The SapphireOne team is proud to announce that SapphireOne is a finalist for the 2022 Premier’s NSW Export Awards. SapphireOne is running in the category of Advanced Technologies, highlighting SapphireOne’s achievements in the international market and recognising the ‘success and resilience’ of exporters in New South Wales.
The latest version of SapphireOne 19.4 contains significant upgrades and updates, also making SapphireOne 19.4 the first ERP to be fully compatible with Apple Silicon.
Members of the SapphireOne team will be attending the NSW Export Awards on the 12th October 2022. Additionally, the winners of the 13 national categories in this program will be moving forward to the Australian Export Awards. Consequently, the pathway to enter the National Export Awards is through your respective State or Territory awards program only.
Celebrating 60 Years of Australian Export & Investment Awards
The Australian Export & Investment Awards run by the Australian Export Council is one of the longest running business awards programs in Australia. Now in its 60th year, the awards is a national program recognising and honouring Australian exporters. Furthermore, these exporters are achieving sustainable growth through innovation, and international companies making an enduring contribution to the Australian economy.
Equally, the program aims to recognise the success and resilience of NSW exporters and their achievements in the international market. They are announcing the winners of the 13 national categories on 12th October 2022.
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.
We are pleased to share that SapphireOne has been successfully re-certified to ISO/IEC 27001:2013, with certification valid through to March 2024. This re-certification follows our original ISO 27001 certification achieved in 2018 and reflects our ongoing commitment to information security and risk management.
ISO 27001 is an internationally recognised standard for information security. It defines best-practice requirements for establishing, implementing, maintaining and continually improving an Information Security Management System (ISMS). The standard is widely regarded as the global benchmark for safeguarding sensitive information and maintaining confidentiality, integrity and availability of data for customers, partners and stakeholders.
What ISO 27001 Means in Practice
Achieving and maintaining ISO 27001 certification requires a rigorous and systematic approach to information security. This includes identifying security risks, assessing threats and vulnerabilities, and understanding their potential impact on the organisation and its clients. Certification is only granted when an organisation can demonstrate that appropriate controls, governance processes and monitoring mechanisms are in place and operating effectively.
As part of the re-certification process, SapphireOne demonstrated that our information security controls and management processes are not only comprehensive, but also embedded into our day-to-day operations. These controls are continually reviewed and refined to ensure they remain effective as technology, regulatory expectations and risk landscapes evolve.
What This Means for Our Clients and Partners
ISO 27001 certification provides independent assurance that SapphireOne’s approach to information security aligns with internationally recognised standards and best practices. For our clients and vendors, this certification offers confidence that the systems and processes supporting our ERP, CRM and Business Accounting solutions are designed to protect critical information and manage security risks responsibly.
Information security is not a one-off exercise. It is an ongoing commitment that underpins trust, reliability and long-term partnerships. This re-certification reinforces our focus on maintaining robust security frameworks while continuing to innovate and deliver value through our software 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!
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.
Here is a cleaned, structured rewrite that removes repetition, tightens language, and uses lists only where they improve clarity, while keeping the tutorial accurate and familiar in tone.
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.
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.
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.
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.
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.
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.
SapphireOne ERP integrates seamlessly with Tyro to deliver a unified retail and accounting solution that improves both revenue flow and customer experience.
Tyro provides in-store EFTPOS terminals and an eCommerce payment gateway, allowing customers to transact across channels while receiving a single invoice. This simplifies reconciliation and enables real-time reporting. SapphireOne complements this with an all-in-one ERP, accounting, POS, and mobile retail platform, allowing sales, billing, and accounts to be managed within a single application.
Together, SapphireOne and Tyro eliminate double entry and deliver a streamlined, end-to-end payment and accounting workflow.
Why Integrate Tyro with SapphireOne
Integrating Tyro with SapphireOne helps businesses save time, reduce manual effort, and improve cash flow visibility.
Key benefits include:
Accept payments anywhere, anytime using EFTPOS or online payments
Automatic bank reconciliation through direct feeds
Real-time payment and accounting updates
A single system for sales, billing, and financial reporting
Reduced administrative overhead and errors
Once Tyro is registered as a till payment option in SapphireOne, payments and accounting processes are automated in real time.
Connecting Tyro to SapphireOne
Tyro integration is already included in SapphireOne at no additional cost. Follow the steps below to get started.
To connect Tyro (macOS)
Go to Inventory Mode
From the top toolbar, select POS
Click Shops and select the + icon to add a new shop
Add a new till and select Use Tyro Merchant
Enter your Tyro merchant details and click OK
To connect Tyro (Windows)
Go to Inventory Mode
In the left navigator, select POS
Click Shops and select the + icon to add a new shop
Add a new till and select Use Tyro Merchant
Enter your Tyro merchant details and click OK
Processing Payments Using Tyro in SapphireOne
To process payments (macOS)
Go to Inventory Mode
From the top toolbar, select POS > Point of Sale
Enter your sales representative ID
Scan or search for the item being sold
In the invoice screen, press F3 to display payment methods
Enter the payment amount under Card
Review the Tyro purchase statement
Proceed to print or select Send in Mail to email the receipt
To process payments (Windows)
Go to Inventory Mode
In the left navigator, select POS > Point of Sale
Enter your sales representative ID
Scan or search for the item being sold
In the invoice screen, press F3 to display payment methods
Enter the payment amount under Card
Review the Tyro purchase statement
Proceed to print or select Send in Mail to email the receipt
SapphireOne and Tyro work together to keep revenue flowing smoothly, with integrated payments, automated reconciliation, and complete financial visibility.
It’s the never-ending heartache for business owners, unpaid invoices. Not only does it affect your cash flow but staff productivity in admin and chasing up funds. With PayPal integration into SapphireOne, you can start sending online invoices with a PayPal link.
Customers can then make online payments instantly with their credit card, debit card or PayPal account.
Start getting paid as soon as the job’s done.
Benefits of using PayPal and SapphireOne ERP
In a nutshell, SapphireOne ERP will efficiently manage and automate your back office functions relating to accounting, inventory, sales, customer relationships, human resources and more. PayPal provides an easy, fast and secure solution for payment of invoices online.
For your customers, offering PayPal gives them more payment choices. The trusted and secure brand will reassure customers and encourage payment. It provides an easy and fast way to pay with the added bonus of less admin on their side.
SapphireOne, your business engine, will automate invoice processing. Invoices will be marked as paid, transactions of receipts and fees synced into your Bank Rec for processing. No more manual entering of data. The Sapphire Web Pack allows you to invoice on the go, to create, email invoices, and accept payments from anywhere, anytime, on any device.
Quick and easy steps to connect
We have programmed, free of charge, PayPal into SapphireOne. Follow the steps below to start seeing your money sooner.
In MacOs:
Go to Mode drop down and select Utilities
In the top toolbar select Controls
Click on Master Defaults
On the left under Utilities Mode there is now Page drop down
Scroll down and click on API
In the API screen, go to PayPal
Paste in your PayPal details. In Payment Sync- nominate the time for SapphireOne to sync (usually overnight), then tick the Box to include payment link on sales invoice.
In Windows:
Go to Mode drop down and select Utilities
In the left navigator select Controls
Click on Master Defaults
On the left under Utilities Mode there is now Page drop down
Scroll down and click on API
In the API screen, go to PayPal
Paste in your PayPal details. In Payment Sync- nominate the time for SapphireOne to sync (usually overnight), then tick the Box to include payment link on sales invoice.
SapphireOne and PayPal- powering together to get your cash flowing.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
On 8th October 2018, SapphireOne will launch Version 17 at North Bondi Surf Lifesaving Club, in the Ros Packer room. We will have in attendance our testimonial clients and will be presenting examples of some of the new features and functions contained in this latest release from SapphireOne.
We are very excited to announce that we are seeing some amazing performance improvements in the large process functions in version 17. For example when processing Month End has shown up to 10 times increase in speed, which historically has been one of the more time consuming processes in the SapphireOne ERP. A 10 times speed increase is having a dramatic time saving effect and productivity improvement for our clients. When creating the monthly BAS we are experiencing up to 12 times speed increase.
Some of the new features in Version 17
WritePro – 4D Write Pro keeps offering more and more programming capabilities. Let’s say you want to programmatically change the style of a table, paragraph, or image in an existing 4D Write Pro document. With 4D v17, it’s possible! Now you can access any element or part of a document, by programming. These elements will be returned either as a collection thanks to the WP Get elements function, or as a single element with WP Get element by ID function.
GDPR – Taking effect on May 25, the General Data Protection Regulation (GDPR) imposes new privacy restrictions governing the collection and use of personal data of European Union (EU) citizens. And as a first step to help you get more insight into the GDPR law, we’re pleased to announce the first part of a GDPR dedicated guide: General Data Protection Regulation and SapphireOne and 4D.
Web Pack Security – After introducing Perfect Forward Secrecy, the security level of Sapphire Web server has been increased again with the support of HTTP Strict transport Security (HSTS). Henceforth, Sapphire Web server is compliant with the very latest security protocols. Simply upgrade to Sapphire v17 and enable HSTS to get the A+ ranking (the highest level) from SSL Labs for your Sapphire Web Pack.
It is vital for managing all financial aspects of your day to day business activities.
You can perform basic accounting tasks such as generating financial reports, invoicing, tracking income and expenses. Accounting software manages your financial data and analyses sales performance and cashflow which ensures you make informed decisions.
All organisations have to perform a number of tasks to make their company financially successful, ERP Accounting software is an essential investment for any business large or small.
SapphireOne ERP CRM DMS Accounting software is designed to help companies introduce accounting accuracy to achieve peak financial performance. SapphireOne ERP CRM DMS is built to comply with international accounting standards and principles, providing comprehensive reporting functionality to assist in reviewing company performance. SapphireOne ERP CRM DMS is a unique accounting software.
Managing Cash Flow – One of the biggest challenges for any business is to manage cash flow efficiently, organisations and business owners need to keep records of all the cash coming in and going out of the business. SapphireOne ERP CRM Accounting software enables business owners to manage their business cash flow management of expenditure and keeps track of the financial status of the company easily.
Invoice Tracking with DMS – Invoice tracking is very important for any organisation’s success. SapphireOne’s in-built document management system (DMS) allows you to attach all supporting documentation by simply clicking on SapphireOne’s paperclip in any related transaction and ensures easy invoice tracking.
Time Saving and Accuracy – SapphireOne ERP Accounting software quickly performs different tasks such as invoicing, sending payment reminders, paying vendors, reconciling bank accounts and generating reports. SapphireOne ERP accounting software provides fast and accurate information. SapphireOne provides a clear and accurate view of the financial standing of your organisation to assist you in managing your business and making informed decisions.
Accounts Receivable – The Accounts Receivable module in SapphireOne’s accounting software is for the entry of all transactions that are involved with Income for the organisation. This may be through Cash Sales or Client Invoices etc. Client accounts are managed efficiently with customer tracking, invoice management, activity analysis, receipt and cash receipt processing.
Accounts Payable – The Accounts Payable module in SapphireOne’s accounting software handles all transactions that are involved with the payment of vendor invoices for the company, this includes the tracking of cash, credit card and eft and other types of payments.
Financial Reporting – SapphireOne ERP CRM DMS accounting software has comprehensive reporting functionality which allows you to analyse all aspects of your financial accounts. Designed with flexibility in mind, SapphireOne reports can be designed to meet your requirements and can be sorted by multiple criteria with numerous levels of details to choose from. Strong reporting tools are essential to your organisation and are fully integrated within the SapphireOne ERP CRM DMS Accounting Software application suite.
In the first weeks following the commencement of Single Touch Payroll (STP), SapphireOne clients were already successfully meeting the new Australian Taxation Office (ATO) reporting requirements.
During July 2018, three SapphireOne clients processed their regular pay runs and successfully lodged their first Single Touch Payroll events for the new financial year. A growing number of other SapphireOne clients also completed their first STP lodgements within the first week of the framework becoming operational.
From 1 July 2018, the ATO made Single Touch Payroll mandatory for businesses employing 20 or more staff. SapphireOne had been certified as a Single Touch Payroll–enabled solution on 1 May 2018, ensuring clients were prepared ahead of the compliance deadline.
Understanding employer obligations in 2018
To determine whether Single Touch Payroll reporting was required from 1 July 2018, employers were required to assess their workforce size as at 1 April 2018:
Employers with 20 or more employees were classified as substantial employers and required to commence STP reporting from 1 July 2018.
Employers with 19 or fewer employees could continue reporting voluntarily until 1 July 2019, after which STP reporting would become mandatory for all employers, subject to legislative changes.
How Single Touch Payroll works
As part of the Single Touch Payroll process, payroll data is transmitted directly to the ATO at the time a pay run is completed. The ATO matches this information against employer and employee records, significantly reducing end-of-year compliance requirements.
Under STP, businesses were no longer required to issue traditional payment summaries at the end of the financial year. Instead, employee income statements became available directly through myGov, as payroll information had already been reported progressively throughout the year.
Key aspects of Single Touch Payroll reporting in 2018 included:
Reporting at each regular pay cycle (weekly, fortnightly, bi-monthly, or monthly).
Submission of minimum reporting data with each pay event to ensure successful lodgement.
Reporting year-to-date values for each employee, including gross wages, allowances, deductions, and PAYG withholding.
For employers who fell within the substantial employer category and had not yet implemented an STP-compliant solution in mid-2018, reviewing payroll systems became a priority to avoid compliance risks.
With integrated Payroll and HR functionality, SapphireOne enabled businesses to meet Single Touch Payroll requirements while maintaining seamless links to accounting, human resources, and reporting processes.
On Thursday 19th July 2018 SapphireOne toured Frutex and Spicemasters with three senior staff members from a potential client. Harry Magiros is the IT and Marketing Manager for the Frutex group of companies, he gave an elegant and informative presentation of the power and flexibility of SapphireOne and Single Touch Payroll in SapphireOne.
The Frutex site is 60,000 square metres including their corporate head office and 6 warehouses. The site has multiple manufacturing facilities which include fruit washing, packing, blending and glyceration, infusion of dry vine fruit, packing and blending of frozen fruit and berries.
The largest warehouse onsite is a bulk storage facility which allows the storage up to seven vertical pallets. The Frutex server room uses a significant amount of battery power run by approximately 1800 solar panels situated on the top of their corporate head office, which produce around 500kw.
Harry took us on an inspection of their manufacturing and production lines at the Spicemasters campus, where we viewed the largest steam steriliser in the southern hemisphere. The Spicemasters site has grinding and blending facilities for herbs, spices, seasonings and gravies. They also create individual and proprietary blends that are batch controlled and ready to use.
Frutex Australia is one of our testimonial clients and have been using SapphireOne since 1999. Their company is a technology leader in the food industry, investing heavily in state-of-the-art plant and equipment.
Frutex are a user of the Sapphire custom webpack, which is fully integrated into all company warehouses with warehouse mapping. This allows all stock to be tracked and viewed live on portable IOS devices over the company wifi.
In the past two weeks, Frutex and their subsidiary companies have taken advantaged of SapphireOne’s Standard Business Reporting (SBR2) functionalty. With Single Touch Payroll in SapphireOne they have successfully lodged their STP and Activity Statements.
The site visit was extremely informative to everyone, potential clients always find it invaluable to talk to long-term users and get an insight into the benefits of and capabilities of the SapphireOne ERP CRM DMS application.
At the end of financial year whether you are in Australia, New Zealand or anywhere in the world, all companies have tax obligations. The requirement to produce your Profit & Loss and Balance Sheet at the end of the financial year is mandatory for all businesses and organisations.
A financial year (or fiscal year, or sometimes budget year) is the period used by governments and their tax agencies for accounting and budget purposes, which vary between countries. It is also used for financial reporting by business and other organizations. Laws in many tax jurisdictions/countries require company financial reports to be prepared and published on an annual basis, but generally do not require the reporting period to align with the calendar year. The End of Financial Year (EOFY) is the date that marks the end of the financial year.
The calendar year is used as the financial year by about two thirds of publicly traded companies in the United States and for a majority of large corporations in the UK and elsewhere, with notable exceptions being in Australia, New Zealand and Japan. In Australia the End of Financial year generally falls on June 30th, New Zealand ends their financial year on March 31st. Some organisations and companies follow the USA end their financial year which is often on the same day of the week each year, for example, the Friday closest to 31 December. Under such a system, some fiscal years will have 52 weeks and others 53 weeks.
Taxation laws generally require accounting records to be maintained and taxes calculated annually, which usually corresponds to the financial year used by the government. The calculation of tax on an annual basis is especially relevant for direct taxation, such as company income tax. Many annual government fees and levies—such as Council rates, licence fees, etc. are also calculated on a financial year basis, while others are charged on an anniversary basis.
Many educational institutions have a financial year which ends during the summer to align with the academic year (and, in some cases involving public universities, with the state government’s financial year), and because the university is normally less busy during the summer months. In the northern hemisphere this is July to the next June. In the southern hemisphere this is calendar year, January to December. Some media/communication-based organisations use a broadcast calendar as the basis for their fiscal year.
Whatever the size of your business and tax obligations, you must report and pay any amount due to the ATO, this includes Superannuation and GST, VAT or Sales Tax reporting. It is essential to lodge tax return accurately in order to achieve the maximum business offset and possibly even receive a tax refund.
By managing everything from Financial Reporting, Inventory Control, Assets, Job Projects, Payroll/HR to Bank Reconciliations, SapphireOne ERP CRM DMS can give you more time to do the things that matter, such as developing new strategies and thinking in your business or organisation.
SapphireOne helps you to prepare and lodge tax return
SapphireOne helps you calculate GST and seamlessly lodge your Business Activity Statement (BAS) Standard Business Reporting (SBR2), pay employees and track your PAYG and Superannuation.
SapphireOne ERP CRM DMS can generate comprehensive reports to help you prepare and lodge tax return. Effortless reporting of SapphireOne can help you to get the right data at the right time including Year to Date (YTD) financial reports, PAYG payment summaries, Profit & Loss and Balance Sheet reports.
The Australian financial year typically starts from 1st July and ends on 30th June. The 30th June is also known as end of financial year when businesses start preparing their financial reports in order to submit their financial position to the Australian government. In New Zealand the end of financial year is on 31st March, in the United States of America the financial is typically the last Friday of December.
Documents needed for end of financial year
A range of documents are needed to assess the tax obligations of your business such as Income Statement, (also known as the Profit and Loss P&L) and Balance sheet.
The objective of financial statements is to provide information about the financial position, performance and changes in financial position of an enterprise that is useful to a wide range of users in making economic decisions. Financial statements should be understandable, relevant, reliable and comparable. Reported assets, liabilities, equity, income and expenses are directly related to an organization’s financial position.
Countries over time have developed their own accounting methods and principles, making international comparisons of companies difficult. To ensure comparability and uniformity between financial statements prepared by different companies, a set of guidelines and rules are used. Commonly referred to as Generally Accepted Accounting Principles (GAAP), these set of guidelines provide the basis in the preparation of financial statements.
SapphireOne ERP CRM DMS can support unlimited number of companies in unlimited tax jurisdictions in one data file. SapphireOne also support multiple foreign currencies and unlimited number of foreign bank accounts, supporting all your foreign exchange (FX) requirements.
Income statement / Profit and Loss (P & L)
The Income Statement or Profit and Loss (P & L) measures a company’s income and expenses during a specified period of time. A profit and loss statement provides information on the operation of the enterprise. These include sales and the various expenses incurred during the stated period.
The Income Statement is one of the most important financial statements a business or organisation issues annually, along with the balance sheet and the cash-flow statement.
SapphireOne ERP CRM DMS has the ability to run the current year versus last year reports, or if required up to ten years historical data on the one report.
SapphireOne also has the ability to copy last year’s actual general ledger balances into the current year’s budget.
Balance sheet
The company Balance Sheet represents company’s financial position, which is important at the end of financial year. The Balance Sheet outlines the total assets, liabilities and owner’s or stockholders’ equity at a specified point in time. Assets the business owns, such as vehicles, plant and equipment, property, intellectual property and cash in the bank are included on the Balance Sheet, depreciation of these assets is included on the Income Statement (P&L). Liabilities include your creditors, payroll obligations such as employee’s annual, carer and long-service accrued leave.
SapphireOne ERP CRM DMS financial reporting has the ability to export data to spreadsheet and also import data to the general ledger budget via the Sapphire API gateway.
A few members of the SapphireOne team started their southern hemisphere winter season campaign in the South Island of New Zealand this week, in the spectacular McKenzie country, basing themselves at Lake Tekapo.
Jack Adams, Warwick Crawford and Hugh McAdam have had a busy first week for the start of the season focusing on Giant Slalom skills, drills, and lots of race gates. The rest of the team, Theo Coates, Connor Leggett and Shaun Findlay will join them in New Zealand at the end of July, where they will all move to the adventure capital of the world, Queenstown.
The Alpine Ski Team were blessed with another two days of good weather and conditions as the week comes to an end.
The first day saw plans to train at Round Hill Ski Field cancelled as the resort closed due to the classic northwester which put them on wind hold. With a quick change of plan on the second day, the Team headed to Ohau Snowfields nestled deep in the McKenzie High Country, on the shores of Lake Ohau.
Wednesday everything was back on schedule as the alpine ski Team hit the slopes of Round Hill Ski Field. With breathtaking views of Aoraki Mt Cook, the Southern Alps and Lake Tekapo, Round Hill Ski Field set the perfect back drop to train on full length Giant Slalom courses with perfect conditions.
Saturday is a day off, then training starts again with a full week Slalom block at Mt Dobson Ski Field.
SapphireOne delivers world class ERP, CRM & Business Accounting Software. Our relationship with our clients is unique, we work with them as a team.
A new financial year can be a perfect time for making changes in your business. You can use this time to improve the efficiency by implementing a new ERP/CRM/DMS such as SapphireOne.
The vast majority of organisations and businesses are running various applications. Examples include using spreadsheets for budgeting, separate databases for tracking contacts, and inventory managements systems that are not linked adequately. They are often running separate Payroll and human resource (HR) systems and not linked to their financial date. This makes it difficult to manage people in your organisation or business.
It is essential that in today’s demanding business environment that we obtain a single point of truth. This relates to the organisation and business data requirements. SapphireOne ERP,CRM,DMS application shines in this area.
SapphireOne ERP,CRM,DMS works with your accountant or financial advisor. The system will compile all your financial statements and end of financial year reports. Once this is completed, it is an extremely simple process to copy last year’s actuals. These are for your general ledger and placed into the budget for the coming financial year.
Improve your business performance this financial year with SapphireOne
When reviewing your business financial data, SapphireOne’s integrates general ledger budgeting. There is the ability to store multiple budgets, per general ledger. This allows you to copy those budgets to revised budgets if required. This puts you in a perfect position to review your business performance and make strategic decisions to help your business be more profitable and grow.
Improve your Profit and Sales performance
SapphireOne ERP has Dashboards, also called Business Intelligences (BI) or Key Performance Indicator (KPI) Dashboards. These present business statistics and performance indicators in a visually attractive and graphically intuitive interface. The dashboards utilises graphs, bar charts and other visually engaging design elements that provide a succinct overview of a business’s financial standings. This is where you can quickly and visually view the profitability, sales performance and cash flow. This will ensure your overall business performance improves.
SapphireOne can help you to draw insights from the current financial and cash flow position, review your client’s performance in the past year which will facilitate you to support your client in mapping out their business goals for the next 12 months.
Justice Bromwich in the Federal Court of Australia made orders restraining Sapphire Systems Pty Ltd from infringement of our Sapphire Trade Mark
In May 2017, Justice Bromwich in the Federal Court of Australia made orders restraining Sapphire Systems Pty Ltd from infringement of our Sapphire Trade Mark – View a copy of the orders.
An order was subsequently made that Sapphire Systems was required to pay us $20,000 and also pay our legal costs incurred in the proceedings.
Our company SapphireOne Pty Ltd was delighted to have its concerns of unauthorised infringement of its intellectual property rights vindicated in such a fulsome way.
SapphireOne is an Australian company distributing globally providing an all-inclusive software application for managing Enterprise Resource Planning (ERP), Contact Relationship Management (CRM) and Document Management System (DMS). These offerings consist of a standalone Single User application named Sapphire, our Client Server application named SapphireOne and our Sapphire Web Pack solution. With our clients established globally, SapphireOne has been providing business freedom since 1986.
We registered our Trademark ‘Sapphire’ in 1994, this was our first Trademark registration initially registering it in Australia.
In 2001 we registered our ‘SapphireOne’ trademark. The additional name was brought about by the merger of the Sapphire Financials, Sapphire Assets, Sapphire Point of Sale (POS) and Sapphire Payroll Human Resources (HR) into a single application, hence we added the ‘One’ to signify the unification of all four applications into one.
From this point onwards our Single User standalone application has been known as Sapphire, our client server application has been known as SapphireOne, our html web server has been known as Sapphire Web Pack.
Business intelligence solutions today include a dashboard environment unique to each user featuring reports, graphs, tables and alerts. SapphireOne ERP generates reports that contains the key business performance indicators (KPIs) which are easily accessed by all SapphireOne users specific to their job function.
The SapphireOne ERP BI Dashboard is easy to understand, a visually intuitive graphic screen that represents a snapshot of what is happening in the fundamental areas of your business.
In SapphireOne ERP, BI Dashboard users are given a dynamic view of KPIs relevant to their key area of responsibility.Utilising thedashboards allows you to examine key processes within an organisation and highlight ones that are competitive differentiators.
SapphireOne ERP BI Dashboard can lead to business processes improving
Business process management is a holistic approach used to evaluate, improve and align business processes to an organisations’ overall goals and strategy. It ensures that your business is on the right track which in turn helps you grow your business.
Using various approaches of business process management and with the help of SapphireOne ERP BI Dashboards, you can identify the current position and primary key performance indicators (KPIs) to measure success. Our BI Dashboards process and analyse your business data enabling managers to receive real-time statistics of the business.
SapphireOne is a fully integrated ERP, CRM, DMS and Business Accounting application
The Sapphire ERP application integrates all aspects of your business into one single application. It automates all processes including Inventory Management, Logistics, Distribution, Warehouse Management, Materials Resource Planning (MRP), Payroll/HR, Web Pack, Document Management System (DMS) and Contact Relationship Management (CRM).
Consolidation into a single unified database ensures greater efficiency and provides better visibility. SapphireOne has the majority of screens following the same basic layout, this enables users to quickly enter data using the same procedure throughout the software to enhance performance and ease of operation.
Innovation in the Enterprise Resource Planning – ERP Application world is a very mature marketplace.
Some of the ERP vendors have been developing their applications for close to forty years, so true world class ground-breaking innovation development in these mature markets are rare and seldom. SapphireOne ERP Accounting provides Top 10 innovations in ERP.
An ERP application with document managing capabilities grants you the ability to conveniently sort and manage vast caches of transaction documents with ease in the shortest time possible. No longer will time be spent on unproductive activities like document filing and searching, the document management system will do all these in real-time.
Not only do you reduce running costs through decreased expenditure on paper and other stationery, your employees can focus on other more productive tasks. By reducing your paper consumption you’re also making your business eco-friendly.
A document management system allows you to implement a stratified documents and sensitive information access protocol. With this framework in place, you can effectively specify and monitor who has access to the documents.
HTML Web Server in A Client/Server application
SapphireOne provides a Web Pack solution with Top 10 innovations in ERP. This is a HTML webserver in-built into SapphireOne server which allows the ability to do data entry, client lookup, vendor look up and other functions from any device that supports a browser such as iPads, iPhones etc. SapphireOne Web Pack also provides the ability to set up and run unlimited Point of Sale (POS) web based stores.
Softphone Integration CRM
A Softphone is a software phone that enable users to call any telephone number without a physical telephone. The Softphone works in many ways such as Computer to Computer or phone to phone where VoIP telephone & adapter is required. Softphone is the bridge between VoIP network and telephone line or mobile network. It enables users to make a call between computer to a phone network and phone network to computer, when you have a dedicated number to receiver call.
The biggest benefit of having a Softphone is you can call any employee, client or supplier without having to worry about software matchup or whether or not they are online. It is a perfect solution for remote employees. A significant part of SapphireOne’s functionality is Customer Relationship Management (CRM). Inside SapphireOne CRM package, Softphone has been fully integrated into all aspects of the SapphireOne application. Whether you are calling clients, vendors, employees, or other contacts, all this can be driven from a single click on the softphone icon. This instantly keeps a date & time stamp with the ability to record the call. This built-in functionality can bring immense advantages in managing relationship with vendors, clients and employees.
EDI/API Integration
To manage orders and pay vendors on time, large organisations use electronic data interchange (EDI). EDI decreases the order-to-cash cycle time, i.e. suppliers to retailers get paid faster. This helps to maximise efficiency and minimise errors. EDI improves speed, accuracy, security and trade communication. More than just a data format, EDI is a system or method for exchanging business documents with external entities and integrating the data from those documents into your internal systems. Without EDI capabilities, a business has a greater risk of revenue loss from chargeback penalties, loss of opportunity to the processing delay, loss of reputation and credit with customers.
SPS Commerce’s fulfilment EDI has hundreds of document types covering most transaction types that are commonly used among vendors and suppliers. With a singular focus on the retail marketplace, SPS commerce has revolutionised traditional EDI systems, by developing a model that is the most cost-effective and reliable in the industry.
Barcode Scanning
Data synchronisation in the core ERP application is the biggest concern in Warehouse management or Inventory Management business. Barcode scanners automate the process of inventory management and stock control process. This eliminates the need for manual data entry and checklist evaluation process.
Barcode scanners are usually used to sell the product or to make inventory of the selected product. Scanner will help you to record all the information about the product and thus, streamlines the inventory management process. With Sapphire WebPack Solution all inventory management processes will be available out of the box, and there is no need to separately integrate ERP and barcode scanners.
Material Resource Planning MRP
Material Resource Planning (MRP) is a computer based inventory management system. MRP generates time-based manufacturing and purchasing plans for optimal inventory availability which is tied to historical data of customer demands. MRP is a subset of ERP for managing manufacturing requirements using integrated production planning and inventory controls. The main theme of MRP software is to “get the materials to the right place at the right time”. In any inventory management, regardless of the level of sophisticated technology used, the Saw Tooth pattern is followed. In this pattern there is a certain amount of inventory that you start with, then you consume it, stock levels drop, you reorder the stock, you receive this stock and the process continues.
SapphireOne ERP Application Dashboard
The ERP application Dashboard goes by many names. You most likely would have heard them being called Business Intelligences (BI) or Performance Indicator Dashboards. Regardless of the name, these features do one thing – present business statistics and performance indicators in a visually attractive and graphically intuitive interface. The SapphireOne ERP dashboard utilises graphs, bar charts and other visually engaging design elements that provide a succinct overview of a business’s financial standings.
Single Touch Payroll (STP) & Standard Business Reporting (SBR2)
From 1 July 2018, it is compulsory for all businesses with over 20 employees to report to the ATO after each pay event.
Single Touch Payroll (STP) aligns your reporting obligations of your payroll processes. The information you send the Australian Taxation Office (ATO) will include your employees’ salaries and wages, allowances, deductions (for example, workplace giving) and other payments, pay as you go (PAYG) withholding and superannuation information. SapphireOne is fully integrated with STP.
Standard Business reporting (SBR2) allows you to access and download your Business Activity Statement (BAS) directly from the ATO. This function can prefill the form with your BAS document number and other relevant fields.
PDF capture
The task of processing supplier invoices includes sorting documents, manual data entry and archiving the paperwork, this can be time consuming and inefficient. With SapphireOne PDF capture these negative effects can be easily avoided. SapphireOne uses the Optical Character Recognition (OCR) technology in PDF capture function that takes a paper document, usually an invoice, scans and “reads” it and turns it into metadata that can be used to populate fields in a database.
SapphireOne’s PDF capture function can help you streamline daily accounting tasks. Currently, few vendor invoices are processed through Electronic Data Interchange (EDI) which means that majority of vendor invoices are still received as PDF documents or paper. This makes the processing of capturing the data from a vendor invoice slow and inefficient. Mistakes in classification and data entry lead to late payments, missed discounts, deteriorating relationships with suppliers and cost overrides.
Material Safety Data Sheets
Any organisation or enterprise that is storing products as simple as food, motor vehicle fuel, and farm fertiliser, to dangerous products such as chemicals, pharmaceuticals, radioactive or explosive materials require Material Safety Data Sheets (MSDS).
SapphireOne inventory has integrated MSDS into the Inventory module which offers 30 unique alphanumeric fields, 10 unique numeric fields and 10 unique date fields which are fully customisable.
Warehousing, distribution and logistics businesses have a critical need to manage their inventory in a timely and efficient manner. When shipping direct to retailers or customers your ERP solution becomes mission critical for the smooth ongoing operation of your business enterprise.
SapphireOne will meet all your warehousing, distribution and logistics requirements with integrated EDI/API functionality. Our large range of API vendors include freight forwarders, courier companies and various third-party transport and distribution operators. The SapphireOne ERP has everything inbuilt that a warehousing, distribution and logistics business needs, and can help you to create the highest level of efficiency at the lowest cost of operation for your warehousing, distribution and logistics business enterprise.
Some examples of the built-in functionality include unlimited barcodes per item, unlimited images per item, bill of materials with unlimited levels, serial batch control, multiple costing types, material resource processing (MRP), material safety data sheets (MSDS) bin/bay management, multi-location, multi-warehouse, SSCC labelling.
SapphireOne Suitability
SapphireOne ERP is perfect for SMEs and large companies for the wholesale Warehousing, Distribution and Logistics business enterprises
SapphireOne ERP is suitable for large companies, as well as small and medium-sized enterprises (SMEs) providing extremely high quality information in real time covering all your inventory requirements.
Wholesale distribution and logistics is an extremely competitive market place, it is critical that when dealing with all your inventory needs it is handled in real time.
SapphireOne’s inventory management functionality tracks stock movements quantifying the volume while simultaneously tracking bin and bay management of all inventory items throughout the warehouse.
SapphireOne Integration
SapphireOne ERP is an integrated Accounting, Payroll/HR and Inventory Management software solution
At SapphireOne we understand that a wholesale, distribution and logistics business needs to have integration between financials, warehousing, and a full range of customer and supplier information to help anticipate future needs.
SapphireOne ERP system offers an integrated accounting, payroll/HR, inventory management software solution that is perfect to increase efficiency in your warehousing, distribution and logistics business enterprises.
SapphireOne allows you to analyse Payroll/HR expenses and employee productivity to help control costs and review expense distribution.
SapphireOne can facilitate the design of an efficient warehouse, distribution and logistics system to create the foundation of an efficient supply chain, one that can service your customers in real time.
SapphireOne Free Single Touch Payroll has been whitelisted and certified for STP (Single Touch Payroll) using the SBR2 (Standard Business Reporting) Portal with the Australian Taxation Office. All SapphireOne clients on current support plans will be given Single Touch Payroll and SBR2 connectivity with the SapphireOne application.
What’s Changed
Single Touch Payroll (STP) aligns your reporting obligations to your payroll processes.
You will report to the Australian Taxation Office (ATO) each time you pay your employees. Your pay cycle does not need to change. You can continue to pay your employees weekly, fortnightly or monthly.
The information you send the Australian Taxation Office (ATO) will include your employees’ salaries and wages, allowances, deductions (for example, workplace giving) and other payments, pay as you go (PAYG) withholding and superannuation information.
Employers with 20 or more employees – You need to start reporting pay events to the Australian Taxation Office through Single Touch Payroll from 1 July 2018.
Employers with 19 or less employees – From 1 July 2019 STP will be mandatory, subject to legislation passing in the Australian Federal parliament. You can choose to report through STP before 1 July 2019.
How Free Single Touch Payroll benefits users of SapphireOne
Employers will no longer be required to submit an annual PAYG report to the Australian Taxation Office
Employees will be able to view their payment information in ATO online services, which they will access through their myGov account.
New employees will have the option of completing TFN declarations and Super Choice forms online.
Businesses will reduce administrative burdens and costs (other software providers are charging for this service on a pay event or per employee rate)
This is the age of innovation and start-ups. If you have excellent business ideas you may be flooded with offers of financial backing that you can’t resist. It could be the time to realise your dream.
Some people have ideas but no money. Some people have money but no idea of what they should do or where to invest their money.
If you have an idea you can attend some business courses or innovation workshops.
Learn how to turn your business ideas into your dream and become an entrepreneur. Here are some industries that may be helpful.
Gaming Business – The Gaming industry is huge, thousands of new games are introduced into the market every year. The ones that provide maximum entertainment thrive in this competitive market. Technological advancements are playing a key role in the gaming industry. If you have business ideas on gaming, you have to be creative and up to date with the latest developments. You also need to be aware of what your competitors are doing. It requires a lot of time and money to bring a new game into the market, so you will need to find financial backing first.
Environmentally Friendly Products – Products that are environmentally friendly, recyclable and solar energy products are gaining importance these days. People are slowly realising the importance of a sustainable environment. There are many products that have a negative effect on the environment. Plastics in the ocean, toxic pollution from industries etc to name a few. So creating products that are environmentally friendly by using sustainable raw materials, and are efficiently manufactured will be vitally important in the future.
Health & Wellness – People are becoming more health conscious every day. If you can introduce a new product that has a positive impact on their health, it will likely be a success. Fitness clothing, apps, equipment, health food etc. have become a huge industry. Promote your business online and try to reach the maximum audience. Make use of the cost effective digital marketing and sales and soon you will be up and running with your own business.
Go Digital – Going online is an economical way to start your own business. You don’t have all the initial expenses to set up a shop or pay rent for a premises. You can easily start up your small online business. Afterwards because your business is online, your market can be international. This will allow you no time increase your sales exponentially.
Animal Care Services – The pet industry is growing at an immense rate. Pet lovers have increasing needs and are creating a whole new market, encouraging business people to come up with new and better products and services for pets. There are an increasing variety of pets who have different dietary requirements, needs and other services i.e. pet grooming, walking, pet minding and vacation accommodation. Animal lovers are spending huge amounts of money for these products and services. If you can create a unique product or service for the pet industry, you will be sure to have a profitable business.
Certification to ISO 27001 Information Security Standards provides you with an independent endorsement that your commitment to protecting crucial information security meets international standard.
ISO 27001:2013 Security Certification
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, and maintain the requirements of :-
Confidentiality – Ensuring that information is not made available or disclosed to unauthorised individuals, entities or processes.
Integrity – Maintaining the consistency, accuracy, and trustworthiness of information over its entire lifecycle.
Availability – Ensuring that information is both accessible and usable upon demand by an authorised party.
It’s almost ‘tax time’ so the earlier you lodge your tax return the sooner you may receive a tax refund.
A tax refund can be beneficial to your financial future and if you are getting a tax refund, determine your financial priorities and develop a plan before you spend your funds. Use that money for a purpose, and make that money work for you in a better way. Saving money is like following a diet and you know that someday you will benefit.
How to make best use of your tax refund
Pay Off Your Debts – If you have an existing loan it’s better to clear that first because the interest will mount. Pay off high interest debts, pay off your credit card and other pending bills and if possible, make an advance payment.
Plan for the Future – Clearing your debts and saving for the future are often ways people use a tax refund. However it may be better to invest in shares or bonds or put some money in fixed term deposits to have security for the future. Decide on the long term and short term investments and check out the past and present performance of the company shares you want to buy. Look for low-risk investments and check out their annual yields before buying.
Plan for Your Health and Life – Get yourself and your family covered with insurance whether it is health insurance or life insurance. Healthcare has become expensive so make sure you have the best coverage for you and your family. If you already have insurance make sure you are covered for your needs and are not paying for options you don’t need.
Upgrade your lifestyle – Buy something you’ve been planning for long time whether it be something personal or a household item like refrigerator, air conditioner or computer. Book a nice holiday, treat yourself to a nice dinner or surprise your kids to something special.
Venture into a Business – Look out for investment opportunities in the business you are interested in your local areas. It can be buying an established business or developing business, it can be a fully owned business or a partnership deal. If you want to start your own dream business, set aside some seed money, if is a low-cost startup you can venture into the business straight away. Take advice from your investment advisor to search and chart out your plans for the future.
Inspiration can be found anywhere and in anything, if you have a learning heart and you can find inspiration from a quote, a picture, a task, nature, people around us etc. SapphireOne 12 Zen Things leads to improvement whether it is at work or at home and it teaches you to experience life in a better way.
The monks and sages follow some ‘way of life’ that help them in their concentration and to live a simpler life. These ways are not just for monks but can be applied to anyone who want to become a productive human being both at work and in life.
SapphireOne 12 Zen things that are to be followed by everyone:
Do one thing at a time policy – SapphireOne always follow ‘Do one thing at a time policy’ as it helps to focus and helps to improve day to day business activity. It’s not just the number of hours we’re working, but also the fact that we spend too many continuous hours juggling too many things at the same time. It’s the simplest thing we follow at SapphireOne.
Do it slowly and deliberately – Take your time and commit yourself to whatever you are doing or whatever you want to do. SapphireOne helps to improve the employee’s performance by encouraging them to involve themselves in their work and do their tasks perfectly. We like to keep things simple both with our clients and employees.
Do it completely – SapphireOne follows the simple way of moving on to the next task only after completing the first task as it gives a sense of achievement and fulfilment. We dedicate time to complete a task and totally commit to complete the task.
Do less – Like ‘too many cooks spoil the broth’ if you take up too many tasks, you won’t master one. Just be selective with your tasks and focus everything will work out as planned. At SapphireOne we inspire people to do the things that will add value to their work and helps in overall productivity of the individual and the group and organisation.
Put Space between things – Prepare a relaxed schedule for every task and take breaks if you complete the tasks within the schedule. A relaxed schedule will help you fully concentrate on the task and if takes longer time than you expected you can always have that back up time. SapphireOne always keeps space between the tasks and delivers the business within time.
Develop rituals – Rituals help everyone to focus on the things and they provide a sense of importance on things you’re working on. We at SapphireOne develop and follow that ritual either when dealing with our employees or with the clients and vendors.
Designated time for certain things – SapphireOne dedicates time for every important task and ensures that task is completed absolutely. We encourage our employees to dedicate sufficient time for daily business tasks and inspire the employees to spend time with their families. We provide that perfect work-life balance at SapphireOne.
Devote time to sitting – SapphireOne advocates everyone to dedicate some time to themselves and observe what’s happening around them. This is very important because it give the whole idea of what is the present status and what should be done to be productive or make oneself more useful to the group and organisation.
Smile and serve others – An integral part of SapphireOne is to serve and greet others with a smile. We encourage our employees to devote themselves to the client and give the customer a cherishing experience. We draw people to be kind to their fellow employees and the customers, like opening the door of communication and helping with the heavy lifting or carrying the files for them.
Concentrating on the taskbecome meditation – Organised work place gives a sense of direction towards perfection and guides you in concentrating on the task and will help you focus on the task. We at SapphireOne create organised conditions both for our employees and the clients. We follow a sense of order and trained structure in our business dealings.
Think about what is necessary – We at SapphireOne focus on what’s important. We remove those unessential things that are not helping our employees, clients or business partners. We focus on that thing which will improve the client’s business and which will improve our productivity.
Live Simply – A perfect balance between customer satisfaction and business satisfaction is what we work for at SapphireOne. We dedicate time to our business and we encourage everyone to spend time with their loved-ones. We enjoy dealing with our clients and we value our relationships.
With the availability of resources and technology, entrepreneurs today are finding it easy to realize their ‘start-up’ dreams. Governments and funding companies also welcome the entrepreneurs who have a unique idea and a definite plan backing that idea. Every city wants to become a ‘start-up’ hub these days, it is the ‘Golden Age’ of company.
Business Accounting tips is an important component that contributes to the success of an association, many of which failed because they didn’t manage their accounts properly. With the easy availability of resources, corporation tend to ignore the accounts in the initial stages, this could become a burden to manage the company’s financial health in the later stages. For your business to succeed from small scale to mid-size businee, you need to keep your financial records organized and updated. Following these accounting tips will help you in successfully managing your Small Business or Mid-size Startup.
Business Accounting Tips
Accrual Business Accounting or Cash Accounting – Using Accrual accounting you can track your transactions real-time and can estimate the present financial health of the company. Using Cash accounting, ATO reporting will be updated only after sending or receiving the payments, inventory etc. Use the help of a financial professional on which method to be adopted and which system better supports your business goals.
Paper or Digital – Digital accounting has taken over the age-old account books and records. Companies are encouraged to go digital thereby saving paper and the environment. Follow the reviews of the available vendors before buying the software if you are going digital.
Documentation – Whether you choose paper or digital transactions, you need to maintain your documents in good order, this can be done by using a reliable Document Management System. It helps to manage all your digital documents which you can retrieve whenever required. Documents of financial performance, profit and loss statements, budgeting etc. are of critical importance to the success of the organisation.
Inventory Management – Manage your inventory using location and bay management, record daily production, adjust stock levels. Invoicing is an easy affair now using SapphireOne accounting software.
Cut Unnecessary Expenses – Reduce unnecessary expenses related to training, paper, maintenance and unnecessary audits using an effective and user-friendly SapphireOne accounting software.
Integration – Integration of business accounting tips with CRM software will help in the smooth flow of business.
Technological changes are growing at a rapid pace and the minute we buy a new software there comes a more sophisticated one. It’s a challenging situation both for the employees and employers and the companies are realising the importance of staying updated with the latest trends.
Enterprise Resource Planning helps the companies to make effective and real-time decisions thereby strengthening the organisation’s profit. There are many factors that can influence the future of ERP. A leader in providing Accounting Software, Payroll Software, CRM Software, ERP software.
SapphireOne believes that the following factors will play an important role in the future of ERP.
User-friendly Enterprise Resource Planning System – Employees are looking for a more user-friendly Enterprise Resource Planning system that will solve their practical problems. Companies are developing Enterprise Resource Planning software with superior architecture and slick designs. The demand for a pro-active and next-gen Enterprise Resource Planning system is never-ending. This puts a lot of pressure on the ERP suppliers to give the customer the swiftest and most attractive Enterprise Resource Planning software. Today’s workers are better equipped to face the technological changes and they should be supplied with the best Enterprise Resource Planning.
Mid-market ERP – It’s the era of ‘Smart’ products and today’s employees want to use their Enterprise Resource Planning technology anytime, anywhere. Nowadays companies are opting for accessories that they can use on the go, like opting for mobiles over desktops. Mid-market ERP solution gives you uninterrupted access to your data and in turn influences the decision makers. For Example, business people need an Accounting software that helps them save time by making invoices on the move.
Customisation – Mid-size organisations are in need of a customised ERP software that will easily help them in managing operations, sales, accounts, inventory etc. The mid-size companies are looking for a cost-effective Enterprise Resource Planning that is user-friendly and that will help them to compete with the bigger organisations. For example, many businesses need a Document Management System to maintain their records easily and keep them updated.
A challenge for the suppliers is to come up with a flawless Enterprise Resource Planning software that can be easily integrated and easily implemented. SapphireOne provides the clients with most savvy and smooth ERP, CRM & Business Accounting Software. Seize the benefits of SapphireOne ERP software.
An Enterprise Resource Planning (ERP) forms the best platform for integrating all the departments and functions in the organisation. It becomes the direct communication point for all the functions in the organisation. It increases the speed of business transactions. It allows the effective utilisation of resources by saving time and reducing cost. It streamlines the processes thereby improving and controlling various activities like purchase, sales, payroll management, accounts, marketing, communication etc.
An evolved and efficient ERP system is a must for a company to succeed these days. However, with the rapid changes in technology, nothing is guaranteed.
Tips to get the best out of your ERP system
ERP systems can handle many functions — here are tips to help you get the best out of yours
Business Compatibility – ERP systems are designed to work for many functions like accounting, HR, payroll etc., but you have to be specific in choosing software. A specific business function needs a specific ERP software. Industry-specific software gives the best experience when compared to a generic ERP software. If your business is specific to Accounting, go for ERP Accounting Software. If you are a recruitment consultancy, go for that specific software and ask for an ERP trial.
Customisation – Customise your ERP system for your business needs. Optimise the efficiency of your ERP software by adding some additional features and functionality. Ask for opinions and ideas from the ERP software. Following the process of ongoing upgrades will help you in using the ERP for best results.
Training – To get the best out of your ERP system, training should be provided to every employee who is going to use the software. Daily processes will be smoother when all the employees know how to use the ERP software. Continuous training sessions should be conducted to keep the employee updated and ensure new staff are effective.
Monitoring – ERP companies can help in you better monitoring by checking the data. Stay updated with the software trends and make the most of those updates.
Support – Go for that ERP software that provides continuous customer support, it can save your time and money. Be pro-active in getting the support of ERP software vendors.
SapphireOne provides custom-built solutions for various industries like manufacturing, banking, retail etc. Make the best out of your ERP by using the SapphireOne Accounting Software, ERP Software CRM Software.
For a sneak peek at the full capabilities ERP, CRM, Accounting Software, Human Resources, Payroll, Assets and Document Management, check out SapphireOne and request a live demo, it is everything you’ll ever need to make your company management a success.
SapphireOne has proudly sponsored the Australian National Alpine Team member Jack Adams of Bondi Beach for competing at the World Junior Championship in Davos, Switzerland.
Jack at World Junior Championship Alpine Skiing in Davos, Switzerland 2018Jack with Coach Raphael Galler
The 19-year-old was chomping at the bit to compete in the Super G, Slalom, Giant Slalom and Alpine Combined events at the 37th World Junior Alpine Skiing Championships, held between 30 January to 8 February 2018 in Davos, Switzerland.
The championships included men and women’s downhill, super-G, alpine combined, slalom, giant slalom and a mixed team event. On the morning of 30th January there were 1,000 participants from all over the world in Davos for this skiing event. SapphireOne is delighted to announce that Jack is the only athlete from NSW on the Australian Team for the Championships. To get to these championships, Jack won the Australian National slalom title last year in both the under-21 and open championships read the story.
Jack was awarded the Ben Lexcen Sports Scholarship at UNSW, where he will study engineering and commerce this year. Just three scholarships were awarded to new students out of more than ninety applicants.
Jack Adams at Davos, Switzerland
The scholarship aims to help athletes continue to excel at their sport while also supporting their academic accomplishments and endorsing development of well-rounded future leaders.
SapphireOne congratulates Jack for being selected to compete in this World Junior Championship event. It’s truly amazing to witness first-hand the growth of Jack’s progress in skiing. SapphireOne is pleased to contribute to Jack’s progress and confident that he will continue to more success, we are excited to see what 2018 has in store for Jack.
SapphireOne delivers world class ERP, CRM & Business Accounting Software. Our relationship with our clients is unique, we work with them as a team.
For a sneak peek at the full capabilities of an ERPCRMAccounting Software check out SapphireOne and request for a live demo, its everything you’d ever need to make management a breeze.
Gone are the days of handwritten accounting books, bulky ledgers, and carrying paperwork home at the end of the day. Not so long ago, each department relied on its own set of physical books to manage daily operations, carefully updating figures by hand and reconciling information across multiple registers. That approach was time-consuming, restrictive, and prone to error.
By 2018, business has moved decisively online. Organisations are increasingly operating in paperless environments, supported by integrated information systems that deliver automated results, real-time access to data, and faster decision-making. Each department now has its own defined place within a broader information system, allowing data to be captured once, processed accurately, and retrieved instantly when needed.
Modern information systems are designed to do far more than simply record transactions. Accounting software, for example, now plays a central role in managing budgets, capital expenditure, and operational costs. It provides visibility over assets and liabilities, supports cashflow forecasting based on historical trends, and generates essential reports such as profit and loss statements, balance sheets, and analytical insights. These tools help organisations understand their financial position clearly and take proactive steps to remain profitable.
Human Resources systems have also evolved significantly. Tasks that were once handled manually—payroll processing, timesheets, employee benefits, training records, recruitment, and performance tracking—are now managed within dedicated HR platforms. These systems support workforce planning, cost control, and employee engagement, while reducing administrative overhead.
Marketing and sales operations benefit in a similar way. Marketing information systems support sales activity, interactions with dealers, suppliers, and brokers, and provide tools for market research, customer feedback, and targeted campaigns. By centralising this information, organisations can identify growth opportunities and respond more effectively to market demand.
Inventory management systems further strengthen operational efficiency by supporting purchasing, sales, invoicing, and delivery reporting. Accurate, real-time inventory data helps ensure resources are used effectively and stock levels align with business needs.
Operations management ties these elements together by defining procedures, allocating resources correctly, and supporting workflow through incident reporting and issue resolution. This ensures processes remain on track and problems are addressed before they reoccur.
In 2018, the shift away from traditional accounting books is no longer a trend—it is the standard. Integrated, paperless systems now underpin efficient, modern organisations. By moving to a comprehensive solution such as SapphireOne Accounting Software, SapphireOne ERP Software, and SapphireOne CRM Software, businesses can leave manual processes behind and embrace a smarter, more connected way of working.
Using Accounting software in your business helps to not only manage your financial transactions, it can also help to avoid the common mishaps that can happen using manual accounting methods.
Business Accounting software helps you utilise your resources in an effective way. The accuracy that it ensures helps the organisation to avoid common errors and thereby impacting your business in a positive way. Accounting software brings efficient data entry and the information gathered, allows you to make more informed decisions.
So, an Accounting software package that best suits your organisation, is of significant importance. Selecting the correct Accounting Software to suit your business can not be done in a day and you also have to keep up with the trends due to evolving technology and needs.
5 Tips for Selecting the correct Business Accounting Software Package
Business Needs – Decide on the kind of accounting software that best addresses your business needs, Online or Offline. Talk to your employees and know what they are expecting from the accounting software. It is very important to know the key features and requirements employees are looking for in a Business Accounting software package. Make a list of their recommendations and find out what is the best possible software available in the market based on these recommendations.
Budget – Everything depends on the budget, so it is important to decide on your budget early. Inquire about the hidden costs like maintenance, upgrades and additional services.
Research – After deciding on your requirements and budget, it’s time for some research. Ask your partners, suppliers, distributors and employees if they know anything about a particular software. Check out some software blogs, read the client testimonials, reviews and do the price comparison. Shortlist the best available software for the organisation.
Features – Inquire about the common features of the business accounting software and cross check it with your accounting needs. Ask them what is the unique selling point of their product and how their software can add value to your business. Inquire about access controls to the data and how much training is needed to be proficient with the software package.
Demonstration & Post-Installation Support – Request a demonstration of the software and bring all the key people involved in accounting for that demonstration. Let the employees contribute and voice their opinions on whether they feel the business accounting software package will meet their needs. Do some sample transactions for invoicing or payroll to check the efficiency of the software. Inquire about the post-sale and post-installation support for the software.
We are excited to introduce our new Support framework, this development is for our existing Platinum and Diamond Support clients. With Sapphire Support System, our customers get better self-service and will see improved efficiency and faster resolution times.
Click on ‘Book A Support Call Now’ button for support booking
Enter your support code (Client ID + serial number)
Select GO
Fill in your contact details (or select from the prefilled options)
Select the date and time from the available appointments, add a description of your support query. You will receive an email confirmation of your appointment.
Implementing SapphireOne’s Support System will definitely bring an improved customer relationship (CRM) into Sapphire for both our clients and our technical support team.
As always, if you have any questions regarding these changes or any other queries don’t hesitate to reach out.
For a sneak peek at the full capabilities ERP, CRM, Accounting Software, Human Resources, Payroll, Assets and Document Management, check out SapphireOne and request a live demo, it is everything you’ll ever need to make your company management a success.
Business leaders increasingly understand the potential of API’s, but still too few understand the need for API Tools. An API Tool is a necessity in today’s digital world. API stands for Application Protocol Interface. An API is a software intermediary that allows two applications to talk to each other. Therefore, a good API makes it easier to develop a program by providing the building blocks for communication. API Gateway is a powerful tool that provides an efficient, accurate, and cost-effective method for CRM data integration from your web portal to your software, or online database. Integration with an API system saves time and improves your efficiency. Application Protocol Interface make data available for use by apps and the developers that create them. They allow enterprise assets to be accessed by apps, and they are the tool that enterprises use to add a digital layer to their interactions with customers, employees and partners.
In the simplest terms, Application Protocol Interfaces are sets of requirements that control how one application can integrate with another. APIs aren’t at all new, whenever you use a desktop or laptop, APIs are what makes it possible to move information between programs – as an example by cutting and pasting a snippet of a document into an Excel spreadsheet. System-level APIs makes it possible for applications to run on top of an OS like Windows, Mac and other OS’s. APIs are important for business because they allow programmers to build amazing tools that help us do our jobs more effectively.
How API’s work
There are many big companies like Oracle, Microsoft, SAP that provide API tools. The SapphireOne API tool improves efficiency and saves on manual data entry. Some examples are Electronic Data Interchange (EDI), Finger Print scanning, Scanning Barcodes and integration with Brand Scope. The Barcode API detects barcodes in real-time on multiple devices. With clever use of this Application Protocol Interface, you can automate various commerce, business, and publishing tasks and can integrate all kinds of apps with our platform. Entering data by hand (typing it in) is likely the most common and least efficient way to get data into a database. We won’t discuss this here. Instead, we will focus on other automated or real-time methods of getting data into databases.
In a similar way, if you use SapphireOne ERP, CRM & Business Accounting Software, you can automatically import your data to the SapphireOne application. Manage an unlimited number of data sources, import templates, interfaces, product templates and data entry jobs. With the help of API interface, product data can be transferred directly to different tables and there by updated as needed. Product data can be imported from one or more data sources and this allows the regular maintenance of this data in the Database. All transfer settings and the selection of the desired products within an Application Protocol Interface export profile can be made via filters and other options.
API is a software functionality which saves time as well as money. It can import and export data both ways, unlimited data in just one click. It’s very easy to convert all provided data to or from common text and XML formats. The API Tool allows you to upload, list, delete and get uploaded files as well as list unlimited data sets.
For a sneak peek at the full capabilities of an ERPCRMAccounting Software check out SapphireOne and request for a live demo, its everything you’d ever need to make management a breeze.
A CRM software system can give you a well-defined overview of your customers. You can see everything in one place – a simple, customizable dashboard that can tell you a customer’s former history with you, the status of their orders, any exceptional customer service issues and many more insights. Anyone can use a CRM Software to better understand the pipeline of sales or prospects coming in, making forecasting simpler and more accurate. You will have a clear path from inquiries to sales or prospects, making forecasting simpler and more precise.
There are many CRM Application companies in the market, but what makes SapphireOne unique from the competition is that it is an integral part of the ERP Solution and therefore accelerates user productivity.
The CRM application handles all contact, service and technical support. It also includes Calendar, Recording of Calls, Notes, Softphone and Document management. The CRM system is a very comprehensive tool, that has an enormous number of features and functionalities. It allows your user community to connect your company via any device that is browser enabled.
How CRM Software improve business processes
Benefits of CRM Software functionality
Stronger Client Relationships – It is impossible to grow a relationship when you are unaware of the needs of your customers. Customer Relationship Management system helps your business collect and manage your customer’s information, sales leads, suppliers, vendors and other business related information. CRM helps you in maintaining relationships with your customers.
Improve the simplicity of business – CRM Systems gives your business the ability to move away from multiple tools like spreadsheets, that do not perform entire functionality but drop diminutive information into a diversity of areas. CRM provides access to customer’s preferences, purchase histories, interactions and past contacts. This increased amount of information makes it easier for your company to create a sales pipeline.
Increase team synergy – Most companies have their business outlined by a strategic plan. Within these boundaries, there are internal and external staff assigned to provide support, products, services to businesses. CRM application consider the challenges faced across your company and helps you proactively advance both the customer relationship and your business goals concurrently.
Improve efficiency in serving clients/vendors – A Customer Relationship Management System (CRM) provides a range of communication services to help your sales, marketing and service resources to manage and improve your business contacts and relationship with your customers. A CRM System helps you to improve the routine, competence and viability of your business, promotion and customer service function.
Greater Staff satisfaction – Company staff who are satisfied with their assurance to communal responsibility have optimistic views about their employer in several other significant areas – including its intellect of way, affordability, reliability, interest in their well-being and employee engagement.
Increase revenue and profitability – Customer Relationship Management (CRM) is a good way to increase your revenue and competitive advantage. The CRM system is a way to track and manage customer information, customer interactions and customer preferences. It helps to make the whole customer service experience smoother while also building increased revenue and a competitive advantage. Using CRM will make it easier to convert sales, build long lasting relationship and communicate better with your customers.
Cost Savings – CRM applications improve business processes and assist in staff making informed decisions through faster access to and retrieval of information. CRM Systems save staff time and reduce costs by handling all documents in one integrated ERP/CRM file.
A CRM integrated with your Accounting ERP application will help your organisation generate new business and strengthen client loyalty. SapphireOne CRM system goes beyond traditional accounting software. Reach a deeper level of client engagement by organizing all interactions – emails, phone calls, appointments in a centralised database.
In SapphireOne all transactions that are not current are moved into a historical record which includes a complete audit trail for each and every transaction. In utilities mode there is a special function named audit trail which allows the user complete audit style tracking of all transactions in the system.
SapphireOne’s Complete Audit Trail of Historical Records
SapphireOne system provides a complete Audit Trail of Historical Records for every transaction.
Tracking the Employees Transactional Activities
All users have a log file which records what they do and when they do it, so that any alterations made to financial records are recorded in their log file as well as in the transaction itself.
In Addition, any general ledger account that is a bank account receives specific attention in the SapphireOne system. Any changes made by employees to these banking general ledger accounts are stored in a special log file that is unable to be altered by anyone, even those with administrative privileges. This record is not modifiable by any user and will remain a permanent part of the data file.
Better Risk Management
Large problem in the data file management is accidental or deliberate deletion of records from the data file. While quotes and orders in the SapphireOne system are able to be deleted the system, it still keeps a record of the user who deleted them. The system does not allow the deletion of any record once it is posted to the General Account. The only way to correct a posted transaction error is to reverse the transaction, however full details of who of the user was that reversed the transaction, is recorded in the users log file.
Across the data file, the deletion of the record is not normally allowed, but they may be made inactive, so they will not be displayed, in any list of records.
From the options menu with SapphieOne application the user has a find function and within one of these dropdowns there is a display All Records option.
Once this is selected the system will display all record in the list including those that are inactive. Once the record is on screen the user may view or reactivate the record if it is allowed.
SapphireOne system provides the most comprehensive audit trail reporting functionality provided by any other ERP Accounting software in the market.
For a sneak peek at the full capabilities of an account payable system check out Sapphireone and request for a live demo, its everything you’d ever need to make your accounting system a breeze.
In the ever dynamic and increasingly competitive business world, it is now more than ever imperative for businesses to look towards innovative solutions if the goal of attaining competitive advantage is to be realized. One classical example of an innovative solution that combines efficiency, ease of usage and cost-effectiveness in a holistic package is an Enterprise Resource Planning System. The effective ERP system is a software cascade comprised of distinct modules whose principal function is to integrate departmental data and relevant information sets with associated real-time updates. This modular nature of effective ERP systems allows businesses to select the packages that suit them best with the option of incorporating further modules as the need arises. That said, the advantages of ERPs, however, goes past modularity; they are known to proffer numerous benefits that include;
Effective ERP system takes your business to the next level
Effective ERP systemtakes your business to the next level, also it allows to use a system of integrated application to direct the business and review unexpected costs incurred in a period of time, or according to a certain grouping. ERP System promises a progressive revolution of your business.
Integration of all factions of the business management
If you’re a management personnel, you are probably familiar with hassle and stress involved in the running of different business segments. ERP systems abate this difficulty by integrating separate sections of management into a centralized platform; from where managers can access all the necessary tools for efficient management. An ERP system stores all data including client information, relevant figures, invoices and orders on its database and allows the manager to implement real-time changes to them on the go. All data stored in an ERP system is for the most infallible and redundant.
Cost Efficiency
One surefire way of boosting productivity and business efficiency is to minimize expenses. Although many vanilla practices exist to bring about a drop in business expenses, most induce a concurrent decline in efficiency. ERP systems find the sweet spot between cost-effectiveness and maintaining optimal standards of operation. They replace traditional cost intensive means of management and inventory maintenance with highly specialized and proficient methods devoid of errors and human sentiments.
ERP systems bridge all sections of a business and allow seamless exchange of necessary information at no additional cost. The ease of access and centralized storage mechanism saves time and money whilst obliterating the need for extra data centers.
Strategic Planning
The birds-eye perspective granted to the manager by virtue of an ERP system provides the edge and foresight needed to make better decisions and calculated guesses. Ultimately this means better judgment as to what will be a profitable investment, marketing targets and a clearer picture of the path to fulfilling business goals.
Financial Supervision
Complete financial monitoring is one aspect of management most businesses struggle with, and unlike other aspects of business management, a loophole in financial administration almost always brings a company to its knees. ERP systems provide administrative staffs with a detailed overview of the financial profile of each business division, allowing for performance assessment and evaluation at any given instance. No longer do managers have to go through the tedious process of micro-managing each business department to curb financial pilfering; an ERP system does all that needs to be done with little or no effort.
Finally, the culmination of all this is a marked improvement in the overall health of a business managed with an ERP system. A switch from a manual mode of operations to an ERP based solution like SapphireOne guarantees a positive transformation of a business’s financial and operational tidings.
Creating a budget is essential for running your business more efficiently. SapphireOne ERP Accounting Software has a simple-to-use and power budgeting tool that is designed to create budgets for small, medium and large sized businesses. It gives you a clearer picture of day-to-day operations. It will help you with maintaining your cashflow efficiently.
Budgeting is Essential in Business
Whether you run a small medium or large sized business, managing your finances efficiently is absolutely critical to operate your business. A good business budgeting system helps you to identify where to spend your money and where savings can be made. That is where budgeting comes in.
Budgeting will assist you with predicting your company’s income and expenses. Business Budgeting will help you identify months when your business is doing well, when your business is slower and when you have more expenses so you can organise your finances.
Budgeting helps identify when you need to save cash or organise some funding to make sure that your business’s cash flow is balanced at all times. If you have accurate financial information, you know where you stand at any given point in time. That is where SapphireOne budgeting tool makes a real difference. It can assist to boost and maintain your business’s profitability.
Manage your business’s budgeting with SapphireOne ERP Accounting Software
With the budgeting tool included in SapphireOne ERP and Accounting Software, you can:
Know where your business budgeting is heading
Ease administrative burdens, leading to reduce operating costs
Get the data you need to set and measure realistic goals
Analyse past performance and predict your business or organisation’s future
Get detailed information about all your budget elements, such as cost or expense, resource and income or revenue plans
SapphireOne ERP Accounting Software’s budgeting tool will help you to save on your business’s spending and organise funding when necessary to keep cash flow moving in the right direction. It also helps you to plan a well-structured budget to keep track of your company’s performance against targets you have set yearly or even monthly and weekly.
While a spreadsheet can be a way to budget and a simple-to-use tool to use for budgeting, a good Accounting Software takes much less time and effort to organise a well-structured budget. SapphireOne budgeting tool can export data to an Excel spreadsheet as well as import data or financial information from a Excel spreadsheet. Our software will do all the calculations. It provides budget reports, graphs, charts and many other features.
What Makes SapphireOne budgeting software stand out from its competitors?
While money management or budgeting software typically comes in a stand-alone version, SapphireOne ERP Accounting Software is a complete package. It has a budgeting section that allows you to plan income and expenses on a weekly, monthly and yearly basis. SapphireOne is the complete business, ERP, CRM, and accounting software package. There are no additional bolt on modules, so you get everything.
SapphireOne is an established ERP software vendor that specialises in providing Financial Management System for any enterprise. It can be integrated into the existing financial information architecture, and can provide maximum security, while giving the opportunity for real-time access to information.
SapphireOne financial software is highly-scalable, and supports unlimited users concurrently. It includes all standard features in both Sapphire single user and SapphireOne client server for managing financial systems.
Budgeting features of SapphireOne enables you to manage and maintain your cash flow based on the accurate information regarding your expenses, income, payroll and financial situation.
Here are some ways SapphireOne’s budgeting system can help your business:
Shows expenses and income month by month
Organises detailed yearly profit and loss statements
Identifies where your money is going
Keeps track of your day-to-day spending
Maintains cash flow efficiently
Makes sure you stay on top of all your cash
Keeps better track of your expenses and income each month so you can better manage cash flow
Keeps track of your company’s performance against targets
Job Project budgets
Revised budgets at GL and Job Project level
Whether you have a small, medium or large sized business, a good budgeting system is designed to help you spend and save both safely and wisely. Discover how SapphireOne ERP, CRM and Business Accounting software suite can help your business by requesting a live demo today.
Time & attendance system is a very useful management tool being used by businesses or organisations to improve payroll efficiency, reduce time theft, run administrative functions efficiently and provide accurate labour costing. It comes as a stand-alone software, but SapphireOne ERP Accounting Software is a fully-integrated ERP Accounting Software solution that includes a time & attendance software module covering all aspects of time & attendance sheet to accurately and easily run your business’s payroll and HR and administration operations. This will maintain an accurate employee timesheet, automatically calculate hours worked by employees, and perform more tasks efficiently and instantly.
SapphireOne is the complete business, ERP, CRM, and accounting software package. There is no additional bolt on modules, so you get all functionality, from ERP, accounting software to time & attendance system, and more. Time & attendance section allows you to track or capture the latest time and attendance recordings of your employees. With SapphireOne, you can track your employees’ attendance records easily and maintain an accurate staff scheduling system.
Manage your business’s time & attendance sheet
The time & attendance system is a section included in Sapphire single user and SapphireOne Client Server ERP Accounting Software and it is suitable for all business looking to:
Maintain an accurate staff scheduling system
Accurately and easily track all your labour costs any time and attendance trends
Eliminates delays in the payroll/HR process
Eliminate the need for manual processes, or multiple spreadsheets and systems that are time-consuming and do not communicate with each other well
View employees’ daily or complete history of attendance including hours worked, breaks, start and finish times, absenteeism, leave and more
Generate any employee’s attendance report instantly, making it easier for payroll and HR functions to process payroll accurately and quickly
Customise time & attendance sheet of an employee, or employees working together on a specific project working in-house or remotely from office.
Spend less time and resources on manual paperwork
SapphireOne ERPCRM and Accounting Software makes it easy to manage your business’s time & attendance sheet which can be access real time using Sapphire Web Pack which can be accessed using any device that can run a browser. It provides daily time & attendance sheet to track who worked when, where and for how long, and identify employees that did not work or were late at work, and additional information. It gives you full details of the daily employee worked hours, provides details of missing employees and who did not clock / login in or out. This enables you, your HR and administration department(s), or your employees to record actual time worked on specific projects, departments or jobs using timesheets by resource and activity.
Integrated time and attendance system inside ERP Accounting Software increases your workplace’s efficiency and accuracy, eliminating manually managed staff/employee record book/attendance register book and duplicate data entry. It also enables you or/and your employees to update personal data of employees, enter holiday leave as well as outstanding, accrued and advanced leave requests for employees, giving peace of mind knowing that employee payroll will be accurate.
Whether you have a small or medium-sized business, SapphireOne ERP and Accounting Software will always help you manage the accurate time & attendance sheet of your company’s employees effectively. This powerful, flexible and easy-to-use system will save your business time and money, increase employees’ productivity and give you instant information on your business. You can calculate hours worked, overtime, pre-planned future personal leave, breaks, hours to pay, and more to can take your business to the next level.
For a sneak peek at the full capabilities of an account payable system check out Sapphireone and request for a live demo, its everything you’d ever need to make your accounting system a breeze.
Making the right choice for your business’s Accounting Software needs should be an important consideration to ensure healthy cash flow management for your business. For any business, it is important to use a good Accounting Software to improve cash flow. SapphireOne is an established ERP Accounting software vendor that specialises in providing world-class Accounting Software for small and medium enterprises. For any business, cash shortages are dangerous and can place a financial burden. With Sapphire or SapphireOne software suite, you will always know what is happening with your businesses finances to avoid unwelcome gaps in your cash flow.
Why a healthy cash flow management is important for your business?
Having cash allows a business to operate whether you run a small business or medium enterprise. Managing your cash resources efficiently is absolutely critical to operate your business.
A good ERP Accounting Software makes sure you have enough cash to meet your requirements, such as paying wages, vendor purchasing and meeting your financial requirements.
Poor cash flow management is one of the major reasons many businesses struggle to move forward in the right direction. Due to a variety of reasons, such as disorganised accounts, too small a margin, a poor management of days outstanding on Clients, or excessive overheads.
Managing cash flow is the key to success for any businesses. If you have accurate financial information, you know where you stand at any given time. SapphireOne makes a real difference to control your business’s cash flow.
What Makes SapphireOne stand out from its competitors?
One of the important account functionality provided by any standard Accounting Software is cash management. That is where SapphireOne comes in. SapphireOne is the complete business, ERP, CRM, and accounting software suite. There are no additional bolt on modules, it is all in one. This software includes a cash management section that allows you to track and improve your business’s cash management, i.e. cash flow.
SapphireOne ERP Accounting Software uses the most advanced information system and can integrate with other desktop and server applications. It give you the option to export and import information to and from other systems, for example, export Excel and import from Excel.
SapphireOne provides complete accounting functionalities. It is highly scalable and offers customisation services. With SapphireOne, you can track and improve your business’s cash flow easily. You can stay top on your business’s cash flow management to understand your business and make better decisions. It is designed to make financial record keeping as easy as possible for any size business.
SapphireOne provides ongoing user and technical support. SapphireOne ERP Accounting Software will not directly solve cash flow problems, but it will give you the tools to manage of the current situation of your cash flow so you can make informed decisions to better manage your cash flow.
What can you do with SapphireOne to manage your business’ cash flow?
Easier management of your cash flow. It enables you to understand how cash flow affects your business. SapphireOne provides you with real-time cash flow data through business reports and dashboards, enabling you to stay informed and make sure your company is moving in the right direction. It provides a range of tools and reports to track your current progress.
Find out below what you can do to improve your business’s cash flow with Sapphire Single User and SapphireOne Client Server:
Bank accounts at your finger tips
Generate your cash flow report instantly
View the latest cash flow statements
Customise your cash flow statement to show the details of cash position over a given period
Keep better track of your outgoings that may include payments for suppliers, utilities, wages and taxes each month and then make payments when required so you can better manage cash flow
Issue sales invoices as soon as goods are shipped or services are provided to your clients, meaning you will be paid on time
Get paid quicker as you can send invoices to your clients real time and collects outstanding payments quickly
Check any figure on your cash flow report to see it in details
Receive your cash flow statement regularly by email, or SapphireOne dashboard
SapphireOne provides cash flow warning signs to help you manage cash flow efficiently to keep your business running smoothly.
Invoicing is made easier with SapphireOne. It has the tools to schedule invoices quickly and simply. You do not have to wait in your office for customers to pay you in person at the month-end. It provides you with updates to take action as outstanding payments become overdue.
SapphireOne software suite will help you to have better cash flow management as you can access and send your invoices from anywhere with an internet connection. Whether you are a small business owner, or run a medium enterprise, SapphireOne will always help you manage your company’s finances more effectively. It will save you time, reduce paperwork and the cost of answering paper bills, and help you get paid on time by sending invoice quickly and simply to your clients to have better cash flow.
Request a demo today, the purchase of accounting software or ERP Software is an important investment, don’t leave it to chance.
Single touch payroll is a new payroll solution that was launched on the 16th of September 2016 as part of the 2016 Budget Saving (Omnibus) Act. The new framework grants employers or their representatives the native ability to report payments such as pay as you go (PAYG) withholding information, salaries and wages, and other Super information to the Australian Tax Offices right from their payroll software solutions, at the same time they pay their employees.
Before the introduction of Single touch payroll, employers had to manually provide payment summaries to employees and detail the summaries of all these employee payments and their correspondent withholding tax information to the Australian tax office as part of an annual summary report. Single touch payroll acts as convenience button that automatically generates and reports these data sets as the employer fulfills its periodic payment obligations.
Who qualifies for Single Touch Payroll?
The Australian Tax Office has made it mandatory for any business operating with a staff capacity of more than 20 employees to implement a working Single Touch payment solution on or before July 1, 2018.
How it Works
When an employer pays its employees using a Single Touch Enabled payment solution, a bank slip, bank file, Employees’ tax and Employer Super information is generated. The payslip and bank file assure payment to the employee; the employee tax and employer Super information are on the other hand forwarded to the Australian Tax Office following a Standard Business reporting 2 (SBR2) blueprint.
The information channeled to the ATO includes salary and wage details, Pay as you go (PAYG) withholding information and employer’s Super information. The ATO then matches this information set to the corresponding employer/employee profiles, before archiving them on their database. Single Touch Payroll is not just convenient it is, in fact, a more transparent process of handling staff payments. Employers can view their PAYG withholding liabilities on the fly, so also can employees picture their End of financial year, year to date tax and Super information data via personalised portals available at the myGov website.
Advantages of Single Touch Payments
Aside from its apparent convenience and transparency Single Touch payment affords the employer a bevy of other benefits;
An Employer who implements a Single Touch payment Solution is absolved of the need to provide payment summaries and annual payment reports to its employees and the Australian Tax office respectively. The Single Touch Data generated each time a periodic payment is effectuated covers for these needs.
Cost-effectiveness. Because Single touch payroll systems cut out the need for developing payment summaries and annual report, they help the employer save valuable time and monetary resources that would have been otherwise spent on developing these reports.
Given this myriad of benefits, it is very much apparent that Single touch payments Solutions are a no-brainer for businesses looking to scale up their efficiency and effectiveness. In line with this and our drive to lead the frontier for disruptive innovation, SapphireOne will be fully compliant with single touch payroll before 1st of July 2018.
For an increasing majority of Small and Medium-sized Businesses (SMBs), the task of generating payroll is one associated with stress and frustration. Organising and effecting a payroll sequence has never been an easy task, it requires expertise and dedication which are often lacking in the organisational structure of SMBs. Consequently, most of these SMBs take the easy route and outsource the payroll. Although it relieves most of the headache with doing your Payroll & HR, this process can be expensive. In light of the growing need for an efficient and effective payroll system architecture that is not expensive, we consulted with industry veterans and expert financial brokers to create an easy to use payroll system in our SapphireOne software suite.
SapphireOne’s payroll functionality is built with the help of those who use payroll eg. Accountants and Payroll & HR experts. It’s like having your own complete team of financial advisors always on-hand to do your Payroll & HR – no hassle no stress. Because SapphireOne is an on-premises system, it is devoid of service downtimes, less susceptible to third-party intrusion and more importantly ready at whatever time you need to do your payroll.
As an added benefit, SapphireOne also grants you –
The flexibility to customise the app and integrate 3rd party custom apps into its framework.
An opportunity to save costs, since you own the software.
Unlimited access to all features of the accounting software – no side subscriptions, no paid custom add-ons.
Tackles all Payroll & HR headaches with ease
Whether it’s filling in taxes, calculating employee benefits or sending out forms, statements, and actual payments, SapphireOne’s one-touch electronic system grants you the leverage to conduct your payroll tasks with convenient ease. What’s more, you can set these functions to run automatically, relieving you of the responsibility and making sure you don’t run the risk of falling victim to the huge government fines and sanctions.
Be on top of your Finances
Unlike conventional payroll systems that segregate actual payroll tasks from other aspects of your financing, SapphireOne gives you a broad yet detailed overview of your financial standings in relation to your payroll needs. It makes certain that your well in tune with your payroll obligations and current financial stand – a classic case of killing two birds with one stone.
One of the strong features of SapphireOne is the ability to drill down right to the individual lines in transactions. For this reason, the SapphireOne system provides the most comprehensive audit trial reporting functionality provided by any other ERP / Accounting software in the market.
One call away from support
It takes a while to get accustomed to even the smartest accounting software, and even after mastery there will still be times when you need help to sort out certain requests. SapphireOne’s support plan breathes a new air of professionalism – we’re always ready to ensure that your accounting software never goes offline.
SapphireOne is not just an Accounting Software; it’s a highly efficient and versatile system, every business should have at its disposal. SapphireOne goes one step further than the average payroll application – it packs in the best of innovation and tech in a more than convenient price package. Since 1986 SapphireOne has escalated from a newcomer payroll application to an industry leader; we help to overcome the Payroll HR headaches of businesses. Our goal remains the same as it was from the start – making payroll as fluid and easy as possible.
Request a demo today, the purchase of accounting software or ERP Software is an important investment, don’t leave it to chance.
A good Accounting Software puts you in control of your finances, your time and your business. It lets you save time on managing your finances so you become more efficient in running your business. Invoicing is one of the most important accounting functions for start-ups as well as medium sized enterprises. Many businesses need help with handling invoicing efficiently. There are a range of accounting software available in the market that improves invoicing performance. If you are looking for an accounting software for managing and tracking your billing easily, then that is where SapphireOne comes in.
Accounting Software is one of the most powerful tools any business can have to take control of their finances and stay on top on their business. SapphireOne Business Accounting Software is designed to manage your invoicing quickly and easily as it has many useful features, that are so easy to use. SapphireOne is an on-premises Accounting Software which also has an integrated web-based solution called Sapphire Web Pack. This Web Pack solution allows unlimited users to access parts of the live data file from a mobile device or any device that has a browser which allows you to do quotes, orders and invoices on the go.
Once SapphireOne software suite is installed, the user simply needs to login to the system using a desktop computer or via any mobile device. There is no need to purchase, install or download any other software to use SapphireOne Business Accounting Software. Anyone can operate it and there is minimal training required. Even people with basic computer skills can use it as the software is easy to follow and has no accounting jargon.
What you can do with SapphireOne Accounting Software?
You can do a lot of things with Sapphire Business Accounting Software. Here are some of the key things business owners can do easily when it comes to invoicing using this software.
Customisable invoices
Entering cash reports
Entering client invoices
Entering cash payments
Entering vendor invoices
Entering credit memos
Entering vendor payments
Entering vendor refunds
Benefits of Using SapphireOne Accounting Software for Invoicing
Businesses can obtain a wide range of benefits by using SapphireOne Business Accounting Software, including:
Simple and easy way to create and send invoices
Fastest way to receive payments as clients receive the invoices instantly
Automated reminders of when invoices are due
Clients can view them at anytime from anywhere with any device
Clients can print their own paper copies if they need them
Clients can create their own statements anytime from anywhere
Clients can create their own copy if they need a copy because they misplaced their copy
Reduce costs associated with paper, envelopes and postage fees
Handling invoicing with SapphireOne
SapphireOne is an easy to use Business Accounting Software designed to help you with organising your finances. It is simple and easy to use, so the user does not need to read long manuals on how to handle invoicing.
Not in the office? With SapphireOne, you are not tied to your office computer. You can manage everything from anywhere with one easy web pack solution through your mobile or any device with a browser. You can invoice from anywhere. You can have your customers accept your quotes, view and pay their invoices via the Sapphire web pack solution.
SapphireOne prides itself on delivering world class Business Accounting Software to handle invoicing easily, letting you receive money from your customers and pay (to vendors) without hassle. It allows you to focus on running your business more efficiently.
Invoicing is a time consuming task traditionally, but not with SapphireOne Accounting Software. SapphireOne software will speed up your invoicing. SapphireOne and Sapphire software is compatible with Windows and Mac operating systems. It is a highly scalable solution, with the ability to support unlimited users concurrently.
Request a demo today, the purchase of accounting software is an important investment, don’t leave it to chance.
The SapphireOne software has continually changed since 1986 when we first started. We continually upgrade and develop the software to suit the needs and requests of our customers. When we add new features into the software it benefits everyone not just the customer who has requested the new feature.
In 2001, one of our customers raised an issue about General Ledger Accounts. He started with 200 General Ledger accounts and after a year later it increased to 600 General Ledger accounts where multiple accounts belong to a common account. After analysing the situation, we implemented IDs in General Ledger.
Consolidated General Ledger
In the SapphireOne General Ledger there is a simple merging option available. You can merge multiple accounts into one single account ID which makes it easier to track these accounts. eg if your employee has an ID and later that employees name changes if they get married, then you can associate all accounts with a single ID. This merging ID function can be handy when one of your vendors takes over another vendor and effectively becomes one vendor. You can merge both of them using the merge ID function and the same process goes with clients merging, job project managing, inventory management. As a result, you will have an organised concise General Ledger.
SapphireOne provides services for unlimited, multiple companies within one data file and multiple tax jurisdictions. So If you use the Multi company feature, you can be benefited from consolidated versions of SapphireOne’s general ledger reports that show financial data for a group of companies.
Bug fixing – Grant Rudrum from Brazier Motti
Bugs and glitches are inevitable in software development and need to be fixed. Whenever a SapphireOne customer identifies a bug in the system, our software development team try to resolve the issue as early as possible. The good thing about SapphireOne is that bugs and glitches do not affect the data – says Grant from Brazier Motti.
Grant said he has nothing negative to say about the SapphireOne Financial and Payroll modules. Brazier Motti moved to SapphireOne in 2006, as the price was very reasonable and the software was very user friendly. Grant said SapphireOne’s Payroll and Financial modules are very easy to use and have the capability to drill down for specific details when needed. This is one of many reasons why Accountants choose SapphireOne.
A bit of advice from Grant at Brazier Motti –
“New customer needs to set up payroll and financial properly right at the start. Setting up the general ledger debtors and creditors are also essential if you want smooth running from the start. But if necessary, you can merge at a later date too.”
Grant is a real SapphireOne fan.
Usability – Endorsement from Harry Magiros from Frutex Australia
Harry Magiros from Frutex Australia has been using SapphireOne since 1999. He found SapphireOne an easy to use software. Harry mostly uses Sapphire web pack which is very useful for him and his team members. It helps them to carry out more productive tasks in a very short timeframe.
Harry says – SapphireOne is a customer based software. It has been developed from its beginning based on the customers’ requirements. SapphireOne is a large software suite and he still doesn’t use everything. There is so much included in SapphireOne it is a very comprehensive software. Harry says they are still growing into SapphireOne. According to Harry one of the great benefits of SapphireOne is that any new custom programming you request will benefit everyone. SapphireOne includes the new functionality into its software, so all the new functions are available to all their customers.
The SapphireOne financial packages is an industry leader in both functionality and features at an extremely affordable pricing. Discover how SapphireOne ERP, CRM and Business Accounting software suite can help your business by requesting a live demo today.
In Australia, over the past year, the Accounting and Enterprise Resource Planning (ERP) software market has seen seismic changes as new players arrive on the scene and the market consolidates. In addition, the Australian Tax Office (ATO) has been updating to a new standard called Standard Business Reporting 2 (SBR2) and switching to a new lodgement system for tax reports. Therefore, the choice of selecting software for all businesses is becoming increasingly important, especially in the minds of those responsible for choosing an accounting software.
If you are in Australia, you have to make sure the Accounting software you buy complies with the new ATO requirements regarding SBR2
New compliance requirement for Accounting Software
The Australian Taxation Office (ATO) has asked vendors of accounting and financial management software to create a gateway to enable direct submission of Standard Business Reporting (SBR). The system will use the same SBR system, only now it will be upgraded to SBR2. The ATO states that this is a further move to automate and streamline the tax system and both businesses and the State Government will benefit from lower costs and time efficiency savings.
The ATO wants software vendors to enable direct SBR lodgement. SBR is a standardised approach to online and digital tax records which was first introduced by the Australian government in 2010. The intention was to simplify business obligations when reporting to the ATO. SBR is currently built into business and accounting software. This next step is to automate delivery direct to the ATO from the software itself and has already been partially implemented by many vendors in Australia.
Streamlining the SBR lodgement process
Currently businesses can lodge reports via the GovReports website, called Electronic Lodgement Service (ELS). The aim of the ATO is to remove this in-between stage and lodge SBR directly from the business software to the ATO. This is called Practitioner Lodgement Service (PLS) and offers significant enhancements over the ELS system. Customers will continue to use the AUSkey security system which enables businesses and individuals a secure connection to a whole variety of Australian government departments.
PLS is a ‘two-way street’ rather than the ‘one-way’ ELS. Entries made into accounting software will be checked in real time with existing ATO records and errors or inconsistencies highlighted so corrections can be made.
The theory is that increasing the quality of submissions like this should reduce the workload of both tax practitioners and the ATO, therefore leading to a quicker service and faster tax return. Many software vendors have already incorporated PLS into their software, with more to follow in a series of updates.
Single Touch Payroll is one of the stand out features of the new SBR system. Under this feature, employers will be able to report salary, Pay As You Go (PAYG) withholding and other information directly to the ATO at the same time as they pay their employees. All of this will be done directly from their payroll software. This will benefit businesses in Australia by making the payroll system clearer, quicker, faster and easier.
SBR2 will combat against cybercrime
2017 has seen a surge in cybercrime worldwide. This is being widely attributed to the theft of material from the US National Security Agency (NSA) last year. Two attacks in particular have rort havoc in Europe with the second, ‘Petya’ emanating from an accounting software firm in the Ukraine. Experts have linked the Petya virus directly with an NSA tool called ‘Eternal Blue’.
A security company CrowdStrike proclaimed that both the Australian government and businesses are under constant attack from cybercriminals. This is in part since the country is allied with the U.S. and the major hacking networks do appear to target ‘the West’. They even came up with comic book style characters representing the key cybercrime players, Fancy Bear, Deep Panda and Charming Kitten, Russia, China and Iran respectively.
It should be noted that CrowdStrike has a vested interest in shouting about this proliferation in cybercrime, holding as it does contracts with both the Australian Government and businesses in the country. The company recently raised US$ 100 million in a round of investment, valuing it at around US$ 1 billion. It is difficult to ignore the evidence that attacks are on the increase and are becoming increasingly sophisticated.
The ATO, software vendors and Australian businesses themselves clearly face an ongoing battle with cybercrime during a difficult transition period. A recent survey reports that 29% of tax practitioners are already using PLS. The new PLS service will be expanded and phased in through a series of deadlines over the remainder of 2017 and into 2018, with ELS phased out by the 1st April 2018. As such, businesses will be obligated to use SBR2 enabled software and need to have confidence both in the vendor and the ATO. This will eventually mitigate the risk in regards to fraud or some cybercrime.
Will your Accounting Software be SBR2 enabled in 2018, so that they can lodge their business activity statement (BAS) and other forms directly to the Australian Taxation Office (ATO)?
SapphireOne is now incorporating the new ATO requirements regarding SBR2. We are expecting to go live with these before the end of 2017.
One of the most frequently asked questions we receive from warehouse management or Inventory management in business today during our SapphireOne demonstration is;
“How can we integrate Barcode Scanner connection to our SapphireOne Application” ?
Data synchronisation in the core ERP system is the biggest concern in warehouse management or inventory management. Barcode scanners automate the process of inventory management and stock control eliminating the need for manual data entry and checklist evaluation.
Barcode scanners are usually utilised in selling the product or monitoring inventory. A Scanner will help you record all the information and thus streamlining the inventory management process. With Sapphire Web Pack Solution, all inventory management processes are within the one application, there is no need to separately integrate ERP and barcode scanners.
If your team are using tablets, laptops or smartphones, they can breeze through the scanning process by using a wireless barcode scanner. This makes the scanning process faster, easier and reliable. A Bluetooth barcode scanner is an ideal solution in this situation as it tethers information smoothly to a handheld device such as an iPad, iPhone, tablet or smartphone.
The handheld device runs the main ERP application (eg: Sapphire Web Pack) that is receiving the scanned data. As mentioned above, bluetooth, wireless scanners tether information back to the device running the application. The price of Bluetooth barcode scanners starts from around AUD $230.00. This affordable pocket-sized wireless device offers technology, allowing your team to capture virtually any 1D or 2D barcode in any condition, even if damaged, dirty or scratched.
To help our customers work efficiently with barcode scanners, we have programmed and designed this feature in our Sapphire Web Pack solution. If you have a warehouse or inventory management business and scan more than 30 goods in one day, it is beneficial to scan with any bluetooth scanner available in the market.
James Brown from ‘Bordo International’ runs a warehouse and logistics business. His company has grown into a multi-million dollar international company with operations in Australia and Europe. He relies on SapphireOne for accurate management, insights and control. They use Scanfob 2006 Bluetooth Barcode Scanner and CHS 7Xi 1D/2D Imager Barcode Scanner for their daily activity. CHS 7Xi 1D/2D Imager Barcode Scanner is relatively costly compared to other scanners. It is certified by Apple and ideal for retail POS, field service, inventory management, asset tracking and more.
Frutex Australia Stock taking End of financial year 30th June, 2017
The decision of which ERP system best suits your business is not an easy one and an onsite visit helps. There are a lot of things to consider when you want to implement a new ERP system. Implementation takes months, sometimes years to fully integrate into your organisation’s information system.
It can be challenging to change your current business systems. The decision is not to be rushed into until you have done your research. SapphireOne provides you with options, so you can see how well it will fit into your organisation. If you want to see a real life example of SapphireOne in action, we can take you for an Onsite visit.
On average, ERP solutions are in operation for ten years and a successful partnership between a business and their ERP vendors can last decades.
Frutex Australia is one of our long term clients and have been using SapphireOne since 1999. Frutex is a major player in the food industry. Their company is a technology leader in the food industry, investing heavily in state of the art plant and equipment. They utilise a steam sterilisation manufacturing process. This process is the largest in the southern hemisphere.Frutex manages multiple companies utilising separate SapphireOne data files.
On 12th July 2017 SapphireOne conducted an on site visit with a potential client to Frutex Australia.The Frutex site is 60,000 square metres including their Corporate Head Office and 6 warehouses. We toured the site on a golf buggy as the site is too large to walk around. We inspected their Manufacturing and production lines. They have multiple grinding and blending facilities for all their spices.
One of the six warehouses is a bulk storage facility which is stacked 7 pallets high. The Frutex Server room facilities use a significant amount of battery power run by solar panels on the top of their corporate head office.
During onsite visit, The potential client found it to be extremely informative and Harry Magiros the IT and Marketing Manager for the Frutex Group of Companies, was an excellent host.
The SapphireOne financial packages is an industry leader in both functionality and features at an extremely affordable pricing. Discover how SapphireOne ERP, CRM and Business Accounting software suite can help your business by requesting a live demo today.
SPS commerce and SapphireOne have now successfully completed an EDI integration project with Frutex, a major player in the Food Industry, with warehousing, distribution, manufacturing facilities located in Kingsgrove, Sydney. The combined power of SapphireOne Pty Ltd. and SPS Commerce Inc. technology, is driving the solution which is central to their business plan.
Scalable, Integrated EDI Helps Drive Business Growth in Frutex
While looking for a best-fit solution that would scale with growth, Frutex implemented ERP, CRM, Business Accounting Software solution SapphireOne. They had a boom in their business and realized they needed to work with an EDI system to meet the demand for their products. They wanted to make sure that they have the ability to automate as much of the data processes in the organization of their cash flow. So that they did not have to increase staff to facilitate the management of additional data management, or any additional new processes.
SapphireOne provides much more control over stock movements, financial management and customer management. On the other hand, the SPS commerce functionality automates the exchange of orders, invoices, shipping documents, and more with their trading partners- all actioned and recorded within SapphireOne.
In addition, SapphireOne has a Document Management System DMS. This enables you to store and link all documents in electronic format with the associated transactions. Not only can SapphireOne store these documents electronically, the system now provides for the direct reading of a PDF into the system to create a transaction automatically. No need for endless paperwork and filing of documents.
A clunky Point of Sale (POS system) will mean the loss of a sale in a heartbeat to your competitors. It is almost as bad as having a really rude shop assistant on the floor or, even worse, a barista, who gets the coffee and milk composition wrong in a latte. A POS system should manage your inventory, service, data, staff, and customer relationships with a single technology .
SapphireOne not only have POS system but also have the software to ensure POS works with all business management systems. Our software is an all in one solution which combines account management, inventory management, job/project management, assets management, HR, payroll, document management, Business Activity Statement (BAS), Standard Business Reporting (SBR), VoIP SoftPhone and Customer Relationship Management (CRM). Our ERP and Accounting solution that enhances speed and performance andall 8 modules and any add-ons are included.
Users can utilise the Sapphire and Sapphire software for normal accounting and/or ERP purposes. The POS functionality is very important when a small business needs to manage their inventory. One of the popular functionalities is they can create multiple stores and control these stores via SapphireOne POS. You are able to manage one stock for all your sales and keep track of all products. This ensures you know when it’s time to order/or not order specific products.
Though SapphireOne is a desktop-based system but we also have a web version. The Sapphire Web Pack solution allows for unlimited users to access certain parts of the live data file from any device with a browser. POS is one of the functions that is included in the Sapphire Web Pack solution.
SapphireOne and Sapphire software is platform independent and compatible with Windows and Mac operating systems. It is a highly scalable solution, with the ability to support unlimited users concurrently.
Tailoring specific accounting requirements is a tricky but good business practice. It helps grow your business, boost business performance and manage business challenges. Does your strategic direction involve a possible merger or acquisition, disposal of parts of the business or expansion into new markets? If so your ERP accounting solution needs are not so different from others. In order to be on-top-of your business you need an accounting solution that not only meets your current needs but can adapt to meet future needs.
Mapping your business processes with an ERP Accounting solution
Mapping your business processes provides you direction of your business requirements. Most of our potential clients when inquiring about accounting software, financial management software or enterprise resource management software (ERP software), do not have a specific idea in mind.
What kind of business do you have? What are your requirements?
Based on client’s requirements, we have a created a summary list that can help identify your needs. It highlights accounting management, payments, transactions, excel exporting or importing, general ledger functionality, auditing system, updates and support functionalities.
Requirement scope
These are our handy requirement checklists you should consider while investigating the ideal solution for your business.
Accounts payable creation – Internal Fill Versus Excel import of each entry in the book by entry in an Excel module (reports).
Record with a specific status (and a type code).
Accounts payable follow a created workflow according to its status and its type code.
Definition allowed of a user role (Ex: creation, validation, and pre or post approval).
Rights management for each role (accountant, chief accounting officer, and member).
Workflow management by operation types, with Email automation (generation).
Security rules
The one who creates the payable cannot validate.
Allow right to set up new suppliers for a specific user.
Electronic payments
Manage EFT (Electronic fund transfer)
Handles foreign currency
Check Printing
Management of checks numbers and check templates
Secured check printing
Management of intra-companies
Setup of multiple accounts for internal companies (in order to manage in the software a payable for a supplier behalf a branch)
Management of accounting transaction inter-branch
Management of exchange rates
Operation allowed on multi devises (transaction, Reporting…) with reassessment
Allow to import automatically or manually daily exchange rates (Closing & Median by opening and closing rates)
Setup of code analyses for transactions
Setup of code analyses for transaction (Ex: single member, for a particular travel expense, for a particular department) useful among others for consolidation
Excel Interface for data export
Export in order to product some reports, etc
Import via a restrictive secured protocol
Overview
General ledger
View and allow Excel extracts of financial states for quarterly consolidation
The system must be able to generate the lists required by law
Audit system on updates
Full audit of updates, dates, users, etc
Support and Updates
Efficient support and regular updates
Customisation according to business need
Also consider whether your accounting solution needs a proper user management system or ‘access right’. This allows you to manage permission and access of users to areas that are only relevant to their work. Here, users could be your accountant, member of the company, chief accounting officer. ‘Access right’ could be the approval process, who can entry in the books, who can issue a cheque or who can create supplier.
If you are considering SapphireOne for your accounting solution, you can’t go wrong. SapphireOne covers all the requirement scope above and includes the user management system. SapphireOne ERP Accounting solution is an industry leader in both functionality and features at an extremely affordable price. Request a demo today, the purchase of accounting software is an important investment, don’t leave it to chance.
Accounting software helps the organisation to record its all kind of transaction quickly, accurately and efficiently. It also helps the organisation to see the real-time position of the company’s financial position. Almost all the Accounting software offer a number of different facilities and not limiting to one or two. These include:
First and on-screen input and printout of invoices
Automatic updating of all accounts in the General ledger
Recording and analysing the due days of suppliers’ invoices
Automatic updating of suppliers’ accounts in the purchases ledger whenever an purchase made or payment made to supplier
Recording all kind of expenses and categorising them as per their nature
Automatic General ledger update
Recording Inventory and update any movements
Recording Payroll list and expenses relating to Payroll and many more
Here are some tips that can help solving Accounting Problems by using Accounting Software
It is important to have some sort of standard operating procedure in place to set up new client accounts, projects, recording transaction, managing invoices, managing payable and receivables list and for all others accounting issues within an organisation. If you have no idea what you’re doing and just go by the seat of your pants, you’re going to lose money and will not able to trace them out. Once a true standard procedure is in place, organisation will be able to have a clear view of the business operation and this will help the revenues go up.
It is very helpful for an organisation if a system help to automate much of the work, such as automatically invoicing clients for work that you’ve tracked at specific times, automatically close the invoice once the payment receive from the client and also update the receivable balances, organisation have less to remember.
If other system integrates with accounting software, and accounting software integrates with invoicing software, Inventory software and all integrates with Organisation’s bank, accuracy goes way up, this will avoid losing money due to human error. Less chance of losing track of income and expenses.
A good accounting software helps the organization to save the time of the employees, helps to record and present all the transaction correctly and generates any report effectively and reduces the chances of human error and losing of documents, such as invoice, bill and any other.
Keep checking SapphireOne blog for upcoming tips. Discover how SapphireOne ERP, CRM and Business Accounting software suite can help your business by requesting a live demo today.
The Point of Sale interface is the main area of activity for entering point of sale transactions for the sales of goods and/or services. This is usually a computer or computers on the sales desk in the business.
SapphireOne Point of Sale procedure
The POS transaction Procedure is easy to follow and may be entered by the following process –
Simply enter transactions by scanning the barcode or manually entering them. The easy to use yet powerful search functionality is located within the inventory ID.
Easily check item pricing and stock quantities at various locations with the click of a button.
Show photos of items in both search and transaction procedures. This helps with visual verification for staff.
Many businesses have matrixes for Style, Colour, Size etc. The user can easily find available items within the Matrix item at the push of a button.
Easily allocate % or $ discounts to selected items.
Allow for all types of payments including mixed payment types (ie. cash, cheque, eft, credit card, voucher etc). These can be allocated to point of sales transactions.
Parking transactions allows for faster processing times. This applies if customers go back out to the retail floor to look for more products.
Create & edit customer records on the fly.
Customise the POS interface with pictures or an array of colour pallets.
Easily access to popular items for faster entry of transactions.
Increase staff productivity by utilising the system’s ability for the entry of transactions using an iPad or android tablet device.
Keep or make notes on inventory items. This can help with product knowledge or order processes.
Manage your LayBy transactions and any Returns that have to be processed.
One of the popular functions of SapphireOne point of sale (POS) feature is user can create multiple stores and control these store via Sapphire Web Pack. Discover how SapphireOne Web Pack and ERP, CRM and Business Accounting software suite can help your business by requesting a live demo today.
Imagine you are looking at a customer’s record and need to call them regarding payment of an invoice. With SapphireOne SoftPhone, simply click on the green telephone icon appearing in the top toolbar or next to their phone numbers, and the call will commence. You’ll know the call is in progress as the phone icon changes from green to red. To end the call, click on the red telephone icon and it will disconnect immediately. It’s that simple.
Our Sapphire and SapphireOne system allows you to continue day to day business activities with minimal interruption while using the SoftPhone technology. This in turn can increase productivity, accuracy and professionalism for your business.
When the VoIP Splicecom Phone system and the SapphireOne database are set up to operate in conjunction with each other, making a call within the SapphireOne SoftPhone system is as simple as clicking on the green telephone icon. This icon can be found on multiple screens. Clicking on the green telephone icon will initiate a call to the number as originally entered into the SapphireOne.
With incoming calls, a pop up appears on your screen while you are working. This displays nominated details of your caller. Simply click on the green telephone button in the center of the SapphireOne main tool bar to take the call.
In addition, you have the ability to write detailed notes relating to the call. These are stored as part of the call log.
These log files can be found in the company inquiry screen and the individual’s contact file in SapphireOne CRM. There is no limit to the number of notes which may be added. Every note is automatically stamped with time, date and staff ID for future reference and traceability.
Press Release SapphireOne Pty Ltd (SapphireOne), an Australian ERP Accounting Software vendor, has been recently enriched with a number of new features. SapphireOne is known among its clients as a live work in progress solution. Unlike other ERP Accounting Software solution, a live work in progress means that SapphireOne can respond immediately to specific customer requests. As a result of this, PDF Capture, Periodic Invoicing and MRP functionalities now have been added to the SapphireOne ERP Accounting software suite.
Greater control over inventory management and invoice processing
PDF Capture eliminates manual vendor invoice processing and enhances data accuracy.
Periodic Invoice efficiently streamlines invoicing by consolidating recurring invoices into a single bill.
The MRP function fulfils customer requirements while maintaining a tighter control over inventory stock levels
1. PDF Capture
The SapphireOne accounting system already has a function that provides for the storing of documents of all types within the data file. So the additional functionality of scanning PDF documents, known as PDF Capture, from within the software itself, is a natural progression to make this procedure easier and faster for users. The SapphireOne system makes use of the fact that a PDF contains both characters and numbers that may be read by the Software. This means that SapphireOne can directly create transactions when electronically received PDF’s are read by the system. Since the system is directly reading numbers and characters, the transactions created are accurately entered and so required little or no modification before any processing.
Periodic invoicing has now been included in the standing transaction function of the SapphireOne system. This new Periodic Invoicing function allows consolidation of invoices to a particular client or vendor, at specified intervals. Even though the invoices that will go to create a periodic invoice, will be entered by different users, the system will automatically consolidate these to a single periodic invoice that the accounts manager will check and process. This will reduce or eliminate any errors, lessen administration tasks. and minimize the time taken for data entry for account managers and users alike.
Material Safety Data Sheets (MSDS) functionality was added at the beginning of 2017 in the SapphireOne ERP system. Now Material Resource Planning (MRP) has been added as well. MRP will allow efficient inventory management systems that will provide opportunity to keep a minimum stock level while satisfying customers’ requirements on a continuous basis. This is calculated by using historical data and lead times that must be entered into the SapphireOne system beforehand. It is basically an Artificial Intelligence (AI) setup which accesses historical data already in the system, for better forecasting of inventory stock level management in future points of time, i.e. weeks, months or even a year in advance.
“SapphireOne manages our inventory, clients and vendors. It’s a well-integrated ERP software that covers sales, purchasing, General Ledger, payroll, super and a number of other tasks.” Don Nichols, Administration Manager at Team Digital, Western Australia.
Every business owner knows, running a business smoothly is difficult job. In some business, you may be frequently involved with purchasing and sales transactions. It is quite cumbersome to generate invoices for daily purchases and sales when they are for the same clients and vendors. This type of invoicing is usually time consuming and resource intensive. While managing purchasing and sales taking up most of your time, you may forget to post certain invoices on time. This can lead to late payment penalties, or prompt payment discounts lost, and so incur financial losses to the business.
There are some customers who prefer to receive a periodic statement that lists the details of all the billing documents created in a certain period. If the system has the capability to manage and consolidate these invoices for you, it means that you would then be more productive in running your daily business activities. The system should enable you to set up customers to be billed on a recurring basis, so that your administration tasks will be reduced. This recurring invoice processing procedure is commonly known as Periodic Invoicing.
SapphireOne Periodic Invoice
SapphireOne has now implemented Periodic Invoicing functionality in Sapphire Single user and SapphireOne Client Server application. Periodic Invoicing allows you to consolidate invoices to a common client or vendor, at specified intervals. Periodic invoicing can be set up to automatically create a single transaction based on the transactions created within the period, as set by the user. With SapphireOne Periodic Invoice you can organise one or many invoices to be consolidated into a single invoice at the end of the period to be sent to the client or vendor.
SapphireOne can effectively generate and send recurring invoices to your customers and suppliers. Using periodic invoice functionality in SapphireOne, you can set your invoice periods to Weekly, fortnightly and monthly. This Periodic invoice feature is particularly useful in the cases where you are contracted to provide ongoing services that are invoiced at set periods. In addition to period based invoicing there is also an option, where you can assign a start date and an end date. This will provide for non-standard periods for creating periodic invoicing when necessary. All steps for creating these invoices take place within the SapphireOne system, with a history log for tracking transactions. This system follows the standard data entry procedures and has the capability to increase accuracy, efficiency and speed of your invoice management.
SapphireOne Periodic Invoice Example
As a first step, you will need to set up your client’s invoice frequency – Weekly, fortnightly or monthly
After setting up the period, from SapphireOne tools menu, you will find ‘Create Periodic Invoices” button. This will provide the option to create your periodic invoice transactions.
The user should check and post all invoices that are not to be included when periodic invoicing is initially set up as the system will automatically try and include these invoices. If you already have some invoices ready to be included into the new system, it will automatically consolidate those invoices into a single transaction.
Selecting the “process” button will begin the posting procedure for the consolidated invoices. It is important to note that after selecting “process” no further modification or deletion will be permitted on the selected invoices. It should also be noted once these transactions have been posted the periodic invoicing system will ignore them.
At any time, you can commence a new periodic invoice from SapphireOne’s Inventory module sales section.
You can review all details of the transaction before printing and sending it to your clients or vendors.
Benefits of Consolidated Invoicing
Consolidated invoicing offers significant benefits to both sellers and buyers. Invoice consolidation or sending a single bill which encompasses all of the orders, that the customer placed over a specific period, gives you confidence in your business. A single invoice that consolidates all of the invoices for the period is easy to follow, and customers appreciate this kind of consolidated approach. Rather than having to search for, total and pay many different invoices, a single bill invoice, simplifies invoice management and payment processes for both senders and receivers. Consolidated invoicing effectively reduces the number of transactions that the accounts manager has to manage. This also means that when your accountant or auditors are going through your transactions it will minimize their work load and time taken.
SapphireOne Periodic Invoice will assist you to organise the invoice processing in a cost effective and timely manner. This will also free up employee resources while improving the quality and performance of your overall business processes. With the help of SapphireOne recurring invoice processing you can regain control of your business’s cash flows, asset, contract and project management.
Discover how SapphireOne ERP, CRM and Business Accounting software suite can easily satisfy your customer requirements, while streamlining your invoice management and payment processes. To know more request a live demo today.
It is often the case that small business owners don’t consider the importance of a well-structured General Ledger for their accounting system when starting up a new business. More often than not, small business owners will concentrate on the operational elements of the business and neglect to organise the financial records. Nevertheless, disregarding management reporting may lead to serious accounting problems, and perhaps most importantly, may lead to business failure.
Medium to large companies will frequently conduct meetings where financial accounts are presented and discussed. This is done so if they have any issues, it can be addressed in a timely manner. As small businesses, especially self-employed businesses, don’t have the time or resources to conduct such meetings, it is important that they use an Accounting Software system that has the ability to easily produce important Financial Statements and other reports highlighting the business’ financial position. While the financial state of a business is a critical area, it is often missed by small business owners due to the use of ineffective software that doesn’t easily produce important financial reports.
The financial state of a business can be generated manually or automatically using business accounting software. The main objective of setting up accounting software for managing companies’ financial information, is often to satisfy taxation requirements. A business accounting software with comprehensive and user friendly tax lodgement functionality makes the tax lodgement process simpler, error free and more efficient.
When considering a business accounting software, there are a few checklists every Australian business owner should contemplate. They should create a matrix checklist and review this checklist by themselves or by a preferred accountant.
A sample matrix checklist for Accounting Software is given below:
Accounting – Compliant with ATO & Government requirements
Reporting – Compliant with ATO & Government requirements
Purchasing –
Ability to include workplace conditions/ workforce profile/ factory visit observations
Compliance with labour standards & codes quotes
Dual authorisation
Report # days taken to pay suppliers.
Inventory –
Real time monitoring store/storage,
Automatic order level triggers.
Recording jobs: Job no’s/ codes
Customers –
Trade terms,
Credit limit – auto flag for breaches
Payroll –
Full time/ part time / temporary/ casual/ contract,
Contract staff – auto notification of end date approaching
Ability to liaise with ESS for payslips / bank a/c details
Business growth – Will the software grow with the business in the next 5-10 years? Does it have the capability to increase customer base, supplier base, payroll personnel?
Multicurrency – Does the system have the ability to support multicurrency, such as AUD, NZD, UK Pound, Euro, USD etc.
Backups – Ability to go back a day’s work, regular backups and ability to import & export all data to popular software like excel
Support – Does the software company provide support and regular updates?
It does not matter whether it is a small, medium or large business, every owner generally loves the word “growth”. A growing business is a thriving business and the best way to report on this is via a good Accounting Software system.
Sapphire Single user and SapphireOne Client Server are a good Accounting Software system that grows with your business. The system’s intuitive navigation and procedures, help to improve the efficiency and productivity of your business.
Business owner are no longer content with accounting software that just balances the books. Whether it is small business or SME, business people are looking for accounting system that grows with their ever ending needs. An Accounting system that grows with the business helps to improve the efficiency and productivity of the business. Read 4 articles below to get some understanding, why you need a robust Accounting software system.
1. Experience of selecting an Accounting Software package
In Australia, many companies are now both importing and exporting goods and services. A number of basic financial packages already in the market do not have provision for handling foreign exchange and if they do they have limited functionality. For example, they must have a separate general ledger account, for each and every foreign exchange type in the system. A better system is to have a single General Ledger account that manages the profit and loss from all Foreign Exchange (FX) types in the one local General Ledger account.
Wish list for running business smoothly
In order to run business smoothly there are some wish list for selecting an accounting software system. These are –
System calculates all payroll requirements (annual leave, long service leave etc.)
System also covers job and projects, all invoicing sales and purchasing, inventory, stock management, extensive pricing at multiple levels
Specific functions that are available for importation of goods as well as managing various types of repetitive transactions
Double entry bookkeeping with complete tracking of all financial records.
Electronic BAS, GST reporting and tracking
The system also supports Point of sale
Comprehensive reporting facilities
Simple interface and user-friendly
Access on multiple devices i.e. mobile access
System has the ability to support Multiple companies, Multiple bank accounts, currencies and foreign exchange(FX)
Quest for an accounting software
Vague pricing from cloud solution and their expanding prices & access limitation / problem, kept many buyers away from cloud solutions. Inquest of searching a desktop edition robust accounting software, my cousin decided to ask quote from accounting / ERP software companies.
2. A Few Considerations for Companies Looking Towards Choosing an Accounting Software
Accounting software products vаrу in cost, dереnding оn thе fеаturеѕ уоu сhооѕе. Most рrоvidеrѕ also uѕе ѕubѕсriрtiоn mоdеlѕ fоr diffеrеnt tуреѕ of расkаgеѕ, аnd ѕоmе оffеr frее vеrѕiоnѕ with basic funсtiоnаlitiеѕ оr limitѕ оn thе numbеr оf uѕеrѕ аnd сliеntѕ.
Hеrе аrе ѕоmе generalized fасtоrѕ tо соnѕidеr, upon varying scenarios:
Yоu’rе juѕt ѕtаrting оut – Using an ассоunting ѕоftwаrе right frоm the ѕtаrt ѕеtѕ уоur buѕinеѕѕ uр fоr ѕuссеѕѕ in the long run. It’ѕ fаr mоrе bеnеfiсiаl tо bеgin uѕing a reliable ассоunting ѕоftwаrе frоm thе firѕt dау thаn tо imрlеmеnt one аftеr mоnthѕ, оr even уеаrѕ, оf uѕing spreadsheets or hаndwrittеn lеdgеrѕ.
This is because all corresponding business records, from scratch, could be sequentially accumulated, and down the line, an ease of use would have become incorporated within the business.
Yоur buѕinеѕѕ iѕ growing – If уоu plan tо еxраnd уоur buѕinеѕѕ, оr if уоur buѕinеѕѕ is quiсklу grоwing, a mаnuаl accounting ѕуѕtеm bесоmеѕ inefficient аnd complicated. If you uѕе ассоunting ѕоftwаrе, it саn ѕаvе уоur grоwing buѕinеѕѕ tоnѕ оf timе аnd mоnеу bу аutоmаting рrосеѕѕеѕ, while also bеing highlу ѕсаlаblе tо уоur buѕinеѕѕ’ ѕizе.
Yоu wаnt immеdiаtе, оn-dеmаnd ассеѕѕ to company information – Do you think an ассоunting ѕоftwаrе iѕ just аbоut attending to the numbеrѕ? On thе соntrаrу, these ѕоftwаrеs givе уоu аn еаѕilу ассеѕѕiblе dаtаbаѕе of bоth finаnсiаl аnd сuѕtоmеr infоrmаtiоn. Yоu саn еvеn include аll tуреѕ оf details аbоut сliеntѕ аnd vеndоrѕ, ѕuсh аѕ contact infоrmаtiоn, рurсhаѕе hiѕtоriеѕ аnd сrеdit tеrmѕ.
Yоu want tо ѕtrеаmlinе your ореrаtiоnѕ – Bу реrfоrming tasks rаnging from рауrоll tо dау-tо-dау trаnѕасtiоnѕ, a good ассоunting ѕоftwаrе should be able to intеgrаtе аll раrtѕ of уоur ореrаtiоnѕ аnd аutоmаtiсаllу inрut dаtа frоm оthеr ѕуѕtеmѕ, ѕuсh аѕ your еntеrрriѕе rеѕоurсе рlаnning (ERP) ѕуѕtеm, point-of-sale (POS) ѕуѕtеm, сuѕtоmеr rеlаtiоnѕhiр management (CRM) ѕуѕtеm аnd оthеr third-раrtу solutions/software capabilities on an enterprise scale. A diligent aссоunting ѕоftwаrе сould аlѕо link your bаnk ассоuntѕ and сrеdit саrdѕ tо аutоmаtiсаllу trасk еxреnѕеѕ and uрdаtе уоur books.
Yоur сurrеnt system is tоо соmрliсаtеd – Not аll ассоunting ѕуѕtеmѕ аrе mаdе thе ѕаmе. For ѕmаll buѕinеѕѕеѕ, some оf thе mаinѕtrеаm ассоunting ѕуѕtеmѕ аrе tоо complex and расkеd with unnесеѕѕаrу fеаturеѕ. If thе software уоu сurrеntlу hаvе iѕ too соmрlеx, a ѕоlutiоn made ѕресifiсаllу fоr ѕmаll buѕinеѕѕеѕ iѕ a muсh bеttеr орtiоn.
A user of SаррhirеOnе, one of the models over viewed in the research, described it as an еаѕу to uѕе Buѕinеѕѕ Aссоunting Sоftwаrе providing comprehensive features which really simplifies organizing of уоur finаnсеѕ. This sort of preferred accounting ѕуѕtеm саn fulfill all оf уоur finаnсiаl rеquirеmеntѕ inсluding gеnеrаl lеdgеr, managing inventory, job projects, asset management, payroll, invоiсеѕ, document management аnd reports within a localized dаtа filе.
3. Empower your Business Systems with SapphireOne ERP Accounting Software
There is a vast array of services available with accounting software. The basic one allows you to record your income and expenditure. More complicated ones can be used for filling returns, control stock level, make, send invoices. As business grows, different problems insist different solutions for financial management. Inevitably, the need for a comprehensive solution that combines robust finance, accounting and resource management capabilities become manifest.
The value of scalability is becoming increasingly apparent in accountancy. Lack of scalability will eventually lead to some type of accounting problem. Some of them are very common, which includes —
Struggle with multiple software for day to day business operations.
Difficulty to customise reports as per requirements.
Unable to access required information because system is not accessible outside office.
Cost of existing accounting software or ERP software grows, as the company grows.
These problems can be extricated through the use of ERP accounting software. An ideal ERP system begins and ends with strong accounting functionality. From the initial launch point of setting up a general ledger account numbers thorough analyzing financial statements, an ideal
ERP system inherits solid accounting software functionality that is unique, easy to use and a complete software suite. In order to take your business to new level, an accounting software requires ERP software capabilities, in short, an ERP accounting software. It is evident from statistical data that for managing a scalable business, an ERP system with robust accounting software functionality is significant for project’s overall success. SapphireOne is designed to for various ERP industries like food and beverage, apparel and textile, consumer products etc to adapt the ever growing business needs and currently a major player in market with its uniqueness, improves business insights and results.
4. ERP software is the back office bliss for any company
Running a business involves a bucket-load of operations. There are sales to track, accounts to manage, projects to plan, employees to recruit and what not! You have your able staff and back-office to handle all such affairs and you might also have individual software for specific functions, say a software for customer management, one for accounting, one for project management. That’s good for automating tasks but don’t you think individual software for each office task is really overwhelming to manage? Yes, it is. Won’t it be great if you could manage all the tasks from a single umbrella? Again, yes, it is. And this is why you have ERP software programs today.
Accounting and Finance
Businesses are into deploying individual accounting software solutions and there are many leading names in the market as well, like Xero, Quickbooks etc. They are good no doubt but then can be of limited help as your business starts to grow and this is when you would need integrated ERP software with robust accounting functionality. It’s because standalone accounting software programs are unable to handle the complexities of a large organization where multiple users need to access the accounting software module. The ERP systems are developed with Enterprise-level standard in mind and hence scores higher over individual accounting software programs when it comes to growing and large enterprises. It’s to mention here that the accounting part is one of the primary aspects of any ERP software and any effective ERP implementation starts & ends with robust accounting software program functionality. SapphireOne is one such ERP program with rich accounting module.
SapphireOne uses the most advanced information management system and provides two major software releases per year. A recent notable release from SapphireOne is ‘PDF capture’, which has the capability to eliminate time consuming manual vendor invoice processing that can streamline any company’s accounting tasks. SapphireOne maintains a unique relationship with their clients by working as a team. The SapphireOne ERP Accounting Software is rich in both functionality and features at an extremely affordable pricing. It has multi company and multi-currency management capabilities, designed to improve the quality, efficiency and effectiveness of any company. SapphireOne has extensive ERP Accounting Software features and capabilities as standard functionality, which makes it fit for any size enterprise.
Top Ten ERP Accounting Software Features and Capabilities
The 10 features and capabilities that empowers SapphireOne to manage financial information of any size enterprise –
1. Support Multiple Companies and Currencies
SapphireOne has the ability to run multiple companies in the one data file and the chart of accounts is set up at the department level. This means that financial data is organized initially at the company level and then at the department level. Multiple departments may be set up in each company with no limit on the number of departments and so no limit on the number of sets of chart of accounts by company. SapphireOne’s foreign exchange (FX) handles transactions in any currency, allowing your organization to purchase from and sell to regional and worldwide markets.
2. Personalisation Features / Customisation
SapphireOne system complies with best business practices and may be reengineered for personalisation of the customer’s requirements. For example, our client Harry Magiros, IT & Marketing manager, from Frutex Australia requests changes or additions to the software from time to time. We meet all our clients’ requirements and clients find that working with the SapphireOne team adds real value to their business.
3. Drill Down and Audit Trail Capabilities
One of the strong features for the Sapphire database and programming language is the ability to drill down right to the individual lines in transactions. For this reason, the SapphireOne system provides the most comprehensive audit trial reporting functionality provided by any other ERP Accounting software in the market.
In SapphireOne Job Projects module, The Gantt chart provides users with a visual representation of the project schedule and how the project is performing against budget. Each Header Task consolidates the durations and status of all tasks assigned to it. Milestones are displayed in red for easy identification. The user can rearrange columns to suit their purpose and drill into each task from the Gantt chart if modification is required.
4. Chart-of-Accounts Flexibility
SapphireOne has the ability to create a chart of accounts suitable for any business. With certain restrictions this chart of accounts may be altered as required. Within the chart of accounts, we have 10 hierarchy levels and within each of the departments we have additional 3 hierarchy levels. All account ID’s are alphanumeric. In addition, we can also report any task, project and project class. In order to get a clear understanding please follow this link to our blog on SapphireOne – Business Accounting Software Structure
5. Modular Integration
SapphireOne is a living work in progress and it is constantly being developed in accordance with International Accounting Standards and meets all of these requirements. The SapphireOne solution includes 8 sophisticated modules and these are Accounts, Inventory, Job Projects, Assets, HR/Payroll, Management, Utilities and Workbook. Each of the modules in SapphireOne are scalable, and has a level of authorisation to read and/or modify any record in the data file. All modules of SapphireOne are included in the purchase price and are fully integrated with each other.
6. Workflow Capabilities
SapphireOne provides standard workflow functionality. It has provision for the setting up of workflow levels, allowing for control of the processing of transactions within the system. Workflow within SapphireOne is based on an Organisational chart which must be created first. Then workflow rules may be created to provide the necessary authorisation levels for controlling the processing of all transactions through the SapphireOne system.
7. Reporting and Analysis tools
SapphireOne has all of the normal reporting requirements for a business. In addition, any further specific personalised reports that may be required, can be set up in various areas of the program. A number of dashboards are also available within the system that offer a GUI style report for some of the most common reports that have been requested. As SapphireOne is living work in progress, these dashboards can be extended as requested at a later date and can be easily added by the user. SapphireOne also has a show reports functionality enabling the user to select the report that they want, from a simple drop down list.
8. Fine tuning with Sapphire Tools
SapphireOne has an inbuilt set of tools for auditing, data checking, compacting, re-indexing and more. We call these sapphire tools and are very easy for users to access. These tools are useful for custom management of accounting systems and for fine tuning. These are well documented and can be found in the Sapphire Tools Reference Manual.
9. System Security and backups
User names and Passwords are required to log into the SapphireOne system. Users may be allowed to access all of the data file or down to a single solitary item in one menu. If Point of sale (POS) is to be used, the user can be set up so that they can only access the POS screen. SapphireOne Server communicates in secured mode through the SSL protocol; SSL Cryptography restricts unauthorised personnel. SapphireOne has standard built in multiple levels of security (MLS) features. The SapphireOne system has the ability to repair the data automatically. The SapphireOne system keeps a real time running log file which is used for creating backups. This may be turned off by the user if required, but is not recommended. The system each night takes the log file and converts it into a backup to be stored in a place or places selected by the user. If the system fails during the day our SapphireOne team can take the log file, with the last back up done by the system, and restore it when the failure occurred. Manual Backups may be done by the user at any time, and is recommended when mass changes are to be made to the system.
10. Web capabilities
SapphireOne provides a Sapphire web pack solution. This is a HTML webserver in-built into SapphireOne server which allows the ability to do data entry, client lookup, vendor look up and other functions from any device that support a browser such as iPads, iPhones etc. Sapphire Web Pack also provides the ability to set up and run unlimited Point of Sale (POS) web based stores.
Discover how SapphireOne ERP, CRM and Business Accounting software suite can help your Wine business by requesting a live demo.
Wine Equalisation Tax or wine tax is a single stage tax applying (in most cases) to dealings in wine at the wholesale level. In almost all dealings to which it applies, the GST will also apply _ Federal Register of Legislation
SapphireOne created a workflow for the collection of Wine Equilisation Tax. This is now fully automated. However, allowance has been made at the various steps in the collection of this tax. Users have the ability to vary it by overriding the automatically collected amounts. However, if invoices for the wholesale of the wine does not include any additional costs, user alterations will not be necessary.
SapphireOne created a workflow for the collection of Wine Equilisation Tax. This is now fully automated. However, allowance has been made at the various steps in the collection of this tax. Users have the ability to vary it by overriding the automatically collected amounts. However, if invoices for the wholesale of the wine does not include any additional costs, user alterations will not be necessary.
The set up procedure commences with the selection of a checkbox in Sapphire’s master defaults in utilities mode in Sapphire >Utilities > Controls > Master Defaults >inventory page.
This causes the system to display additional data entry fields or checkboxes required for the collection of WET.
Changes to WET
From 1 October 2017 the test for whether producers are associated for the purposes of the rebate cap is applied at any time during the financial year.
From 1 July 2018:
the producer rebate cap for each financial year is $350,000 (reduced from $500,000)
tightened eligibility criteria for the producer rebate apply to all wines
there are reduced circumstances where you can claim a WET credit
you must include new information when buying wine under quote.
Some of these changes also applied from 1 January 2018 for 2018 vintage wines.
Wine Equalisation Tax (WET) Setup procedure:
A new general ledger account must be set up to hold the collected WET.
Then go to company enquiry and tell the system which account is to be used for the collection of WET. It is in the controls page, default tab. Please enter the General Ledger Account number in WET tax account field that you created at step 1.
Inventory items: A data entry field is also now displayed for the entry of the percentage of the WET in all inventory items in the controls page. New inventory items will have to be set up and the current 29% WET entered as a percentage.
All new transactions will now have a WET data entry field, which will automatically calculate the WET based on the line rates as entered in transactions. This may be altered by the user if necessary, but the basis of the calculation will be as follows: line amounts plus WET, then GST of 10% will be added.
With the standard Sapphire Invoices, the information is displayed such as tax code, tax rate, tax total, total amount. Sapphire and SapphireOne Reports may also be created, that will also display additional details including the actual WET total on each and every invoice and invoice line if required.
Two sample invoices are displayed here with the WET added into the custom invoice as an example.
Custom Invoice 1
Custom Invoice 2 :
5. Business Activity Statement (BAS)– The 1C data entry field for Wine Equilisation Tax (WET) will consolidate all of the amounts that have been added to the General ledger account as selected in step 2
SapphireOne is an established ERP software vendor, who is an expert in providing Financial Management System for any enterprise. SapphireOne with its superior search and reporting abilities makes it a complete business enterprise solution that increases the productivity and performance of any company. It has the capability to operate on the existing financial information architecture and can provide maximum security, while giving the opportunity for real-time access to information.
SapphireOne financial software is highly scalable, with the ability to support unlimited users concurrently. All standard features for managing financial systems are included in both Sapphire single user and SapphireOne client server.
SapphireOne for Financial Management System:
There are 10 reasons why a company will choose SapphireOne for managing their financial management system. These are –
SapphireOne provides all standard accounting functionality including –
General Ledger,
Payroll,
Accounts Payable,
Accounts receivable,
Invoicing, Budgeting,
Cash management,
Taxation reporting,
Asset management and purchasing,
Project accounting,
Cost centre accounting,
Flexible Ad Hoc Reporting/ Quick Reports,
Multi entity/company and multi-currency accounting functionality within the one database/data file.
SapphireOne has the ability to operate on the existing information architecture and can provide maximum security while giving the opportunity for real-time access to information.
SapphireOne can support any company’s existing financial information flow model and can ultimately accommodate the multi-level reporting model.
SapphireOne has the capabilities of interface development for Microsoft office, and other third party software products.
SapphireOne permits the import and export of information to and from other systems and can integrate with other desktop and server applications. For example excel import or excel export.
SapphireOne comes with administrative tools to monitor application and database utilisation.
SapphireOne provides edit controls to prevent incomplete or incorrect data from being processed and programmatic control of the process flow to prevent information from being processed in the wrong sequence.
SapphireOne is highly scalable and has the ability to grow with companies business requirements.
SapphireOne uses the most advanced information management system and provides two major software releases per year. A recent notable release from SapphireOne is ‘PDF capture’, which has the capability to eliminate time consuming manual vendor invoice processing that can streamline companies daily accounting tasks.
SapphireOne provides ongoing user and technical support for smooth running of the business. By subscribing to SapphireOne’s Diamond Support plan companies can benefit with unlimited email & phone support and can receive the latest version updates, which are available to download from SapphireOne SFTP server.
In the world of logistics and distribution business a warehousing system has to adapt quickly to the changing environment. The idea of keeping up with orders, both in Business-to-business (B2B) and Business-to-Consumer (B2C) has changed. Currently, the trend is about leveraging competitive advantage, to deliver profitably and seamlessly in response to customers needs. Whether to the customers warehouse or the customers front door, they expect flawless service and instant response to their demands.
Rising consumer expectations are driving change throughout the business system. It is now required to manage increasingly complex logistics and distribution processes while improving efficiency, customer service and maximising profitability. Business capabilities to meet these objectives are constantly being challenged. It is becoming very difficult to deal with surges like seasonal demands where businesses are faced with intensified labor schedules, increased customer orders and complex transportation plans. In order to deal with these challenges, it is essential to integrate, streamline and automate the business system processes.
Improving Logistics and Distribution Processes
Every business has different requirements and perspectives. However, the need for changing your business system arises when certain benchmarks are not met. Ask yourself –
Are your warehouse operations and processes flexible enough to meet customers demands?
Can you meet customer requirements for shorter delivery times?
Are you able to dynamically adjust labor plans and workflows to react to changes in your business?
Are your back office systems such as Accounting, Sales, Inventory management and Warehousing, CRM departments disconnected / fragmented?
Can you scale quickly to handle e-commerce fulfilment complexity?
Do you have the right technology platform to maximise your workforce productivity?
Will new technologies leave your IT system lagging behind?
SapphireOne ERP Accounting Software is designed in such a way, that it gives your logistics and distribution business the clarity and confidence of running the entire operation smoothly. It allows businesses to see whether they have the capacity, the availability of resources, the value of stocks and how that stocks should be rotated. SapphireOne automates and streamlines core business financial processes and improves the traceability and tracking of the entire management system.
In a logistics and distribution business it is important to ensure that stock levels are available in real time in the system. This enables faster and accurate delivery of customers demands and prevents unfulfilled orders. SapphireOne provides highly configurable logistics and distribution management tools to assist with driving your operations efficiently and profitably. In SapphireOne, user experience is role-based, so it can be tailored for each role to provide maximum efficiency.
A quick look at some of the key aspects a logistics and distribution business should keep in mind
SapphireOne ERP Accounting Software enables businesses to operate more efficiently. It gives them the confidence that they can deliver to their customers as promised. SapphireOne software suite helps businesses deliver profitably in today’s hyper-competitive market.
Discover how SapphireOne ERP , CRM and Business Accounting software suite can help your business by requesting a live demo.
When starting a business at first an owner often only needs few employees to serve the customer’s needs. It is possible to serve information requests from customers manually. As time goes by the company grows rapidly, the number of branches / sales increase. The old system is no longer sufficient. Customers are not satisfied as a result of the slow delivery or out of date information and others. The owner of the business might not realize that his/her rival companies may be using a new system, an ERP accounting to do a better and faster service than his/her.
So as an owner of business do you already have the best system that suites your company’s needs?
A good ERP accounting system integrates all aspects of company’s business information system and keeps the business system well organised. At the center of the integrated ERP accounting system there is a database that can be shared by all employees. This makes it possible for all units of business organisation to have access to current data to support operation and planning. ERP accounting system supports complex business activities with a variety of operational activity as well as relying on the information in making decisions. With this kind of integrated software system, a business owner can achieve –
Setting ordering process,
Storage of historical transactions,
Speed up services and
Better business analysis.
There are things one business owner need to know with the right ERP accounting software qualification for his/her company including –
Flexibility,
Fully data integration facility,
Type of modification and
Demonstration of integration process.
Team Digital’s experiences with SapphireOne ERP Accounting Software
As a retailer/wholesaler, Team Digital, a Photographic reseller distributor in Perth, Western Australia, wanted an easy to use software system that would integrate all of their accounting and sales functions. They also needed separate packages to run creditors, debtors and the general ledger.
Team digital purchased Sapphire in 2009, a single-user version of SapphireOne and later in 2010 they started using SapphireOne client server version. Today SapphireOne manages Team Digital’s inventory, clients and vendors. As said by Don Nicholls, Administration manager of Team Digital –
“SapphireOne is a really well integrated ERP Accounting system that covers sales, purchasing, General Ledger, Payroll, super and a number of other tasks. “
Team digital’s efforts in implementing SapphireOne ERP Accounting Software didn’t go in vain. Read the testimonial of Don Nicholls, Team Digital, how SapphireOne is helping to run their business activities in a daily basis.
Softphone is a software phone that enable users to call any telephone number without a physical telephone. Softphone functionality works in many ways such as Computer to Computer, phone to phone where VOIP telephone & adapter is required. Google hangout is a good example of Computer to computer softphone application. Softphone is the bridge between VoIP network and telephone line or mobile network. It enables users to make a call between computer to a phone network and phone network to computer, when you have a dedicated number to receiver call.
The biggest benefit of having a SoftPhone is using the SoftPhone functionality, as it can help you realise huge savings. You can call any employee, client or supplier without having to worry about software matchup or whether or not they are online. It is a perfect solution for remote employees. On other hand, since SoftPhone is a virtual phone, users don’t have to worry about update, upgrade or upkeep.
SapphireOne CRM with SoftPhone Functionality:
A significant part of SapphireOne’s software is Customer Relationship Management (CRM). CRM is a business strategy where primary focus is on fulfilling the customer’s needs. This is achieved by using cutting edge technologies to organise, automate and integrate the marketing sales and customer service components of the business. Inside SapphireOne CRM package, SoftPhone functionality is built-in. This helps with managing relationship with vendors, clients and employees.
SapphireOne ERP, CRM and Accounting Software is integrated with VoIP service provider SpliceCom Maximizer. SpliceCom phone administration system comes with many benefits. The system can handle up to 500 extensions, call logging with integrated call recording functionality and many more features. With the integration of SpliceCom inside Sapphire single user and SapphireOne client server, calls can be made from SapphireOne’s software to your contact list.
Whenever a call is made from SapphireOne software, a timestamp is added to the ‘note’ area. It is as simple as clicking on the green button to make a call and when you would like to end click on the red phone button. No more dialling or inputting the phone numbers in manually, leading to less errors.
System also allows to write notes, comments or short description of the conversation. This helps to track the important conversation between caller and receiver and keep up to date with information. All exchanges to your customers/suppliers/clients are logged and listed, adding another feature to your CRM. Each employee when logged into SapphireOne will show their employee ID, which is listed when the date and time stamps are given.
Take advantage of SapphireOne software suite’s Softphone functionality, to maximize your CRM system. Request a live demo to see how SapphireOne ERP, CRM, DMS and Accounting Software can help your business.
Assets is the resources of the business. It is the material one has, to make a difference. A nice term for it is something that has probable future economic benefit, or which has a future and is potentially valuable. For example, food in the refrigerator is an asset because it has a value and we can eat it. Asset Inquiry and management refers to the management of your company’s assets. The term also applies to dealing with other organisations’ or companies’ investments. Assets can be tangible, are things we can touch and include buildings, land, computers, or office equipment. Intangible assets are things we cannot touch such as intellectual property, goodwill, financial assets, or human capital.
Asset Inquiry in a Business
In business, assets usually classed in the following way–
Cash or money – This is the one of the main assets in business.
Supplies – Supplies are those types of things that you use or consume in business. Before businesses start using them, they are called supplies.
Prepaid – Prepaid usually are paid in advance before one can use it, for example pre-paid insurance.
Inventory – Inventory is when business buy stuff, put price tags on it and invite customer to buy it. Inventory is like store where customers are invited to buy items. Supplies are used inside the business for internal use only and inventory has fresh tag on it and the customers by the inventory.
Accounts receivable – It is when other people owe you money.
Land, building, Autos, Equipment – These are long-lived assets but these are still assets as they have future potential value.
Intangibles – Trademarks are intangibles assets; we can’t touch it but it has probable future economical benefits.
Sapphire single user and SapphireOne client server asset inquiry and management functionality makes managing assets a breeze. In SapphireOne it is easy to manage assets owned by a company or by an individual. SapphireOne ensures you to keep track of the depreciation that occurs on those assets . To know more , Check SapphireOne’s Asset inquiry module.
Organisation Structure of Sapphire Single user and SapphireOne Client Server, ERP Accounting Software is based on traditional double-entry accounting. The heart of a double-entry accounting system is the General Ledger, which is composed of a series of accounts called the Chart of Accounts.
Accounting Software Structure :
Inventory is the heart of the Sapphire and SapphireOne system.
Sapphire and SapphireOne provides a comprehensive suite of inventory management functions. Almost all transactions from both Sales and Purchases within Sapphire and SapphireOne are based on an inventory item of some type.
On the sales side, we have a Quotes – type code QCI, Orders – type code OCI, Invoices – type code SCI, Client Credits – type code SCC
And on the purchasing side, we have Requisitions –type code RVI, Orders – type code OVI, Invoices – type code PVI, Vendor Credits – type code PVC
When projects are used, additional transactions will be created from projects mode; there are – Project Journals type code JGJ, Work Journals – type code WGJ
Accounts Mode-
Once the transactions have been raised in Inventory Mode the appropriate transactions may be linked transactions may be entered in accounts mode.
Clients
Sapphire and SapphireOne provides all standard accounting functions for the entry of transactions relating to your clients. These include:
Money receipts – type code MR, Client invoices – type code CI, client credits – type code CC, client receipts – type code CR, client journals – type code CJ
Vendors
Sapphire and SapphireOne provides all standard accounting procedures for the entry of transactions for your suppliers. These include:
Money payments – type code MP, vendor invoices – type code VI, vendor credits – type code VC, vendor payments – type code VP, vendor journals- type code VJ.
Posting a transaction will write the balances to your general ledger account and they may no longer be modified as is normal business practice once the transactions is posted.
Job Projects-
Job Projects are used when consolidation and the tracking of income and expedition is required.
Transactions that are created by Job projects from sales are Project Invoices – type code JCI and Project Credit Memos – type code JCC.
They are also created from the purchase side and these range from vendor invoices – type code VI and vendor credits – type code VC.
Resources may also be used in a Job project. These can be resource based. These transactions are given a type code RS. A job projects based transactions which is given a type code PR.
Payroll-
Sapphire and SapphireOne Payroll / HR is designed to complement Sapphire and SapphireOne Financials. Sapphire and SapphireOne Payroll operates with all the same standards and methods as Sapphire and SapphireOne Financials, including all reporting layouts.
Resource and project time sheets may also be directly imported into Sapphire and SapphireOne’s payroll / HR system.
Payroll / HR transfers data to financials using a general ledger journal – type code GJ, or Vendor Invoice type code VI.
Assets –
Sapphire and SapphireOne provide control of depreciation as well as the management of the purchase and sales of your company’s assets. Asset depreciation is calculated on a company basis and an Australian Taxation Office – ATO standard rate which is the rate that is transferred to your general ledger. The system uses a general ledger journal type code GJ, and vendor invoice – type code VI, when transferring the data to the general ledger.
~ Organisation Structure of SapphireOne Business Accounting Software Video ~
SapphireOne’s PDF capture function can help you streamline daily accounting tasks. Currently, not many vendor invoices are processed through Electronic Data Interchange (EDI) which means that majority of vendor invoices are still received as PDF documents or paper. This makes the processing of capturing the data from a vendor invoice slow and inefficient. Mistakes in classification and data entry lead to late payments, missed discounts, deteriorating relationships with suppliers and cost overrides.
Use the benefit of PDF Capture from WorkBook module or general data entry tool of SapphireOne software suite
Invoice processing made easy via PDF capture
The total task of invoice processing includes sorting documents, manual data entry and archiving which can be a burden on the business. With SapphireOne PDF capture these negative effects can be easily avoided. SapphireOne uses the Optical Character Recognition (OCR) technology in PDF capture function that takes a paper document, usually an invoice, scans and “reads” it and turns it into metadata that can be used to populate fields in a database.
Invoice processing made easy via PDF capture
SapphireOne’s PDF capture solution will streamline your daily accounting tasks, eliminate time consuming presorting of vendor invoices and supporting documents, improve data accuracy and free personnel from doing manual keying. This ensure data integrity with automatic rules and validations.
Automated vendor invoice capture is a complicated task because the position of data (e.g. company name, vendor invoice, total price etc) fields that are to be extracted, varies greatly from one form to another. Data may be positioned anywhere on the page; in addition, it can include columns arranged in different order. The logic driving SapphireOne’s PDF capture function imitates human reason, for example to look up the number on a vendor invoice a person would look for the keywords which determine the meaning of the value such as invoice, invoice number, invoice ID etc. Usually the value will be somewhere next to or below these keywords. In most cases SapphireOne PDF capture is able to identify keywords and find the data and populate in the SapphireOne database automatically. SapphireOne PDF capture allows capturing data from the majority of vendor invoices correctly.
PDF capture allows capturing data from the majority of vendor invoices correctly.
If PDF capture comes across different types of PDF files or keywords that it is not familiar with, the operator then can simply draw a box around that keyword and the program will file into the SapphireOne database.
Successful transaction of PDF capture
This new PDF capture functionality of SapphireOne is a Document capture software that will help your organisation to reduce the cost of vendor invoice processing and improve relationships with your key vendors. To receive more information about SapphireOne’s PDF capture vendor invoice processing, request a demo.
You are most probably using or thinking of using, a range of spreadsheets to manage your business. Unless you are spreadsheet genius, this will usually mean inefficient use of resources as searching and collecting data can be cumbersome and data entry process will usually be doubled or even tripled up to obtain the required information across the business. So what’s the benefit of using accounting software. The main benefit is to make your life easier by saving you time and effectively money. It helps to organize your finances and store all your invoices, bills and reports in one place. Accounting software will allow you to easily check your financial statements to ensure that your operation is running smoothly. The whole process of bookkeeping should be made a lot faster. Just create the invoices and bills and it automatically gets accounted for in your profit and loss and balance sheet. There are many benefits of using accounting software –
Information retrieval – A good accounting software system blesses you with the functionality of superior information retrieval. Obtaining information from a single database is much quicker than trying to collect from multiple modules or spreadsheets. Searching for information such as which suppliers you paid last month is as simple as clicking on a standard report generator.
Connect to your bank – This allows the import of bank statement transactions to be automatically reconciled in the accounting system. This is a huge time saver.
Automatic Value Added TAX (VAT)/ Goods and Services TAX (GST) preparation – All the transactions are accounted automatically and update the VAT/GST return within the software. GST-registered businesses need to issue tax invoices for their customers, to collect GST and to send that to TAX office with business activity statement (BAS). Accounting software produces tax invoices and automatically generate reports of company’s GST liabilities and credits at BAS time. Hence, a good accounting software streamline and accelerate the preparation of VAT/GST returns.
Year-end becomes so simple – Just check the report to see if you have accounted for everything correctly and see the position of your income statement and balance sheet in any one moment in time. A good accounting software has standard business reporting forms needed to report to the taxation office such as Business activity statements (BAS).
Greater control of your finances – Just click on report and check who owes you money, who you owe money to, check your budgets and how you are performing against them. This will lead to better decision making.
SapphireOne is offering Sapphire Single-User and SapphireOne Client Server ERP Accounting Software solutions. Discover how SapphireOne software suite can help you and stretch the capabilities of your business to enterprise level by requesting a live demo.
SapphireOne is an Enterprise Resource Planning (ERP) application with rich accounting software functionality that has been available since 1986. It is a complete financial management software suite combining Financial, Inventory, Supply chain, Job project management, Asset management, Payroll/HR, CRM, Document management, Soft-phone and support for multiple Foreign Currencies and Companies. Features and flexibility are the main focus of SapphireOne.
SapphireOne first released its multi user solution for Mac only in 1986. Later in 1990, the client/server technology was released for both Apple Mac and Windows 3.0. SapphireOne Pty Ltd has continued to build on those early efforts adopting key technologies such as to interact with html via the WebPack html in 2003, then working with hand held devices such as iPad, iPhone, Samsung from 2008. In 2016, SapphireOne moved on to 64bit technology for both mac and windows.
SapphireOne Module
The process of implementing SapphireOne into business:
SapphireOne is a very versatile product and caters to many business types.
SapphireOne offers three types of product –
1. Sapphire Single User for small business,
2. SapphireOne Client/Server for medium to large sized business and
3. Sapphire Web Pack solution for small, medium and large sized business.
In order to reap the full benefits of the SapphireOne solution package, SapphireOne commences the implementation process by carrying out a detailed analysis of an organizations core competencies and requirements.
The analysis stage is broken down into multiple steps as described below:
This process involves meeting with key personnel within the organization’s business units,to discuss accounting needs, along with current and desired business procedures and processes. At the end of this process SapphireOne project managers will discuss with the host organization the capability of the SapphireOne to meet their requirements. A needs analysis document will be provided to the host organization, with this analysis being used as a basis for the next step, the development of the customised implementation plan.
Step 2: Customised Client implementation plan and work breakdown structure
This involves documenting tasks which are required to be completed and task allocation – who will be responsible for the completion of each task and how long each task is estimated to take?
Upon completion of the customized implementation plan, SapphireOne project managers will provide a PID detailing what will be required in order to produce a successful implementation of the SapphireOne ERP accounting software. These items may include:
•Breakdown of resources that are required on both sides,
• Break of tasks that need to be completed,
• Resources allocation to each task,
• Timelines for completion of tasks,
• Any customisation of the application,
• The estimated time required for the implementation, or
• Estimated budget.
Step 3: Implementation of the SapphireOne solution
After the PID has been completed, provided and approved, implementation of the SapphireOne application may be scheduled to commence. Depending on the requirements of the organization, this may happen immediately, or at a date agreed by the client.
Purchasing a license from SapphireOne:
Keeping software licensing simple is important to SapphireOne. That is why SapphireOne software licensing is all in One. Each license per concurrent user includes all the feature that a modern organization needs in an ERP software or in an Accounting Software.
Licenses can be increased at any time, SapphireOne’s experienced team can advise the host organization on the best course of action to take when planning licensing requirements.
How to keep up to date with SapphireOne:
The SapphireOne annual planned maintenance subscription entitles the clients to receive all major and sub-releases of SapphireOne throughout the year.
When using any software application, it is important to maintain the software updates. SapphireOne is an organic application with new features and functionality being added constantly. This ensures that the product is a market leader and that their clients are able to operate in accordance with ever changing requirements.
The first year of annual planned maintenance is provided to the clients within the initial purchase price of the user.Thereafter, a maintenance fee falls due on the anniversary date of your original purchase of SapphireOne.
What after sales care does SapphireOne provide?
SapphireOne recognises the importance of total commitment to after care service. SapphireOne also understands that different organizations will have different support needs.
To deliver the best possible service to the clients, SapphireOne has developed a range of support plans to suit client’s organizational needs.
To manage orders and pay vendors on time, large organisations use electronic data interchange (EDI). EDI decreases the order-to-cash cycle time, i.e. suppliers to retailers get paid faster. This helps to maximise efficiency and minimise errors. EDI improves speed, accuracy, security and trade communication. More than just a data format, EDI is a system or method for exchanging business documents with external entities and integrating the data from those documents into your internal systems. Without EDI capabilities, a business has a greater risk of revenue loss from chargeback penalties, loss of opportunity to the processing delay, loss of reputation and credit with customers.
SPS Commerce’s fulfilment EDI has hundreds of document types covering most transaction types that are commonly used among vendors and suppliers. With a singular focus on the retail marketplace, SPS commerce has revolutionised traditional EDI systems, by developing a model that is the most cost-effective and reliable in the industry.
SapphireOne fulfilment EDI Integration with SPS Commerce
SPS Commerce is the only EDI solution provider selected by SapphireOne as preferred for Sapphire single user, SapphireOne client server and Sapphire Web Pack solution. SPS commerce fulfilment EDI is truly remarkable, as it has increased the speed and accuracy of the SapphireOne software suite.
Benefits of integrated fulfilment EDI – SPS Commerce
SPS Commerce’s integrated end-to-end EDI solution, automatically populates orders into Sapphire and SapphireOne ERP accounting software system, 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 market, with larger enterprise retailers.
There’s no question that a good accounting software package saves time, money and is a game changer for any business.
There is a vast array of accounting software that is currently available in the market. You should be aware that not all of them offer the same standard features. Choosing an accounting software package is one of the most crucial decisions you will ever make for your business. Good Accounting software not only tracks all of the financial transactions within your business, including invoices, sales and your tax liabilities, but it should also track numerous other items as well. These include Clients and vendors, inventory, job/projects, assets, and your payroll/HR payments and reporting requirements. In addition, a good financial package should include the ability to store all documents and customer information (CRM) needed for the management of your business finances.
SapphireOne Software packages
Good Accounting software :
Good Accounting software should be designed so that not only accountants can follow it, but also management who need to understand the financial processes. An easy to use Accounting software should make many tasks easier by simplifying and automating many of the day to day accounting procedures. With a range of real time management functionality, a good accounting software should also allow for easy management and reconciliation of your banking requirements. It should provide standard financial analysis and reporting of the following. Balance sheets, profit/loss and cash flow reports. It should also have the ability to view your current financial position against any budgeted financial estimates and revised budgets.
If you need basic accounting software for small entry level businesses, you can’t go wrong with business accounting software like Intuit QuickBooks, MYOB, XERO, Reckon, Cashflow manager . SapphireOne also has a good record for small business, with its Sapphire Single-User package which has been supplied since 1986. Read one of our Australian client’s stories for the application of SapphireOne’s small business accounting software packages.
However, if you have a complex organization or you plan to stretch your capabilities so that multiple users can access the accounting Enterprise Resource Planning (ERP) system concurrently, then you have to think differently. An ERP Accounting software solution should, have the ability to take control of business data and processes on an enterprise scale. It is evident from statistical data that for managing large corporation an accounting software requires ERP software capabilities.
Choosing a Good Accounting Software
An ERP Accounting software should not just comply with the law, but it must provide you with the insight to help you run your business and make business decisions. SapphireOne is offering Sapphire Single-User and SapphireOne Client Server ERP Accounting Software solutions. Our software solution has 8 Modules and these are, Accounts, Inventory, Job Projects, Assets, Payroll/HR, Management, Utilities and Workbook. From locally based accounting software to Global ERP, the SapphireOne financial packages can help you to have a complete understanding of your business financial processes.
The SapphireOne financial packages is an industry leader in both functionality and features at an extremely affordable pricing. Find out More – sapphireone.com or request for a Live demo.
Businesses are increasingly the victim of data breaches and brands are at risk. The “Verizon 2016 data Breach Investigations Reports” tells about incidents affecting organizations in 82 countries and across a variety of industries. This is based on contribution from dozens of organizations around the world, such as technology companies, information security firms and law enforcement agencies, including Australian Federal Police.
The ratio of incidents that result in a confirmed data breach vary from industry to industry. Some, like accommodation and retail, have a very high rate of successful breach per incident. Others like the public sector, experienced tens of thousands of incidents but only reported 193 confirmed data breaches in last year.
POINT-OF-SALE INTRUSIONS is one of the nine incident classification patterns included in the “Verizon 2016 data Breach Investigations Reports”. Many more incidents are recorded but can’t be classified due to a lack of information (Commonly that means phishing incidents without the necessary details to cluster them into a more specific pattern).
Remote attacks against the environments where retail transactions are conducted. POS terminals and POS controllers are the targeted areas (This includes remote attacks only, not physical tampering such as with payment card skimmers). Top target industries includes accommodation, food services, retail. The recorded frequency is 534 incidents where 525 is confirmed breaches.
SapphireOne is uniquely designed ERP, CRM and Business Accounting software.
It is written in 4D language. SapphireOne excels in providing all the features required to perform point of sale transactions. Entry of payment detail fields are available to record all the details for your customer’s preferred payment method.
SapphireOne prides itself by saying that to date, in SapphireOne no incident of data breach has taken place. SapphireOne ERP provides the security of your company data file. SapphireOne’s sophisticated design, secured 4D database connection protect your company data from attack cycle and ensure smooth running of your business and company data file.
SapphireOne also recommends securing your ERP, CRM & business accounting software data with Fortinet which is a leading provider of fast and secure cyber security solutions.
Even though cloud computing is on the rise, there are still a number of growing security concerns, like data security and potential downsides such as loss of internet connection and vague pricing. These issues are still a concern among many business owners.
There has been some considerable discussion on the internet, that cloud based computing is not as cheap or reliable as initially was envisaged.
Recently, a web based research company, Gartner has not been as optimistic about cloud based software and has stated it is not as simple, cheap or fast as originally claimed. At a NetSuite event in Sydney recently these claims were questioned.
Data transfer in Australia is costly in cloud based software services because of the quotas normally enforced by ISP’s. If an ISP does not have quotas during busy times data transfer can still become very slow in Australia at times.
With cloud based computing there is a very large question as to who actually owns the stored data. For example, we have had an experience where the owner of the data was told by the cloud based company supplying the cloud storage service that he didn’t own the data and refused to allow a full download of it locally. This was compounded by the fact that the data was stored in another country. In a recent article “Firms reveal their preferred cloud accounting software”, of Australian Financial review (afr) statistics illustrate that a very large group of small and medium-sized companies are using traditional locally based desktop accounting software.
The SapphireOne accounting software package already provides accessibility similar to cloud based solutions.
It still keeps your data locally and in your control. The SapphireOne server and database may be installed in a single location that is accessible from the internet. Any other locations that the business has, may be granted access to the common SapphireOne server and database.
Since the data file is owned and stored locally by the company, you have full control of your data.
And, one final consideration with storing data on a cloud based system is that Australia is both geologically and politically stable which is a big plus when considering other countries geological stability and various political governments around the world.
SapphireOne release version 15 with Contractor FX functionality allows for the seamless flow of information across the Job Project, Payroll, Accounts and Utilities Modes. These Employees/Resources can be linked to various currencies.
In today’s world, many companies deal with overseas customers and need accounting software that can cater to multiple currencies. Companies are sourcing materials and products from different countries in order to remain cost effective and competitive. Foreign Exchange (FX) rates and managing these multi-currencies is necessary to track gains and losses. Generating sales and purchase orders in different currencies needs to be automated. In SapphireOne, all foreign currency transactions are converted into your local currency in real time. Foreign exchange rates are updated hourly, which allows you to instantly know exactly how gains and losses are affecting your cash flow. The system is posting in real time, which provides you with all the information up to date for reconciling. No additional postings will be required.
Who can benefit from new release FX software in SapphireOne
There are many types of businesses that can benefit, however the main ones are : exporters, service providers or online retailers.
Exporters usually receive funds from global customers in local currency. SapphireOne has the ability to create invoices in a range of currencies, making the payment process cheaper and faster. The FX functionality allows you to create invoices using an automatic exchange rate or enter your own rate manually.
Business service providers often deal with global partners or clients. SapphireOne FX Accounting Software helps you simplify and accelerate the receipt of funds.
Online retailers sell internationally through marketplaces like Amazon or platforms like Shopify. Utilising the SapphireOne FX feature, helps you achieve better exchange rates from global sales. Your business can make payments to suppliers in the same-currency and accept funds from anyone.
SapphireOne caters for unlimited companies and currencies within the one data file.
Steve Ludlum Chairman and Carl Jones, CEO SA Rugby
While it has a low headcount, the administrative body for rugby in South Australia is a complex organisation which must interact with thousands of people across the region. That’s why the South Australian Rugby Union has engaged with SapphireOne for the development and deployment of an enterprise resource planning solution which provides accurate, up to date information across the organisation, expedites key business management processes and delivers management reporting for immediate performance insights.
Established in 1932, the South Australian Rugby Union (SA Rugby) is a member of the Australian Rugby Union and the governing body for the sport in the state of South Australia. SA Rugby runs a 13 club amateur competition in Adelaide consisting of senior men’s teams in four grades; and junior teams grouped by age from under 7 to under 18. For the last twenty years, a senior women’s competition has been included. The SA Rugby also selects representative teams each year to compete against other Australian states and territories.
ERP changes the game of managing business for South Australian Rugby
Business Management System Solution
SA Rugby engaged with SapphireOne on the basis of a proven client base and, crucially, the availability of local support and development capabilities. “The reality is that we might have stayed with the ad hoc systems, but engagement with SapphireOne through its involvement as a sponsor alerted the organisation to a better way of doing things,” says Carl.
While sports management shares many of the principles which underpin any commercial activity, it nevertheless also has unique processes and activities for which an integrated ERP system must cater. “We see the engagement with SapphireOne as a partnership, in terms of which we are working together to create a solution which integrates every aspect of our business management and provides for the optimal management and control,” says Carl. “The initial plan was put into place in April 2014 and we have been working on integrating, fine tuning and getting the various aspects of the solution to operate smoothly; the go live was around June 2014, so we’ve had a solid opportunity to evaluate it in practice,” Carl explains.
Results
Carl has praise for the SapphireOne development and deployment team, explaining that a phased approach has allowed the introduction of the improved system with minimal disruption to SA Rugby’s operations. “There’s been a big push on getting individual players loaded into SapphireOne, which provides for simplified management as players move through their careers,” he notes.
An immediate benefit with information now contained in a single system is that budgets and forecasts are readily available. “The ability to interrogate information and drill down into audit lines, something we couldn’t previously do, is fantastic,” Carl continues.
A full inventory system now has merchandising items scanned in as they arrive from suppliers, providing for the close management of products through the value cycle, equipping SA Rugby to achieve the slim margins while optimising the cost of promotional items for fans.
“Our programme managers now have much better oversight of their projects, with the ability to understand what revenues they are generating, what is owing to which suppliers and a full profit and loss statement,” says Carl. “And my ability to rapidly produce reports for the board or other purposes is dramatically improved. It happens in real time – and, with all historical information loaded into SapphireOne, we are able to generate far better and more accurate forecasts.”
Owing to a large degree of automation of previously manual tasks between disparate systems (and a lot of data re-entry), Carl says SA Rugby staff members spend less time on drudgery, allowing a focus on better serving the needs of members and other stakeholders. “We’re moving on from messing around with administration to focusing on our members. With more accurate information immediately on hand, we’re moving on from cost overruns and crisis management, to knowing who our players are, what our stock holding is, the cost of goods and the margins they deliver.”
He singles out SapphireOne’s Document Management capability as a case in point for how the ERP system accelerates business performance. “As a paperless solution which has invoices scanned in, it is practically instant to locate information about any transaction. Compare than to digging through paper-based files whenever there was a query or issue – digitisation has just changed the game considerably.”
Cash Returns in SapphireOne provided a straightforward way to record the return of goods or the receipt of credits for services originally purchased using a cash-based transaction. This function was commonly used when merchandise, inventory, fixed assets, or services were returned due to defects, incorrect specifications, or other commercial reasons.
Within SapphireOne, a Cash Return operated as the reverse of a Cash Purchase, ensuring that inventory quantities and financial records were adjusted accurately while maintaining a clear audit trail.
Cash Return Processing in SapphireOne
The Cash Return function was accessed from the Purchases menu in the Inventory mode. Users could enter a return by selecting the appropriate Inventory code and specifying the quantity of items being returned. This allowed SapphireOne to update stock levels and reflect the financial impact of the return.
Once entered, Cash Return transactions were available through the Transaction Inquiry screen in the Purchases section, where they could be reviewed or amended prior to posting. Additional details such as order numbers, sales representatives, and descriptive notes could be added to fully document the return.
All Cash Return functionality was accessed directly from the Purchases section of the Inventory module, maintaining SapphireOne’s integrated approach to inventory control and accounting.
The Cash Return was the sixth data entry option located on the Purchases menu in the Inventory mode within the SapphireOne ERP, CRM and Accounting Software solution.
Cash Purchases in SapphireOne provided a simple and efficient method for recording purchases paid immediately, without the need to first establish a supplier as a vendor within the system. This process supported businesses purchasing goods or services using cash, cheque, or EFT, where payment occurred at the time of purchase and resulted in an immediate outflow of funds.
Within SapphireOne, the Cash Purchase function was accessed from the Purchases menu in the Inventory mode. It allowed users to record stock purchases from suppliers who were not set up as vendors, while still ensuring that inventory levels and financial records were updated accurately.
Cash Purchase Processing in SapphireOne
The Cash Purchase screen enabled users to enter transactions by selecting the appropriate Inventory ID in the transaction line area. Additional details such as invoice numbers, payee information, and purchase descriptions could be added to fully document the transaction.
Once entered, Cash Purchases were visible through the Transaction Inquiry screen within the Purchases section, allowing users to review or modify unposted transactions as required. After verification, the transaction could be posted through the Post Transactions screen, updating inventory records and the General Ledger accordingly.
This functionality ensured that cash-based purchases were recorded accurately and efficiently, while maintaining SapphireOne’s integrated approach to inventory and accounting management.
The Cash Purchase was the fourth data entry option located in the Purchases menu of the Inventory mode within the SapphireOne ERP, CRM and Accounting Software solution.
Inwards Goods in SapphireOne provided a flexible goods receipting mechanism that allowed inventory to be recorded and updated before final supplier documentation had been received. This process was particularly useful where deliveries arrived ahead of invoices, or where partial or mixed deliveries needed to be accounted for accurately.
The primary purpose of an Inwards Goods transaction was to allow goods to be receipted into stock without requiring the final paperwork to be complete. This ensured that inventory levels remained accurate and available for operations, even while administrative processing was still underway.
Accurate Delivery Verification
SapphireOne’s Inwards Goods functionality compared the actual quantities delivered against the supplier’s consignment note. This allowed users to quickly identify discrepancies between what was ordered and what was received, helping to determine whether a delivery was commercially correct before progressing further in the purchasing workflow.
By supporting receipting across multiple purchase orders within a single delivery, the Inwards Goods process simplified logistics handling and reduced the risk of errors when managing larger or more complex consignments.
Improved Logistics and Productivity
The Inwards Goods function was designed to support tight logistics schedules by enabling fast and accurate checking of delivered goods. Careless mistakes when counting or recording large quantities were significantly reduced, helping save time, control costs and improve overall productivity within the business.
The creation and posting of Inwards Goods transactions operated differently from other purchasing transactions in SapphireOne, reflecting its role as an interim step between delivery and final accounting.
The accompanying video demonstrated how to enter an Inwards Goods transaction. Inwards Goods was the third data entry option located in the Purchases menu within Inventory Mode of the SapphireOne ERP, CRM and Accounting Software solution.
Vendor Requisitions in SapphireOne were designed to provide a controlled and efficient way for staff to request goods or services that were not held in warehouse inventory, or where services needed to be arranged through external suppliers.
Rather than placing orders directly, Vendor Requisitions allowed users to submit requests through the SapphireOne ERP system, ensuring that purchasing decisions remained subject to appropriate review and authorisation. This approach supported stronger internal controls while still giving staff the flexibility to request what they required to perform their roles.
Centralised Request Management
Any authorised user could enter a Vendor Requisition for goods or services required from one or more suppliers. A single requisition could include items supplied by different vendors, allowing purchasing officers to review requests collectively and consolidate orders where appropriate. This helped reduce duplicated purchasing, minimise freight costs and improve overall procurement efficiency.
Once entered, requisitions flowed through SapphireOne’s approval process, ensuring that only users with the appropriate authority were able to convert approved requisitions into Vendor Orders.
Recommended Requisition Practices
Within SapphireOne, it was recommended that a designated employee—such as a Purchasing Officer—be responsible for reviewing and approving Vendor Requisitions. This ensured consistency in purchasing decisions and maintained accountability across the procurement process.
It was also important that inventory items were correctly linked to their respective Vendor IDs and that accurate cost pricing was maintained within SapphireOne. Doing so ensured that requisitions, once approved and converted into orders, reflected correct supplier and pricing information.
The accompanying video demonstrated how to enter a Vendor Requisition, which was the first data entry function available under the Purchases menu in Inventory Mode. The demonstration showed how Vendor Requisitions fit into the broader purchasing workflow within the SapphireOne ERP, CRM and Accounting Software solution.
The Transaction Inquiry – General Ledger screen in SapphireOne provides a central location for reviewing all current General Ledger journals entered into the system. As all financial activity ultimately flows through the General Ledger, this inquiry screen plays a key role in reviewing, analysing, and managing journal transactions before and after posting.
The General Ledger Transaction Inquiry operates as a flexible working environment rather than a static list. Every field contained within the General Ledger transaction table can be displayed on screen, reordered to suit individual preferences, and resized for readability. Column headings can be dragged left or right, line height adjusted, and multiple customised views created and saved. For example, one saved view may display core identifiers such as ID, Date In, Internal Reference, Sequence Number, and Memo, while another may surface custom fields created specifically for reporting or audit purposes.
From within the Tools menu, users are able to perform a wide range of transaction-level functions. These include posting or reversing journals, viewing standing transactions, and generating Quick Reports. The Quick Report function provides a WYSIWYG-style report writer, allowing users to drag and drop any available field from the transaction table to rapidly create ad-hoc reports directly from the inquiry screen.
The inquiry also supports powerful selection and search capabilities. Users can subset transactions by selecting multiple records and choosing to show or save that subset for later use. Standard find and advanced find tools allow searching across single or multiple fields using a variety of conditions, including equals, contains, greater than, or less than logic. Advanced searches can be saved and reused, making them particularly useful for recurring audit, review, or reconciliation tasks.
The accompanying video demonstrates how Transaction Inquiry operates in practice, showing how users can sort and reorganise columns, switch between standard and custom inquiry views, and save multiple personalised inquiry sets. It also highlights how subsets of transactions can be filtered, totalled, exported to Excel, or opened for review and modification. Each saved inquiry layout is user-specific, ensuring that different staff members can tailor the screen to their own role and access permissions without affecting others.
Together, the General Ledger Transaction Inquiry and its customisation tools provide a practical and efficient way to manage journal data, support internal controls, and streamline financial review processes within SapphireOne.
