needed?
How much is needed?
When is it needed?
By answering these questions accurately, businesses can avoid overstocking, minimise shortages, and align production with demand.
How Material Requirements Planning Works
MRP works backwards from a production plan for finished goods. This plan is converted into detailed requirements for:
Sub-assemblies
Component parts
Raw materials
All requirements are scheduled to ensure the final product can be delivered within the required timeframe.
Without proper resource planning, businesses often struggle with:
Excess inventory holding costs
Production delays
Missed or unfulfilled customer orders
Effective MRP removes these inefficiencies by aligning inventory, production, and demand.
Components of SapphireOne Material Requirements Planning
SapphireOne’s Inventory Management module includes a fully integrated MRP feature that allows resource planning to be managed directly within the ERP system.
SapphireOne’s MRP functionality is built around two core capabilities:
Historical Usage Analysis
Track, adjust, and analyse historical inventory usage
Review usage data across the past 2, 3, or 4 years
Identify trends, seasonality, and anomalies in demand
Forward Forecasting
Forecast future material requirements up to 2.5 years ahead
Calculations are driven by historical usage data
Forecasts update dynamically as data is adjusted
Key Features of the SapphireOne MRP Forecasting Tool
The Forecasting tool allows businesses to model future inventory requirements with precision and flexibility.
Key features include:
Forecast material requirements up to 2.5 years in advance
Fully adjustable forecasting values that automatically recalculate when changed
Ability to account for unexpected events by modifying forecast inputs
Support for multiple planning variants, including:
Minimum and maximum inventory levels
Fixed Order Quantities (FOQ)
Supplier lead times
Editable forecast lines (highlighted in blue) for tailored planning
One-click Save & Recalculate to generate updated forecasts
Forecasting available for total inventory or individual inventory items
MRP Usage History Tool
The Usage History tool provides insight into past inventory behaviour and directly influences future forecasts.
Key capabilities include:
Record and review historical usage for 2, 3, or 4 years
Interactive usage graph that can be manually adjusted
Blue data points can be moved to reflect corrected or exceptional historical periods
Automatic recalculation of future forecasts based on adjusted historical data
Analysis available for total inventory or specific inventory items
Benefits of the SapphireOne MRP Tool
Inventory Control
Ensure materials are available when needed
Track stock on hand accurately
Minimise excess inventory
Plan future material requirements with confidence
Cost Reduction
Reduce holding and storage costs
Improve purchasing efficiency
Maintain a steady and predictable inventory flow
Enhanced Scheduling
Allocate production time efficiently across products
Achieve economic order quantities consistently
Production Optimisation
Ensure the right materials are available in the right quantities at the right time
Reduce waste and downtime
Improve utilisation of equipment and labour
Improved Supplier Relationships
Align demand planning with supplier capacity
Improve transparency and communication
Create more reliable purchasing and delivery schedules
Future Planning
Use historical sales and usage data to support informed forecasting
Save time, resources, and costs through better planning decisions
A step-by-step video walkthrough is available, demonstrating how to use the SapphireOne MRP tool and how it can improve inventory and production processes.
As always, if you have any questions about how our Inventory Management functionality and MRP feature can help your business, please do not hesitate to get in touch or book a demo with a member of our team. We’re always here to help!
The SapphireOne and Mailchimp API integration enables seamless data exchange between your ERP business accounting system and your digital marketing platform. By connecting the two applications, client information is synchronised automatically, reducing manual data entry and improving the accuracy of your marketing communications.
This integration allows SapphireOne to become an active part of your marketing workflow, ensuring your accounting, CRM, and marketing data remain aligned at all times.
Why Mailchimp?
Email marketing remains one of the most effective digital marketing channels for managing and communicating with clients, customers, and prospects. Mailchimp is the world’s largest marketing automation platform, trusted by millions of businesses to deliver over one billion emails every day. Its strength lies in intelligent contact management, professionally designed campaigns, and powerful analytics.
Subscribe SapphireOne Contacts Directly to Mailchimp
SapphireOne’s Mailchimp integration allows contact information to be exchanged automatically between both systems. You can subscribe your entire client database or individual contacts directly from SapphireOne into Mailchimp.
Each SapphireOne Contact record includes an inbuilt Marketing feature with a Create Member in Mailchimp button. This allows you to add new or existing contacts to Mailchimp instantly, including all relevant captured details.
You can also subscribe contacts to one or more targeted marketing lists, ensuring they receive only the communications relevant to them.
Track Marketing Activity Inside SapphireOne
Once a contact has been added to Mailchimp via SapphireOne, all related email marketing activity is automatically recorded within the Contact card.
This includes:
Date and time an email was received
Date and time it was opened
Number of times it was viewed
Having this visibility directly within SapphireOne gives you a complete picture of client engagement without needing to switch platforms.
Maintain a Full Campaign History
SapphireOne keeps a historical record of every Mailchimp campaign sent to each contact, along with their engagement history. This allows you to analyse responses over time and refine future marketing strategies.
The three most recent campaigns are displayed directly within the Contact’s Marketing section for quick reference. Older campaign history can be accessed via the additional information panel next to the Create Member in Mailchimp button.
Getting Started
Setting up the integration is quick and straightforward.
In Mailchimp
Create a Mailchimp account or log in to your existing account
Select Utilities Mode > Utilities Controls > Utilities Default Settings > Utilities Controls Master Defaults from the top toolbar
From the Page drop-down menu, select API
Locate Mailchimp in the API Settings screen
Paste the API Key
Click the green tick to save
A step-by-step video walkthrough is also available for visual guidance.
Important Note
Subscription management and permission rules are governed by Mailchimp. Please ensure all contacts have provided appropriate consent to receive digital communications before subscribing them to mailing lists.
At SapphireOne, we continuously enhance our software, with new versions released regularly. Keeping your system up to date ensures you have access to the latest features, improvements, and fixes. Follow the simple steps below to check and install the latest SapphireOne version.
Step 1
Open your SapphireOne Application, then select SapphireOne Client from the top menu bar and choose About SapphireOne.
Step 2
The About SapphireOne window will appear. Click Check for Updates.
Step 3
If your software is already up to date, you will receive a confirmation message.
If a new version is available, a notification will appear prompting you to proceed. Select OK and follow the on-screen instructions to download and install the latest SapphireOne version directly to your server.
For more detailed information about new features and enhancements, you can review the Release Notes available in the SapphireOne Knowledge Base.
If you have any questions or need assistance, please feel free to email us or book a support call with our team. We’re always happy to help.
Transitioning to a new accounting or ERP system is not just a technical exercise—it’s a people process. While change is often positive, it can naturally create anxiety and resistance, even when the long-term benefits are clear. Most organisations experience this resistance during software transitions, particularly when core systems are involved.
This is where change management plays a critical role. Change management brings together proven practices that help organisations navigate large-scale change at both an organisational and individual level. When applied properly, it reduces disruption, builds confidence, and increases adoption—especially during the implementation of a new ERP accounting system.
A successful transition starts with preparing your people and guiding them through the process from start to finish. Below are practical change management principles we recommend incorporating into your software implementation plan to ensure a smooth transition and maximise the value of your new ERP system.
Commitment and effective communication from the top
Executive leadership must be visible and vocal supporters of the new ERP system. Leaders need a clear understanding of why the change is necessary and how the existing system is no longer supporting the organisation—whether that’s inefficiencies, limitations, data silos, or impacts on staff and clients.
Once leadership genuinely understands the need for change, communication becomes critical. Employees take cues from management, and management follows executive direction. When leadership consistently communicates the benefits and rationale behind the new system, confidence and alignment flow naturally throughout the organisation.
Clear messaging should extend to all staff, outlining what is changing, why it matters, and how individuals will be involved. Where the new system removes frustrations, saves time, or improves workflows, those benefits should be actively communicated and reinforced.
Establish a dedicated internal team
A successful software transition requires representation across the business. Forming a dedicated internal project team with members from all affected departments ensures the system supports the organisation as a whole, not just one function.
This group acts as a conduit between users and implementation partners, helping ensure requirements are understood, tested, and addressed. It also creates internal advocates who can support adoption across departments.
At SapphireOne, we work closely with our clients to identify key user groups—such as finance, operations, sales, or project teams—and define what success looks like for each. Training and demonstrations are tailored to show how the system supports specific roles and performance measures, ensuring relevance and engagement.
We strongly recommend appointing an internal project manager. This role is central to coordinating implementation activities and maintaining momentum. Clear, confident, and enthusiastic communication from this individual has a significant impact on staff engagement, particularly during training and go-live phases.
Don’t cut corners on training
Insufficient training is one of the most common causes of ERP implementation failure. New systems are not always intuitive, and users need time and guidance to build confidence. Investing properly in training ensures at least one person in each department fully understands the system and can act as an internal champion.
SapphireOne training is delivered via TeamViewer in one-on-one or group sessions, using a dedicated test environment populated with real client data. This allows users to practise real transactions—such as data entry and bank reconciliations—before going live, significantly reducing risk and uncertainty.
Training progresses at the pace required by each client, and ongoing support is included as part of annual maintenance. This approach ensures users remain supported well beyond implementation.
Be realistic about your implementation timeline
While it’s tempting to move quickly and start using new features immediately, rushing implementation often leads to problems later. A well-paced rollout allows teams to adapt gradually and ensures the system is configured correctly from the outset.
A transition phase should begin several months before final migration. During this time, organisations can test transactions in both old and new systems, compare results, and validate accuracy. This also provides time to clean up existing data, remove redundancies, and resolve errors before they carry over.
Data backups should be completed early and regularly, creating checkpoints that allow you to reset if required. At SapphireOne, we recommend selecting a definitive cutover date and generating a final, clean set of financial reports to act as the baseline for the new system.
These preparation steps require time, but they significantly reduce stress, improve confidence, and support long-term success.
Consider a third-party consultant
An experienced external consultant can add significant value during an ERP transition. They bring objective insight, proven methodologies, and hands-on experience navigating complex implementations.
If you are implementing SapphireOne and considering external assistance, we are happy to provide recommendations for trusted consultants who understand our system and implementation approach.
Embrace change
Change can be uncomfortable, but it is also essential for growth. Most organisations change accounting systems every 7–10 years. If your business has outgrown its current software or is constrained by limited functionality, exploring modern ERP solutions is a logical next step.
SapphireOne is designed specifically for growing organisations that require more than entry-level accounting software. Our all-in-one ERP, CRM, DMS, and Business Accounting solution provides advanced functionality without the complexity or hidden costs often associated with traditional ERP systems.
Our focus is on simplifying complex processes, automating manual tasks, and supporting businesses as they scale.
If your current system is holding your business back, we’d be happy to discuss how SapphireOne can support your next stage of growth. get in touch or book a live demo to explore how we can help.
In today’s tech-savvy digital world, the landscape of cybercrime is rapidly evolving—from bedroom hackers to highly professional, well-resourced organisations. These cyber criminals are technically skilled and use increasingly sophisticated techniques to breach internal data security. The guide below outlines practical actions you can take now to identify threats, secure your business, and protect your data.
Cybersecurity statistics reported by Fintech News show that phishing attempts have risen by 600% since February 2020, with 75% of attacks originating via email. Businesses now carry a significant responsibility to protect not only their own sensitive information, but also the private and critical data of their employees and clients.
At SapphireOne, we take active, high-quality measures to keep our customers’ data secure, and we strongly encourage our clients to take their own steps to protect accounts and personal information from external threats.
1. Keep an eye out for phishers
Phishing occurs when scammers attempt to trick you into sharing valuable information such as passwords, PINs, credit card details, or personal data. The most common example is an email that appears to come from a legitimate company. These messages are becoming increasingly sophisticated and harder to distinguish from genuine correspondence, often mimicking invoices, alerts, or urgent calls-to-action.
The most effective defence is awareness. Ensure both you and your employees are well informed and vigilant. Make it standard practice to verify the origin of emails before taking action, and think carefully before opening links or attachments. Be particularly cautious of unusual email addresses, spelling errors, inconsistent branding, or suspicious formatting.
2. Take advantage of unique passwords
Never underestimate the importance of strong, unique passwords. Cyber criminals use a wide range of techniques to gain access to credentials, and reusing passwords across systems significantly increases risk. Each critical service should have its own unique password to minimise exposure.
At SapphireOne, password protection is taken extremely seriously. We are proud to offer a Password Management tool built directly into our ERP system, providing granular control over security.
Key security features include:
Inbuilt Password Management – Complete control over password protection across the system. Every function within SapphireOne can be secured, including internal application features and external elements such as user accounts and screens.
Strong, randomly generated passwords – Password length is configurable, and the system automatically generates complex passwords using a mix of upper- and lower-case letters, numbers, and symbols.
Regular password rotation – Passwords can be set to regenerate automatically on a weekly, fortnightly, or monthly basis, ensuring ongoing protection.
Encrypted password storage – Passwords remain encrypted, with workflows controlling which users, groups, or access levels can decrypt and view them.
Comprehensive audit trail – All password changes are logged, including the date, time, and user responsible, ensuring full accountability.
Built-in two-factor authentication (2FA) – When passwords are changed, notifications can be sent to nominated users, adding an additional layer of security verification.
Full client control – Password protection can be activated or deactivated for any feature at any time, with a single click.
3. Ensure your Wi-Fi connection and server are secure
It is increasingly difficult for technology alone to eliminate every threat, as new vulnerabilities emerge constantly and cyber criminals adapt rapidly. Securing both your Wi-Fi connection and server infrastructure adds an essential extra layer of defence across your business environment.
When working remotely or without access to a trusted network, consider using a mobile hotspot or, preferably, a Virtual Private Network (VPN). A VPN encrypts all traffic, preventing unauthorised access to credentials or browsing activity.
At SapphireOne, we recommend running the application on a standalone application server, positioned behind a firewall, operating on a separate VPN and isolated subnet. This architecture significantly reduces exposure and strengthens overall security.
For this purpose, we recommend Fortinet, a leading provider of enterprise-grade cybersecurity solutions. Fortinet’s high-end firewalls offer integrated, automated protection across your infrastructure, delivering end-to-end security and peace of mind.
If you are interested in learning more about all the ways SapphireOne offers security solutions, get in touch with us, we’d love to discuss your business needs and how our software can help.
An API integration is the connection made between two or more separate applications via their APIs, allowing those systems to communicate and exchange data with each other. With SapphireOne’s highly customisable architecture, API integrations are designed to be both powerful and straightforward.
If you work in revenue, operations or marketing—or if your business relies heavily on digital systems, as most do today—you have likely encountered the term API integration more than once. These integrations are no longer optional. They are increasingly essential for businesses looking to scale, improve efficiency and adapt to rapidly changing technological landscapes.
Businesses are evolving faster than ever. Through our work with clients across many industries, we see a growing need to digitally integrate complex corporate environments in line with future goals, while taking advantage of the expanding ecosystem of modern business applications. At the same time, we understand that adopting new technologies can introduce complexity, fragmentation and operational risk if not handled correctly.
This is precisely where SapphireOne adds value. Our focus has always been on simplifying complexity—bringing disparate systems together in a way that is scalable, flexible and sustainable over time. If you are looking to integrate multiple applications, streamline workflows or remove friction between systems, SapphireOne provides a foundation designed for exactly that purpose.
What is an API, and why does it matter?
API stands for Application Programming Interface. In simple terms, it acts as a messenger that allows different software applications to communicate with one another. One system sends a request, the API delivers it to the other system, and the response is returned in a structured and predictable way.
An API integration takes this a step further. It is the practical implementation of that communication—connecting applications so that data flows between them automatically. These integrations underpin many high-performing businesses by keeping data synchronised, reducing manual effort, improving accuracy and supporting scalable operations.
While the benefits of data syncing and time savings are obvious, the real value lies in automation and data integrity. Properly integrated systems eliminate repetitive manual tasks, reduce the risk of errors caused by duplicate data entry, and ensure that information remains consistent across the entire technology stack. This allows teams to focus on higher-value work rather than system maintenance.
Where API integrations often fall short
In theory, APIs should make integration easy. In practice, many businesses discover that a one-size-fits-all approach rarely works. Established organisations often rely on a wide range of applications across sales, marketing, logistics, finance and operations. Getting all of these systems to communicate in a way that reflects real-world business processes can quickly become challenging.
While many modern applications offer APIs, few provide deeply customisable integrations that account for unique workflows or complex data relationships. As a result, businesses are often forced to rely on third-party connectors, custom middleware or manual workarounds—introducing cost, risk and ongoing maintenance overhead.
A more effective approach: SapphireOne’s customisable integration framework
SapphireOne was built with this challenge in mind. Since 1986, we have been developing a unified, all-encompassing system designed to evolve alongside our clients’ needs. Rather than requiring multiple disconnected tools, SapphireOne brings ERP, accounting, CRM, document management, payroll/HR, assets and inventory management together in a single application.
Our platform already integrates with a wide range of APIs, including Shopify, WooCommerce, PayPal, Stripe, the ATO, Mailchimp, MoveIt, Brandscope, OANDA and many others. Clients have access to our full API suite, and we continue to expand our partner ecosystem as new requirements emerge.
Where an integration does not yet exist, SapphireOne is fully customisable. If your business needs a specific integration or workflow, we can build it. Importantly, all integrations and enhancements are incorporated into the core source code. This means improvements benefit the entire SapphireOne ecosystem, rather than being isolated add-ons.
The practical result is long-term scalability without escalating licensing costs. While your business may not need every integration today, you can be confident that the capability is available as your requirements grow—without having to replatform or bolt on expensive third-party solutions.
Real-world results from custom API integrations
James Brown from Bordo describes the impact of SapphireOne’s integration with MoveIt:
“We used to have to create consignments in different systems, one for each freight company. If a client changed their address, we would have to remember to change it in the freight company’s system as well as in SapphireOne.
We had a whole lot of different systems we had to use, staff had to be trained on them all, and all the systems had to be kept up-to-date manually with addresses, etc. Now that’s automated in SapphireOne with its integration to MoveIt.
It has made the whole process a lot more simple, convenient and less error-prone.”
This is a common theme across our client base. Integrated, automated systems reduce friction, improve accuracy and free teams to focus on growth rather than administration.
Built to evolve with your business
SapphireOne’s approach to API integrations reflects our broader philosophy: your business will change, and your systems must be able to change with it. By continuously innovating within a single, unified platform, we ensure our clients are supported at every stage of growth.
If you are looking to better integrate your systems, streamline operations or future-proof your technology stack, we would welcome the opportunity to discuss how SapphireOne can support your business. Get in touch or book a live demo to explore what’s possible.
As SapphireOne has all Standard Business Reporting rules of the ATO built-in within its Management Mode, it is a SBR software.
SapphireOne includes all Standard Business Reporting (SBR) rules mandated by the Australian Taxation Office, built directly into Management Mode. This makes SapphireOne a fully integrated SBR-enabled software solution.
In practical terms, SapphireOne collects the required information for each government report directly from your business records. When a report is required, the system automatically extracts and pre-fills the necessary data from your live data file using the tools available in Management Mode. This significantly reduces the time spent collating information, completing forms and submitting reports to participating government agencies.
Standard Business Reporting was introduced by the Australian Government in 2010 as a consistent approach to business record-keeping, designed to simplify reporting obligations. By embedding SBR functionality into SapphireOne, compliance becomes a by-product of day-to-day operations rather than an additional administrative task.
Standard Business Reporting within SapphireOne Management Mode
Management Mode provides access to SBR reporting alongside a broad range of core financial and compliance functions, including:
Running End of Month and End of Year processes, either together or separately for Financials, Assets and Payroll
Creating and managing Standing Transactions
Accessing Cash Movement and Accounts Movement reports, Payroll Tax and Monthly Activity reports, Statements of Equity and GST Summary Accrual reports
Viewing Statements of Position, Business Activity Statements and Bank Reconciliation reports
Producing by-period reports across all records, with General Ledger values recalculated by period
Printing full audit trail reports for Accounts Mode transactions, including Receivables, Payables and General Ledger
Because SBR reporting draws on information already recorded as part of normal business operations, accounting teams avoid duplicate data entry and minimise the risk of reporting errors. Using Management Mode as the central point for reporting not only saves time, but also improves accuracy and confidence in compliance.
SapphireOne’s Assets Software is fully integrated across all modes of the application, enabling businesses to manage company assets and depreciation in a structured, accurate and efficient way. Because Assets is directly connected to Financials, relevant transactions can flow seamlessly through to the General Ledger where required, while still allowing detailed asset-level tracking to remain within the Assets module.
When new data is entered in the Assets mode, a range of transaction types can be generated. These transactions fall into two clear groups, depending on whether they integrate with Financials or remain internal to Assets.
Asset transactions transferred to Financials
The following transactions are posted to Financials as General Journals (GJ), Vendor Invoices (VI) or Money Payments (MP):
DGJ – Depreciation General Journal
PGJ – Purchase General Journal
SGJ – Disposal Sale General Journal
VGJ – Revaluation General Journal
RGJ – Reverse Sale General Journal
These transactions ensure that depreciation, purchases, disposals and revaluations are correctly reflected in your General Ledger.
Asset transactions retained within Assets
The following transactions remain within the Assets module and are not transferred to Financials:
DNT – Depreciation Note
DLN – Depreciation Loan
DSR – Depreciation Service
DRP – Depreciation Repair
DCO – Depreciation Company
These entries allow you to maintain a complete asset history without affecting your financial reporting.
Core principles of the Assets Software
Asset depreciation – SapphireOne supports multiple depreciation schedules for each asset. While only one depreciation schedule is transferred to the General Ledger (typically the ATO-compliant schedule), additional schedules can be retained within Assets for internal analysis. For example, a business may track both the written-down tax value and a projected resale value. Retaining company-specific valuations within Assets provides greater insight into the true worth of assets without distorting statutory financials.
Asset control and lifecycle management – SapphireOne allows assets to be purchased, sold and controlled with ease. Each asset record can store detailed information including location, responsible staff member, warranty periods, repairs, servicing and associated loans. This provides full visibility across the entire asset lifecycle, supporting stronger governance and more informed decision-making.
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All accounts transactions in SapphireOne are assigned a status code, making it easy for users to understand exactly where a transaction sits in the workflow and what actions, if any, are still required before it can be processed successfully.
The transaction status is displayed as a column in all Inquiry windows and updates automatically as actions are performed, such as saving, posting, reconciling, or printing a transaction.
In a Standard Inquiry, the status is shown as a descriptive value, such as Yes or No. When viewing the same data in a Custom Inquiry—and in some Standard Inquiry windows—the status is instead displayed as a numeric code, such as 0 or 1. Both formats represent the same underlying transaction state.
Key Transaction Status Codes
The two most commonly encountered status codes are:
(Ent) | (-2) – The transaction has been entered and saved correctly but has not yet been posted.
(Yes) | (1) – The transaction has been fully processed and posted successfully.
These codes indicate whether a transaction is still editable or has been finalised within the system.
Additional Status Codes and Error Handling
In addition to the core entry and posted statuses, SapphireOne uses a range of other status codes that may appear before or after posting. Some of these are purely procedural, while others indicate that a transaction contains an error that prevents it from being posted.
If a transaction displays an error-related status code, users can open the transaction to view a detailed explanation of the issue. This makes it easy to identify what needs to be corrected before the transaction can proceed. Until a transaction is successfully posted, it remains fully editable.
Below is a complete reference table of all status codes used for accounts transactions in SapphireOne:
Name
Code
Status Description
New
Data entered, but not yet saved
No
0
Entered & saved & deciding whether Ent or Err
Ent
-2
Entered & saved & ready for posting
Err
-1
Error occurred during saving or posting
Wait
3
Waiting to be posted by system
Work
12
Transaction being processed for posting
Yes
1
Posted
Rec
8
Posted & waiting to be reconciled
Hist
2
In History or waiting to go to History
Lock
4
Not posted, as transaction (or related record) in use
Later
6
Waiting to be posted (via activity queue button)
Inwards Goods
13
Any transaction of an Inwards Goods
Print
Preparing to print
WF
Requires workflow authori
If you are experiencing issues during the processing of your accounts transactions, please book a support call and our customer support team will happily assist you with your query!
SapphireOne delivers an integrated HR and Payroll solution that enables HR teams to manage employee information and process payroll efficiently within a single system. Because Payroll is fully embedded within the broader SapphireOne Financials framework, data flows automatically between Payroll, General Ledger, and other financial areas without the need for duplicate entry.
For organisations already using SapphireOne Financials, Payroll will feel immediately familiar. It follows the same operational standards, reporting structures, and interface conventions, ensuring consistency across the system while reducing training overheads.
Flexible Pay Run Processing
SapphireOne Payroll is designed to support regular Pay Runs across different cycles, including weekly, fortnightly, and monthly. Each Pay Run is preconfigured with default employee details, making it ready to process immediately.
Where required, these defaults can be adjusted either temporarily for a single Pay Run or permanently for future processing. This flexibility allows payroll teams to manage exceptions, adjustments, and one-off changes without disrupting ongoing payroll schedules.
Payroll Functionality Within the HR Module
The Payroll functionality within SapphireOne’s HR software is organised into five core areas, each supporting a distinct part of the payroll lifecycle:
Payroll – This area supports all operational activities required during a Pay Run, including employee record updates, permanent or temporary adjustments, execution of Pay Runs, superannuation management, and tools that assist with payroll processing.
Reports – Payroll reporting is available before, during, and after each Pay Run. This includes transaction reports, PAYG payment summaries, reconciliation reports, and compliance-focused outputs.
Administration – Administration acts as the central setup area for Payroll. It allows users to create and maintain employees, job projects, tax scales, payroll items, and other foundational data that drives payroll accuracy and compliance.
Roster – The Roster section provides access to location inquiries and the roster scheduling tool, supporting workforce planning and alignment between payroll and operational staffing requirements.
History – Historical payroll data can be reviewed and reported on at any time. This includes access to prior Pay Runs, historical reports, and tools to estimate leave liabilities for posting into the General Ledger.
A Unified HR and Payroll Approach
By integrating HR and Payroll directly with Financials, SapphireOne ensures payroll data is accurate, auditable, and immediately reflected across the organisation’s accounting records. This unified approach reduces manual handling, improves compliance, and gives management real-time visibility over payroll costs and employee liabilities.
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Have a look at our other blogs in which we regularly release instructions, information and updates that are relevant for an HR software offering a Payroll functionality.
The Job Management Software functionality within SapphireOne provides a unified environment for managing job projects, cost budgeting, resource planning, and Gantt chart scheduling—all within a single application.
Designed for businesses that need clear visibility and control over project-based work, SapphireOne Job Projects integrates seamlessly with Accounts, Inventory, Vendors, and the General Ledger, ensuring that all job-related activity is accurately tracked and reported in real time.
Job Project transactions and coding structure
Data entry within Project Mode creates a range of job-related transaction types. Each transaction is identified by a three-letter code, making it easy to recognise both the origin and nature of the transaction.
First letter – Indicates the originating module. For Job Projects, this is always J.
Second letter – Further defines the source of the transaction:
M – Monetary
C – Clients
G – General Ledger
V – Vendors
Third letter – Describes the transaction type:
R – Receipt
F – Refund
I – Invoice
C – Credit Memo
J – Journal
P – Payment
Common examples include:
JCI – Job Client Invoice
JCC – Job Credit Memo
JGJ – Job General Ledger Journal
This structured coding system provides immediate clarity when reviewing transactions across the system.
Integration with Accounts and the General Ledger
Once a Job Project transaction is posted, it flows automatically into Accounts Mode and appears in the relevant inquiry screens. For example, a Job Client Invoice (JCI) becomes a standard Client Invoice and is visible in the Receivables Transactions Inquiry.
Job Projects also generate their own project-specific General Ledger accounts. These are created automatically the first time a transaction is allocated to a project using a particular GL account. This allows for precise tracking of project-level financial performance without the need for manual GL setup.
Core Job Project functions
SapphireOne Job Management Software supports a range of project-related activities, all linked to a specific Project ID.
Job Costs – Handles the entry, allocation, and posting of job-related vendor invoices, purchases, and expenses.
Job Projects – Enables tracking of project progress, costs, and performance, including the allocation of individual or grouped resources to specific jobs.
Job Inventory – Allows inventory items to be allocated to a project in advance, ensuring accurate cost attribution and availability planning.
Job Resources – Supports the invoicing of goods and services and their direct allocation to a project, maintaining clear links between revenue, cost, and delivery.
By combining financial control, resource management, and project tracking in one integrated system, SapphireOne Job Management Software helps businesses streamline project workflows, improve cost visibility, and maintain tighter control over job profitability.
For more information on how to manage job projects, undertake cost budgeting, resource planning and the creation of Gantt Charts with our Job Management software, please visit our website.
The Client Inquiry screen in Accounts Receivable provides an overview of all clients in your SapphireOne data file, including key identifying and accounting details. The initial Client Inquiry window displays a list of clients using default settings.
It is important to note that any changes made within the Client Inquiry are permanent and update the client’s master record. SapphireOne also provides other areas of the system where client-related information can be adjusted without permanently modifying the client record.
Client Details page
When you open a specific client, SapphireOne displays the Details page by default.
This page is divided into four main sections:
Client Details – This section contains core information such as client ID, name, class, terms, and key accounting settings.
Client Grouping – Grouping options allow clients to be categorised for reporting, pricing, and analysis purposes.
Client Address – The address section includes three selectable sub-sections via the drop-down menu.Each address type can be maintained independently, ensuring accurate correspondence and documentation:
Standard
Statement
Invoice
Client Contacts – This section stores contact information for individuals associated with the client, including phone numbers, email addresses, and roles.
Additional client inquiry pages
Each client record contains 22 separate inquiry pages, each providing access to different types of information relating to the client. These pages include transaction history, balances, allocations, documents, notes, and reporting views.
By default, the Details page opens first, but users can navigate to any other page depending on the information they require.
Managing inactive clients
SapphireOne enforces strict audit controls and therefore does not allow clients to be deleted. Instead, clients can be made Inactive or reactivated at any time, provided there are no outstanding balances.
Inactive clients do not appear in the Client Inquiry list by default. To view them, you can:
Perform a query for All Records
Select Include Inactive from the Tools menu
Use Toggle Active from the Tools menu
The Toggle Active function reverses the status of all selected records, meaning active clients become inactive and inactive clients become active.
The Client Inquiry in Accounts Receivable is a central tool for managing client data, monitoring balances, and maintaining accurate records. Used effectively, it provides clear visibility across client activity and supports efficient receivables management within SapphireOne.
For more information on Client Inquiry and other SapphireOne features, please request a live demo with our team.
The Accounts Receivables Allocations Inquiry in SapphireOne is used to manage receivable transactions that have not yet been fully allocated. While it is similar in appearance to the Transactions Inquiry screen, it serves a more specific purpose by displaying only outstanding items that still require allocation.
Whenever a receivables transaction is created, SapphireOne automatically determines whether it requires allocation. Transactions shown in the Allocations Inquiry are grouped by Client, making it easy to review and manage outstanding balances on a client-by-client basis.
The primary purpose of this inquiry is to allow users to allocate payments—such as Client Receipts or Client Credits—against outstanding invoices once payment has been received.
Allocating transactions in SapphireOne
The Allocations Inquiry allows you to both allocate and unallocate receivable transactions.
Unposted transactions may be unallocated and deleted if required
Posted transactions cannot be deleted, but they can still be allocated or unallocated
This provides flexibility when correcting or adjusting allocations without compromising transaction integrity.
Open Item Clients window
Within the Allocations Inquiry, you can open the Open Item Clients window. This screen allows you to allocate selected Client Receipts or Client Credits against other outstanding transactions for the same client.
From this window, allocations can be performed in several ways:
Fully allocate manually
Click directly on a transaction line to fully allocate it
Partially allocate
Right-click on a transaction line
This opens the Allocation Amounts window, where a partial amount can be entered
Automatically allocate
Use the Apply To drop-down menu
This applies available credits automatically across outstanding transactions in the allocation lines
Unallocating transactions
If an allocation needs to be reversed, SapphireOne provides the following options:
Fully unallocate manually
Click on a previously allocated line to remove the allocation entirely
Partially unallocate
Right-click on an allocated line
The Allocation Amounts window will open, allowing you to adjust or remove part of the allocation
These options ensure that receivables can be corrected or reallocated accurately when circumstances change
The Accounts Receivables Allocations Inquiry is a key tool for maintaining clean client balances, ensuring payments are applied correctly, and giving finance teams full visibility over outstanding receivables. When used regularly, it helps streamline reconciliation and improves overall cash flow management within SapphireOne.
SapphireOne covers ERP, CRM, DMS and Business Accounting is an all-in-one integrated software solution. If you would like to find out more about our Accounts Receivables Allocations Inquiry and Transactions Inquiry, request a live demo with us here.
In 2020, many organisations were looking beyond standard accounting features and seeking ways to use their ERP and CRM platforms to strengthen customer engagement and retention. One increasingly popular approach was the introduction of customer loyalty programs and voucher-based incentives that could be managed directly within core business systems.
While many business software platforms only offered off-the-shelf functionality, SapphireOne continued to distinguish itself by providing the option for custom programming across its ERP, CRM, and accounting modules. This allowed organisations to tailor workflows, automate complex processes, and remove time-consuming manual data entry.
By customising SapphireOne to support loyalty programs and voucher management, organisations were able to centralise customer incentives within their accounting and CRM environment, rather than relying on disconnected third-party tools or spreadsheets.
Custom programming for customer loyalty programs
In response to client demand in 2020, SapphireOne implemented custom functionality to support points-based customer loyalty programs directly within the system. This removed the need for staff to manually track points or manage voucher eligibility outside the ERP.
Key capabilities introduced through custom programming included:
Qualification of defined customer groups for participation in loyalty programs
Configurable dollar-to-point conversion ratios (e.g. 1 point per $1, $5, or $100 spent)
Automatic allocation of loyalty points when client invoices were processed
Multi-tier voucher structures, allowing different voucher values to be generated from accumulated points
Automatic lifetime discounts triggered once defined point thresholds were reached
Loyalty points accrued by customers were visible directly within SapphireOne, and customers could see earned points clearly displayed on their invoices. This transparency improved customer engagement while reducing administrative overhead for staff.
Automated distribution of loyalty vouchers
To further streamline operations, SapphireOne introduced automated batch email functionality for distributing loyalty vouchers. Once customers qualified for vouchers on a given day, the system could automatically generate and distribute emails without staff intervention.
This eliminated the need for manual verification of point balances and individual voucher emails, saving significant administrative time while ensuring timely communication with customers.
Creation and redemption of gift vouchers
Custom programming also extended to the creation and management of gift vouchers within SapphireOne. This allowed organisations to issue, sell, and redeem vouchers directly from the system, whether generated through loyalty programs or sold independently.
Gift voucher functionality included:
Activation of vouchers only upon successful payment
Support for unlimited voucher values
Automatic deactivation once a voucher balance was fully redeemed
Ability to redeem multiple vouchers within a single transaction
Full tracking of voucher creation, usage, and redemption history
By consolidating voucher management within SapphireOne, organisations gained clear visibility and auditability across all voucher activity.
Business impact
By taking advantage of SapphireOne’s custom programming capabilities, organisations in 2020 were able to eliminate manual tracking of loyalty points and vouchers, improve customer service, and increase customer satisfaction and retention. Staff were freed from repetitive administrative tasks, allowing greater focus on value-adding activities.
SapphireOne’s ability to adapt its ERP, CRM, DMS, and accounting functionality to suit specific business requirements continued to provide a flexible and cost-effective foundation for growth across single-site and multi-site organisations.
Western Union Business Solutions enables companies of all sizes to send and receive cross-border payments and manage foreign exchange with confidence. With deep expertise in moving funds around the globe and access to more than 130 currencies, Western Union can help your business spend less time managing international financial transactions and more time growing your businesses.
Western Union has extensive experience working with clients in a variety of sectors, including manufacturing, NGO, charities, agriculture and mining, and also offers customised solutions for legal, financial and educational institutions.
They work with their clients to ensure they understands their unique business needs. Whether you require an online payment solution, or personalised support to help guide you through the world of foreign exchange, Western Unions’ industry expertise and distinguished service portfolio enable you to make international payments and manage currency risk with confidence.
For more information on how to integrate Western Union with SapphireOne, you and review our Western Union Partnerpage, or contact a member of our team. We’re always here to help!
If your financial year ends on 30 June, the sticky notes on your desk are probably starting to compete for space. EOFY is traditionally stressful, and the additional challenges brought on by COVID-19 have only intensified the pressure. The good news is that with the right preparation, Financial and Assets Year End in SapphireOne can be completed smoothly and methodically.
This article provides a concise, practical guide to processing Financials and Assets Year End in SapphireOne. Please note that Payroll Year End is handled separately and follows a different procedure. A dedicated Payroll Year End guide has already been published and should be completed before commencing Financials and Assets Year End.
You are not required to close your financial year on a specific date, and Year End processing can be completed well into the following year. However, Australian tax law may require an annual stocktake as at 30 June, which is why many businesses choose to process Assets and Financials separately. If you do run these processes at different times, some steps will need to be repeated.
1. Run month end
Before commencing Year End, ensure that all Month End tasks for Financials and Assets have been completed. These include:
Sending statements
Reviewing budgets
Recording asset depreciation
Lodging BAS/IAS submissions
Reviewing all essential reports
Reconciling figures against source documents
In most cases, Payroll Month End and Payroll Year End will have already been completed earlier, as new pay runs cannot be processed in the new financial year until Payroll Year End is finalised.
If this applies to your business, we recommend running Period End Financials and Period End Assets separately. Alternatively, if you are ready to proceed with Financials and Assets before processing the first new pay run, you may run Month End All, followed by End of Year Payroll, and then complete Financials and Assets Year End when ready.
2. Perform stocktake
Australian tax law requires businesses to record the value of all trading stock on hand at 30 June. To substantiate these values, accurate records must be kept for all transactions relating to the purchase, maintenance, repair, and sale of inventory and assets.
A stocktake should only be performed once all inventory transactions for the financial year have been entered and posted. Before commencing stocktake, confirm that inventory quantities and values are finalised.
3. Back up your data file
Before undertaking Financial Year End, it is mandatory to create a master backup of your SapphireOne data file.
Ensure that:
The backup can be successfully restored
It is stored securely in a safe location
Do not proceed with Year End until this step has been completed.
4. Conduct data maintenance
To minimise the risk of errors during rollover, perform routine data maintenance tasks:
Run a Re-Index on the SapphireOne server
Ensure a Data Compact has been completed
As an added precaution, you may wish to perform a trial Year End using the Single User application with a copy of your data file. This allows you to familiarise yourself with the process without impacting live data.
5. Unlock all periods
All periods must be unlocked before processing Year End (this does not apply to Payroll).
Go to: Utilities Mode > Utilities Controls > Utilities Controls Inquiries > Utilities Controls Company Select Unlock All
This must be done for all seven functional areas listed in the drop-down menu.
6. Process year end
You may process Financials and Assets together if all prerequisites for both modules have been completed. To do this, tick Include Assets when running Financial Year End.
Do not tick Include Payroll, as Payroll Year End will typically already have been completed.
The Year End rollover is guided and requires confirmation that all prerequisite steps have been completed before finalisation.
a. Assets
Before processing Assets Year End:
Produce all required asset reports
Confirm depreciation is fully up to date
Then go to: Management Mode > Management General > Management End of Year Assets
Enter the last period for the year (for example, “12”)
Tick all completed checkboxes
Click Continue
Note that depreciation for the new financial year cannot be posted until Assets Year End has been completed.
b. Financials
Before processing Financial Year End:
Post all outstanding transactions
Reconcile and print:
Trial Balance
Standard Balance
Income Statement
Balance Sheet
Aged Clients and Aged Vendors
Reconcile all bank accounts
Run the General Ledger Audit report
Finalise statements
Verify all client and vendor allocations
Then go to: Management Mode > Management General > Management End of Year Financials
Enter the last period for the year (for example, “12”)
Tick all completed checkboxes
Click Continue
7. Check periods
Once Year End processing for Financials and Assets has completed, review your periods.
Go to: Utilities Mode > Utilities Controls > Utilities Controls Inquiries > Utilities Controls Company
You will need to check the periods for the following functions:
Assets (after Assets Year End)
Clients, Vendors, Time Sheets, Sales Analysis, General Ledger, Projects (after Financial Year End)
Confirm that Period 1 reflects the correct start and finish dates for the new financial year.
EOFY involves many moving parts, and it is easy to overlook critical steps when under pressure. By following the process outlined above, you can ensure your Financial and Assets Year End is completed accurately and without unnecessary stress.
If you require assistance at any stage, our support team is available to help. Simply book a support call and we’ll guide you through the process. You can find year-end deadlines and more information on this ATO page.
As part of its end-of-financial-year preparation, Frutex has completed a full warehouse stocktake using SapphireOne WebPack StocktakeEntry, demonstrating how large, multi-warehouse operations can be stocktaked accurately and efficiently in real time.
Frutex has been a SapphireOne client since 1999 and operates from a 60,000-square-metre site comprising seven warehouses. The business is recognised as a technology leader in the food industry, with ongoing investment in modern plant, equipment, and infrastructure.
Frutex warehouse facilities
Frutex recently completed significant expansions to both its frozen and dry storage facilities at its existing site.
The frozen storage facility operates at -20°C and provides approximately 3,500 pallet spaces, while the newly completed dry storage facility adds a further 7,000 pallet spaces. Together with earlier developments, Frutex now manages more than 44,000 pallet spaces across dry, frozen, and production environments.
Live stocktaking with SapphireOne WebPack
Harry, IT & Marketing Manager at Frutex, explains how the SapphireOne WebPack played a key role in streamlining their stocktake process:
“Heads up, we are stocktaking today using SapphireOne’s new and improved multi-warehouse support, with live stocktake visual map updates showing us what’s been counted as we go along. It’s been great working with the SapphireOne team, who have worked tirelessly over the last couple of weeks to make this possible for us.”
Using SapphireOne WebPack, Frutex was able to stocktake the entire facility in just two days, with 15 stocktake teams working simultaneously on iPads across the site. The live visual warehouse mapping allowed teams to see progress in real time, significantly reducing duplication, delays, and manual reconciliation.
Infrastructure supporting real-time operations
To support this level of operational visibility, Frutex recently implemented a 10-gigabit Ubiquiti network, utilising more than 100 UniFi devices to deliver full Wi-Fi coverage across the site. The facility is also monitored by over 100 surveillance cameras, all accessible via iPad and iPhone applications.
Despite the scale of the operation, the entire environment is managed by a relatively small IT team, highlighting the efficiency gained through integrated systems and mobile access.
SapphireOne custom WebPack in action
Frutex uses a custom SapphireOne WebPack, fully integrated across all warehouses and production areas. A key feature is warehouse mapping, which enables stock to be tracked and viewed live on portable iOS devices over the company’s Wi-Fi network.
Stocktaking at Frutex spans nine distinct warehouse locations, all managed within a single, unified SapphireOne data file. This ensures consistency, accuracy, and real-time visibility across the entire operation.
SapphireOne WebPack StocktakeEntry demonstrates how large, complex warehouse environments can complete accurate stocktakes quickly, with minimal disruption, by combining mobile technology, real-time data, and visual warehouse mapping—all within a single integrated ERP platform.
Preparing and processing your Payroll Year End only takes eight clear steps. By following them carefully, you can complete the year-end process with confidence and roll smoothly into the new financial year.
COVID-19 has turned 2020 into an exceptionally challenging year. From a payroll perspective, the introduction of JobKeeper, salary reductions, and altered employment arrangements have added significant complexity. For many payroll professionals, Payroll Year End may not have been top of mind—but even small oversights can lead to serious compliance issues.
This guide walks you through how to prepare and process Payroll Year End accurately in SapphireOne.
Review balances and settings
Before processing your final pay run, review all closing balances and payroll settings. Pay particular attention to allowance configurations, especially if any were added or modified during the 2019/20 financial year. This is also an ideal time to review each employee’s payroll details to ensure records are complete and accurate.
If you are claiming JobKeeper and are unsure whether your setup complies with current ATO requirements, we recommend reviewing the JobKeeper step-by-step guide before proceeding.
Reconcile posted pay runs
Payroll Year End is an important checkpoint to confirm that all posted pay runs for 2019/20 have been reconciled correctly. Review your standard payroll checklists and reports to ensure consistency and accuracy.
At a minimum, we recommend verifying:
General Ledger Audit
Transactions Audit
Trial Balance
This step helps identify discrepancies before finalisation, when corrections are no longer possible.
Run the final pay run
Process your last pay run of the financial year as normal, based on your usual payroll cycle (weekly, fortnightly, or monthly). Ensure all payroll entries are complete and reviewed before proceeding.
Finalise your STP declaration
Every pay run requires submission of an STP report, which SapphireOne handles automatically. However, at Payroll Year End, the ATO requires an STP Finalisation Declaration confirming that all payroll information for the financial year is complete and final.
STP finalisation due dates are:
Employers with 20 or more employees: 14 July
Employers with 19 or fewer employees: 31 July
To submit the finalisation in SapphireOne:
Go to: Payroll/HR > History > Pay Run Log / STP
Click STP Submit
In the pop-up window:
Tick Final Pay of the financial year
Confirm and tick the three declarations below
Important note: The option to re-submit an STP report using “This is an Amendment” applies only to category changes in allowance settings (Payment Summary / STP Position). It is not intended for correcting payroll figures after reversing a pay run.
Run end of month for payroll
Before running Payroll Year End, you must complete End of Month processing for the final payroll month.
Key points to remember:
Your final pay run must be in period 12
Payroll Year End moves payroll into period 13
Do not process pay runs in period 13
Important reminders:
If you start a new pay run in period 12, do not process it in period 13
Run Payroll Year End first, then process the pay run in period 1
Do not post payroll transactions after Payroll Year End has been processed
Payroll periods operate independently from General Ledger periods, so always verify payroll periods carefully.
Once Month End is run and payroll rolls into period 13, you cannot reverse the process. Review all figures thoroughly before proceeding.
Post payroll year end
Once you have confirmed that payroll is correctly sitting in period 13, you can post Payroll Year End.
Go to: Management Mode > Management General > Management End of Year Payroll/HR
This action finalises payroll for the financial year.
Update periods and taxes
After posting Payroll Year End, update payroll periods and tax settings for the new year.
Go to: Utilities Mode > Utilities Controls > Utilities Controls Inquiries > Utilities Controls Company (Control Accounts Page)
Open the Periods and Taxes page
Select Payroll
Manually update the Finish Date for Period 1 to the new payroll year
Use Auto Fill (Increment by Month) to update remaining periods automatically
Import tax scales
The final step is importing updated tax scales once released by the ATO. SapphireOne will notify you when new rates are available.
To import tax scales:
Go to: Utilities Mode > Utilities General > Sapphire Functions
Select Payroll
Choose ImportTaxRatesTCP (or text import if required)
Final notes
By following these eight steps, Payroll Year End can be completed efficiently and without unnecessary stress. Taking the time to review, reconcile, and verify each stage ensures compliance and a clean start to the new financial year.
If you need assistance at any point, the SapphireOne support team is available to help. Please book a support call and we’ll guide you through the process.
Following MYOB’s announcement that it would discontinue development of AccountEdge for macOS due to incompatibility with Catalina, many Mac-based businesses have been forced to reconsider their accounting software. For organisations that rely on Apple hardware, the challenge is not just finding a replacement, but ensuring continuity, stability, and long-term viability.
SapphireOne has been fully compatible with macOS Catalina since its release in October 2019. It provides a modern, enterprise-grade accounting and ERP platform that removes much of the traditional complexity associated with accounting systems, replacing it with practical, efficient workflows that support daily business operations.
A smooth transition to macOS Catalina
SapphireOne has been macOS-compliant since its inception in 1986 and has consistently transitioned clients smoothly through every major Apple operating system update. While MYOB AccountEdge users can technically remain on older versions of macOS, doing so only delays the inevitable. As other applications phase out Mojave support, businesses face increasing compatibility issues.
Migrating sooner rather than later also reduces risk. Data files grow over time, and delaying a transition only increases the complexity of migration. SapphireOne allows businesses to move forward confidently on Catalina without disruption.
All-inclusive software with no hidden costs
Unlike many accounting and ERP platforms that rely on modular add-ons with separate licensing fees, SapphireOne is genuinely all-inclusive. Every module is available through a single interface, with no surprise upgrades or feature-locked tiers.
The core system includes Accounts, Inventory, Job Projects, Assets, Payroll/HR, Management, Utilities, and Workbook—all accessible from one toolbar. This approach not only simplifies training and usability, but also ensures predictable costs as the business grows.
Responsive local support and structured training
SapphireOne provides direct support via phone and email, with the option to book scheduled support calls through the website. During implementation, structured training is delivered to key staff, ensuring confidence and competence from day one.
Clients also have access to comprehensive documentation, regularly updated manuals, and community resources that explain commonly used features and workflows. This support model is particularly valuable for businesses transitioning from discontinued software such as MYOB AccountEdge.
ERP, CRM, and DMS in one unified application
SapphireOne consolidates ERP, CRM, and document management into a single, real-time system. Users can access the database simultaneously without performance degradation, regardless of scale. The platform is operating-system agnostic, allowing businesses to run on macOS, Windows, or both concurrently.
In addition, SapphireOne includes integrated VoIP softphone functionality, browser-based access via its Web Pack, and full mobile compatibility for tablets and smartphones. Documents, customer relationships, and operational data are all managed within one application, eliminating the fragmentation common in smaller accounting packages.
A broad and growing partner ecosystem
SapphireOne integrates with a wide range of external platforms through its API gateway, supporting bulk data imports and real-time connectivity. Ongoing investment in research and development ensures compatibility with modern technologies and evolving business requirements.
Current integrations include platforms such as Shopify, Australia Post, PayPal, BigCommerce, and the ATO. Importantly, SapphireOne does not charge additional subscription fees for access to these integrations, reinforcing its no-hidden-costs philosophy.
Suitable for businesses of any size
While MYOB AccountEdge is primarily aimed at small businesses, SapphireOne supports organisations at every stage of growth. It accommodates multiple currencies, tax jurisdictions, and unlimited locations within a single data file, making it equally suitable for start-ups, established SMEs, and large enterprises.
Smaller businesses benefit from streamlined workflows and automation, while larger organisations gain advanced capabilities such as automated foreign exchange control and multi-entity reporting. Importantly, businesses can grow into the system without needing to purchase additional modules later.
A future-proof alternative for AccountEdge users
For businesses currently running MYOB AccountEdge on macOS and planning to upgrade to Catalina, SapphireOne represents a stable, future-proof alternative. It delivers continuity on Apple platforms, removes reliance on third-party add-ons, and provides a single, scalable solution for accounting, operations, and business intelligence.
Transitioning to SapphireOne allows former AccountEdge users to modernise their systems with confidence, improve operational efficiency, and ensure long-term compatibility with Apple’s evolving ecosystem.e your processes with ease and improve your current business intelligence by delivering an efficient and easy-to-use solution for all your accounting activities.
Please contact us to request a live demo and/or read the testimonials from our long-standing clients.
Processing vendor invoices, tracking liabilities, and settling payments are core accounting functions. While Accounts Payable (AP) processes can appear orderly on the surface, hidden inefficiencies often exist beneath the workflow. Over time, these weaknesses can lead to operational and financial strain, including increased processing costs, unnecessary staffing pressure, damaged supplier relationships, and missed rebate opportunities.
This article outlines the most common Accounts Payable challenges and explains how automation within SapphireOne helps eliminate risk while improving efficiency and control.
Why manual Accounts Payable processes fall short
Manual AP workflows often rely on spreadsheets, email trails, and disconnected approval steps. These approaches struggle to scale and expose the business to avoidable risks.
Common outcomes of inefficient AP practices include:
Rising invoice processing costs
Increased headcount requirements in finance teams
Supplier frustration due to late or incorrect payments
Lost early-payment discounts and rebate opportunities
Automating Accounts Payable practices
Human error during data entry – Manual data entry remains one of the most significant sources of AP error. Spreadsheet-based invoice processing is time-consuming, expensive, and highly prone to mistakes. Even minor errors can have serious consequences, requiring rework and reconciliation with no guarantee of accuracy. SapphireOne addresses this issue through automated PDF capture and validation rules. Vendor invoices and supporting documents can be captured electronically, removing the need for manual sorting and significantly improving data integrity while freeing staff for higher-value work.
Inconsistent transaction processing – As invoice volumes increase, manual processes become difficult to enforce consistently. While guidelines may work for small AP teams, growing organisations struggle to maintain uniform controls. SapphireOne applies structured logic and system-driven workflows across invoice entry, approval, and posting. This ensures consistent processing regardless of volume or staff changes.
Unmanageable record volumes – Accounts Payable generates a high volume of transactional data. Maintaining accurate records manually becomes increasingly inefficient and error-prone over time. With SapphireOne, AP records are maintained electronically and updated in real time. Transactions, allocations, and histories are easily accessible, searchable, and reportable, improving both accuracy and transparency.
Exposure to fraud and control weaknesses – AP departments handle outgoing funds and are therefore prime targets for fraud. Manual systems offer limited visibility and weak audit trails, making detection difficult. Automated AP workflows in SapphireOne support security controls, approval rules, and traceability. Every transaction can be monitored, flagged, and traced, reducing exposure to fraudulent or unauthorised activity.
Benefits of automating Accounts Payable with SapphireOne
By automating AP processes, businesses gain immediate and measurable benefits, including:
Reduced data entry errors
Streamlined invoice approvals
Improved use of early-payment discounts
Stronger security and audit controls
Clearer visibility over cash flow and liabilities
Activating and deactivating vendors
Even in an automated AP environment, vendor setup requires initial data entry. SapphireOne simplifies ongoing vendor management by allowing vendors (and debtors) to be activated or deactivated with a single setting.
When a vendor is deactivated, their data is retained but removed from active lists and reports, provided there are no outstanding balances. If the vendor relationship resumes in the future, all historical data is instantly restored, eliminating duplicate setup and preserving reporting continuity.
A smarter approach to Accounts Payable
Automated Accounts Payable is no longer optional for businesses seeking accuracy, control, and scalability. SapphireOne provides a comprehensive AP solution that enables timely supplier payments, reduces administrative overhead, strengthens governance, and delivers real-time financial visibility.
For further information about all the benefits and capabilities of a highly functional AP system, visit Sapphireone and/or request for a live demo.
Stuart Leung, “Sorry, Your Spreadsheet Has Errors (Almost 90% Do)”, Forbes (Online), 13 September 2014.
Nearly all business transactions involve paperwork that must be sorted, stored, and retrieved. When handled manually, this process is time-consuming, labour-intensive, and prone to error. SapphireOne addresses this challenge by providing an ERP solution with fully integrated document management, allowing documents to be captured, stored, and accessed directly within the system.
An ERP framework brings together core business functions such as accounting, inventory, purchasing, and logistics within a single platform. When combined with integrated document management, paperwork generated across these activities can be managed electronically and contextually, significantly improving efficiency and control.
Key benefits of integrated document management
Time and labour efficiency – Integrated document management allows large volumes of transaction-related documents to be sorted, filed, and retrieved electronically. This reduces administrative workload and enables accounting and operations teams to focus on higher-value tasks rather than manual filing and searching.
Improved workflow and departmental integration – Documents attached directly to transactions and records are instantly available across departments. This enables teams to access inventory details, customer records, tax information, and transaction history without relying on interdepartmental requests, improving workflow continuity and operational speed.
Enhanced privacy and security – Integrated document management supports role-based access controls, allowing organisations to restrict access to sensitive documents. This ensures that confidential information is only accessible to authorised users, supporting stronger governance and compliance.
Lower management and operational costs – Electronic document storage eliminates costs associated with printing, physical storage, and manual document handling. It also reduces reliance on administrative resources for document retrieval, while supporting environmentally responsible, paper-reduced operations.
Better and faster decision-making – Centralised access to documents related to sales, expenses, contracts, and transactions ensures decision-makers can quickly review complete and accurate information. This supports more informed decisions based on full operational visibility rather than fragmented data.
Integrated document management in SapphireOne
SapphireOne’s integrated document management system allows documents to be attached directly to transactions and key data tables across the ERP. This ensures that critical documentation is always available in context, improving traceability, accountability, and workflow control across the business.
If you would like to streamline document handling and improve operational efficiency, implementing SapphireOne’s ERP, CRM, and Business Accounting Software provides a single, integrated solution to manage both data and documents effectively.
The manual payment method in Accounts Payable processing is a time-intensive process for your Accounts department. In addition, any manual operation creates the possibility of human error which can result in inconvenient effects on the production flow and costs. Although a manual Accounts Payable workflow is scalable to a certain extent, it will become inefficient and unviable in cases where a large volume of invoices needs to be processed on a daily basis.
Electronic payments are digital transfers of payments from your Enterprise Resource Planning (ERP) or Accounts Payable system to the supplier’s designated bank account via a Bank’s payment portal. Any electronic payment significantly reduces the burden of managing payments manually. Although the creation of an electronic Accounts Payable process is a challenging task, setting up an automated workflow for Accounts Payable leads to substantial efficiencies for your company.
EFT Processing for Accounts Payable
Electronic Fund Transfers (EFT) are commonly used for deposits of Accounts Payable. They constitute a safe and convenient option of processing payments. As a result, EFTs have become the predominant method of transferring funds for both businesses as well as consumers.
Facilitating the Accounts Payable function by using EFTs offers numerous benefits, including the below:
Improving Buyer-Supplier Communications
Reducing Workload and Scope for Error and Fraud
Optimising Cash Flows
Enhancing Accounts Payable Processing Time with SapphireOne
SapphireOne offers the ability for electronic payments by preparing an electronic payment file to be processed by the buyer’s bank. These files are prepared in accordance with the format prescribed by the Australian Bankers’ Association (ABA file) and all major Australian financial institutions use them to record payments to be made from one bank account to one or multiple others. The information contained within an ABA file includes the payer’s and payee’s bank details and the amount to be paid, with any file being able to hold information on multiple payments as well.
Before you can prepare an electronic payment file in SapphireOne, you will need to complete the electronic payment set-up tasks. Once you have recorded all payments to suppliers you want to pay electronically, you can prepare an ABA file. Once created, you can upload it to your bank for processing of the payment.
Setting Up Vendors for Electronic Payments
Go to: Accounts Mode > Accounts Payables > Accounts Payables Inquiries > Payables Vendors: EFT checkbox and Provide: Account details
Creating Payment
Go to: Accounts Mode > Accounts Payables > Accounts Payables Process > Payables Payments: Payments > Select: Vendor and Click: Tool > Create: Payments > Select: Invoice or invoices > Green tick
Generating ABA file
Go to: Accounts Mode > Accounts Payables > Accounts Payables Process > Payables Payments: Payments > Select: Bank > Print: Dialogue is displayed> Select: Your Report Type and Method (In this case it is ‘Remittance’ and ‘ABA File for EFT’) > Print>Select: Vendor for generating ABA file > Save: ABA file
ABA files allow you to pay any invoices through your internet banking provider. However, each provider has a different set of instructions on how to process ABA payments, which you will need to follow in order to complete any transactions.
Please book a support call via our website, in case you have any questions or need any further assistance.
JobKeeper is a wage subsidy scheme introduced by the Federal Government to support businesses impacted by COVID-19. The program is designed to help employers retain Australian employees during the downturn and to enable businesses to restart operations more quickly once restrictions ease.
We recognise that JobKeeper involves a significant amount of detail and ongoing change. For this reason, SapphireOne continues to provide guidance to help you implement and maintain JobKeeper correctly within Payroll/HR.
As new information and updates are released regularly by the ATO, all clients are strongly encouraged to review the instructions below, even if JobKeeper payments were previously set up in line with our earlier article SapphireOne is now JobKeeper Ready. This will ensure your configuration remains compliant with current ATO reporting requirements.
JobKeeper start and finish dates
Employers are required to report JobKeeper wage payments for eligible employees through Single Touch Payroll (STP). In addition, the ATO must be notified of the start date of the first JobKeeper fortnight being claimed. Failure to report the correct start date will result in the forfeiture of the reimbursement for that period.
Employers must also notify the ATO if JobKeeper payments cease for an employee. However, we currently recommend that no Finish date be entered unless JobKeeper eligibility has ended. This approach reduces the risk of prematurely stopping claims.
Please note that this guidance may change if the Government issues further updates. SapphireOne will continue to communicate any changes via our blog.
A Finish date must be entered if either the employer or employee becomes ineligible while the JobKeeper scheme is still active. Common reasons for ineligibility include:
Receiving workers’ compensation payments
Receiving Parental Leave Pay
Receiving Dad and Partner Pay
Cessation of employment
Changes to citizenship or visa status
Updating JobKeeper payments in SapphireOne to comply with ATO guidelines
If JobKeeper has already been configured in SapphireOne, the following adjustments must be made to ensure compliance with the latest ATO reporting rules.
Do not enter a JobKeeper 2020 Finish date.
Set the JobKeeper Allowance multiplier to 1.00.
This multiplier must also be updated in Working Transactions for each employee eligible for JobKeeper payments.
Four example scenarios for processing JobKeeper payments
The following scenarios demonstrate how to correctly process JobKeeper payments within SapphireOne payroll.
The ATO has prescribed strict naming conventions for JobKeeper-related payments. These must be followed exactly. If incorrect naming is used, STP submissions will fail and reimbursement claims may be delayed or rejected.
Scenario 1: Employee Alex earns $2,000 per fortnight
Alex is paid a gross wage of $2,000 per fortnight, which exceeds the JobKeeper minimum.
No JobKeeper Allowance entry is required in Working Transactions
Provided a JobKeeper Start date has been set, SapphireOne will automatically report JobKeeper via STP
Scenario 2: Employee Bruce earns $500 per fortnight
Bruce is paid a gross wage of $500 per fortnight, which is below the JobKeeper minimum.
Enter a JOBKEEPER-TOPUP Allowance of $1,000
This ensures Bruce receives the required $1,500 gross per fortnight
Scenario 3: Employee Chris is stood down (40 hours per fortnight)
Chris has been stood down but remains eligible for JobKeeper.
Enter his normal 40 hours at a Pay Rate of $0.00
This allows leave accruals to continue
Set the JOBKEEPER-TOPUP Allowance to $1,500
If the system does not allow a Pay Rate of 0.00, enter z as the Alt Rate before entering the Pay Rate.
David works in Payroll and previously paid an employee $500 per fortnight but incorrectly used Bonus/Other instead of the required JobKeeper naming conventions. This must be corrected to enable reimbursement.
There are two methods available.
Scenario 4 – Method 1: Two separate pay runs
In the first pay run, create two Allowances:
JobKeeper Allowance: +1000
Incorrect Allowance: -1000
In the second pay run, process the payment correctly as per Scenario 2
Scenario 4 – Method 2: Adjustment within a single Working Transaction
Create three Allowances in Working Transactions:
Normal Salary: +500
Incorrect Allowance: -1000
JobKeeper Allowance: +2000
This results in:
A net JobKeeper payment of $1,500, and
Correction of the previously misclassified payment
Use this corrected Working Transaction for the next pay run.
Once payroll processing is complete, review the payslip to confirm tax has been withheld correctly. Superannuation treatment will apply in line with current JobKeeper rules.
After payroll is finalised, submit your STP file to the ATO directly from SapphireOne to complete the reporting process.
Please book a support call via our website, in case you have any questions or need any further assistance.
In today’s business environment, organisations across all industries are under constant pressure to operate more efficiently while maintaining strong financial control. Most businesses function around two core financial cycles: the revenue cycleand the expenditure cycle. The Accounts Payable (AP) process sits firmly within the expenditure and purchasing cycle.
Accounts Payable covers the full range of activities required to complete a purchase, from the moment a purchase order is raised through to the final settlement of a vendor invoice. By strengthening Accounts Payable governance, defining clear management processes, and consistently tracking key metrics, businesses can streamline operations while improving working capital management.
What Is the Accounts Payable Process?
Every business, regardless of size, receives invoices for goods and services supplied by vendors. The process of receiving, approving, and paying these vendor invoices is known as Accounts Payable.
Because Accounts Payable manages nearly all outgoing payments outside of payroll, it plays a critical role in safeguarding a company’s cash flow and financial integrity. To protect company assets, the AP function must operate with strong internal controls.
Internal controls exist to:
Prevent payment of fraudulent invoices
Prevent payment of incorrect or inaccurate invoices
Prevent duplicate payments to vendors
Ensure all vendor invoices are properly recorded and accounted for
When Accounts Payable is not well managed, management reporting and financial statements become unreliable. Poor AP processes can also result in missed early-payment discounts, late payments, and strained supplier relationships. In severe cases, suppliers may move to cash-on-delivery terms, which can significantly impact a business’s cash position.
The Core Steps in an Accounts Payable Process
While the exact process may vary between organisations, a standard Accounts Payable workflow generally includes five key steps:
Invoice received – The vendor sends an invoice via email, post, or electronic delivery
Invoice recorded – Invoice details are entered into the ERP system
Invoice approved – The invoice is authorised by the appropriate person
Invoice paid – Payment details are reviewed and processed
Invoice finalised – The payment is allocated so the invoice no longer appears as a liability
Larger organisations may include additional approval or verification steps to further reduce risk.
Common Challenges in Accounts Payable
Even when the basic AP process is followed, many organisations continue to face recurring challenges. When manual processes are analysed and categorised, four common problem areas typically emerge:
High cost per invoice, driven by manual handling and duplicated effort
Accuracy and efficiency issues, often caused by data entry errors
Limited transparency and reporting, reducing financial visibility
Increased risk of invoice fraud, particularly in high-volume environments
These challenges can compound as transaction volumes grow, increasing operational cost and financial risk.
Managing Accounts Payable with SapphireOne
SapphireOne ERP Accounting Software provides a comprehensive Accounts Payable solution designed for both small and large businesses. SapphireOne allows organisations to manage, organise, and track all vendor payments, including cash, EFT, credit cards, and other payment types.
All Accounts Payable transactions are processed in real time and automatically update the General Ledger, ensuring financial data remains current and accurate across the system.
Grouping Vendors to Streamline Payments and Reporting
SapphireOne Accounts Payable allows payments to be created either by vendor or by transaction. Grouping functionality plays an important role when processing multiple invoices in a single payment run, reducing administrative effort and processing costs.
High workloads and manual handling increase the risk of errors and scrutiny, both internally and externally. Delays or inaccuracies in invoice processing can lead to:
Increased strain on finance staff
Misplaced or overlooked invoices
Inaccurate financial statements
Complications during audits and regulatory reviews
By grouping vendors for payment runs and reporting, SapphireOne helps reduce these risks while improving efficiency and control.
Reporting, Visibility, and Financial Control
SapphireOne includes a comprehensive reporting framework for Accounts Payable. Standard reports are available across four key categories:
Details
Balances
Transactions
Statements
Balance reports provide clear visibility into outstanding vendor liabilities, while unlimited vendor classes allow vendors to be grouped by product type, industry, geographic region, or other criteria. These classifications can be used to produce targeted reports that improve transparency and decision-making.
Finance teams regularly handle requests related to supplier queries, audit trails, invoice status, vendor spend, accruals, and historical transactions. Without automation, these requests can be time-consuming and costly to service. SapphireOne’s grouping and reporting capabilities enable finance teams to respond quickly with accurate, real-time data.
Unlimited History and Real-Time Processing
SapphireOne provides unrestricted access to historical Accounts Payable data. Users can review transaction history, distributions, and activity for any vendor across calendar or financial periods, ensuring information is always available when required.
All purchase and payment processes—from invoice entry through to bank reconciliation—are updated in real time. This provides an accurate snapshot of the business’s financial position at any point in time.
By combining automation, grouping, real-time processing, and deep reporting, SapphireOne transforms Accounts Payable into a controlled, transparent, and efficient financial function—supporting better cash management and stronger supplier relationships.
The JobKeeper Payment is a wage subsidy made to eligible businesses, charities, and not-for-profits affected by the Coronavirus to help them retain employees. Payments under the scheme apply from 30 March 2020 to 27 September 2020.
Employers who choose to participate must nominate all eligible employees. Participation is an all-in or all-out decisionfor eligible employees and cannot be applied selectively.
If you intend to participate, you should register your interest on the Australian Taxation Office (ATO) website to receive updates and instructions on how and when to claim payments. Employers were advised to enrol and pay employees by 30 April 2020 to claim earlier periods, with a final enrolment deadline of 30 May 2020.
Before processing JobKeeper payments in SapphireOne, it is important to understand eligibility criteria, employer responsibilities, and payment rules. Note that JobKeeper reimbursements are paid by the ATO one month in arrears.
Eligibility Criteria for JobKeeper Payments
To receive JobKeeper payments, both the employer and the employee must meet all eligibility criteria.
Employer Eligibility
Employers are eligible if they are businesses (including companies, partnerships, trusts, and sole traders), charities, or not-for-profits that meet all of the following conditions:
Have a turnover of less than $1 billion and have experienced a 30% or greater reduction in revenue, or
Have a turnover of $1 billion or more and have experienced a 50% or greater reduction in revenue, and
Had at least one eligible employee on 1 March 2020, and
Continue to employ eligible employees (including stood-down or re-hired employees) during all relevant JobKeeper fortnights, and
Are not listed in any ineligible business categories.
Example – Turnover Test Period
John operates a software company and applies for JobKeeper during the first fortnight of the scheme, which ends on 12 April 2020.
The turnover test period can be either:
The month of March 2020 or April 2020, or
The quarter from 1 April 2020 to 30 June 2020.
Example – Relevant Comparison Period
John compares his turnover to the same period in 2019:
April 2020 is compared with April 2019, or
The quarter from 1 April 2020 to 30 June 2020 is compared with 1 April 2019 to 30 June 2019.
Further details are available on the ATO website.
Employee Eligibility
Employees are eligible if they are currently employed and meet all of the following conditions:
Were employed by an eligible employer on 1 March 2020 (full-time, part-time, or fixed-term), or
Were a long-term casual employee employed on a regular and systematic basis for at least 12 months and not permanently employed elsewhere, and
Were 18 years or older at 1 March 2020 (special rules apply for younger employees), and
Were an Australian resident or a Subclass 444 visa holder who was an Australian resident for tax purposes, and
Did not receive government parental leave, Dad and Partner Pay, or workers’ compensation payments during the relevant JobKeeper fortnight.
Employers must provide each eligible employee with a JobKeeper Employee Nomination Notice. This notice confirms the employer’s intention to participate and requests employee consent to be nominated.
Employers are also required to make monthly declarations through the ATO Business Portal, reporting eligible employees and turnover via STP and SBR2.
How Much to Pay Under JobKeeper
Employers must pay a minimum gross amount of $1,500 per fortnight to each eligible employee, with PAYG tax withheld as applicable.
Key payment rules:
Employers are reimbursed a maximum of $1,500 per fortnight per employee
If an employee normally earns less than $1,500, the employer must pay a top-up to reach the minimum amount
Failure to pay the full $1,500 forfeits the JobKeeper claim for that employee for that fortnight
The first JobKeeper fortnight commenced on 30 March 2020 and the final fortnight ends on 27 September 2020.
All JobKeeper payments:
Are assessable income to the business
Are deductible under normal tax rules
Are not subject to GST
Do not require compulsory superannuation contributions on the JobKeeper component
How to Process JobKeeper Payments in SapphireOne
There are five setup steps required the first time you process JobKeeper in SapphireOne. Steps 1–3 only need to be completed once.
Step 1 – Create a JobKeeper Allowance
Go to Payroll/HR Mode > Payroll/HR Administration > Payroll/HR Administration Inquiries > Payroll Administration Allowance New
Create a new allowance with the following values:
Type ID: JK
Description: JOBKEEPER-TOPUP
Type: Before tax
Multiplier:
750 (weekly), or
1500 (fortnightly), or
3250 (monthly)
Calculation Method: Fixed amount, Allowance
Payment Summary / STP Position: Allowance A (Other)
Step 2 – Set JobKeeper Start Date for Employees
Go to Payroll/HR Mode > Payroll/HR Administration > Payroll/HR Administration Inquiries > Payroll Administration Employee
Enter the JobKeeper start date
Leave the finish date as 00/00/00
Step 3 – Add JobKeeper to Payment Summary Configuration
Go to Utilities Mode > Utilities Controls > Utilities Controls Inquiries > Utilities Controls Company
Add JobKeeper to the appropriate Allowance field
Step 4 – Apply JobKeeper Pay Item to Eligible Employees
Only apply the JobKeeper allowance to employees who:
Earn $1,500 or less per fortnight, or
Have been stood down
Go to Payroll/HR Mode > Payroll/HR Payroll > Payroll/HR General Inquiries > Payroll Working Transactions
Select the employee
Add JobKeeper to the Working Paysheet
Click Recalculate
Step 5 – Run the Pay Run
Go to Payroll/HR Mode > Payroll/HR Payroll > Payroll/HR Payroll Process > Payroll Start New Pay Run
Select employees
Process payroll as normal
After processing:
Review the payslip to confirm tax treatment
Submit the payroll event via SapphireOne Single Touch Payroll to the ATO
JobKeeper processing in SapphireOne ensures compliant payroll handling, accurate STP reporting, and streamlined reimbursement tracking during the subsidy period.
The need to be able to track specific changes that are made within your ERP solution is crucial to successfully identify and resolve critical issues that may arise within your business as soon as possible. Without this capability available in your business, you could find it extremely difficult to keep tabs on changes made within your ERP system.
Resolving any critical issues straight away
From an operational standpoint, gaining accurate financials means you need to track these basic variations, which is where revision change orders or tracking or versioning come into play. In Project Management Body of Knowledge (PMBOK) version control has a significant role for managing a project effectively. Version control is a method of tracking changes to documents and files so that you always know which version is the current iteration. It also enables you to maintain old versions in case you want to see what’s changed or need to restore a previous version. Projects typically result in the creation of a lot of documents, from project reports to deliverables. By using project management software with version control, or version management, you can effectively and efficiently track and control changes to these documents directly within your software. Just like version controlling, within your ERP system if there is some sort of change or activity tracking feature enabled, then you will be able to resolve any critical issues straight away.
Today’s IT executives have more choices than ever when choosing an Enterprise Resource Planning (ERP) solution. From on-premises systems to cloud-based software-as-a-service to industry-based solutions, there is a dazzling array. And decision makers can feel overwhelmed when trying to determine which features and functions are the most important. You may find some useful information from our blog regarding this topic – ‘On Premise ERP vs Cloud ERP | Which solution is more resilient and sustainable for your business’
When implementing an ERP system, many organisations focus their time and effort on gaining approval from leadership executives, when they should be engaging key employees who will be using the system the most. We frequently conduct surveys with our clients on our SapphireOne features and functions that they like most. One client has mentioned that tracking any changes made to a vendor, such as changes of address, payment terms, banking details with system date and time stamp, helped them immensely and saved them valuable time.
The importance of tracking any changes made
To illustrate the importance of tracking changes in the SapphireOne system, let’s look at some all-too-common scenarios that tend to happen when a tracking feature is absent.
Scenario 1 : You get updated credit card information from a client and make changes to banking details, only to find out you updated the wrong client banking details.
Scenario 2 : John is one of your regular clients and you send him deliveries frequently. But today you have sent a delivery to the wrong address and you don’t know who changed the address.
Scenario 3 : You use Cash On Delivery (COD) as payment terms for making payments and suddenly it has changed to prepaid. You have no record when it was changed.
The risk of changing the wrong client or vendor details is extremely high when you have thousands of clients and vendors, or you are multi-tasking or continuously working for long periods of time. If the ERP system is used by multiple users, then it is essential that you track every change made by each user. But if the system does not allow it, then you will be wasting time, creating extra work, and increasing the risk of errors being included in the final product. A more serious change error could be a schema change to your ERP system that means that your whole business loses critical access. After these issues are raised, it is crucial to be able to resolve them straight away to mitigate the impact that it could have on your business.
Tracking any changes made to a vendors address, payment terms and banking details
SapphireOne has the ability to track specific changes that you make in SapphireOne. With SapphireOne it is so much easier to be able to find and fix errors or to even spot any fraudulent activity. When tracking capability is in place, it gives you the opportunity to review before and after values which enables you to correct any issues once you have located them.
When you make any changes to vendors or clients addresses, payment terms or banking details, SapphireOne keeps a log entry for every activity.
To view the record of changes made in address, payment terms or banking details go to :
If you have wrongly changed the banking details then you can review before and after values by going to Utilities Mode > Utilities History
Improving your track specific changes that you make within your ERP solution, is just one of many reasons to consider a new ERP system. If you’d like to discuss ERP functionality of SapphireOne and want to explore its features, then send a demo request to set up a time.
SapphireOne ERP software delivers reporting that is meaningful, actionable, and directly aligned to business decision-making. To operate with confidence—both day to day and strategically—you need the ability to respond quickly to challenges, analyse performance in real time, and draw insight from complete historical data.
SapphireOne provides this capability through a comprehensive reporting framework that combines standard reports, flexible report-building tools, and fully customisable reporting. Together, these features give businesses a real-time financial view across operations, while allowing reports to be shaped precisely to individual requirements.
Powerful and Efficient Custom Reporting
SapphireOne includes a powerful financial reporting engine designed to support professional, repeatable reporting. Users can build high-quality reports using customisable templates developed to industry standards, then tailor both layout and content to suit specific business or client needs.
This approach allows organisations to create consistent report sets for regular use, while still supporting client-specific or scenario-based adjustments where required. The result is professional reporting that remains flexible without sacrificing accuracy or structure.
Building Your Own Reports
SapphireOne stores detailed records across sales, purchases, customers, vendors, and financial transactions. This data can be leveraged not only for accounting and compliance, but also as part of broader CRM and operational analysis.
The reporting system can produce output from almost any field in any table within the data file. Users can drill down as deeply as required into financial and transactional data, enabling highly granular analysis. Alongside an extensive library of standard reports, SapphireOne allows users to build entirely new reports to meet unique reporting requirements.
Custom reports are available across multiple modes within the application, and additional reporting options become available when Sapphire Web Pack is used, extending reporting access to web-based environments.
Multi-Company and Department-Level Reporting
SapphireOne supports flexible organisational structures, including department-based reporting and true multi-company reporting within a single data file. General ledger accounts are typically established at a company level, with optional departmental segmentation for more detailed analysis.
Where multiple companies are configured within the same data file, each entity can run independent reports while still benefiting from shared reporting tools and layouts. Custom Reports remain fully available across all modes, ensuring consistency regardless of organisational complexity.
Setting Up Custom Reports
Custom reports can be created by modifying existing standard templates or by building new layouts from scratch. This applies across a wide range of functions, including sales, purchases, financial reporting, Profit & Loss statements, and balance sheets.
Once created, a custom report can be assigned as the default for a specific function. For example, invoices can be configured to always print using a nominated custom template. This is managed via: Utilities Mode > Utilities Controls > Utilities Default Settings > Utilities Controls Master Defaults, then selecting the relevant function (such as Invoices) from the page drop-down menu.
Printing Custom Reports for Sales Invoices
Custom reports can also be created directly from within transactional areas of the system. For example, when working in Sales Invoice Inquiry, users can access custom report creation via the Sapphire Tools menu.
From Inventory Mode > Inventory Sales > Inventory Sales Inquiries > Sales Transactions, selecting an order and opening Sapphire Tools allows users to define and manage custom report templates specific to that function.
Once saved, these templates can be selected from the printer options whenever invoices are printed.
Alternatively, when opening an individual sales order, users can choose to print that transaction using a previously defined custom report template, ensuring consistent presentation without additional setup steps.
Reporting with Confidence and Flexibility
Custom Reporting in SapphireOne gives businesses the ability to move beyond fixed, template-based reporting. By combining deep data access, flexible layouts, and multi-company support, SapphireOne enables reporting that adapts to how your business operates—not the other way around.
Version 18.1 of SapphireOne is now available. All Australian SapphireOne clients are required to upgrade to this release to remain compliant with the new myGov credential framework, which came into effect on 28 March 2020 following the retirement of AUSkey.
To ensure ongoing compliance with Single Touch Payroll (STP) and Standard Business Reporting (SBR2)requirements, Version 18.1 must be installed before your next payroll event.
A Major Platform Update
Version 18.1 represents a significant milestone in the evolution of SapphireOne. This release includes a complete rewrite of all data entry interfaces, delivering a modernised look and feel across the entire application. Alongside the visual refresh, hundreds of new features and functional enhancements have been introduced, improving usability, performance, and long-term scalability.
This foundational upgrade ensures SapphireOne continues to meet regulatory requirements while supporting future development and innovation.
myGov Integration
myGov provides a secure, single login to access Australian Government online services. With Version 18.1, SapphireOne supports full integration with myGov, allowing businesses to lodge STP and SBR2 reports and submit superannuation information through a single, secure entry point.
This streamlined approach reduces complexity, removes the need for multiple credentials, and simplifies ongoing compliance with government reporting obligations.
Single Touch Payroll (STP)
Single Touch Payroll streamlines employer reporting to the Australian Taxation Office by submitting payroll information at the time payroll is processed. This enables the ATO to pre-fill Business Activity Statements (BAS), reducing errors and eliminating double handling.
SapphireOne has been fully STP certified since 1 May 2018, with clients benefiting from compliant STP submissions since 1 July 2018. Version 18.1 ensures a seamless continuation of STP reporting under the new myGov credential framework, maintaining fast, reliable, and compliant payroll submissions.
Standard Business Reporting (SBR2)
Standard Business Reporting is designed to reduce the time and effort businesses spend preparing and submitting government reports. By embedding SBR2 rules directly into SapphireOne, reporting is generated using information already captured as part of day-to-day operations.
With SBR2 enabled in SapphireOne, businesses no longer need to log in to external government portals or manually re-enter data. This improves accuracy, reduces administrative burden, and ensures consistent compliance across reporting obligations.
AUSkey Replacement: myGovID and RAM
AUSkey was officially replaced by myGovID and Relationship Authorisation Manager (RAM) at 11:59 pm AEDT on Friday 27 March 2020. These services provide a more secure and flexible way to access government online services.
myGovID verifies an individual’s identity, while RAM controls who is authorised to act on behalf of a business. A machine credential is installed on the computer and used by SapphireOne to securely interact with ATO online services. This machine credential replaces the role previously performed by AUSkey within the application.
To support this change, SapphireOne Version 18.1 or later is mandatory.
Upgrade Requirement
All Australian SapphireOne clients must upgrade to Version 18.1 to:
Continue lodging STP and SBR2 reports
Use myGovID, RAM, and machine credentials
Maintain uninterrupted access to government services
Upgrading ensures your system remains compliant, secure, and fully supported.
The SapphireOne ERP, CRM, and Business Accounting Software suite continues to lead the industry with robust compliance, advanced functionality, and a scalable architecture designed to support Australian businesses as regulatory requirements evolve.
SapphireOne ERP Accounting Software is a large-scale, modular solution designed to support both small and large businesses. It streamlines business processes and enables secure communication across internal departments and external systems. Using advanced analytics, SapphireOne provides real-time visibility into operations such as production, inventory management, and omnichannel order fulfilment.
SapphireOne is modular by design, allowing employees to access only the modules required for their roles, while management retains full system visibility. This structure improves both operational efficiency and system security. The core modules include Accounts, Inventory, Job Projects, Assets, Payroll/HR, Management, Utilities, and Workbook.
Advanced Custom Inquiry in SapphireOne
Each SapphireOne module includes a Custom Inquiry feature that allows users to personalise how data is displayed. The Advanced Custom Inquiry enhancement extends this capability by allowing related data to be viewed together on a single screen.
Previously, users could customise list views (for example, displaying the last 50 vendor purchases with preferred columns), but needed to drill into individual records to see related details such as product lines. With Advanced Custom Inquiry, related records can now be displayed in a lower panel of the inquiry screen.
This allows users to:
View related inventory lines, quantities, and totals alongside transactions
Analyse multiple records at once without drilling down
Access deeper insights faster from a single inquiry screen
For example, product details for one or many vendor purchases can be reviewed instantly within the same inquiry view.
Faster Inventory Visibility from a Single Screen
SapphireOne tracks a business’s resources across inventory, purchasing, payroll, cash flow, and customer orders at both departmental and company-wide levels. Its inventory management capabilities include reporting, tracking, processes, and intelligent stock location support for picking and packing.
With Advanced Custom Inquiry, users can:
View favourite inventory data in real time
Analyse operational data without switching screens
Make faster, more informed decisions
This single-screen visibility significantly improves efficiency and planning accuracy.
Product Classification and Inventory Analysis
Advanced Custom Inquiry enables flexible classification and grouping of inventory items, making analysis easier and more effective.
Key outcomes include:
End-to-end real-time visibility
Improved analysis and operational control
Optimised inventory levels
This flexibility supports better forecasting, purchasing, and stock management decisions.
Accurate Inventory Validation and Control
Advanced Custom Inquiry helps reconcile physical inventory with system-recorded data, making it easier to identify variances and perform adjustments.
Benefits include:
Faster validation of stock levels
Improved accuracy of inventory records
Reduced time spent investigating discrepancies
This delivers a more reliable and up-to-date view of inventory positions.
Warehouse and Logistics Insight
Effective inventory analysis is critical to ensuring sufficient stock is available to meet customer and operational demands. Advanced Custom Inquiry supports this by enabling multiple inventory analysis methods from within a single interface.
Businesses can:
Analyse inventory requirements using different methods
Maintain optimal stock levels
Improve service levels while reducing holding costs
This supports disciplined warehouse and logistics management.
Inventory Planning with MRP and Advanced Custom Inquiry
SapphireOne’s Material Requirements Planning (MRP) functionality works in conjunction with Advanced Custom Inquiry to support accurate inventory planning.
MRP forecasts can be:
Driven by sales orders and purchase orders
Calculated automatically or adjusted manually
Managed as dependent or independent forecasts
Using Advanced Custom Inquiry, users can analyse inventory behaviour more effectively, improving the quality of MRP planning and purchasing decisions.
Module Coverage for Advanced Custom Inquiry
Advanced Custom Inquiry is available across all SapphireOne modules, including:
Accounts – receivables, payables, general ledger inquiries
Assets – inquiries, transactions, reports, history
Payroll/HR – payroll, reports, administration, rosters, history
Utilities – history, controls
Workbook – general, workbook, workbook 2
Advanced Custom Inquiry brings powerful, real-time data analysis directly to users’ fingertips, enabling faster insights, better decisions, and greater control across every area of the business.
AUSkey was officially replaced by myGovID and Relationship Authorisation Manager (RAM) at 11:59 pm AEDT on Friday 27 March 2020. Together, these services provide a more secure, flexible, and modern way to access Australian Government online services.
myGovID is a digital identity used to prove who you are online, while RAM allows businesses to manage who is authorised to act on their behalf when accessing government services.
Important notice for SapphireOne users
If you use SapphireOne ERP to lodge:
Single Touch Payroll (STP), or
Business Activity Statements (BAS) via Standard Business Reporting (SBR)
you must replace AUSkey with myGovID and RAM.
Failure to complete this transition before the deadline will prevent access to these services through SapphireOne.
Step 1: Set up myGovID
If you already have a myGovID, you can proceed to Step 2. Otherwise, complete the following:
Download the myGovID app from the App Store or Google Play
Create your myGovID using an email address
Verify your email as prompted
Achieve Standard identity strength by verifying two identity documents (for example, passport and driver licence)
Scan your documents or enter the details manually
Once set up, myGovID is ready to use.
When logging in on a Windows PC or Mac using a browser (Safari, Chrome, or Firefox):
A 4-digit code will be sent to your myGovID app
Enter the code or tap Accept in the app to complete the login securely
Step 2: Set up Relationship Authorisation Manager (RAM)
To use RAM, the principal authority for the business must:
Have an active myGovID
Link their myGovID to the business ABN in RAM
Once linked, the principal authority can:
Authorise employees or agents to act on behalf of the business
Machine credentials allow businesses and registered agents to interact with Australian Taxation Office online services using SBR-enabled software such as SapphireOne. They replace the function previously performed by Administrator or Standard AUSkeys.
Before creating a machine credential:
Install the required browser extension
Supported browsers:
Windows: Chrome, Firefox
macOS: Chrome, Firefox
Creating the machine credential:
Log in to authorisationmanager.gov.au using Chrome or Firefox
Select Log in with myGovID
Enter the email address linked to your myGovID
Approve the login in the myGovID app using the 4-digit code
Select View or manage authorisations, machine credentials and cloud software notifications
You can now create, view, revoke, or claim machine credentials for the entity.
Uploading the machine credential into SapphireOne
To complete the setup in SapphireOne:
Go to Utilities Mode > Utilities Controls > Utilities Controls Inquiries > Utilities Controls Company (Control Accounts Page)
Select and modify the relevant company
From the page drop-down menu, choose More Details
Locate the SBR section
Upload the downloaded Keystore file
Save the record
Once uploaded, SapphireOne is ready to lodge STP and BAS using the new myGovID and RAM framework.
Replacing AUSkey with myGovID and RAM ensures continued, secure access to government services through SapphireOne while aligning with current Australian Government digital identity standards.tore file. Upload the Machine Credential file you have downloaded from authorisationmanager.gov.au and you will be ready to go.
With increasing reports of data breaches affecting popular cloud services, many organisations are reassessing how and where their data is stored. While public cloud platforms offer convenient syncing and accessibility, they also introduce concerns around security, control, and service dependency.
Rather than abandoning flexibility altogether, businesses are increasingly adopting hybrid cloud models, combining on-premise infrastructure with selective use of cloud services to gain the advantages of both.
Understanding the Hybrid Cloud Model
Hybrid cloud environments combine private, on-premise systems with public cloud services. This allows organisations to balance security and control with scalability and accessibility.
Typical hybrid cloud advantages include:
Sensitive, business-critical data retained on private infrastructure
Public cloud services used for high-volume or external data transmission
Greater deployment flexibility and operational resilience
Reduced reliance on a single service provider
For example, financial reporting and core accounting data may remain on-premise, while integrations, APIs, or external reporting services operate through secure public endpoints.
Cloud ERP vs On-Premise ERP
Industry commentary has long suggested that cloud-based ERP systems will eventually replace on-premise software. While cloud ERP offers benefits such as rapid deployment and remote access, it also introduces risks related to service availability, data sovereignty, and dependency on third-party infrastructure.
Recent global events, including the COVID-19 pandemic, highlighted these risks. Cloud providers publicly acknowledged potential impacts on support services due to workforce and operational disruptions. While infrastructure may remain stable, service and support continuity can be affected.
This has reinforced the value of hybrid and on-premise-led architectures, particularly for organisations that require reliability and control over mission-critical systems.
Why Hybrid Approaches Are Gaining Preference
Surveys of IT decision-makers consistently show a preference for hybrid environments over cloud-only solutions.
Key reasons include:
Greater control over critical company data
Improved flexibility in how systems are deployed and accessed
Cost efficiency compared to full cloud migration
Reduced operational risk from third-party outages
Ability to leverage public cloud resources only when required
Hybrid solutions allow businesses to scale selectively without surrendering full control of their data.
How SapphireOne Delivers Hybrid Cloud-Like Functionality
SapphireOne ERP provides the benefits of a hybrid cloud model while remaining fundamentally on-premise.
Key characteristics include:
Financial and operational data stored locally under the client’s control
Secure, private database architecture comparable to a private cloud
Use of SapphireOne public servers for specific functions such as:
External API services
Single Touch Payroll (STP)
Secure regulatory data transmission
This design enables SapphireOne to deliver cloud-like accessibility and integration while maintaining the security and control of an on-premise system.
Security, Stability, and Scalability
SapphireOne is designed with security as a foundational principle. To date, SapphireOne reports no incidents of data breaches within its ERP environment.
The system’s architecture includes:
Secure 4D database connections
Strong data isolation and access controls
Protection against common attack vectors
A scalable design that supports long-term business growth
For organisations concerned about fully cloud-based ERP solutions, SapphireOne offers a secure hybrid-style alternative that balances flexibility, performance, and data ownership.
SapphireOne delivers the confidence of on-premise control with the convenience of cloud-like integration, making it a practical and resilient ERP platform for businesses navigating an increasingly complex digital landscape.
SapphireOne has a module named Job Projects which allows for an even greater level of control over the tracking of revenue costs, inventory and resources which are related to a specific task or job. The reason for the title Job Projects is because the activity or function may be either a Job or a Project, and in either case the tracking of costs and income is required for it. The job projects mode is designed to be adaptable to your individual business requirements. SapphireOne job projects 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.
Easily manage the project income, billing and track costs
SapphireOne contains complete project management functionality that allows users to set up Project Tasks and manage the use of resources and inventory. The Job Project module of SapphireOne is used to perform all tasks involved with managing the project income billing and to track costs.
In SapphireOne Job projects can be set up as a standalone item or activity within the SapphireOne system and is then referred to as a Job Project. This may also be linked to a Parent Project. Once it has been linked to a Parent it will be referred to as a Child Job Project. There are a number of tools available for the management of Job Projects or Child Job Projects in SapphireOne.
Project Area :
This area displays the details for the Project including ID, Description, Class, Department, Status and Risk level.
Grouping :
Grouping area display three tags which can be used for grouping and sorting purposes for better management. In addition of grouping, this area also contains a data entry field which will allows the user to enter a Parent Project. If there is no entry in Parent Project data field then the system will consider that this particular job/project is a standalone Job Project. However, if there is a parent project and then this Project will be considered as a Child Job Project.
Client Area:
Retention is an important function in Client area. Retention is security held by a procuring contractor to guarantee the performance of a supplying contractor and in particular to safeguard against defects in the event that the supplying contractor fails to satisfactorily rectify them. If the project has a as a percentage then it can be entered here.
Credit Control area:
If Client information is entered into the Client area, the system will access the Client’s record and display their credit details in Client Control area. This displays the Clients Total Due, Credit Limit, Remaining credit, last billing date and Invoice number in real time derived from client’s master record file.
Using the Job Project functionality of SapphireOne, Business intelligence can be accessed on profit potential at all times during the stages of production.
SapphireOne’s Inventory Management module delivers comprehensive inventory, manufacturing, and purchasing capabilities that strengthen supply chain management and support a full end-to-end procure-to-pay process. With SapphireOne, businesses gain tighter control over stock levels and costs while improving fulfilment performance and overall customer experience.
Inventory management is one of the most critical and widely used areas of any business. SapphireOne provides a structured, highly configurable inventory foundation that supports everything from basic stock control through to complex batch, serial, and warehouse operations.
Base Inventory and Inventory Inquiry
SapphireOne Inventory Management is commonly referred to as Base Inventory, forming the foundation for all inventory-related processes.
The Inventory Inquiry list screen displays all inventory items in a single view, allowing users to quickly select individual records for detailed review or modification. From this screen, users can easily view item groupings, sizes, prices, and current stock levels.
Each inventory record opens to a Details page, which provides a comprehensive snapshot of the item, including identifiers, classifications, pricing, and stock controls.
Inventory Details Overview
The Inventory Details page contains key information required to manage each item effectively, including:
Item ID, name, class, type, department, and project assignment
Grouping and classification details
Item descriptions and pallet information
Standard and foreign currency pricing
Stock levels, minimums, and maximums
This page acts as the central reference point for all inventory activity.
Inventory Area
The Inventory area holds the core definition of each item. Items can be assigned to specific Classes, enabling advanced searching, reporting, and pricing strategies.
Inventory Types define how the system treats each item. Supported types include:
Normal
Non-diminishing
Serial
Batch
Item
Activity
Hire
Asset
Voucher
Selecting an inventory type automatically adjusts system behaviour across other areas of SapphireOne. For example:
Batch inventory enables batch tracking for all purchases and sales
Serial or batch tracking enforces system-controlled tracking at transaction level
Stock levels are maintained individually for each batch or serial number
This ensures full traceability and accurate stock control.
Grouping Area
The Grouping area allows up to six tags per inventory item, providing flexible classification and enhanced reporting.
A common use case is seasonal tagging, which integrates directly with SapphireOne Web Pack. For example:
Customers can pre-order items online using Web Pack
Sales teams gain visibility into future demand
Purchasing teams can plan stock quantities and timing more accurately
This improves forecasting and reduces stock shortages or overstocking.
Description and Pallet Information
The Description area supports operational and logistics data, including pallet quantities.
When pallet quantities are defined:
Sales and purchase orders display pallet requirements automatically
Shipping calculations can be adjusted to optimise freight costs
Within SapphireOne, quantity and weight/area fields are linked. Users may:
Enter a quantity and have weight or area calculated automatically
Enter weight or area and allow the system to calculate quantity
This flexibility supports accurate logistics and costing.
Standard Prices
The Standard Prices area allows businesses to define multiple pricing levels for inventory items.
Key features include:
Price codes from A through H, plus Ex (tax-exempt)
Manual entry of prices per code
Different pricing structures for different customers or scenarios
This enables flexible pricing strategies without duplicating inventory records.
FX Prices
The FX Prices area displays foreign currency pricing for inventory items when foreign currency functionality is enabled.
Features include:
Visibility of all configured FX currencies
Manual FX price updates per inventory item
Conditional display based on system configuration
This supports accurate international pricing and reporting.
Stock Levels and Availability
The Stock Levels area provides an immediate snapshot of an item’s status across the system, including:
Minimum and maximum levels for reordering
Current stock, based on posted transactions
Un-posted stock, based on pending transactions
Allocated stock, reserved for delivery or projects
Available stock can be calculated using the formula:
Available stock = Current + Un-posted – Allocated
This information helps inventory managers:
Adjust economic order quantities (EOQ)
Set appropriate safety stock levels
Make informed replenishment decisions
Complete Stock Control with SapphireOne
SapphireOne Inventory Management delivers a powerful, scalable foundation for businesses that require accurate, real-time stock visibility. By combining flexible item definitions, advanced tracking, integrated pricing, and live stock availability, SapphireOne enables organisations to maintain full control over inventory while supporting growth and operational efficiency.
Many ERPs on the market today deploy a single functional system and interface it with bolt on modules. This can become expensive to implement in the long term as each individual module attracts its own costs and licensing. SapphireOne is all-inclusive, providing access to every module via a single toolbar.
SapphireOne leverages off the database backend, providing unlimited numbers of concurrent users with real-time access and optimal processing speeds with no data file size restrictions. With our user-friendly ERP system, your employees will be able to extract custom reports with ease. These reports will enhance and improve your daily workflows.
Multi Company Payroll is a Standard feature of SapphireOne
SapphireOne is true multi-company, housing unlimited companies, currencies and tax realms within the one data file. SapphireOne is built with your growth in mind with the ability to process multiple payrolls in multiple companies as a standard functionality. SapphireOne’s single toolbar provides instant access to your employees vital data.
Delivering payslips instantaneously on payday. This is required by Fair Work Organisations and is a breeze with SapphireOne. At the click of a button Payslips are delivered via email delivery system in a secure, best practice format.
Easily process payroll across multiple companies
SapphireOne’s advance functionality allows you to process payroll across multiple companies. This eases the challenges of managing your team, and efficiently manage HR to ensure your business is compliant with all federal laws and regulations.
SapphireOne’s standalone and fully integrated multi company payroll system saves time , lowers payroll management costs and makes better use of your valuable employee time and data.
On occasions you may have to allocate your employees costs across multiple companies, you will have to ensure that you have the locations set up within your company’s profile. You will also need to ensure that employee/s working at multiple companies have the relevant locations allocated to their profile’s within the system, so they are available to have hours/costs credited to the location/s. This will help you to split the cost across multiple companies.
A flexible Payroll System
SapphireOne Payroll system is very flexible. Our built-in and comprehensive leave request functionality streamlines all leave requests. It also streamlines approval processes with an inbuilt workflow, with unlimited stages and unlimited levels within each workflow stage. The workflow can have a unique electronic signature at each stage and each level.
SapphireOne’s payroll caters for multiple pay cycles including weekly, fortnightly, bi-monthly, 4 weekly, monthly and one-off payments.
SapphireOne calculates the gross wages, Pay as you Go (PAYG)/Pay as you Earn (PAYE), superannuation contribution and take-home pay. You can then pay your employees directly across multiple companies by simply initiating the payrun from SapphireOne multi company Payroll System. While using multi company payroll functionally, you can process Single Touch Payroll (STP), the process is identical as if you are doing a single company entity. The only difference is for multi company you have to process STP separately for each company.
The fully featured and flexible SapphireOne Payroll supports payroll for full-time, part-time, casual, contract and directors. SapphireOne is a truly multi-company payroll application and with this you can run multiple companies in different countries, tax jurisdictions and currencies using a single data file.
Since its inception in 1986, SapphireOne has been implemented globally across a wide range of industries. The objective of every implementation is to bring organisations live smoothly, efficiently, and with minimal disruption.
The SapphireOne ERP implementation strategy is built around four key components designed to provide structure, control, and long-term success.
The Four Core Components of SapphireOne Implementation
Project Initiation Document (PID)
SapphireOne application customisation
Verified client data file
Training key client staff
Each component plays a critical role in ensuring the system is implemented correctly and aligned with the client’s operational requirements.
Project Initiation Document (PID)
The Project Initiation Document defines the project and forms the foundation for its management and measurement of success. It outlines objectives, desired outcomes, scope, exclusions, costs, controls, timelines, and clearly defined roles and responsibilities.
The PID includes the following key activities:
TeamViewer scoping sessions
Demonstration of current business processes using SapphireOne and identification of gaps
Customisation design development based on gap analysis
Data integrity assessment to identify and correct data anomalies or out-of-balance accounts
Business case documentation outlining objectives and expected outcomes
Full documentation of project scope
Identification of the project team and management structure
Definition and refinement of role descriptions and responsibilities
Development of the project plan detailing timelines and milestones
Establishment of project controls, including monitoring, reporting, and stage boundaries
This document ensures all stakeholders share a common understanding before the project progresses.
SapphireOne Application Customisation
This stage delivers a tailored version of the SapphireOne application that incorporates all agreed customisations.
SapphireOne developers build approved custom functionality based on the final customisation designs. Once completed, these enhancements become part of the generic SapphireOne source code, ensuring stability, maintainability, and long-term support.
Verified Client Data File
The verified client data file is an electronic file generated by the SapphireOne application and linked to the client’s unique identifier. It resides on the client’s dedicated SapphireOne server and contains all migrated and configured data.
This file is tested by both the SapphireOne implementation team and the senior client users to identify and resolve any data anomalies.
The process includes three core stages:
Data migration Import of base data, opening balances, client and vendor records, inventory, job projects, payroll/HR data, assets, CRM data, and reconciliation of balances. This occurs during a controlled lock-down period.
Configuration Setup of clients, vendors, general ledger accounts, contact details, payroll and HR structures, assets, inventory, job projects, and any additional client-specific requirements. At the end of this stage, the system is prepared for go-live.
Verification and adjustment Post go-live verification and real-time data adjustments to ensure accuracy and completeness.
Training Key Client Staff
Key users, as nominated by the senior client user, complete training to ensure they are confident using SapphireOne to perform their assigned roles.
Training activities include:
One-on-one TeamViewer training sessions conducted by the SapphireOne support team
Re-keying of data accumulated during the lock-down period to reinforce system familiarity
Task confidence assessment, where senior users review the system and confirm readiness
Once all four implementation steps are completed and signed off, the implementation is formally concluded.
Supporting Growth and Scalability
SapphireOne supports organisations as they grow from small ventures to large global enterprises. The system is highly scalable, capable of supporting thousands of concurrent users, and adapts readily to changing operational requirements as businesses expand.
A commission is a payment made to employees or agents when they achieve a defined result, most commonly a sale. Commissions may be calculated as a percentage of the sale value or as a fixed amount based on sales volume. These payments are performance-based and are widely used in sales roles such as retail, automotive, and real estate.
For example, if a salesperson sells a computer for $1,000 and earns a 6% commission, the commission payable is $60.
According to the Australian Taxation Office (ATO), when a commission, bonus, or similar payment relates to work performed in a single pay period (weekly, fortnightly, or monthly), the amount is added to the employee’s other earnings for that period. PAYG withholding is then calculated using the standard tax tables.
Commissions may be paid as an employee’s sole earnings or in addition to their regular wages.
Setting Up Employee Commissions in SapphireOne
Commission processing is built into SapphireOne ERP and Sapphire Web Pack, allowing commissions to be calculated and reported seamlessly.
To set up employee commissions:
Log in to SapphireOne
Navigate to Payroll/HR Mode
Select Administration from the top toolbar
From the page drop-down menu, choose Salary
In the Commission section, click the plus (+) icon
Enter the Sales Rep ID
Define the margin and commission rate
Save the record
SapphireOne will automatically calculate and process the commission based on these settings.
Viewing the Sales Commission Report
To view commission results and reports:
Go to Inventory Mode
From the top menu, select Sales, then choose Sales People
Select the relevant Sales Rep ID
From the page drop-down menu, choose Sales Options
Click the Print icon in the top toolbar
Select the required date range
Choose Open in Preview to view the report
SapphireOne generates a Sales Commission Report showing calculated commissions for the selected period.
How Sales Commissions Work in Practice
Sales employees typically earn a base salary plus commission for meeting or exceeding defined sales targets. A sales commission is additional compensation designed to reward performance above a minimum threshold.
Employers use commissions to:
Incentivise higher sales performance
Reward productivity and results
Align employee goals with business growth
Sales commissions have proven to be an effective compensation model and are widely used across many industries.
Managing and Reporting on Commissions
SapphireOne allows businesses to manage commissions flexibly and at scale. You can:
Configure commission structures
Create custom fields and calculation formulas
Build dashboards for performance tracking
Generate detailed commission and sales reports
This ensures commissions are calculated accurately, reported clearly, and aligned with your broader payroll and accounting processes.
You can track your sales by employee, sales rep, etc. under Inventory module. For more information regarding improvements and features within the latest release of SapphireOne ERP Business Accounting Application please contact our office on +61 (02) 8362 4500, request a demo or SapphireOne on email sales @sapphireone.com.
A customer loyalty program is a rewards program offered by a company to customers who frequently make purchases to encourage them to stay with you. A loyalty program may give a customer free merchandise, rewards, vouchers and gift certificates.
Loyalty programs are targeted at customers who are already doing business with you and are rewarded for each transaction. The program allows the business to reward their customers for their loyalty, but it also helps protect customers from being poached by competitors.
Customer loyalty is a customer’s willingness to buy from or work with a brand again and again, and it’s the result of a positive customer experience, customer satisfaction, and the value of the products or services the customer gets from the transaction. Brands want to provide great customer service so customers will continue buying from them. Customer loyalty is vital to your brands’ success because loyal customers can grow your business quicker than sales and marketing alone.
Customer Loyalty Program
Loyalty programs provide two key functions: They reward customers for brand loyalty, and they provide the issuing company with valuable consumer information. While companies can evaluate general purchases, the use of a loyalty program offers additional details on the type of products that may be bought together, and whether certain voucher programs are more effective than others.
So Loyalty programs can provide important spending data from a brand’s customers. When rewards programs are integrated into the customer’s everyday routine, they can cultivate true brand loyalty. Once a customer becomes comfortable they begin to trust the company will deliver a consistent experience at each time. At this point, customers will stick to a retailer, restaurant, online store, etc., because their reward points are more important than a few cents savings.
SapphireOne allows you to easily setup your own Loyalty Program, whether you want to use a Voucher or a Discount reward, You can set up the program to suit your needs, for example spend $1.00 to earn 1 point, when the client has spent $20 they have earned 20 points, when the customer has reached 100 points they earn a $20 voucher to spend in the business. The discount can be set to be earned on total spend to date, for example a customer has spent $10,000, earned 10,000 points so now receives a 5% discount on future purchases.
SapphireOne helps make it easy for you to keep your customers happy and rewarded so they stay loyal.
Your AUSkey will retire in March 2020 and will be replaced with myGovID
At the end of March 2020 your AUSkey will no longer be valid and will be replaced with your myGovID. Your myGovID can be managed using the ATO’s Relationship Authorisation Manager (RAM) – This will allow you to link your myGovID to your ABN and manage who can act on behalf of your business online.
You can already use myGovID and RAM for some participating government online services. This will extend to more government online services that use AUSkey or Manage ABN Connections.
Before you can submit a Single Touch Payroll event (STP) or submit a Business Activity Statement (BAS) through Standard Business Reporting (SBR), your AUSkey will need to be replaced by new machine credentials which are a component of the Machine to Machine (M2M) authentication solution.
Please click on the link below which explains how to create the machine credentials in the ATO Relationship Authorisation Manager which includes the steps you need to complete and details on installing the browser extension. There are several links to videos which will guide you through the process.
The machine credential is installed on your computer and facilitates you to interact with the ATO online services through SapphireOne.
The Machine credentials are created in the Relationship Authorisation Manager (RAM) and replaces the AUSkey. You will need to download and install the application plugin (Machine credential download/browser extension) compatible with your computer’s operating system.
ERP and CRM integration allows departments and systems to talk with each other to increase profitability and sales. A Customer Relationship Management (CRM) system provides transparency, better qualified leads and manages valuable customer interactions. It also stores valuable information from your marketing department. Marketing develops new customer relationships through content, digital marketing and management, sourcing and nurturing leads etc. This helps with brand awareness and increasing your market share.
On the other side, your ERP system manages the back-end processes from accounts, operation and human resources departments. These include order placement, tracking, billing, shipping, accounting and supply chain details. So why integrate these systems and departments together?
Benefits to your bottom line of an ERP and CRM integration
Reduction in data entry and improved efficiency – One centralised location for your data ensures any updating of information from accounts, operations, sales or marketing is only entered once. This saves you time and money as these mundane tasks are often labour-intensive. Combining your CRM and ERP automates and manages processes through workflows, which enhances your efficiency by simplifying them.
Stronger Visibility, Forecasting and Accuracy – Your sales reps need to be able to access on-the-go, real-time data. Errors are reduced when they can enter a quote or order in the one system. The ERP system allows the sales rep to look into current inventory and costings for these quotes. The CRM stores promotional and marketing activities which can be accessed whilst on the road to obtain true, accurate quotes. Customer interactions and sales documentation can be produced quickly increasing visibility and efficiency. By integrating both, staff gain access to the whole picture to assist with sales and forecasting.
Complete 360-degree view on your customers – A complete view of your customers provides better insights for building lasting relationships and determining where there is potential for future growth. Fast and consistent up-to-date data enables better analytics and reporting. This helps to effectively market and track changes in your customers preferences, profitability, and loyalty.
Cross-Departmental Collaboration – Departments have different functions within the business and can sometimes discourage collaboration and sharing of information. This ends up making data accessibility a challenge and duplication a problem. When departments talk to each staff are able to access real-time data, view all relevant key facts, so they can work towards achieving the company’s goals.
How They All Work Together
Both ERP and CRM systems improve efficiencies in business processes which in turn strengthens your business. A CRM system coupled with marketing drives sales; an ERP system manages customer information once the order has been placed to reduce overall costs.
With one source of truth, management has an overview in real-time of the business, what is happening in every department. This is extremely important for growing companies and companies who want to scale. A single source of all data and transactions contains contact details, shipments, credit history for quotes, orders and any other customer service interactions. This ensures anyone from sales, marketing, accounts or operations can access a complete history of the customer when required. Business workflows will be enhanced which ultimately improves revenue generation, reduces costs, and provides management with more insightful and useful reports.
Tax time can be stressful, and with the end of financial year approaching, early preparation can help avoid unnecessary pressure. Your tax return also provides valuable insight into how your business is performing, helping identify investment opportunities, cost reductions, and areas for growth.
With obligations such as superannuation, GST, and Australian Taxation Office (ATO) reporting to manage, it’s important to understand which documents are required to lodge an accurate and compliant business tax return.
Not every business has the same requirements, but the following fundamentals apply to most organisations.
Key Documents and Information to Prepare
BAS, PAYG, and payroll reporting – Ensure your Business Activity Statements (BAS) have been lodged accurately and on time, whether monthly or quarterly. PAYG withholding and superannuation obligations should be up to date. Single Touch Payroll (STP) also applies, having become mandatory from 1 July 2018 for businesses with 20 or more employees, and later extended to smaller employers.
Expense tracking – Expenses should be current, clearly categorised, and accurate. This includes tracking inventory, stock, products, or parts so cost of goods sold can be calculated correctly. Well-maintained expense records make it easier to determine your profit and loss position.
Income tracking – Cash flow must be accurately represented, even if it is negative. It’s also important to confirm whether your business operates on a cash or accrual accounting basis, as this determines which transactions are included in the current financial year.
Separation of personal and business expenses – Business and personal expenses must be clearly separated. Ideally, this is achieved through a dedicated business bank account. If not, careful categorisation is essential to avoid errors and compliance issues.
Deductions and depreciation – Eligible deductions such as mileage, travel, clothing, and home office expenses should be tracked throughout the year. Capital assets, including machinery and equipment, may need to be depreciated over time rather than claimed in full.
Reporting and financial statements – You should have access to accurate year-to-date reports, turnover figures, payment summaries, Profit & Loss statements, balance sheets, and liabilities. These reports support tax lodgement, bad debt management, and compliance with ATO requirements.
If this process feels overwhelming as your business grows, it may be time to consider more capable accounting software. SapphireOne Accounting Software automates many of these processes, pre-fills ATO reporting, and provides a secure, compliant connection for lodging BAS, payroll, superannuation, and tax obligations.
With all financial data stored in a single database, your end-of-year business tax return can be prepared efficiently using accurate, real-time reports.
For more information on the capabilities SapphireOne ERP, CRM, DMS, Accounting Software application and how we can help you at tax time Click here – sapphireone.com, request a demo or contact us.
Many businesses make a significant investment in a business accounting system early on. Whether that decision was made five, ten, or even more years ago, accounting software often becomes the foundation of the business. Financial data and reporting — managed internally or through an accountant or bookkeeper — sit at the core of daily operations.
However, as a business grows, its needs become more complex. Markets evolve, operations expand, and customer expectations increase. Tools such as spreadsheets for reporting or email applications for contact management can quickly become inefficient and difficult to maintain.
If your accounting software feels like it is struggling to keep up or is holding your business back, these are the key signs it may be time to move on.
Seven Signs It’s Time to Upgrade Your Accounting System
Increased Manual Activities and Paperwork – Are your employees entering the same data multiple times or spending excessive time managing paperwork? As your business grows, duplicated data entry increases the risk of errors and distracts staff from higher-value work such as customer engagement and strategic initiatives.
Lack of Data Integration – Do you need to contact different people across the organisation to gather basic information? When systems are not integrated, managers lose visibility across operations. A modern system should provide a 360-degree view of your accounts, warehouse, inventory, payroll, and customer relationships in one place.
Limited Customer Relationship Management – Have your customer relationships evolved to include digital marketing, online sales, and eCommerce? Websites with live product information and online ordering must connect to a centralised customer database. Traditional accounting software is not designed to manage finances, purchasing, inventory, sales, and marketing together. An ERP system is.
Limited Mobile Capabilities – Can your employees access the system outside the office? The traditional 9-to-5 workplace has changed. Businesses increasingly require mobile access so staff can work anytime, anywhere, on any device — whether online or offline.
Inadequate Reporting – Are standard, template-based reports limiting your ability to understand the business? If you rely on Excel to manipulate data into usable reports, your system may no longer be fit for purpose. Growing businesses need comprehensive, customisable, and easy-to-interpret reports that highlight trends, risks, and performance drivers.
Working Outside the System – Is more accounting work happening in spreadsheets or external applications than in your accounting system itself? Switching between systems to access financial data wastes time and increases the likelihood of inconsistencies. Your core system should be the primary place where work gets done.
Performance and Scalability Issues – Is your system slow, outdated, or struggling with increased data volumes and users? Poor performance can lead to delays, system instability, and even data corruption during processing. As your business grows, your system must scale with it.
When It’s Time to Move Forward
If you answered “yes” to any of the above, it may be time to consider a modern business management platform such as SapphireOne ERP, CRM, DMS, and Business Accounting Application.
Integration is a critical component of any ERP system. When all areas of the business operate from a single, integrated platform, errors are reduced, productivity improves, and management gains access to timely, accurate information to support better decision-making.
Click here for a demo or to contact one of our friendly consultants.
The 4D World Tour Development Day was held on 15 May 2019 at Cliftons Venues in Sydney. The SapphireOne development team attended the event, where 4D v17 was introduced, showcasing key advancements including ORDA, 4D Write Pro, 4D View Pro, and other major enhancements.
The session highlighted improvements that provide developers with more sophisticated tools and innovative approaches to building productive, business-focused applications. As 4D is the core language used in SapphireOne’s client-server application, these developments are directly relevant to ongoing product innovation.
Key Highlights from the Development Day
ORDA – A New Way to Access Data
Object Relational Data Access (ORDA) represents a fundamental shift in how data is accessed and managed within 4D.
As described by Thomas Maul, VP Strategy at 4D:
“ORDA is a new way of thinking. It’s not just a language. It’s about relations, data access, using objects, and much more.”
With ORDA, complex relational structures are internally mapped as objects, allowing developers to interact with the entire database as a single object. This approach simplifies data access, improves code readability, and supports modern application architectures.
4D Write Pro – Powerful and Fully Integrated
4D Write Pro is a feature-rich, programmable text engine fully integrated into 4D and its database environment. It enables users to design letters, generate invoices, produce catalogues, and create reports, supporting a wide range of desktop publishing requirements.
Customisable menus ensure users only access the features they need, improving usability and efficiency. In version 17, enhancements support workflows across order processing, logistics, correspondence, marketing, and document management.
4D View Pro – Advanced Spreadsheet Capabilities
4D View Pro provides powerful, integrated spreadsheet functionality within the 4D environment. Enhancements include improved compatibility with Microsoft Office, allowing reports to be generated offline and exported directly to Excel or saved as PDF files.
Developers can compute reports using 4D View Pro and seamlessly share or distribute them in widely used formats.
Additional Enhancements in 4D v17
The 4D World Tour also introduced a new modern interface designed to improve user experience and customer satisfaction.
Dynamic forms now allow users to build fully adaptable interfaces without writing additional code. Programmers can easily convert existing binary forms into dynamic forms, enabling real-time redesign and greater flexibility.
Security improvements were also highlighted, ensuring stronger protection for data, websites, and server communications, while maintaining system stability and performance.
Every business wants to increase sales without inflating budgets. One of the most cost-effective ways to achieve this is by fully understanding and utilising the functions and features already available within your ERP software and supporting technology.
Before investing in new systems, take a close look at what you already have. Once you have maximised your existing capabilities, avoid the trap of becoming complacent. While technology is a powerful enabler, building and maintaining strong client relationships through personal interaction remains fundamental to the sales process.
Seven Practical Ways to Increase Sales Using ERP Technology
Your Website – Review your SEO (Search Engine Optimisation) strategy to improve visibility, increase search rankings, and attract new customers. Many website platforms include built-in SEO tools, plugins, or apps designed to drive traffic. Ensure your website is mobile-ready and fully responsive, as mobile usage continues to grow. Regularly review performance and apply optimisation techniques to stay competitive.
Stocktake Your Hardware – Confirm that desktops, laptops, and mobile devices are up to date and performing efficiently. Outdated or slow hardware can negatively impact productivity and staff effectiveness. Replacing ageing equipment can deliver immediate performance gains.
Eliminate Paperwork – Manual paperwork slows operations and increases the risk of errors. ERP software supports Electronic Data Interchange (EDI), allowing trading documents such as orders, invoices, and advanced shipping notices to be exchanged electronically without manual data entry. Check whether your ERP includes a Document Management System (DMS) to attach, store, and manage documents digitally. Files of any type can be stored directly against transactions, client records, or vendor records, improving accessibility and control.
Improve Customer Relationships with CRM – CRM functionality goes beyond recording customer interactions. It provides a clear, consistent view of customer needs across the entire sales cycle. Ensure sales staff record contacts, opportunities, activities, and schedules within the system. Mobile access allows teams to retrieve real-time information from anywhere. Use CRM insights to personalise marketing efforts, build trust, and improve the overall customer experience with SapphireOne ERP and CRM.
Payment Options – E-invoicing and “pay now” options can significantly reduce payment delays. ERP systems can integrate with multiple online payment gateways, allowing customers to choose their preferred payment method and making the purchasing experience as frictionless as possible.
Automation – Review existing automation processes and identify areas causing delays or manual rework. Prioritise workflows where automation will increase productivity and reduce errors. ERP software should be flexible. If a new workflow would benefit your business, investigate customisation options. Repetitive transactions can often be completed with a single action through effective automation.
Reporting – Ensure reports are accessible to the people who need them, both internally and externally. Reporting should provide accurate trend analysis, highlight variances, and support forecasting. Automated reports save time and improve consistency. Speak with your ERP provider about custom reports tailored to your business requirements.
When fully utilised, ERP software and supporting technology become powerful tools for driving sales growth. By improving efficiency, visibility, and customer engagement, businesses can scale confidently while maintaining control over operations and costs.
Batch payment processing in SapphireOne or bulk vendor payments allows multiple invoices to be paid to single or multiple vendors in one transaction. This ensures you spend less time on business administrative tasks by bundling bills together and Batch payment processing in SapphireOne or bulk vendor payments allows multiple invoices to be paid to single or multiple vendors in one transaction. This ensures you spend less time on business administrative tasks by bundling bills together and scheduling payments. Payments are based on outstanding creditor invoices, with the key task selecting which invoices are to be paid. Save time, money and reduce human errors in a few easy steps.
How to Create Batch Payment Processing in SapphireOne
There are different options available, the video below demonstrates one.
Employee scheduling sounds simple, but when you take into account estimating staff availability it’s a tricky and time-consuming task. Managers spend a large part of their work hours in rostering, finding the right balance between part-time, full-time, casuals and contractors. On top they need to schedule in variables such as overtime, restrictions on work hours, days off, carer and personal leave and holidays. This is where scheduling software for your rostering comes to the rescue.
What does SapphireOne Scheduling Software do?
SapphireOne takes care of everything. Our scheduling software for management looks after staff availability, rostering, shift swap, clock-in-out and full payroll integration. One software solution, one database, to streamline processes and provide access to all or selected areas of your business for reporting.
For your employees, they can view their schedules in real-time. They have the ability to manage their own availability and pick up shifts on any device, any time and any place. This enhances more accountability, employees are responsible in keeping their availability and leave requests up to date and ensure they are always aware of rostered shifts. Productivity is also increased as no more chasing employees for shifts, simply post available shifts and wait for the response to fill them. Managers have the ultimate control of rostering and can select the best qualified and available staff before the final roster is published.
For managers, they have the ability to view and edit rosters with our daily, weekly and fortnightly view options. Previous rosters or templates can be copied, then costings calculated on variances such as hourly rate, number of hours per week, areas and locations. Afterwards, simply publish the final rosters and staff can immediately see their schedules.
Select to import employee shifts into payroll and seamlessly within seconds be assured all your payroll requirements are TFN, ATO/STP compliant. This is part of the SapphireOne service with the in-built Payroll/HR module.
Firmly established as one of the leading awards programs in the Australian financial technology sector, the Fintech Business Awards seeks to recognise the leading individuals and organisations who display outstanding innovation and entrepreneurship.
This year they received over 200 submissions across twenty categories making it the biggest one yet. Ninety-six unique companies were in the running for the 2019 Fintech Business Awards and in the end, 15 unique companies were recipients of awards.
John Adams, CEO, and his team attended the 4th Annual Australian Fintech Business Awards. They were held on Thursday 28th March in Sydney. These awards celebrated the achievements of dynamic people and businesses comprising the fintech sector. The event was an evening of recognising innovation, created by the best innovators and entrepreneurs that live and work in Australia.
Although not winning the category, the team at SapphireOne were proud to be chosen as a finalist in the Software Services Innovator Of The YearAWARD.
Award Winners in the 2019 Fintech Business Awards
Company categories
Software Services Innovator of the Year (less than 50 employees) – myprosperity
Software Services Innovator of the Year (50 employees or more) – Class Limited
Fintech Business Excellence Award (Company) – SocietyOne
Compliance Innovator of the Year – Advice RegTech
Financial Advice Innovator of the Year – Myprosperity
Fintech Start-Up Business of the Year – Trade Ledger
Insurance Innovator of the Year – Claim Central Consolidated
Investment Innovator of the Year – RateSetter
Investment Platform Innovator of the Year – Raiz Invest
Lending Innovator of the Year – SocietyOne
Lending Platform Innovator of the Year – Trade Ledger
Payments Innovator of the Year – Verrency
Personal Finance Innovator of the Year – Pocketbook Australia
Software Innovator of the Year – Spaceship
Accounting Innovator of the Year – Class Limited
Individual categories
Femtech Leader of the Year – Jodi Stanton – SendGold
Fintech Entrepreneur of the Year – Ruth Hatherley – Moneycatcha
Fintech Mentor of the Year – Peta Tilse – Sophisticated Access
Fintech Thought Leader of the Year – Charmian Holmes – The Fold Legal
Fintech Business Excellence Award (Individual) – Ruth Hatherley – Moneycatcha
We have all heard about STP (Single Touch Payroll) reporting requirements, but are you ready? In case you haven’t heard, STP is the new way of reporting tax and super information to the ATO. Cut-off date is nearing with compliance on 1st July 2019.
Phase 1 – Single Touch Payroll became mandatory on 1st July 2018 for all employers with 20 or more employees.
Phase 2 – Single Touch Payroll will be mandatory for employers with 19 or less employees from 1st July 2019. Since July 2018, all employers were able to move over to the new reporting system.
If you use a payroll or accounting software, your provider should offer STP. Ask for their accreditation and how long they have been offering the service, this ensures your payroll obligations are streamlined. SapphireOne Payroll System Australia has been accredited since 1stMay 2018 with clients enjoying from 1stJuly 2018.
Ultimately, it’s your responsibility as the employer to ensure you are STP enabled. Every time you run your payroll, you have to send employees’ tax and super information to the ATO. Don’t fall into the danger of smaller software companies claiming to be accredited. Make sure they will help you with the transition.
What are the next steps for your Payroll System in Australia?
If your software company is not ready, check they have applied for a deferred start. The ATO is more lenient for clients and companies of 19 or less employees. Here is the link for ATO deferred start conditions
Otherwise it is important to ensure you train all your staff who will be involved in payroll. Go through current employees’ payroll details and check they are up to date.
Once you are STP ready, take a look at the following steps recommend by the ATO. This ensures the files you send to the ATO are successful. ATO start reporting checklist.
If you are not ready, contact your accounting software’s support team and keep up to date with their communications.
SapphireOne was the first to achieve world-wide full STP accreditation on 1st May 2018. Our clients have been enjoying the benefits since July 2018. For more information – SapphireOne Business Accounting System and STP.
Running your large enterprise and managing interests in two or more legal identities can be complex and complicated. With multi-entity accounting add in the multi-locations, multiple currencies, multi regulations, and you have a whole world of pain to track and manage. The old way is to manually prepare separate accounting for each; expenses, currencies, payments, tax returns and often payroll which can be time consuming. Afterwards you cross your fingers and hope your BAS returns, tax and financial information is correct and balances. Nowadays your accounting software can sort and align data within the one centralised database. You can run multiple businesses completely independent from each other and automate financial consolidation activities. Imagine eliminating manual processing, having a clear picture of your overall group performance. Spend time concentrating on growing your business.
What are the challenges facing multi-entity accounting and financial reporting
There are definitely some unique challenges in multi-entity accounting and the way to tackle these are by having all the elements combined into an ERP system.
Consolidation – combining multiple levels and entities. Financial accounts of each entity need to adhere to the correct accounting standards, regulations, rules, and practices of jurisdictions and countries.
Transactions – multiple countries and currencies poses transactional challenges for any global company. Even if your business is located in a single country, you still need to conduct inter company transactions. Transfer pricing and inter company cost allocations becomes complicated and time consuming.
Manual entries – it goes without saying, manual entries increase the probability of errors and can lead to inefficient reporting with Excel spreadsheets.
ERP accounting software solutions
An ERP system will fully automate the processes and provide real-time reporting. The management team can make changes, monitor tasks and performances across the whole enterprise. It will provide global consolidation for multiple locations and entities, across different currencies and languages, at a touch of a button. Replicating transactions will be automated between the entities. SapphireOne ERP provides hassle free multi-entity financials by streamlining the entire process.
Customers are at the heart of every successful business. A common question is where to focus your time and budget — acquiring new customers or keeping existing ones satisfied. In most cases, the answer comes down to cost. It is far more expensive to acquire new customers than to retain those you already have, which is why customer relationship management (CRM) makes strong business sense.
Managing customer interactions effectively helps sales teams gain deeper insights into customer needs. With this understanding, teams can address those needs throughout the customer lifecycle, prioritise the right relationships, and engage at the right time and in the right way. Strong relationships build trust, which is essential for long-term success.
Understanding your customers’ needs is fundamental to retention. Below are some practical CRM-focused approaches to consider.
Listen to Your Customers – Stay approachable, keep communication open, and respond promptly. Social media platforms such as X (formerly Twitter), Facebook, and Instagram provide valuable channels for customers to connect with your business. Customers often use these platforms to share feedback, raise concerns, and discuss their experiences. Actively listening and responding shows customers that their opinions matter.
Respect Your Customers’ Time – Time is one of the most valuable resources. Respecting your customers’ time demonstrates professionalism and consideration. Schedule appointments effectively, avoid unnecessary delays, and understand when to keep conversations brief and business-focused. Being prepared and efficient helps build credibility and mutual respect.
Underpromise and Overdeliver – Although often considered a cliché, this principle remains powerful. Customers do not want to feel disappointed. Consistently delivering more than promised strengthens trust and leaves a positive, lasting impression.
Set Mutual Goals and Build Credibility – At the start of any new engagement or project, take the time to establish mutual goals. This ensures alignment from the outset and provides a reference point if challenges arise later. Credibility takes time to build. Trust develops through consistency, reliability, and a methodical approach to customer relationships.
Be Transparent and Stay in Touch – Mistakes happen in every business. Being open and honest when they occur helps reassure customers and reduces frustration. Transparency reinforces trust and shows authenticity. Regular communication also helps keep your business top of mind. Staying in touch demonstrates that you value the relationship and reduces the risk of customers disengaging or moving elsewhere.
Click for more information on improving customer relationships and sales with SapphireOne CRM. Alternatively, contact our office on (02) 8362 4500 or request a demo.
WooCommerce is one of the most widely used WordPress plugins, offering businesses a flexible and cost-effective way to create an online store. However, manually maintaining accurate accounts and transaction records can be time-consuming and prone to human error.
For eCommerce businesses, the priority should be processing customer orders quickly and accurately. Integrating your accounting software eliminates reliance on spreadsheets and disconnected inventory systems, saving time and allowing you to focus on growing your business.
By combining WooCommerce with accounting software, your eCommerce front end is seamlessly connected to back-office operations.
Benefits of WooCommerce and SapphireOne Integration
SapphireOne ERP, CRM and Business Accounting Software helps eCommerce businesses accurately record financial transactions while managing accounts payable and receivable. Integration removes the need to maintain separate financial and cost-accounting records.
With a continuous flow of data between WooCommerce and SapphireOne, inventory management becomes more efficient. Automated processes reduce manual workload, lower operational costs, and support scalable business growth.
Automated Data Entry
SapphireOne CRM and Accounting modules store product availability and pricing information required by WooCommerce for both online and offline sales.
Order management goes beyond simple order synchronisation. The entire process is automated, eliminating the need to manually extract data from WooCommerce. This saves time, reduces costs, and significantly minimises data entry errors.
Removal of Manual Checking
Accurate synchronisation of WooCommerce orders and available stock is critical. SapphireOne manages the relationship between orders and inventory, triggering alerts when stock levels are breached and automatically generating purchase orders for approval and processing.
This proactive approach ensures inventory levels are maintained without constant manual oversight.
Smart BI Dashboards and Reporting
SapphireOne provides a real-time, 360-degree view of incoming sales, stock levels, and online store performance. Built-in Business Intelligence dashboards and customisable reports allow you to identify trends, detect issues early, and respond quickly to changing business conditions.
Improved Customer Service
Order status and tracking information are essential components of the WooCommerce customer experience. SapphireOne manages order, invoicing, and delivery details, synchronising this information back to WooCommerce.
If an order has not been delivered or encounters an issue, SapphireOne can notify WooCommerce automatically, helping you resolve problems quickly and improve customer satisfaction.
SapphireOne CRM also identifies purchases made through the WooCommerce store, enabling targeted follow-up marketing campaigns to strengthen customer relationships and drive repeat sales.
Sapphire Market Pack is designed specifically for wholesale markets where buyers and sellers trade goods, services, and information in a fast-paced, high-volume environment. Fresh produce market wholesalers service fruit and vegetable retailers, secondary wholesalers and provedores, the foodservice industry, processors, exporters, and the public.
These markets provide a centralised location where growers, wholesalers, and buyers build strong business relationships while healthy competition drives fair market pricing.
The Role of Wholesalers in Fresh Produce Markets
Wholesalers play a vital role in the fresh produce supply chain and significantly influence the prices ultimately paid by consumers. Operating in a competitive environment, wholesalers continually respond to daily price fluctuations driven by supply and demand, as well as factors such as produce size, quality, and availability.
Managing Perishable Goods and Market Volatility
One of the greatest challenges in fresh produce markets is managing the volatility of perishable goods. Produce must move quickly through the supply chain to reach retailers in optimal condition.
Sapphire Market Pack helps wholesalers efficiently manage relationships with growers, customers, and the wider market community. It provides a centralised, mobile warehouse, inventory, and invoicing management system designed to operate directly on the market floor.
Traceability has become a critical requirement rather than a preference. Sapphire Market Pack delivers real-time tracking across all stages of the supply chain, helping mitigate losses, manage recalls, and ensure compliance.
Its flexible, work-as-you-go design allows transactions to be completed anywhere, with all pricing and data based on live market conditions.
Sapphire Market Pack Key Functionalities
Here is the improved version, keeping the same list format, with clearer wording, consistent grammar, and lower-case labels as requested:
Sales – POS data entry screen designed for fast, high-volume transactions on the market floor.
Goods received – Orders from growers are entered into the SapphireOne system using either the desktop application or Market Pack via iPhone, iPad, and Android smartphones and tablets.
Batch price – Enables sales teams to work against margins by continuously updating the estimated cost of a batch item throughout its lifecycle.
Manager – Used primarily to allocate pickers to transactions. This screen also highlights transactions with queries before they are assigned.
Picking – Displays a list of all orders allocated for picking, with the ability to assign items within an order to specific pallets.
Packing – Provides users and drivers with a list of pallets ready for delivery.
Pallet management – Allows users to track, reconcile, and finalise pallets owed to or by clients and vendors, including pallet locations for receipt and dispatch.
Cashier – Enables receipt creation, allocation against invoices, and end-of-day reconciliation.
Sapphire Web PackMarket Pack within SapphireSales Clients ScreenClients Order DetailsClients OrderDelivery DetailsOrder TotalManager ScreenPallet Management
Email marketing is an effective way to keep your customers informed. It helps you stay connected with prospects and customers by delivering targeted content messages. Marketers look at developing personalised digital campaigns while staying on budget. SapphireOne has partnered with Mailchimp so clients can start combining the two.
Mailchimp is the world’s largest marketing automation platform. It helps you design email newsletters, share them on social networks, integrate with services you already use, and track your results. Millions of people and businesses use Mailchimp to send 1 billion emails every day. They provide a marketing platform which works around the clock helping you find your people, grow your business, and get smarter as you go. Small businesses to large e-commerce retailers need an experienced marketing automation provider that can scale with them. Find your audience, engage customers, and build your brand with Mailchimp.
How Mailchimp and SapphireOne integration works
SapphireOne has seamlessly integrated with Mailchimp to ensure updated information is exchanged between the applications. Keep in touch with your contacts in SapphireOne by creating engaging, brand building messages through email, e-commerce and social interactions in Mailchimp.
Don’t have a Mailchimp account- it’s easy to set one up and start emailing today. For more information…create account in Mailchimp.
SapphireOne has inbuilt features with every contact having a marketing section located above the notes. On the right-hand side there is a “Create Member in Mailchimp” button. Once you have consent from your contact you can add them into the different lists in your Mailchimp account. It’s as easy as a click of the button.
Afterwards all Mailchimp marketing activities will be recorded and logged directly into your SapphireOne contact. The last 3 campaigns will be displayed in your contact card under Marketing for quick reference. For the rest, click on the green box next to the Mailchimp button to see all communications. Hence you have a record of interactions that can be further segmented for interests etc.
Subscription management of your contacts is handled by Mailchimp and their rules relating to permission. Please ensure current contacts in SapphireOne are happy to receive digital communications from you.
Getting started is easy
In Mailchimp:
Create your own Mailchimp account OR
Log into your existing one
Retrieve the API key from Mailchimp located under Accounts, Extras
In SapphireOne Windows OS:
Go to Utilities Mode
In the left navigator, select Controls then Master Defaults
Return back to Utilities Mode and underneath in Page drop down menu, select API
In the API Settings Demo screen, go to Mailchimp on the bottom right
Insert your Mailchimp API key
Green tick to save and exit
In SapphireOne MAC OS:
Go to Utilities Mode
Select Controls in the top toolbar then Master Defaults
Return back to Utilities Mode and underneath in Page drop down menu, select API
In the API Settings Demo screen, go to Mailchimp on the bottom right
Imagine putting on a blindfold, getting behind the wheel of your car with your family to drive somewhere you have never been before. With this scenario you risk losing in a heartbeat what you love most in the world.
Our research has found cash flow is the number one concern for small business owners and the reason for this angst is because businesses, by their own accord, are driving blind. When you sit behind the wheel you want to know where you are going. So how can you map out your business future so that you are no longer driving blind?
The key to business success is knowing where you are going and part of this plan involves having the right tools to navigate through your day to day tasks. At a glance you need to know your business situation, whether it’s to increase sales, job project costing, reduce expenditure or maintain optimal inventory levels.
Complete ERP solution ensures scalability and functionality
With a complete ERP, CRM, DMS and Business Accounting Management application, risks associated with your business are eliminated. A complete ERP Solution should combine financial, inventory, supply chain, material resource planning, job project management, asset management, payroll/HR, CRM, document management system, VoIP SoftPhone and support for multiple companies, foreign currencies and taxes.
I recommend business owners search for an application which is smart, simple to use and suitable for small, medium to larger sized businesses. It should be scalable like SapphireOne to grow with your demands. You can start as a Sapphire single user and grow your business to 1000’s of users.
Another important factor is to have a web-based solution so you can enter data, lookup clients and vendors, accept payments and other accounting functions from any portable device. On-the-go is critical for the ever-changing demands of consumers and where we conduct business today. Process payments and client receipts on your phone via Stripe.
Cyber security is a growing concern for business at the moment. To ensure better protection I recommend using a software solution which can be stored in-house, not online, for peace of mind. This way there are no issues like loss of internet connection, and vague pricing which occurs with many cloud-based subscriptions.
So whether you are starting out in business, sick of paying for subscriptions or had enough of not knowing where you are going, consider taking your blind fold off and finding the right road map, and complete ERP Solution for your business.
Click for more information regarding improvements and features within the latest release of SapphireOne ERP Software. Alternatively, contact our office on (02) 8362 4500 or request a demo.
An invoice is a formal record of work completed and provides clarity for your clients on what they are being charged. The ability to track invoices that have been sent, paid, or are outstanding is fundamental to maintaining healthy cash flow.
Creating and sending large volumes of periodic invoices can be time-consuming. However, delayed or missing invoices can negatively impact cash flow and customer experience. This is where batch invoicing becomes invaluable.
What Is Batch Invoicing?
Batch invoicing allows multiple invoices to be grouped and processed together. It is designed to handle high volumes efficiently, reducing repetitive data entry and minimising the risk of human error.
Batching can be scheduled according to your workflow requirements — weekly, monthly, or at any other nominated interval. Instead of processing and emailing invoices individually, invoices are generated and sent in one streamlined process.
The same principle applies to accounts payable, where multiple supplier invoices can be batched and paid at once, saving time and administrative effort.
SapphireOne Batch Invoicing Functionality
SapphireOne allows you to select groups of invoices and print or email them in bulk. Regular batch invoicing improves productivity by enabling you to bill multiple clients simultaneously, freeing up time for higher-value activities.
Sending invoices on a consistent schedule — such as the same day each month — also encourages more predictable and timely payments from customers.
Getting Started: Batch Emailing Invoices in SapphireOne
Follow these steps to batch email invoices:
Open Inventory Mode
Select Sales from the top toolbar, then choose Invoices
In Print Destination, select Email
The Report Type will automatically format to Batch Email
In Report Sort Order, choose how you want invoices sorted
In Report Selection, choose Include Printed if required
Select the appropriate Sequence By fields
Click Print to open the Batch Email Invoices screen
Select the invoices to be included
Under Attach Report, choose the standard report or a Custom Report
Tick Import to Document After Send to retain a record in SapphireOne Documents
Click Send
Improve Efficiency and Cash Flow
By automating invoice processing and delivery, SapphireOne batch invoicing reduces administrative workload, improves accuracy, and helps ensure invoices are sent on time — supporting stronger cash flow and better customer relationships.
GS1 barcoding is transforming how you share information, as communicating with your customers, partners and suppliers is a crucial part of business. Their barcoding identifies, captures and shares information smoothly. They saw the need for a common language as when there are different processes and systems, the sharing of straightforward information can become time-consuming and error-prone. When everyone uses the same standards, it’s easier to get things done. GS1 barcodes are trusted and based on global standards.
SapphireOne has partnered with GS1 enabling clients to become compliant to their standards. These standards ensure key processes run smoothly in some of the world’s biggest industries.
GS1 Barcoding Standards- How They Work with SapphireOne
Identification standards contains numbers which are used to identify anything from products to invoices and warehouses. They make it easier to identify, track and share data in your supply chain.
Data capture currently uses globally-recognised standards to represent identification numbers. These data carriers capture information efficiently and effectively, bridging the gap between physical objects and electronic data.
SapphireOne uses these standards to automate the sharing of transactional information such as purchase orders and dispatch advice. This in turns saves time and money. GS1 synchronises the data with SapphireOne to share your company’s master data (product and pricing information) with all trading partners in your supply chain.
SapphireOne helps combine different GS1 standards resulting in streamlining business processes such as traceability.
The Importance of Barcode Integrity
All over the world, manufacturers and retailers rely on the GS1 system. Each barcode is issued by an authorised agent and are unique, accurate, and based on current global standards. In Australia, their barcode numbers begin with the prefix 93.
If you buy barcode numbers from a re-seller you do so at your own risk. All GS1 barcoding numbers are legitimate when first created, as soon as a re-seller buys a number and on-sells it to you, that number is no longer managed by GS1. This means there is no guarantee that the number will remain unique – which can have significant consequences within the supply chain, particularly in labelling and track and trace.
If unauthorised barcode numbers are purchased, sellers can create confusion in the market and disrupt the functioning of supply chains in Australia and overseas. Businesses need to be aware. If you obtain barcode numbers from an unauthorised source, you may suffer losses. These losses can be from re-labelling or repackaging your products, or if your products are rejected by your retail customer.
Maintaining healthy cash flow requires consistent and proactive invoice follow-up. While businesses often focus on driving sales, extending credit, offering discounts, or relaxing payment terms to win customers, revenue is meaningless if invoices are not paid on time.
Late payments can quickly lead to cash flow constraints, affecting your ability to pay vendors, meet payroll, and fulfil other financial obligations. Customers may delay payment intentionally or simply forget, making it essential to track invoice dates, due dates, and outstanding balances accurately.
Accounts receivable alerts help you stay in control of your invoicing and reduce the risk of overdue payments.
Automating Invoice Follow-Up with SapphireOne Workflow
Effective collection processes should be consistent, structured, and automated wherever possible. Automating accounts receivable follow-up reduces reliance on manual tracking and minimises the risk of errors.
SapphireOne ERP allows you to configure workflows that trigger alerts based on receivables ageing. These alerts can notify relevant employees when invoices are approaching their due date, are due, or have become overdue. Friendly reminder emails can also be scheduled and sent automatically to customers.
SapphireOne supports unlimited workflows, enabling flexible credit control strategies tailored to different customer groups and payment terms.
Best Email Practices for Invoice Reminders
Using the right tone and timing is critical when requesting payment. Well-structured reminders help maintain positive customer relationships while reinforcing payment expectations.
Before the Due Date
Send an initial reminder approximately one week before the invoice due date.
Keep the tone polite and friendly
Reference the invoice number in the email subject
Keep the message brief and informative
This reassures customers that your invoicing process is well managed.
On the Due Date
On the invoice due date, send a short reminder.
Include the invoice number in the subject
Indicate that payment is due today
Keep the message friendly, as the invoice is not yet overdue
After the Due Date
If payment becomes overdue, a firmer approach may be required, depending on your credit terms.
Clearly state the invoice number and how long it has been overdue
Request payment and outline available payment methods
Advise of any consequences if payment is not received within the specified timeframe
Improving Cash Flow Through Automation
By combining automated workflows with structured communication, SapphireOne helps businesses maintain control over accounts receivable, reduce overdue invoices, and improve overall cash flow — without damaging customer relationships.
Whether you’re a small or large enterprise, business accounting software is becoming more and more prevalent. Business owners are finally realising that struggling in doing their own accounts and coping with spreadsheets, paper receipts and inconsistent invoices or the option of hiring an expensive accountant, is not the optimal solution. That’s where ERP modules and ERP accounting software helps out.
ERP accounting software records and processes accounting transactions utilising modules such as accounts payable, accounts receivable and payroll. There are many ERP modules in an ERP software application. Together these modules work as an accounting information system. Each ERP module is for different processes within an organisation.
ERP Accounting software packages have a list of modules you can purchase and configure into your ERP application.
8 Modules included in the SapphireOne ERP Application
SapphireOne is a platform independent all-in-one ERP, CRM, DMS and Business Accounting Software Application located within the one datafile. One of our strongest selling points is all 8 modules and any add-ons are offered at no additional charge to our clients. Being all-inclusive, you have the functionality of access being provided to every module via a single toolbar.
ERP Modules:
Accounts – Accounts mode manages your day to day accounting operations via modules Receivables, Payables and General Ledger.
Inventory – Inventory mode manages your inventory and stock from an initial requisition to final sale and all POS transactions. Modules included are Sales, Purchases, Inventory Manager and POS.
Job Projects – Job Projects mode helps you maximise profit by tracking of revenue and costs which are related to a specific task or job. Modules included are Cost, Resources, Inventory and Job Projects.
Asset Management – Asset Management mode manages your day to day operations to obtain a clear assessment of all aspects of your asset registry. Modules included are Inquiry, Transactions, Report and History.
Payroll/HR – Payroll/HR mode helps setup pay periods, track history, administrate employee history, leave requests and onboard HR. Modules included are Payroll, Report, Administration and History.
Management – Management mode provides unique analysis tools assisting you to obtain a quick snapshot or an in-depth review of your business performance. Modules included are Analysis, Management and Audits.
Utilities – Utilities mode contains all your historical transactions and system defaults – the rules that control your data file. Modules included are History, Controls and Utilities.
Workbook – Workbook mode combined with user access and user preferences, provides you with the ability to group functions of a user so they can be easily accessed. Contacts, Actions, Documents, Pictures, Tracking Notes, Mail Book, Phone Log, Visitor’s Book, Calendar, Document Manager and PDF Capture are located here.
Foreign Exchange rates are fast moving and always fluctuating, it’s hard to stay on top of latest market movements. Invoices may not match the value you receive; tax laws are different for individual countries. Making the right decision on international money transfers can be time consuming and demanding.
SapphireOne has partnered with OANDA to provide automated, accurate, reliable and live forex data through their Exchange Rates API. Real-time view of your foreign currency exposures, gains and losses are available within our business accounting software. SapphireOne multi-company services provides the flexibility of unlimited companies, currencies and tax realms within the one datafile.
Quick and simple steps to integrate OANDA into SapphireOne ERP for Foreign Exchange Rates
We have programmed OANDA into SapphireOne so you can experience fast and seamless integration.
Select Controls in the top tool bar then Master Defaults
Return back to Utilities Mode and underneath in Page drop down menu, select API
In the API Settings Demo screen, go to Automatic Function box
Insert your OANDA key in the Get FX rates from OANDA option, click on the checkbox next to this option
Green tick to save and exit
To check Foreign Exchange Rates:
Go to Utilities Mode
In the left navigator select Controls-or for MAC in the top tool bar select Controls- then FX Currency Settings.
SapphireOne and OANDA- powering together to get your money moving.
Click for more information regarding foreign exchange rates with SapphireOne and Oanda and features within the latest release of SapphireOne ERP multi-company application. Alternatively, contact our office on (02) 8362 4500 or request a demo.
The electronics industry is dynamic due to fierce global competition in developing and launching new and innovative products. Product life cycles have shortened dramatically, customer preferences have shifted, shaping the industry today. The most common element in the electronics industry is change. Delivering goods and providing customer service is not enough, you need to meet changing demands and respond accordingly in a timely manner.
Customer Relationship Management (CRM) software covers a broad set of applications designed to help the electrical industry manage many processes. Detailed production, manufacturing, test and measurement activities, customer data and interaction, real-time business information are visible across all departments. Your CRM software application needs to integrate with inventory management, customer communication, sales and marketing and automate these processes within the organisation.
SapphireOne CRM software application adapts to the Changing Electronics Industry
The present environment has led the industry to change structure and operational ways. Communication and sales have begun to rely heavily on digital, mobile and off-site meetings. Customers are wanting more engagement and the competition is fierce. CRM leaders are embracing a more digital model across marketing, sales and service practices. They are focusing on predicting customer behaviour and shaping experiences across channels through customer insights.
SapphireOne ERP, CRM, DMS and business accounting software application provides your sales team real-time access to your database via iPhone, Android device, iPad, tablet, Macbook Pro or laptop. This ensures better control and visibility into customer and supplier activities. Business can track front to back end functions for administrative, financial, inventory, standards, technical and sales support. Ultimately this will help in increasing leads and sales with quick closures. Point of Sale (POS), Inventory Management, Material Resource Planning (MRP) Supply Chain Management (SCM) and Enterprise Resource Planning (ERP) are included in the SapphireOne ERP, CRM and business accounting software application.
Click for more information regarding improvements and features within the latest release of SapphireOne CRM software application. Alternatively, contact our office on (02) 8362 4500 or request a demo.
Digital signature stops disputed deliveries, sales orders and invoices leading to back office complications, delayed receivables and unhappy customers.
To help improve service and reduce costs, drivers are carrying smartphones and tablets. These are equipped with digital signature technology for proof of delivery (POD) and orders. Mobile devices communicate with the company’s back office, hence keeping the different departments updated on delivery status and other vital data.
Sapphire Web Pack allows you to take your office anywhere with mobile on-the-go access to parts of the live datafile from any device with a browser. Data can be updated in real-time therefore giving business the flexibility of how and when it can be added into the system.
Digital Signature Capture in Sapphire Web Pack secures Mobile Proof of Delivery (POD) and Sales
Digital signature technology instead of paper-based transactions ultimately saves time and eliminates frustrations involved in the delivery process. With delivery drivers and sales reps becoming time poor in logistics, a simple workflow helps retain and recruit staff. No more waiting for documents to return, filed or transferred to other departments, they are recorded immediately. Simply obtain the digital signature on the supporting document.
The Sapphire Web Pack digital signature captures proof of delivery and helps resolve disputes over delivery times and quantities. Clients sign the delivery receipt with either a pen or fingertip via the driver’s tablet or smartphone. This provides immediate proof of delivery . For sales reps, the signature panel provides immediate approval of quotes and orders.
The signature panel is available in the Data Entry, Client Sales Menu. The signature button is on the top tool bar in Quote, Order and Invoice Modes producing a pop-up screen.
As a result, deliveries and sales are recorded in real-time on the SapphireOne server for all relevant departments to view. With mobile proof of delivery, supply chain operations are streamlined. Furthermore, driver tasks are automated to ensure accurate, on-time and error-free pickups, deliveries and returns. Deliveries are faster, which can ultimately save your accounts department time in areas such as resolving credit disputes.
6 Reasons Electronic Proof of Delivery will Enhance Logistics
Reduces costs- becoming paperless, less couriers, shipping and data storage costs.
Better efficiency- online processes speed up workflows and turnaround times.
Increased productivity- less time on processing and more on sales and deliveries.
Accurate data- no manual data entry and duplications, transferring of paperwork.
Better customer service- deals are closed faster on mobile devices.
Environmentally friendly- enhances your logistics credentials as saving the environment.
For more information regarding improvements and features within the latest release of Sapphire Web Pack. Alternatively, contact our office on (02) 8362 4500 or request a demo.
Single Touch Payroll (STP) represents a significant step forward in simplifying payroll reporting to the Australian Taxation Office (ATO). While there has been considerable discussion — and some concern — around STP, many businesses can comply simply by updating their existing payroll software or selecting a compliant solution.
SapphireOne was the first ERP provider worldwide to achieve full STP accreditation on 1 May 2018, allowing our clients to benefit from compliant payroll reporting well ahead of the mandated deadlines.
What Is Single Touch Payroll?
Single Touch Payroll requires employers to report payroll information directly to the ATO after every pay run. This includes:
Wages and salaries
PAYG withholding
Superannuation liabilities
STP became mandatory for:
Employers with 20 or more employees from 1 July 2018
Employers with 19 or fewer employees from 1 July 2019
Under STP, employers no longer submit annual payment summaries. Instead, payroll information is sent to the ATO each pay run, and employees access their details directly through myGov.
SapphireOne STP Integration in a Few Easy Steps
SapphireOne has fully integrated Single Touch Payroll into its Payroll and Accounting modules, ensuring compliance with minimal effort.
Step 1: Set Up Your Auskey in SapphireOne
If you cannot locate your Auskey, contact the SapphireOne Support Team for assistance.
If you have your Auskey, follow these steps:
Open Utilities Mode
From the top menu, select Utilities Mode > Utilities Controls > Utilities Controls Inquiries > Utilities Controls Company
Click on your company in the Company Inquiry screen
In Utilities Mode, select More Details
In the SBR section (bottom-right):
Enter your Auskey file in Keystore File
Enter your Auskey password in Keystore Password
Enter the required contact details
Click Upload
You are now ready to process Single Touch Payroll.
Step 2: Submit Single Touch Payroll to the ATO
Open Payroll Mode
From the top toolbar, select History > Pay Run Log / STP
Highlight the pay run you wish to submit
Click STP Submit (bottom of the screen)
Return to the Pay Run Log / STP screen
Highlight the same pay run
Click STP Get Result
You will receive a confirmation alert once the report has been successfully submitted to the ATO.
Compliant Payroll at Your Fingertips
With SapphireOne, Single Touch Payroll compliance is built directly into your ERP system, ensuring accurate reporting, reduced administration, and peace of mind.
Accounting software integration with CRM software for business (CRM) enables organisations to view their customer data in the one place. By combining both, managers have the ability to view not just contacts, but access all relevant customer information and history in the one database to maximise business efficiency and productivity.
More small-medium size businesses are realising customers are key to their success so looking for a CRM software to gain sales insights, provide marketing tools, help acquire new customers and retain their existing ones. Companies today are realising retaining current customers is more productive in time and resources than searching for new ones. This is where a good CRM software can help.
Main Features of a CRM
CRM is used for contact and lead management, tasks and sales, email tracking, campaign management, social media management, reports and dashboards and mobile apps. A CRM application ensures you capitalise on the customers you have and help in obtaining new ones via customer interactions, sales management, marketing campaigns and more. Accounting software provides you with an extra level of insight via linking all the customers’ details with their financial records. In the one datafile, you can analysis customer purchase information, billing and shipping details, see what products or services generate the best revenue and more.
Integration of the two frees up time, allows seamless real-time sharing of data between departments and more importantly for business today, stops the need for manual data entry.
SapphireOne ERP Application, CRM and Business Accounting Application power together for an all-in-one solution
SapphireOne CRM Software Solution ensures you build stronger relationships, encourage conversations and increase sales based on multiple channels. A deeper reach of client engagement is achieved by organising all interactions- emails, phone calls, appointments within the vendor, client and employee files.
Our SoftPhone technology enables users to call any number without a physical telephone. Users call between a computer and phone network and maximise administration. Fast and easy overview of inbound and outbound calls is at your fingertips as all calls made within SapphireOne are automatically logged, timestamped, with date and time in the individual files.
Integration with our ERP, DMS and Business Accounting Application ensures a 360-degree view of your customers in the one place. Sales, financials and support can be viewed in real-time to help speed up business processes, improved staff efficiency, remove duplications and errors of manual data, and ultimately save businesses time and money.
Communication within your organisation is one of the key factors of efficiency in the workplace. Departments like accounts, sales, customer service and others need to easily communicate with each other. One solution more and more companies are embracing is working through a centralised platform like an ERP, Enterprise Resource Planning System. For example, when someone from sales enters data, the accounting department receives the same information in real-time. Not only does this make the flow of work between departments easier, but it also reduces the loss of time and resources caused by errors which are inevitable a by-product of using multiple applications.
Enterprise Resource Planning Systems how do they help..
Have you ever considered investing in ERP Software? Thinking of changing with the compliance of Single Touch Payroll (STP) by 1stJuly 2019. Need to make your business more efficient? Here are 3 tips.
Enterprise Resource Planning System (ERP)
Enterprise Resource Planning Systems is the hub which integrates all areas of your business into one, single system. It can improve company’s efficiency by producing the most efficient way to optimize productivity as business processes are streamlined with workflows. Enterprise Resource Planning Systems allows data visibility for management so they can for example track employee performance and analyse results. They can then make informed decisions on what parts of the business and processes are working or not working. Processors in sales and marketing through to warehouse production, management and planning, which are usually time consuming, can now be automated within the one system. No more costly employee mistakes.
Planning ahead
With the understanding of all processes in your business you can make better informed decisions, identify opportunities and plan ahead. Business planning identifies and addresses issues before they arise rather than running around and trying to negate the crisis after it’s occurred. Planning and financial management ensures projects are kept within budgets as finances are tracked to prevent overspending.
More Effective Customer Service
The key to any business is building those all-important relationships with customers. Many businesses integrate a Customer Relations Management (CRM) application in their Enterprise Resource Planning Systems, which can change the way your business interacts with customers. Order management, accurate inventory levels, customer information and tracking of orders are all part of the ERP Business Accounting Software, CRM capabilities. This ensures your staff can focus on customer interaction and don’t have to track other tasks thus wasting their time. With combining the both, there is no need to track data through the lifecycle in different applications, but bring this information together in order to make a clear assessment.
New workflow security code. There have been security breaches within our competitor’s software of vendor files being hacked relating to their BSB and Account numbers. An external party has been changing these details and clients who thought they were paying vendors have been unwittingly paying into someone else’s bank account.
To ensure this doesn’t happen to our SapphireOne clients we have coded a Workflow Security Code on Vendor bank account changes.
This needs to be installed by the nominated person with access to Bank Details.
To create a Workflow in SapphireOne go to:
Utilities Mode
Top tool bar select Controls- Workflow Rules
Click the blue + sign in the left corner of the tool bar
Insert Title ie Vendor Bank Changes
Go to Transaction- select Vendor
Underneath for Rules Trigger- select Bank Details
Go to Type – insert User Name
On the right click the Authorisation Required box and the Email Notification box below if you would like to receive one (ensure your email account is set up in SapphireOne)
Then confirm by clicking on the green tick in the top tool bar which will take you to the Workflow Rules Inquiry screen
Ensure your rule has been recorded then close the screen by clicking on the red cross in the tool bar
For the Notification Alert:
In the top right corner of SapphireOne the Blue round icon will display a notification
Click on the bank changes notification to be directed to the Workflow Centre
Highlight the change you would like to approve
Then click on the top right button called Open In Inquiry
You will be directed to the History of Bank Changes screen
Double click to open the transaction you would like to review, then check the details are correct
Close down the screens till you are back at the Workflow Centre
Highlight the change again and click the approve or reject button down the bottom
Every time there is a change to bank account details it needs to be approved by the nominated person.
SapphireOne also strongly recommends you verbally confirm changes in bank account details with your vendors, and ensure you talk to the appropriate contact.
For extra security, a record is kept of the changes. Go to Utilities Mode, select in top tool bar History, then History of Bank Changes.
Enterprise Resource Planning (ERP) software manages core business processes through integrated applications such as accounting, human resources, payroll, project management, and inventory control. ERP systems manage the flow of data between departments, ensuring consistency and visibility across the organisation.
ERP automation increases the speed and accuracy of routine business processes by reducing manual intervention and automating workflows.
Key Benefits of ERP Automation
The benefits of ERP automation are significant. For example, a single sales order can automatically trigger actions across finance, inventory, and shipping departments. This reduces duplication, minimises errors, and improves overall efficiency.
Task and reporting automation frees employees from repetitive administrative work, allowing them to focus on higher-value activities while lowering operational costs.
Increased Productivity
Manual data entry and heavy administrative workloads can lead to frustration and reduced morale. Productivity declines, and workplace culture can suffer.
ERP automation eliminates repetitive tasks and ensures accurate data entry. Reporting can be scheduled automatically — such as weekly sales or performance reports — freeing time for teams to focus on strategic initiatives.
Improved Accuracy
Manual data entry is time-consuming and prone to error. Automating ERP processes significantly reduces the risk of human mistakes while improving processing speed and data reliability.
Cost Efficiency
ERP automation supports cost reduction across the organisation. Moving towards a paperless environment through integrated document management reduces waste and operational expenses while supporting environmental sustainability.
Automated invoice processing helps avoid late payment fees, and fewer resources are required for manual data entry and correction, further reducing costs.
Better Communication Across the Business
Effective communication between departments is critical to business success. When information is siloed, projects can stall, resulting in unnecessary follow-ups, emails, and delays.
ERP automation provides a centralised database that connects departments, customers, and suppliers. Automated notifications and workflows ensure information is shared in real time, improving collaboration and keeping projects on track.
Point-of-sale (POS) system integration needs to be done properly. A poorly implemented POS can cost you sales instantly — customers will simply move to a competitor.
A clunky POS experience is almost as damaging as poor in-store service. Whether it’s a confusing checkout or an error at the point of purchase, friction at this stage directly impacts revenue.
Why POS Integration Matters
A well-designed POS system integrates seamlessly with your broader business systems, ensuring inventory, accounting, and customer data remain accurate and up to date.
SapphireOne includes POS functionality within its Inventory Management module, reducing manual tasks and eliminating the need for disconnected systems.
Your POS should deliver a smooth experience for customers. Too often, businesses launch online or in-store POS solutions without proper testing, resulting in failed transactions at the critical point of sale. Investing in a POS that works reliably — and integrates with your existing software — is essential.
Seamless POS Integration Across Your Business
Thanks to modern software development, POS integration can now operate seamlessly across your entire business system. SapphireOne is a leader in this space, delivering enterprise-grade POS integration developed locally in Sydney.
SapphireOne not only provides POS functionality, but also ensures it works cohesively with all core business management modules.
Paul Beard, Software Development Manager at SapphireOne, explains:
“Our software is an all-in-one solution combining accounting, inventory management, job and project management, asset management, payroll and HR, document management (DMS), BAS, Standard Business Reporting (SBR), VoIP SoftPhone, and customer relationship management (CRM).”
POS as Part of an Integrated ERP System
John Adams, CEO of SapphireOne, notes that:
“The most complex business accounting software is frequently delivered as part of an extensive suite known as an Enterprise Resource Planning (ERP) application.”
SapphireOne can be used for traditional accounting, full ERP operations, or both. POS functionality plays a critical role, particularly for businesses that need precise inventory control.
One of the key POS features allows businesses to create and manage multiple stores, all controlled centrally through SapphireOne POS.
Desktop and Web-Based POS Access
While SapphireOne is a powerful desktop-based solution, it also offers web-based functionality through Sapphire Web Pack.
Paul Beard adds:
“The Sapphire Web Pack solution allows unlimited users to access defined areas of the live database from any device with a browser. POS is one of the functions included within Sapphire Web Pack.”
This provides flexibility for retail businesses operating across multiple locations or requiring mobile POS access.
Energy setting and speed- 4D is embedded in our SapphireOne client server application so please read the following article from Wayne.
I was aware that Windows Desktop uses energy saving systems to lower the power need, extend battery live, lower heat, etc.
Surprise was that Windows Server (2008-2016) is also shipped with “balanced” energy saving as default AND that this makes 4D 30-50% slower.
Tested with long running (sequential) search in a text field on 1 million records. After 30 seconds CPU was busy with about 50% and running on 1.7 GHZ and kept this level. Changing to “high performance” energy setting pushed the CPU usage to 100% and 3.4 GHZ.
This was even visible in the progress bar, it moved visible faster. Long running backup changed from 24 minutes to 14 minutes.
With balanced energy a “not busy” CPU might run with 5% max speed. With high performance setting and speed it is kept at 100% as minimum.
How are your experiences with energy setting and speed?
Balanced (recommended) – Default setting targets good energy efficiency with minimal performance impact. General computing Matches capacity to demand. Energy-saving features balance power and performance.
High Performance – Increases performance at the cost of high energy consumption. Power and thermal limitations, operating expenses, and reliability considerations apply. Low latency apps and app code that is sensitive to processor performance changes. Processors are always locked at the highest performance state (including “turbo frequencies). All cores are unparked. Thermal output may be significant.
If a server requires ultra-low latency, invariant CPU frequency, or the very highest performance levels, such as a database servers like SQL Server, it might not be helpful that the processors keep switching to lower-performance states. As such, the High Performance power plan caps the minimum processor performance state at 100 percent.
In essence, the CPUs will run at a lower clock multiplier when demand isn’t deemed high enough, and that clock speed will only increase when demand is high enough for long enough. This results in a slower CPU speed during normal operations. That setting actually works well on my laptop or tablet when I want to conserve battery life and don’t have a workload that is sensitive to CPU speed.
For a SQL Server, though? That is horrible for performance. Windows balanced mode also can cause other components to run slower or behave differently than when the server is running in High Performance mode. For instance, USB ports can be underpowered and network interfaces can be under-powered or even go to sleep. Frankly, for a SQL Server, nothing good comes out of these modes.
More and more people are turning to eCommerce for both B2B and B2C and using platforms to build their online presence. eCommerce platforms such as Shopify, Magento, WooCommerce allows you to build storefronts to sell your products and services online, in store, on social media or anywhere mobile. An ERP application will integrate orders with inventory, accounting, shipping and other back-end functionalities, leading to increased efficiency and better customer service. An ERP will also automate processes leaving management time to focus on what’s important, planning and forecasting.
Benefits of eCommerce and ERP Integration
Business intelligence and working smarter with your datafiles enables your business to get ahead of the competition. When integrating an ERP and eCommerce platform, your main data from order, inventory, item, customer, shipping and tracking, start communicating with each other forming a centralised database. Inventory and pricing information is available to customers and staff in real-time.
Manual practices will be reduced such as hand-keying sales into your ERP, entering details of excel spreadsheets, which in turn saves time and money by reducing errors. It’s easy to make mistakes, anything can be entered the wrong way during the sales channel. This can lead to incorrect or missing inventory and product details incomplete. With the ERP integration inventory can be streamlined, track updates and inventory levels provided to customers in real-time and automatic notifications provided when the goods are shipped.
Another benefit of eCommerce ERP integration is flexibility. Multiple online, web or instore, offline bricks and mortar stores can be added without disruption to your business operations. SapphireOne is built to handle unlimited number of companies that can sit within different tax jurisdictions, have their own financial year-ends and trade in their own local currencies.
Streamlining Integration
In order for this to happen smoothly and seamlessly, every business needs to develop an eCommerce ERP integration strategy. This outlines what other enterprise systems need to be connected and how this will be achieved. Depending on the platforms, customisation can be performed.
What is important and needs to be specified is the data to be included in the integration, where the data source is from, where it will be going, and lastly how often it will be updated. It is critical to look at online orders, offline orders, shipping and tracking information, customer and product data. A data migration plan should be adopted with a backup strategy. SapphireOne’s Product Initiation Document (PID) is an extensive high-level project plan. It outlines for the Project- time, cost, scope, how and when quality performance targets will be achieved, the major products, activities and resources required, and provides a baseline against which to monitor the project’s progress stage by stage.
Shopify is a complete eCommerce platform that allows businesses to set up an online store and sell products online, on social media, or in person. SapphireOne ERP is a comprehensive, all-in-one business accounting and management suite.
Together, SapphireOne ERP and Shopify provide a powerful solution for managing both front-end eCommerce and back-office operations from a single, integrated system.
A Robust Integration Between SapphireOne ERP and Shopify
SapphireOne ERP Business Accounting Application connects seamlessly with your Shopify online store, enabling streamlined data flow between your eCommerce platform and ERP system.
As B2C and B2B merchants increasingly adopt online sales channels, SapphireOne has developed a direct integration with Shopify to support business growth. Online and back-office systems are unified within a single database, allowing processes such as ordering, invoicing, and inventory updates to be automated.
This integration improves operational efficiency while enhancing customer service and delivery performance.
Generate Revenue More Efficiently
With the SapphireOne and Shopify integration, businesses can increase sales without increasing administrative workload. Shopify becomes an additional sales channel that feeds directly into SapphireOne ERP.
Orders no longer need to be manually re-entered into the ERP system. Instead, transactions flow automatically from Shopify into SapphireOne, saving time and reducing the risk of errors.
Start Selling Online with Confidence
The SapphireOne and Shopify integration is ideal for online retailers seeking a fully connected solution. Your Shopify store links directly to SapphireOne ERP, ensuring that all business processes are managed centrally.
Shopify provides a unified platform for marketing, payments, secure checkout, and shipping, while SapphireOne manages accounting, inventory, and business operations. Together, they deliver a complete end-to-end eCommerce solution.
Enterprise-Grade Security and Data Protection
Your data remains secure at all times. SapphireOne is certified under ISO 27001 – Information Security Management Systems, ensuring enterprise-grade data protection.
With the release of SapphireOne Version 17, enhanced functionality and improved security controls have been introduced. Shopify manages payment processing and secure checkout for your online store, while all data exchanged between Shopify and SapphireOne is transmitted securely.
This ensures end-to-end protection across both platforms.
Strong cash flow is essential for any business. In today’s environment of instant transactions, accepting online payments is no longer optional. Online payments are fast, secure, and hassle-free, eliminating lengthy and often cumbersome payment processes.
To keep revenue moving, the purchasing experience must be seamless and positive. This is where the Stripe payment gateway plays a critical role, helping complete the sales process by enabling secure and flexible payment options.
Payment gateways authorise credit card payments for online retailers, brick-and-mortar stores, and eCommerce businesses. They protect sensitive card information through encryption, ensuring personal and financial details are securely transmitted between customer and merchant.
SapphireOne and Stripe Integration
SapphireOne has partnered with Stripe to introduce integrated credit card payments within Accounts Receivable. Stripe is a global payment platform that enables businesses to accept payments anytime, anywhere.
Whether using SapphireOne Client-Server for desktop processing or Sapphire Web Pack for mobile and remote access, SapphireOne ensures you never miss an opportunity to accept a payment.
Mobile and Desktop Payment Flexibility
Sapphire Web Pack allows on-the-go payment processing through any browser-enabled device, while SapphireOne Client-Server supports secure online payments within your desktop environment. Together, they provide complete flexibility for modern payment workflows.
Getting Started with Stripe in SapphireOne
Stripe payment gateway is fully integrated into SapphireOne ERP and Sapphire Web Pack for fast, seamless payment processing.
Setup Steps
Create a Stripe account or log in to your existing account
Connect your Stripe account to SapphireOne
Processing Payments in SapphireOne
Desktop (Client-Server)
Open Accounts Mode
Select Receivables from the top toolbar
Choose Client Receipt from the drop-down menu
In Payment Type, select Credit Card
Enter credit card details
Click the blue PROCESS button above Card Type
Stripe processes the payment and returns a receipt for your records
Mobile or Remote (Sapphire Web Pack)
Open Sapphire Web Pack
Go to Client Receipt
Select Credit Card from the Type drop-down menu
Enter credit card details
Click the green PROCESS button
In the Payment Process screen, choose one of the following:
Save Only – saves the payment to the database for later processing
Save & Process – saves and processes the payment immediately
Stripe will securely process the payment and return a receipt for your records.
Complete control for multi-location supermarket and retail chains with SapphireOne ERP
Operating a single retail location can be challenging. As a business expands into a multi-location supermarket or retail chain, new complexities quickly emerge. Efficient management across multiple locations becomes critical, with seamless information sharing forming the foundation of success.
In a highly competitive retail environment where margins are tight, effective control over daily operations is essential.
SapphireOne ERP enables multi-location businesses to operate from a shared, centralised database. This consolidates business-wide processes into a single unified system, delivering improved efficiency, speed, and operational visibility across the entire organisation.
POS Systems for Multi-Location Retail Chains
SapphireOne Web Pack POS terminals allow businesses to manage operations from mobile devices using a standard web browser. Unlimited users can securely access defined areas of the live database, supporting inventory management, stock control, and ordering directly from each location.
With real-time data available across all stores, head office can focus on pricing strategies, inventory optimisation, performance reporting, and marketing initiatives.
The SapphireOne POS solution provides flexibility by removing restrictions on when and where data can be entered. Stock transfers between locations, customer invoicing, and vendor payments can all be completed securely from any browser-enabled device.
Time Savings in Purchasing and Replenishment
SapphireOne ERP provides multi-location supermarket and retail chains with complete visibility across all business units. Access to consolidated data enables improved planning, reduced costs, and significant time savings in purchasing and stock replenishment processes.
Centralised Financial Control
The SapphireOne ERP application allows businesses to manage all financial operations within a single system. Centralised oversight at head office ensures accurate reporting, stronger planning capabilities, and greater financial control across the entire retail chain.
Efficient Employee Management
The SapphireOne Payroll/HR module simplifies employee and payroll management across multiple locations. Head office can configure pay periods, track employment history, and manage payroll through an intuitive interface.
Information is shared seamlessly between employees, management, and HR, enabling informed executive decision-making regarding workforce allocation and performance improvement.
Key Payroll/HR features include employee maintenance, class management, inquiries, award entitlements, leave management, remuneration and allowance tracking, tax processing, pay scales, reporting, ATO Single Touch Payroll, and employee benefits administration.
Acquire New Customers and Increase Sales
An effective sales process combined with robust customer management software directly impacts profitability. SapphireOne ERP, CRM and DMS integrate core business operations with powerful CRM functionality.
This enables marketing teams to focus on acquiring new customers, nurturing existing relationships, and maximising sales opportunities. SapphireOne provides the insights and efficiencies required to strengthen customer engagement and drive sustainable revenue growth.
Whether you operate a small convenience store or a large supermarket chain, the SapphireOne ERP application is designed to maximise product availability, speed up service, and minimise carrying costs.
If your business struggles with overstocking or stock shortages, it may be time to consider how the right inventory replenishment software can support your operations.
SapphireOne ERP Business Accounting Application simplifies the complexities of running a supermarket or convenience store, helping you retain full control across all areas of the business.
Even a small grocery store can carry thousands of individual products, each with different shelf lives. Both overstocking and stock shortages are costly — fresh produce can spoil, while missing stock leads directly to lost sales.
Supermarkets and convenience stores typically operate across multiple departments. Relying on disconnected accounting or billing systems often results in limited functionality and inefficiencies. To operate effectively, these businesses require a complete, centralised solution that integrates every department into a single management system.
Strong management is the backbone of any successful business. A robust business management system and ERP application helps organisations remain resilient in today’s challenging operating environment.
SapphireOne ERP, CRM and DMS Business Accounting Application is a user-friendly, fully integrated solution that delivers powerful functionality while maintaining maximum security.
The SapphireOne ERP application also enables remote access, allowing you to securely work with your database anytime, anywhere.
Key Benefits of SapphireOne ERP for Retail
Automate Your Supermarket or Convenience Store – Automation reduces manual workload and saves time, allowing you to focus on higher-value activities that drive business growth.
Inventory Management – SapphireOne ERP enables you to track stock moving in and out with precision. Easily identify high-demand items and slow-moving stock to reduce wastage and unnecessary expenditure. This supports better organisation and optimisation of warehouse and storage space.
High-Speed POS for Retail – SapphireOne ERP includes a flexible, high-performance Point-of-Sale (POS) system designed specifically for retail environments. Integrated barcode scanning delivers a cost-effective solution where speed and accuracy are essential.
Better Decision-Making – SapphireOne ERP, CRM and DMS provide intelligent, integrated insights to support informed decision-making. Business Intelligence dashboards and comprehensive reporting improve forecasting, customer service, and overall sales performance, supported by a fully integrated CRM module.
In simplified terms, inventory management allows organisations to see all the small moving parts of its operations thus ensuring they make better decisions and investments. It is a key element in business today, and an ERP software provides an integrated approach to business planning and operations. Over-inventory or under-inventory will affect your finances and can damage the overall health of your business as well as business opportunities.
The SapphireOne ERP Business Accounting application ensures you have the integration you need to help you make quick decisions and avoid mistakes. The inventory management module assists you in managing your finances, logistics, operations and inventory management, to maintain accurate records of stock all in one central repository.
Accurate control
Obtain a powerful solution for the accurate control of stock, inventory management, from ordering, manufacturing, right through to sales and delivery with SapphireOne ERP Accounting application
A shortage of stock will result in dissatisfied consumers, with a flow on effect of less sales and greater handling and delivery charges. The all-in-one SapphireOne ERP Business Accounting application solution integrates the organisation to working within the one data file, with access to real-time data to make it easier to monitor and control movement of stock. Accurate reporting gives you the flexibility necessary to meet changing demands. The ERP will ensure you have better control of your stock and its movements by improving efficiency across multiple departments and operations in the supply chain.
Complete view
Obtain a complete view of inventory management under one application platform
SapphireOne helps you to view inventory and track items in one application. All departments are integrated and receive instant visibility from entry of inventory as raw materials to their exit as finished goods to the suppliers/customers. This real-time visibility across the operations and supply chain provides the necessary planning tools to help you make better decisions.
Avoiding over and under-stocking
SapphireOne ERP application gives you real-time data to instantly see surplus or shortage in stock and react accordingly. This manages stock optimisation and inventory control and keeps track of the items that are selling quickly. Pre-built automated solutions are within the SapphireOne ERP application to help with streamlining of all stock activities.
Get smarter warehouse managing techniques
Correct warehousing techniques ensure the management of multiple sales and logistics channels. It coordinates movements of goods in and out of the organisation warehouses.
SapphireOne ERP application facilitates order and operating delivery flows with automation, multiple tracking options to access bin locations, centralised database and advanced picking methodologies. This will improve warehouse productivity via labor efficiency, decreasing inventory levels, increasing order fulfilment and reducing order cycle times.
Optimised Supply Chain
SapphireOne ERP application provides speed and visibility across the supply chains within the organisations
Without control of the supply chains as they grow more complex and global, organisations today risk extended lead times, running out of stock, delayed deliveries or complete stoppage of production. Ensuring the right stock is at the right place, right time, is critical to managing supply chain volatility.
SapphireOne ERP application mitigates these challenges by giving you control, speed and visibility. Automated processes, expanded insights, BI (Business Intelligence) Dashboards enables you to find patterns rapdily and use the data to further improve your company’s offering. Real-time data and visibility within a centralised database ensure accurate management of supply chains and operations.
Real-time data
Helps in responding faster to customers through real-time information
With customers being your most valuable asset, it makes sense ensuring their demands are met in a timely manner. SapphireOne ERP application delivers real-time data in one database across the organisation, so goods and level of service are kept at an optimum level. Our ERP system has all the information integrated and ready, so you can respond quickly on important decisions on what to do now or in the future. Queries regarding product availability or managing inventory management can be dealt with accurately giving your business the competitive edge.
Forecasting future need
SapphireOne ERP application helps in forecasting future stock needs with precision and accuracy for your inventory management
Stock management allows you to properly plan your stock needs. Stock quantity must be accurate so you can forecast in a timely manner. SapphireOne ERP application ensures you have real-time data to gain the confidence you need to forecast demand. Our inventory management module will highlight specific demands of stock, track turnover, in turn will help with forecasting and ordering of the right quantity. Data analysis and rich reporting features ensures you can deliver precise demands, accurate forecasting and predictions.
Plan your inventory with SapphireOne ERP
Avoid all your inventory pitfalls with SapphireOne ERP Accounting application. Planning will improve profits through reduced inventory cost structures. SapphireOne ERP application has automated order replenishment and with the functionality of real-time data, surplus inventory is spotted immediately. Inventory turnover with the ability to drill down to tracking segments of inventory, improves your supply chain efficiency and productivity.
When looking into whether you should invest in an ERP system for supply chain management, you need to ask the following questions. Are we working at optimal speed and efficiency? Can you reduce waste? How susceptible is your business to outside risks? Are you staff working to their full capacity?
If you answered no to any of these then it may be time to install SapphireOne ERP application. Our ERP plays an integral part of managing supply chain management risk by making the entire chain more visible and resilient to changes in market demand.
SapphireOne supply chain management and ERP accounting software
SapphireOne ERP Accounting application allows manufacturing and distribution businesses the ability to gain enterprise wide, supply chain management visibility. The ERP also increases speed, efficiency and overall customer satisfaction. Our ERP offers real-time data which helps sales act on information faster, manage risks and save money via automated stock control and purchasing. The ERP will seamlessly coordinate and integrate the flow of material, information and financial.
Excessive Supply
With lack of information or the right tools to manage supply, it can be a tricky ensuring you won’t order too much or too little raw materials and inventory. SapphireOne ERP application automates your purchasing which reduces human errors, saving money and warehousing.
Inventory management
SapphireOne ERP inventory management ensures you have enough inventory on hand, in the right location, to accommodate demand. It enables you to integrate with external partners to ensure all parties communicate with each other. Stock tracking and management, sales and purchase order management, multi-channel fulfilment, warehouse management, and stock transfers are synced across the entire supply chain management.
Product delivery
SapphireOne ERP application has excellent distribution and logistics software functionalities. Optimise your logistics management with our delivery scheduling and manifest functionalities. Multi-location Inventory, advanced shipping, bin management, real-time dashboards are just some of the features offered.
Stock flow
In managing stock, you need real-time access to stock levels, cost and tracking information. SapphireOne ERP Accounting application has multi-warehousing functionality. Easily view where a stocked item is being held. Estimate how long it will take to deliver this item in store or to your customer. Tracking and control are made easy with our POS system via serial or batch numbers.
Labour costs
Optimising your inventory processes with SapphireOne ERP application will reduce manual labour. Time is saved in replenishing stock, processing shipments and deliveries to your customers. Having an automated system saves money, reduces the risk of human error and allows you to focus on delivering quality customer service.
SapphireOne ERP application has the ability to drastically reduce the amount of labor necessary with automation of reports, and also increase efficiencies in many other areas such as manufacturing. Flexibility of processes, smart inventory management and planning empowers the business owner to make better, more informed decisions.
SapphireOne automates business reporting by taking orders, tracking inventory, processing and shipping orders
The SapphireOne sales menu allows you to create a quote, convert it to a client order, produce a picking slip, packing slip and client invoice. The inventory management module automates inventory distribution, control and tracking. Enterprise-wide visibility, access to real-time data, mobile technologies ensure processing and shipping of orders are streamlined.
Shipping complete orders on time
Customers today are becoming more demanding and less forgiving when orders are not fulfilled correctly or on time. Integration is the key and with more and more businesses outsourcing their shipping, SapphireOne ERP allows you to connect with external partners. This ensures all systems communicate with each other, so stock, order and shipping information are in synch.
Standardising business reporting processes
ERP systems are tools that enable organisations to standardise business reporting as they offer rich functionalities based on best practice. SapphireOne continuously invests in research and development to ensure your inventory management software in our ERP application empowers your business reporting.
Improving inventory accuracy
SapphireOne ERP application provides in a single location, real-time data on stock, orders, production, shipping, and customers. Customised reporting and dashboards enable management to track inventory and plan for future growth.
Reduction in administrative costs
SapphireOne ERP application streamlines your business reporting process by centralising and automating which translates into enormous time-saving implications and reduction in administration costs. Efficiency is increased using a single database by cutting down on double-entry, and automation of daily tasks increases production and accuracy.
Reduction in operating costs
SapphireOne inventory management was developed to reduce costs in the supply chain. Improved communication with real-time data, inventory control and increasing employee efficiency through standardised practices all translate to reducing operating costs.
Enterprise Resource Planning, ERP software, is an integral component of business today. SapphireOne ERP application manages and streamlines overall business operations by integrating and coordinating various workflows and processes. These are from production management and order intakes, to sales and customer service. This will inevitably give your company increased sales, orders and profit. With shorter lead times, improved quality, reduced costs, increased profit, improved productivity and enhanced customer service, your company will gain that competitive edge.
Our Customer Relationship Management (CRM) is embedded and inclusive in our ERP application. This gives you with the tools to focus on providing high-quality service to clients and targeted marketing opportunities.
SapphireOne ERP application helps to plan and efficiently utilise your resources to increase Sales, Orders and Profit
Best practices are by definition profit builders. SapphireOne ERP has these built in so you can take advantage of other companies’ experiences and learn how to perform these practices the best and hence most profitable way.
Our ERP application will simplify and utilise your resources wisely by tying together nearly every aspect of your business. Streamlining your business creates efficiency, helps you achieve greater control and gives management more accurate reporting to make informed decisions.
Increase revenue with an ERP system
An ERP system will improve your sales process, increase customer satisfaction and employee productivity. SapphireOne ERP streamlines, automates and integrates internal workflows giving you time to concentrate on developing your business, keeping up with industry trends and increasing your income. With revenue a major goal, ERP systems are becoming more and more crucial in gaining that competitive edge.
Optimise retail sales activity
ERP software helps you drive business regardless of where the transaction is taking place. SapphireOne Web Pack and POS capabilities ensures you have access to real-time data and can timely respond to customers’ demands remotely on your mobile or in-store.
Our SapphireOne ERP application provides managers a consistent information flow with enterprise-wide visibility so they can track all business transactions. With this data they have the power to optimise inventory levels, purchasing and production for enhanced performance.
Increase quality of order fulfillment and delivery services
Inaccuracies in order fulfilment caused by human error are mitigated by an intelligent ERP system. SapphireOne ERP application automates time-consuming tasks like inventory management, processing and order picking, and produces real-time, on-demand reports to view progress in the supply chain. The easy to navigate, clear and concise interface ensures even new employees are able to find the right goods and access pertinent information.
Manage sales and customer relationships
SapphireOne ERP application with the integrated CRM software allows you to manage relationships with customers before, during and after the sale. Easy access to customer information and history details helps the sales and customer support teams create better experiences. Our CRM can be utilised to build stronger relationships, encourage conversations and increase sales based on multiple interaction channels ie Softphone, Document Management System. All data gathered is shared with other departments and in turn will assist marketing to improve products and services.
Analyse and continuously adjust results to enhance the sales process
Management reporting utilising real-time data in SapphireOne ERP application give you the flexibility to continuously adjust to current trends in the supply chain and selling process. Our BI (Business Intelligence) Dashboards enables you to find patterns and use the data to further improve your company’s offering.
SapphireOne ERP Business Accounting Application handles the complexity of warehouse management and inventory control providing with you the necessary tools to assist in bins, matrix tables, batch control, serial number tracking, location control, department control and normal or non-diminishing stock. The Inventory Module highly organises your stock to optimise warehouse “real estate” and reduces the misuse of employees’ time.
Enhanced Productivity
SapphireOne enhances productivity with a warehouse management application for logistics, channel management and information systems
SapphireOne ERP is an all-in-one application capable of integrating warehousing activities with other departments within your organisation, from manufacturing to customer service and purchasing. Warehouse management application, logistics, channel management and information systems, all integral parts of the supply chain, have access to real-time data so deeper insights can be formulated creating better decision making.
The Inventory Module provides the exact location of inventory, a clear view of stock levels with fast and accurate reporting at your fingertips. Automated workflow allows you to spend less time getting orders out and focus on what’s important, productivity.
Training new personnel is easy
The SapphireOne interface is easy to use withthe majority of screens following the same clear and concise layout. This enables the user to quickly enter data using the same procedure throughout the software to enhance performance and ease of operation.
SapphireOne offers training and support via multiple avenues. Team Viewer Training is conducted over the internet and can be individual or group based. Bondi Blue Training Tool and manuals are representative of a fully operational company file and are there for users to practice their data entry processes.
Document system which removes paperwork
SapphireOne ERP, CRM, DMS and Business Accounting Application fully integrates and automates warehouse management application with the rest of your business so departments are working on a single-data file. No need for cumbersome re-entry of data, increasing accuracy and less paperwork.
The SapphireOne Document Management System (DMS) attaches, stores and manages your documentation. This ensures you have relevant documents in the right place at the right time. You simply scan, upload existing paper documentation to the data file and shred the paper documents afterwards.
Efficiency in pickup process
Using RF barcode readers, designed exclusively in Sapphire Web Pack for wholesale distribution companies, speeds up the process of picking and thus creates efficiencies and minimizes steps. Utilising the barcode readers mitigates human error and ensures smoother internal operations.
Streamline your Inventory Management
SapphireOne streamlines Inventory Management and allows you to oversee, track and process your inventory from purchasing through to manufacturing and sales within the single-data file. Using real-time data empowers your salesforce and increases customer satisfaction. Live mobile device capabilities deliver unlimited users the ability to view multiple locations and distribution centres to enter, view and process your data.
On 8th October 2018, SapphireOne Business Accounting Application launched Version 17 in the Ros Packer room of the North Bondi Surf Lifesaving Club
New features and improvements in Version 17.0.1.0
Performance improvements
There are some amazing performance improvements in the large processing functions in Version 17. For example, when processing Month End or Business Activity Statement (BAS SBR2), which historically have been two of the more time-consuming processes in the SapphireOne ERP Business Accounting Application, we have seen dramatic increases in performance of up to ten times than earlier versions.
New BAS SBR2 and STP
SapphireOne Version 17 incorporates the ATO Standard Business Reporting SBR2, Single Touch Payroll STP and Tax File Declaration TFN for SapphireOne users who have installed their AUSkey into their SapphireOne datafile. These clients now benefit from what used to be a very time-consuming task with the ATO business portal, where they often had to reinstall java or change browsers frequently so they could lodge their BAS. Now with SapphireOne, there is no requirement for a browser as the interface seamlessly connects to the ATO.
SPS Commerce Fulfilment EDI Integration
SPS Commerce’s integrated end-to-end EDI solution, automatically populates orders into Version 17 of the Sapphire and SapphireOne ERP Business Accounting Application, while checking for errors when sending and receiving transactions. It also verifies that all transactions were sent and received successfully, providing critical process controls for vendors and suppliers. Implementing SPS commerce’s fulfilment EDI has brought many benefits into SapphireOne. It has reduced or eliminated manual data entry, saved chargeback penalties, streamlined inventory management, increased the speed time-to-market (TTM) delivery, boosted productivity without increasing staff, expedited receipt verification, improved record-keeping processes. The overall result is greater competitiveness, which will help SapphireOne users to be a major player in the larger enterprise retailer market.
With the release of Version 17, we have now implemented Single Document Interface (SDI). This new interface provides a menu navigator which allows for every data entry screen, inquiry and reporting and processing screens to be opened simultaneously. This is a major advantage for those power users who require to run reports while still being able to make inquiries and process data entry.
Web Pack upgrade
Version 17 of the Sapphire Webpack has seen an upgrade of the original web interface bringing the application a fresher look to users. This includes a scalable interface which allows for minimal change of user interface from smaller devices such as iPhones through to web browsers being used on large monitors linked to desktop computers. Some new features such as the Sapphire Market WebPack, Leave Request, Time Sheets, Stock List and Stock Count have given users more functionality in our popular Sapphire product.
SapphireOne ERP business accounting suite has a unique framework which allows management and decision makers to maintain full control over the entire organisation.
With full control you have the flow on effect of improved productivity, increased efficiencies, decreasing costs and streamlining processes. SapphireOne Enterprise Resource Planning software gives your finance team the necessary tools to create more realistic estimates and accurate forecasts in accrual-based costs, bank reconciliations, billing & invoicing, budgeting and tax preparation.
It’s your one stop complete business solution in functionality; easy to use, intuitive with a clear interface.
Fulfil your business dreams
ERP Business Accounting Suite with Business Intelligence Dashboards (BI), HR/Payroll automation, Inventory Management with Supply Chain control and Projects Management all within the one software application.
SapphireOne ERP, CRM, DMS and Business Accounting Software solution offers a comprehensive software suite which is highly scalable and supports unlimited users concurrently. We readily adapt to meet the changing requirements brought on by business expansion with customised integrated applications.
Our Enterprise Resource Planning ERP application offers a singular business accounting solution in functionality for Accounts Receivables, Accounts Payables, General Ledger, Fixed Assets, Payroll/HR, Job Costing/Project Tracking, Multi-Company within the one database, Reporting with BI dashboards and Budgeting.
As you grow, your operations become more and more complex. Our ERP solution increases productivity and efficiency by guiding you though the complexities, preventing the never-ending data re-entry, streamlining functions such as your production, order fulfilment and delivery.
SapphireOne reduces labor costs
SapphireOne’s mission is to provide accurate, real-time information which in turn will streamline your ERP business accounting processes and make it easier, more efficient for your organisation. Reducing labor costs allows your managers to focus on what is important, prevent disruptions and delays, ensures reporting is easily accessible so they can make the right decisions quickly.
SapphireOne utilises warehouse space
Warehouses experience continuous transfer and shipping, so it is imperative to have tight controls and access to real-time data. SapphireOne Inventory mode will provide you with the exact location of inventory, a clear view of stock levels available, so you can maximise your “real estate” and warehousing. Multiple locations and distribution centres are linked using live data via Sapphire Web Pack. This allows for unlimited users to access certain parts of the live data file from any device with a browser including iPhones, iPads, android smartphones and tablets, along with your standard laptop or desktop.
SapphireOne improves supplier and customer relationship
Our SapphireOne Customer Relationship Management (CRM) and Document Management System (DMS) applications ensure you stay ahead of the game by providing high quality customer service. Information at your fingertips and BI dashboards, allow the user to custom dashboards, custom reports, create role-based and ERP dashboards and forecast which inturn enables your staff to focus on what is important, sales and customer service.
SapphireOne maintains corrects inventory levels
SapphireOne Inventory module tackles the complexity of inventory control and provides the necessary tools to assist with bins, matrix tables, batch control, serial number tracking, location control, department control and normal or non-diminishing stock. Using our SapphireOne Inventory module, inventory forecasting and multi costing are made it simple.
SapphireOne drives sales, orders and profit
Simply put, our SapphireOne ERP, CRM, DMS and Business Accounting Software application integrates various aspects of your business — from accounting and human resources to production and sales. This allows you to easily manage tasks and process data, so you can concentrate on the bottom line, making sales and profit. The key feature is a centralised database allowing our users a complete summary of financials, sales figures and other important metrics. All your employees in different departments can have access to the same information without re-entering.
At SapphireOne, we are always looking for ways to innovate to make our application an even more powerful tool. Our affordable ERP solution is for medium to large businesses through to accountants and bookkeepers who support them. In the past two decades, we’ve devoted almost $200 million in research and development to deliver new features and improved functionality.
On 8th October 2018, SapphireOne launches version 17 which will deliver major new enhancements in our SapphireOne ERP CRM DMS Accounting Application Suite. This new release of SapphireOne Version 17 supports 64bit version of Windows and Mac OS which sees dramatic speed improvements to memory intensive operations such as Month & Year End procedure, BAS reporting etc. With this release our clients will have better data management functionality, improved user experience, a higher-level security with HTTP Strict Transport Security (HSTS), and many more new intriguing services.
Pricing Plans
Enticing and competitive pricing plans in SapphireOne’s affordable ERP Solution: CRM, DMS and Business Accounting Software included
Sapphire Single User for Windows or Mac – If you are just one user then Sapphire Single User will suit you. This offer consists of a full working copy of Sapphire application suite that can be accessed by a single user at any given time.
SapphireOne Client/Server for Windows or Mac – If you have multiple users, SapphireOne Client/Server will suit your business needs. This license enables multiple concurrent users to access the same data file on their server concurrently.
Sapphire Web Pack – The Web Pack comes with a number of standard functions with user access easily controlled by the system administrator. The Sapphire web pack server allows for unlimited users to access controlled parts of the live data file from any device with a browser. Customisation of the Sapphire Custom web pack to suit your business needs is also available on request.
Support Costs
SapphireOne keeps support costs in an easy to use, simple format
Entry level is our Diamond Support Plan,with unlimited email and phone support. Diamond clients enjoy the convenience of unlimited telephone and email support within normal business hours, and priority booking for Teamviewer support. Diamond Clients have access to the current build of SapphireOne’s affordable ERP solution & Business Accounting Software Application.
Our Platinum Support Plan provides unlimited email and phone support 24/7. This premium service provides scheduled backups, month end, GL and transaction audits, data file re-indexing and tools, unlimited email and 24/7 telephone queries by the client’s nominated administrator.
Certification
SapphireOne is now Certified for ISO 27001:2013 Information Security Management Systems
The ISO 27001 standard requires a systematic examination of security risks, threats, vulnerabilities and their impact. SapphireOne has achieved the certification process by demonstrating that a comprehensive system of information security controls and management processes has been implemented. These processes ensure the information security controls continue to meet the organisation’s requirements on an ongoing basis.
SapphireOne’s compliance with this important industry certification demonstrates that SapphireOne develop, implement, train, maintain and support an enterprise resource management application as per ISO Standards.
A data-driven organisation is filled with a workforce that uses data, information and skills to make more informed decisions & interactions
Data-driven organisations capture and reinforce the value of their data by constantly monitoring and measuring the pulse of the business continuously, often using automated methods and tools. Being data-driven is about capturing data and using analytics as part of the business strategy, its systems, processes and culture. It’s about creating a mindset in which analytics form the basis of all fact-based business decisions and are used by all levels of the organisation.
Share data with others
Share data with others in your organisation, Increase engagement, performance, and value of a project
SapphireOne ERP CRM DMS can help an organisation to empower people by securely and safely giving their employees direct access to data. It’s important to ensure staff do not become so focused on their operational areas that they lose sight of the bigger picture. Analytics, resources, and skills should be not limited to a few departments, everyone, from sales to marketing, IT to finance can benefit from visible and accessible data sharing.
A common convenient platform
With SapphireOne everything you share with your team is easy, convenient, transparent and seamless
SapphireOne ERP CRM DMS Application provides a common convenient platform for everyone; not just to see information from across the business, but also to collaborate. Finance can see a full history of customer interaction, which may include reasons for payment delays. Managers can see calendars, workflows, tasks, reminders and dashboards. Sales can see Available-to-Ship stock (ATS), sales results, business key performance indicators (KPI)and other metrics that need to be tracked. Purchasing staff can receive automatic stock level alerts in real-time. They can also use intelligent forecasting with SapphireOne’s Material Resource Planning (MRP) functionality to set automatic re-ordering, and analyse intelligent data of inventory demand fluctuations and trend reporting that will help to plan stock purchasing more efficiently.
A Single Source of Truth
A Single Source of Truth ensures everyone in the organisation uses the same data when making decisions
The SapphireOne ERP software solution understands what’s happening across sales, CRM, inventory, accounting, purchasing, etc and bring it all together in a single source of truth. When your employees work from the one, central source of truth and see everyone’s updates and changes in real-time, there’s no confusion about what is or isn’t accurate or which data is the most recent. Everyone works from one data set which is always up to date.
Identify your best customers
The SapphireOne ERP application has a fully integrated Customer Relationship Management system (CRM) where you can manage all business interactions with your clients, vendors, employees, and potential new customers.
SapphireOne CRM software helps your business to build strong and durable relationships with your clients, encourage conversations, and increase sale based on client data coming from multiple channels i.e. Softphone, Document Managements, Community interactions and more.
