Tag: Accounts Receivable

Accounts Receivables Allocations Inquiry Tutorial
The Accounts Receivables Allocations Inquiry in SapphireOne is used to manage receivable transactions that have not yet been fully allocated. While it is similar in appearance to the Transactions Inquiry screen, it serves a more specific purpose by displaying only outstanding items that still require allocation.

Whenever a receivables transaction is created, SapphireOne automatically determines whether it requires allocation. Transactions shown in the Allocations Inquiry are grouped by Client, making it easy to review and manage outstanding balances on a client-by-client basis.

The primary purpose of this inquiry is to allow users to allocate payments—such as Client Receipts or Client Credits—against outstanding invoices once payment has been received.

Allocating transactions in SapphireOne

The Allocations Inquiry allows you to both allocate and unallocate receivable transactions.
- Unposted transactions may be unallocated and deleted if required
- Posted transactions cannot be deleted, but they can still be allocated or unallocated
This provides flexibility when correcting or adjusting allocations without compromising transaction integrity.

Open Item Clients window

Within the Allocations Inquiry, you can open the Open Item Clients window. This screen allows you to allocate selected Client Receipts or Client Credits against other outstanding transactions for the same client.

From this window, allocations can be performed in several ways:
- Fully allocate manually
  - Click directly on a transaction line to fully allocate it
- Partially allocate
  - Right-click on a transaction line
  - This opens the Allocation Amounts window, where a partial amount can be entered
- Automatically allocate
  - Use the Apply To drop-down menu
  - This applies available credits automatically across outstanding transactions in the allocation lines
Unallocating transactions

If an allocation needs to be reversed, SapphireOne provides the following options:
1. Fully unallocate manually
  - Click on a previously allocated line to remove the allocation entirely
2. Partially unallocate
  - Right-click on an allocated line
  - The Allocation Amounts window will open, allowing you to adjust or remove part of the allocation
These options ensure that receivables can be corrected or reallocated accurately when circumstances change

The Accounts Receivables Allocations Inquiry is a key tool for maintaining clean client balances, ensuring payments are applied correctly, and giving finance teams full visibility over outstanding receivables. When used regularly, it helps streamline reconciliation and improves overall cash flow management within SapphireOne.

SapphireOne covers ERP, CRM, DMS and Business Accounting is an all-in-one integrated software solution. If you would like to find out more about our Accounts Receivables Allocations Inquiry and Transactions Inquiry, request a live demo with us here.
August 5, 2020
Tracking Changes in SapphireOne for Better Audit and Control
The need to be able to track specific changes that are made within your ERP solution is crucial to successfully identify and resolve critical issues that may arise within your business as soon as possible. Without this capability available in your business, you could find it extremely difficult to keep tabs on changes made within your ERP system.

Resolving any critical issues straight away

From an operational standpoint, gaining accurate financials means you need to track these basic variations, which is where revision change orders or tracking or versioning come into play. In Project Management Body of Knowledge (PMBOK) version control has a significant role for managing a project effectively. Version control is a method of tracking changes to documents and files so that you always know which version is the current iteration. It also enables you to maintain old versions in case you want to see what’s changed or need to restore a previous version. Projects typically result in the creation of a lot of documents, from project reports to deliverables. By using project management software with version control, or version management, you can effectively and efficiently track and control changes to these documents directly within your software. Just like version controlling, within your ERP system if there is some sort of change or activity tracking feature enabled, then you will be able to resolve any critical issues straight away.

Today’s IT executives have more choices than ever when choosing an Enterprise Resource Planning (ERP) solution. From on-premises systems to cloud-based software-as-a-service to industry-based solutions, there is a dazzling array. And decision makers can feel overwhelmed when trying to determine which features and functions are the most important. You may find some useful information from our blog regarding this topic – ‘On Premise ERP vs Cloud ERP | Which solution is more resilient and sustainable for your business’

When implementing an ERP system, many organisations focus their time and effort on gaining approval from leadership executives, when they should be engaging key employees who will be using the system the most. We frequently conduct surveys with our clients on our SapphireOne features and functions that they like most. One client has mentioned that tracking any changes made to a vendor, such as changes of address, payment terms, banking details with system date and time stamp, helped them immensely and saved them valuable time.

The importance of tracking any changes made

To illustrate the importance of tracking changes in the SapphireOne system, let’s look at some all-too-common scenarios that tend to happen when a tracking feature is absent.
- Scenario 1 : You get updated credit card information from a client and make changes to banking details, only to find out you updated the wrong client banking details.
- Scenario 2 : John is one of your regular clients and you send him deliveries frequently. But today you have sent a delivery to the wrong address and you don’t know who changed the address.
- Scenario 3 : You use Cash On Delivery (COD) as payment terms for making payments and suddenly it has changed to prepaid. You have no record when it was changed.
The risk of changing the wrong client or vendor details is extremely high when you have thousands of clients and vendors, or you are multi-tasking or continuously working for long periods of time. If the ERP system is used by multiple users, then it is essential that you track every change made by each user. But if the system does not allow it, then you will be wasting time, creating extra work, and increasing the risk of errors being included in the final product. A more serious change error could be a schema change to your ERP system that means that your whole business loses critical access. After these issues are raised, it is crucial to be able to resolve them straight away to mitigate the impact that it could have on your business.

Tracking any changes made to a vendors address, payment terms and banking details

SapphireOne has the ability to track specific changes that you make in SapphireOne. With SapphireOne it is so much easier to be able to find and fix errors or to even spot any fraudulent activity. When tracking capability is in place, it gives you the opportunity to review before and after values which enables you to correct any issues once you have located them.

When you make any changes to vendors or clients addresses, payment terms or banking details, SapphireOne keeps a log entry for every activity.

To view the record of changes made in address, payment terms or banking details go to :
- For Client – Accounts Mode > Accounts Receivables > Accounts Receivables Inquiries > Receivables Clients [modify ] > Details [ Terms]
- For Vendor – Accounts Mode > Accounts Payables > Accounts Payables Inquiries > Payables Vendors [modify] > Details [ Terms]
If you have wrongly changed the banking details then you can review before and after values by going to Utilities Mode > Utilities History

Improving your track specific changes that you make within your ERP solution, is just one of many reasons to consider a new ERP system. If you’d like to discuss ERP functionality of SapphireOne and want to explore its features, then send a demo request to set up a time.
April 20, 2020
Accounts Receivable Alerts to Improve Invoice Follow-Up and Cash Flow
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.

Click for more information regarding improvements and features within the latest release of SapphireOne ERP, CRM, DMS and Business Accounting Application . Alternatively, contact our office on (02) 8362 4500 or request a demo.

How to set up your workflow in SapphireOne
February 14, 2019
Why Your Organisation Needs ERP Accounting Software
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.
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. Know more about us.
August 8, 2018
Business Accounting Tips for Small and Mid-Size Start-Ups
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
1. 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.
2. 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.
3. 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.
4. 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.
5. Cut Unnecessary Expenses – Reduce unnecessary expenses related to training, paper, maintenance and unnecessary audits using an effective and user-friendly SapphireOne accounting software.
6. Integration – Integration of business accounting tips with CRM software will help in the smooth flow of business.
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. request a live demo, it is everything you’ll ever need to make your company management a success.
February 27, 2018
Allocation Inquiry from the Receivables section

The Allocation Inquiry in the Receivables section of SapphireOne provides a structured and efficient way to manage how client receipts and credits are applied to outstanding invoices. This function plays a critical role in maintaining accurate client balances and ensuring that receivables are correctly reconciled within the system.

Located within the Accounts module, the Receivables Allocation Inquiry screen is similar in appearance and behaviour to a Transaction Inquiry screen, making it familiar and easy to use for existing SapphireOne users.

Allocation Inquiry in Receivables

The Allocation Inquiry function provides visibility across all client receipts and credits, whether they are unallocated, partially allocated, or fully allocated. When a client receipt or client credit is entered, SapphireOne automatically recognises that an allocation is required and immediately presents the allocation screen. This screen is initially filtered to the relevant client, allowing allocations to be completed at the time of entry.

The primary purpose of the Receivables Allocation Inquiry is to allocate client receipts and credits against invoices that have not yet been fully allocated. This ensures that outstanding balances are kept accurate and that client accounts reflect the true state of their receivables position.

Displaying and Managing Existing Allocations

The Allocation Inquiry screen may also be used to review transactions that have already been allocated. By searching for a specific client ID, users can locate receipts, credits, and invoices that are fully or partially allocated.

Where required, previously allocated transactions may be un-allocated and re-allocated, provided the transaction remains unposted. This functionality is particularly useful when corrections are required or when allocations need to be adjusted due to changes in payment instructions or client arrangements.

What the Videos Demonstrate

The accompanying videos provide a practical demonstration of Allocation Inquiry within the Receivables menu.

The first video illustrates the core allocation process, showing how a client receipt is allocated to an outstanding invoice by selecting the relevant invoice and confirming the allocation. This demonstrates the simplicity of completing standard allocations within SapphireOne.

The second video expands on this by demonstrating Allocation Inquiry in greater detail. It shows how client receipts can be allocated in full, partially allocated, or split across multiple invoices. The video also demonstrates how completed allocations can be reviewed from Transaction Inquiry, allowing users to clearly see how receipts have been applied across one or more invoices.

Together, these videos reinforce how Allocation Inquiry supports both day-to-day receivables processing and more complex allocation scenarios.
September 22, 2011
A how-to guide for Allocation Inquiry (Vendor Payables)

The Allocation Inquiry – Payables function formed a core part of SapphireOne’s Accounts Payable workflow, giving users clear control over how vendor payments and credits were applied against outstanding transactions.

Within the Accounts Module, SapphireOne provided a dedicated sub-ledger for managing all vendor activity. This ensured accurate tracking of invoices, credits and payments while supporting structured Accounts Payable processes such as approvals, reconciliation and audit control.

The Allocation Inquiry screen was designed specifically to manage the relationship between opposing transactions. When first opened, the screen displayed only vendor transactions that had not yet been fully allocated, allowing users to focus immediately on outstanding items requiring attention.

Allocating Vendor Payments and Credits

Allocation Inquiry was most commonly used to match vendor invoices with payments made by the business. From this screen, users could allocate payments or credits directly against one or more invoices, ensuring balances were cleared correctly and transparently.

By enabling the All Records option, users could also display fully allocated transactions that would not normally appear. This made it possible to un-allocate and re-allocate transactions where corrections were required, without compromising the integrity of the underlying records.

Prompt Payment Discounts and Controls

SapphireOne also supported prompt payment discounts within the Allocation Inquiry process. Where a discount had been defined on a vendor invoice, SapphireOne automatically applied the discount when payment was made in full within the agreed timeframe. This ensured discounts were calculated consistently and only applied when the qualifying conditions were met.

Together, these features allowed Accounts Payable teams to manage vendor settlements accurately, reduce manual reconciliation effort, and maintain a clear audit trail across all allocation activity.

The accompanying video demonstrated how Allocation Inquiry was accessed and used from the Payables section of Accounts Mode, providing a practical walkthrough of allocating vendor payments and credits within SapphireOne.

September 20, 2011