Tag: accounts receivables

Generating Clear Accounts Receivable Reports
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:
1. Details
2. Balances
3. Transactions
4. Statements
5. Show Reports
6. 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.
January 14, 2021
Generating Statements for Accounts Receivable Insight
The Accounts Receivables Statements Report in SapphireOne allows you to produce a range of professional statement layouts for client communication and debt management.

This article forms part of our Accounts Receivables Report Tutorials and focuses on the fourth reporting option available in SapphireOne: the Statements Report.

Accounts Receivables Reporting Overview

SapphireOne provides six Accounts Receivables reporting options, each designed to support different operational and financial requirements:
1. Details
2. Balances
3. Transactions
4. Statements
5. Show Reports
6. Dashboards
In our previous tutorials, we covered the Client Details, Balances, and Transactions reports. This post explains when and how to use the Statements Report to ensure you are getting the most value from SapphireOne’s reporting capabilities.

The Statements Report

The Accounts Receivables Statements Report enables you to generate client-facing statements that clearly present outstanding balances and transaction history. This report is particularly effective for debt collection, as it allows you to provide clients with a clear view of what is currently owing.

When the Statements Report is selected, a print dialog window is displayed, allowing you to define the layout, format, and client selection before printing or exporting.

Statement Report Types

When Printer is selected from the Print Destination drop-down menu, the Report Type menu provides 12 different Statement Report formats, allowing you to tailor the statement to your business and client requirements:
- Plain Paper – Prints a statement on blank paper using Laser or ImageWriter printers, including all lines and graphics.
- Pre-Printed – Designed for use with pre-printed stationery where lines and graphics already exist.
- Wide Statement – Prints a landscape-format statement on blank paper.
- Direct – Used for serial printers. Layouts are defined in Utilities > Controls > Direct Print Layouts.
- Condensed – Produces a compressed statement suitable for filing, containing the same data as a standard statement.
- FX Condensed – Generates a condensed statement in foreign currency.
- Plain Paper with Bank Detail – Prints a portrait-format statement including the client’s bank details.
- Wide Statement with Bank Detail – A two-section landscape report with a detailed statement on the left and a remittance section on the right, allowing the payment amount to be entered and returned.
- As at Period Statement – Prints statements based on a specified accounting period.
- As at Date Statement – Prints statements based on a user-entered date.
- Custom Statement 1 – Uses a custom statement layout configured in Utilities Mode > Utilities Controls > Utilities Report Settings > Sapphire Custom Reports.
- Custom Statement 2 – Uses an alternative custom statement layout configured in Utilities Mode > Utilities Controls > Utilities Report Settings > Sapphire Custom Reports.
Report Selection Options

The Report Selection drop-down menu allows you to control which client records are included in the statement run:
- Balances Only – Prints statements only for clients with a non-zero balance (default option).
- Balances > $5.00 – Prints statements only for clients owing $5.00 or more.
- All Records – Prints statements for all clients, including those with a zero balance.
- Parents Only – Prints statements only for parent clients with outstanding balances.
- Parents Only Exclude Children Transactions – Prints statements for parent clients only, excluding child transaction details.
- Balances Only Exclude Children – Prints statements for all clients except those recognised as child accounts.
These options allow for precise control over statement distribution, ensuring statements are generated only for the intended recipients.

Printing and Output

Once your report type and selection criteria have been defined, selecting Print allows you to:
- Open the statement as a PDF, or
- Print the statement directly from SapphireOne
In the final post of our Accounts Receivables Reporting Tutorials, we will cover the remaining two reporting options: Show Reports and Dashboards.

For more information on Accounts Receivables Reports, or to find out how you can get the most out of your SapphireOne application, please contact us or book a call with a member of our Support Team. We are always here to help!
January 4, 2021
Understanding Accounts Receivable Transactions Reporting
The Client Transactions Report in SapphireOne allows you to generate a detailed list of client transactions using a wide range of criteria and data fields stored within your client records. This report is particularly useful for reviewing outstanding transactions, auditing activity, and managing allocations.

This article forms part of our Accounts Receivables Reporting Tutorials, which explore each of the six Accounts Receivables reports available in SapphireOne.

Accounts Receivables Reporting Overview

SapphireOne provides six Accounts Receivables reporting options, each designed to support different operational and financial needs:
1. Details
2. Balances
3. Transactions
4. Statements
5. Show Reports
6. Dashboards
In our previous tutorials, we covered the Client Details Report and the Balances Report. This article focuses on the Transactions Report, the third reporting option within Accounts Receivables.

The Transactions Report

The Client Transactions Report enables you to generate a list of client transactions based on multiple selection criteria, including posting status, allocation status, currency, and transaction type.

When selecting the Transactions Report, a print dialog window is displayed, allowing you to define the structure and scope of the report before printing or exporting.

Transaction Report Types

When Printer is selected from the Print Destination drop-down menu, the Report Type menu provides eight Transaction Report formats, allowing you to tailor the report to your specific requirements:
- Plain Paper – A single-page report designed primarily for receipts.
- Transaction Audit – Displays transaction tracking details and values, including sub-lines showing allocation details.
- Discount Due – Shows discounts due for each transaction, including discount days, percentage, and dollar value.
- One Line FX – Displays tracking details and values for foreign currency transactions.
- Audit FX – Expands on the One Line FX report by including sub-lines showing allocation details for foreign currency transactions.
- One Line Transaction – Provides a concise, single-line view of transaction tracking details and values.
- Wide Transaction Audit – A landscape version of the Transaction Audit report, offering increased visibility of transaction data.
- Credit Memo – Allows the creation of a Credit Memo directly from the report when required.
Report Selection Options

The Report Selection drop-down menu allows you to further refine which transactions are included in the report:
- Unposted Only – Displays transactions that have been entered but not yet posted or transferred to the General Ledger.
- Allocatable and Less Than 100% – Displays transactions that have not yet been fully allocated.
- All Records – Prints all client transactions, including those with a zero balance.
These options allow you to produce highly targeted reports for reconciliation, allocation review, and auditing purposes.

Printing and Output

Once you have selected your report type and selection criteria, choosing Print gives you the option to:
- Open the report as a PDF, or
- Print the report directly from SapphireOne
In the next article of our Accounts Receivables Reporting Tutorials, we will explore the Statements Report, which focuses on client-facing statements and communication.

For more information on Accounts Receivables Reports, or to learn how how you can get the most out of your SapphireOne application, please contact us or book a call with a member of our Support Team. We love hearing from you!
December 21, 2020
Using Accounts Receivable Balances Reports for Financial Clarity
The Accounts Receivables Balances Report in SapphireOne allows you to create and print Credit Information Reports for clients who currently have outstanding balances. These reports provide clear visibility over who owes money, how much is outstanding, and how long balances have been overdue—making them essential for cash flow management and credit control.

This article is part of our Accounts Receivables Reporting Tutorials, which walk through each of the six available Accounts Receivables reports to help you stay informed and make the most of SapphireOne’s reporting functionality.

Accounts Receivables Reporting Overview

SapphireOne provides six Accounts Receivables reporting options, each designed for different operational and financial insights:
1. Details
2. Balances
3. Transactions
4. Statements
5. Show Reports
6. Dashboards
In our previous tutorial, we covered the Client Details Report. In this article, we focus on the Balances Report, the second reporting option within Accounts Receivables.

The Balances Report

When selecting the Balances Report, SapphireOne displays a print dialog window that allows you to define the exact structure and content of the report.

The Client Balances Report is primarily used to:
- Identify clients with outstanding balances
- Review aged receivables
- Support credit control and cash flow forecasting
This reporting function provides 20 different Balance Report types, allowing you to tailor the report precisely to your business requirements.

Balance Report Types

Below is an overview of each Balance Report type and its typical use case:
- Standard Balances – Displays standard aged balances.
- Un-posted Values – Includes un-posted transactions in the standard aged balances.
- Credit Control – Adds last receipt date and amount, plus contact, position, and phone details.
- Wide – Balances – Displays balance data in a wide format with additional columns.
- Wide – Un-posted – Wide format including un-posted transactions.
- Wide – Credit Control – Wide format including last receipt details.
- As at Period Balance – Shows client balances as at a specific accounting period. This should reconcile with the Balance Sheet control account for the same period.
- As at Date Balance – Displays balances based on transactions as at a specified date.
- As at Detailed – Provides ageing across 7, 14, 21, 30, 60 and 90 days, including agreed client terms.
- As at Detailed Unallocated – Displays overdue balances that are unallocated as at the selected date.
- As at Detailed Unallocated Periodically – Displays overdue, unallocated balances for a selected period.
- Cash Flow – Allows you to specify a date prior to viewing balances to assist with cash flow projections.
- Cash Flow Detailed – Includes both balances and transactions for more detailed cash flow analysis.
- Sales Analysis – Provides a brief sales analysis for each client.
- Sales Analysis Full – Displays full sales analysis details.
- Total Due Check – Simple report showing Total Due, Historical Total and Current Total.
- Standard Balances (Landscape) – Same as Standard Balances, presented in landscape format with extra space for company names.
- Payment Performance – Displays client payment performance as a percentage across payment term periods.
- Balances with Average Pay Days – Shows the average number of days each client takes to pay.
- Standard Balances in FX Currency – Prints balances in both local and foreign currencies.
Report Selection Options

The Report Selection drop-down menu allows you to further refine which client balances are included in the report:
- Balances Only – Prints balances for active clients with non-zero balances only.
- Un-posted Balances Included – Includes un-posted transactions for active clients with non-zero balances.
- All Records – Prints balances for all active clients, including those with zero balances.
- All Records Include Inactive – Prints balances for all clients, including inactive clients and zero balances.
  (Inactive clients remain inactive.)
Once your report type and selection criteria are defined, selecting Print allows you to either:
- Open the report as a PDF, or
- Print the report directly from SapphireOne
In the next article of our Accounts Receivables Reporting Tutorials, we will focus on the Transactions Report, which provides detailed insight into receivables activity and transaction history.

For more information on Accounts Receivables Reports, or to find out how you can get the most out of your SapphireOne application, please contact us or book a call with a member of our Support Team. We love hearing from you!
December 18, 2020
Generating Accounts Receivable Reports for Better Cash Flow Insight
The Accounts Receivable reporting functionality in SapphireOne allows you to produce a wide range of reports using templates that are built directly into the system. These reports provide valuable insight into client activity, outstanding balances, and cash flow performance.

This tutorial focuses on creating an Accounts Receivable Client Details Report, the first in a series of Accounts Receivables Reporting Tutorials designed to help you understand when and how to use each available report type.

Accounts Receivables Reporting in SapphireOne

SapphireOne’s Accounts Receivables Reports enable you to dynamically report on multiple client data fields for a variety of operational and financial purposes.

There are six different Accounts Receivables reporting options available:
1. Details
2. Balances
3. Transactions
4. Statements
5. Show Reports
6. Dashboards
Each report type is designed to address different reporting needs, from contact information and pricing through to balances, transaction history, and performance analysis.

The goal of this tutorial series is to walk you through each of these six report types so you can confidently build reports, understand their use cases, and make full use of SapphireOne’s reporting capabilities.

The Client Details Report

The Client Details Report is the first reporting option within Accounts Receivables and is used to generate reports based on client master data.

This report allows you to produce detailed listings of client contact information using a range of predefined data fields. It is particularly useful for reviewing, auditing, or distributing client contact details.

When selecting the Client Details Report, a print dialog window is displayed. From here, you can define the report content by choosing from nine different Client Details Report types, each designed for a specific purpose.
Client Details Report Types

Below is an overview of each Client Details Report type and how it is typically used:
- One Liner – A concise report showing Client ID, Name, Contact, Position, and Phone details.
- Two Liner – Expands on the One Liner with additional contact information for the selected clients.
- Four Liner – Further expands the report to include both Postal and Physical Address details.
- Full Details – Provides all available client information. Two clients are displayed per page unless extensive notes or keywords are recorded.
- Address Details – Displays details of all multiple addresses set up for each client.
- Pricing – Includes Price Book information associated with each client.
- Pricing Full Details – Combines Price Book information with full client details.
- Direct Print – Uses a Direct Print layout configured in Utilities.
  Path: Utilities > Controls > Direct Print Layouts
- Direct Print 2 – Uses an alternative Direct Print layout, also configured via Direct Print Layouts in Utilities.
Report Selection Options

Within the Report Selection drop-down menu, you can choose whether to:
- Print details for Active Clients only, or
- Select All Records to include both active and inactive clients in the report
Once your report type and selection criteria are defined, selecting Print allows you to either:
- Open the report as a PDF, or
- Print the report directly from SapphireOne
This tutorial covered the Client Details Report, the first of the Accounts Receivables reporting options.

In the next post in our Accounts Receivables Reporting Tutorials, we will explore the Balances Report, which provides deeper insight into outstanding receivables and cash flow position.

If you have any questions about Accounts Receivables Reports, or would like to learn how to get more value from your SapphireOne application, please contact us or book a call with our Support Team. We’re always happy to help.
December 11, 2020
Client Inquiry Tutorial for Accounts Receivable Management
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:
1. Client Details – This section contains core information such as client ID, name, class, terms, and key accounting settings.
2. Client Grouping – Grouping options allow clients to be categorised for reporting, pricing, and analysis purposes.
3. 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
4. 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.
August 12, 2020
Launch of the SapphireOne Community Platform for Learning and Collaboration

IT’S ARRIVED! SapphireOne would like to introduce a new resource for you called SapphireOne Community. This is a central place where our clients and users can access the latest guides, interactive manuals and step-by-step videos of our SapphireOne application.

It’s a great place to share, connect and ask questions on your ERP Accounting needs.

What to expect in SapphireOne Community

New features, release notes and latest versions will be listed on this Community platform to keep you ahead of changes.

To launch, we have been working on the Accounts Mode. Take a look at the easy to follow, intuitive overviews with tips and shortcuts that are bound to ensure working with SapphireOne is faster and more productive.

What’s to come- the rest of SapphireOne guides and videos on our 8 modes. These include Inventory, Job Projects, Payroll/HR, Assets Management, Management, Utilities and Workbook. Web Pack, Market Pack, Web POS and Release Notes will also be featured in detail giving you, the user a simplified way of learning.

Can’t find the information you need? Take a look at our Frequently Asked Questions (FAQ). Prefer to speak to one of the team? Fill in our form and we’ll be in touch.

The best part of Community- it’s online, allowing you access 24/7 on any device! Discover now SapphireOne Community

In the meantime, rest assured our manuals are still available on the FTP server until the content is transferred into our Community site. The manuals are continuously updated with new and exciting features and are a tremendous guide for training and reference purposes.

To access the manuals, go to FileZilla, connect, then click on the Public Folder. In the SapphireOne Manuals folder you will find a list of the current versions. Highlight and drag the manual you would like to transfer to your desktop.

Click for more information regarding improvements and features within the latest release of SapphireOne ERP, CRM, DMS and Business Accounting Software Application. Alternatively, contact our office on (02) 8362 4500 or request a demo.
June 21, 2019
How to enter a Client Invoice (Sales)

The process of client invoicing is a critical stage in any ERP system, as it finalises the commercial and accounting documentation of a sale. In SapphireOne, the Client Invoice completes the sales cycle by formally recording revenue, updating inventory where applicable, and ensuring accurate cash flow and profitability reporting.

Sales Client Invoicing in SapphireOne

Client invoicing within SapphireOne typically follows earlier stages in the sales process, such as a Sales Quote and/or a Client Order. By integrating sales transactions with material management, SapphireOne ensures that inventory levels, cost of goods sold, and financial postings are handled automatically and consistently.

This integrated approach provides accurate data for analysing sales performance, measuring profitability, and supporting production planning, while also maintaining an efficient flow of goods and services from inventory to clients.

Converting Client Sales to Invoices

The process of converting a Client Quote or Client Order into a Sales Client Invoice begins in the Sales Transaction Inquiry screen, accessed from the Sales menu in Inventory mode. Users can locate the relevant transaction by searching for the Client ID using the Find function, or by entering the internal reference number associated with the quote or order.

Once the Client Order is ready for delivery, conversion to a Sales Invoice is straightforward. Quantities can be reviewed and adjusted if required, after which the user selects the Convert option on the second screen. SapphireOne then generates the Sales Invoice, which may be printed or emailed along with the associated packing slip or delivery docket.

Delivering Multiple Orders

SapphireOne also supports the conversion of multiple orders into Sales Client Invoices in a single process. This functionality, known as Delivery, is accessed from the Process area of the Sales menu and allows several client orders to be delivered and invoiced together, streamlining high-volume sales and dispatch operations.

All Client Invoice functionality is accessed from the Sales menu in the Inventory module. The accompanying video demonstrates the full process of entering and converting Client Invoices within the SapphireOne ERP, CRM, and Accounting Software solution. The Client Invoice is the third data entry item located in the Sales menu.

September 28, 2011
A how-to guide for Class Inquiry – Receivables and Payables
Class Inquiry in SapphireOne provides one of the most powerful and flexible ways to group Clients and Vendors for reporting, analysis, and operational control. Within a SapphireOne data file, there are hundreds of ways to segment and organise records, however the Class remains the primary and most widely used grouping identifier for both Receivables and Payables.

By assigning Clients or Vendors to a Class, organisations are able to report, query, and manage data at a grouped level while still retaining full transactional detail underneath.

Grouping Clients and Vendors by Class

Class Inquiry enables users to create unique groupings of Clients or Vendors that can then be used consistently throughout the system. Once established, Classes can be used to:
- Run Aged Balance reports by Class
- Identify and filter all standard reports by Class
- Query, sort, and subset Clients or Vendors based on Class membership
Because Class is treated as a core identifier, it integrates seamlessly across SapphireOne’s reporting and inquiry tools.

Class-Level Defaults and Controls

In addition to reporting and grouping, Class Inquiry allows users to define operational defaults at a Class level. These include:
- Assigning a default General Ledger control account
- Setting a default tax account
- Defining a default price structure
When a default price structure is assigned, all Clients belonging to that Class will automatically inherit the defined pricing, ensuring consistency and reducing manual intervention during transaction entry.

Notes and Audit Tracking

Notes may be added directly to a Class record. Each note is date and time stamped and recorded with the user’s ID, providing a clear audit trail for reference and internal communication.

This allows Classes to carry contextual or operational information relevant to the group as a whole.

Viewing Class Members

Within the Client or Vendor Class record, users may view all members of the Class, including basic details such as:
- ID
- Name
- Contact
- Phone number
This provides a quick overview of all entities associated with the Class without needing to drill into individual records.

Assigning Clients and Vendors to a Class

Once a Class has been created, Clients or Vendors can be added simply by modifying the Class field on the first page of the Client or Vendor record.

In standard Client or Vendor Inquiry screens, the Class field appears as the third column and can be sorted or subset to display a single Class or a selection of Classes. By holding the Command key on macOS or Control key on Windows, users may select multiple Classes to view a refined subset.

Custom Inquiry screens allow users to include any combination of fields for more advanced analysis and reporting.

This tutorial includes a video demonstrating how to use Class Inquiry for Receivables and Payables within SapphireOne ERP, CRM and Accounting Software.
August 5, 2011
Post Transactions – Receivables

Finalising financial transactions is a critical step in maintaining data integrity, audit compliance, and accurate reporting. In SapphireOne, the Post Transactions – Receivables process exists for one clear purpose: to lock a correctly entered transaction so it can no longer be modified.

Once a transaction is posted, SapphireOne applies a permanent date and time stamp, along with the user details responsible for the posting. This creates a reliable audit trail and ensures that balances flowing through to the General Ledger remain accurate and traceable.

Why Posting Matters in SapphireOne

Posting is the final step that commits a transaction to the General Ledger. Until this step occurs, transactions remain editable and are considered entered but not finalised. Posting ensures that all financial data is formally recognised by the system and reflected in account balances.

SapphireOne organises posting functionality consistently across Receivables, Payables, and the General Ledger, making it easy for users to manage and finalise transactions regardless of where they originate.

Posting from the Receivables Menu

The primary method for posting receivable transactions is through the Post Transactions screen, located in the third section of the Receivables menu. This screen displays all transactions awaiting posting in date order.

Each transaction is shown with detailed columns including client ID, transaction dates, type, accounting period, internal and external references, sequence number, totals, and tags. Any column can be sorted with a single click, allowing users to quickly locate and review specific transactions.

Transactions marked with a status of Ent indicate that they are correctly entered and ready for posting. Once posted, the status updates to Yes, and the transaction is removed from the posting list, confirming that it is now locked and committed to the General Ledger.

Alternative Posting via Transaction Inquiry

SapphireOne also allows transactions to be posted directly from a Transaction Inquiry screen. Users can select individual records or subset multiple transactions and post them using the Post Transactions – Receivables option from the Tools menu.

This method is particularly useful when reviewing transactions in context, as it allows posting to occur immediately after validation without switching screens.

Validation, Errors, and Workflow Controls

Before a transaction can be posted, SapphireOne automatically checks all mandatory requirements. If any required data is missing—such as a Job Project code on a sub-ledger line—the transaction is flagged with an error, prompting the user to correct it before posting can proceed.

Where workflows are enabled, transactions that require authorisation are flagged with a WF status. These transactions cannot be posted until the required approvals have been completed, ensuring internal controls and governance policies are enforced.

Posting Across Receivables, Payables, and General Ledger

While this tutorial focuses on Receivables, the posting process is consistent across all three accounting areas in SapphireOne. Receipts, vendor payments, and general ledger journals can all be posted either through their respective posting screens or directly from transaction inquiries.

In all cases, SapphireOne records a complete audit trail, capturing when the transaction was created, modified, and ultimately posted.

A Controlled and Auditable Final Step

Posting transactions in SapphireOne is not just a technical step—it is a control mechanism that protects your financial data. By ensuring that only complete, authorised, and validated transactions are posted, SapphireOne supports strong audit compliance and reliable financial reporting across your organisation.
August 3, 2011
How to Enter a Client Invoice

The Client Invoice in SapphireOne is used to enter a tax invoice transaction that bypasses Inventory Sales and posts directly to the General Ledger within Accounts Mode. This transaction type is ideal when invoicing clients for services, fees, or other charges that do not require inventory processing.

When creating a Client Invoice, users have the ability to record additional context and supporting information directly on the transaction. Notes may be entered in the memo field, a project number can be assigned where required, and prompt payment discounts can be applied. Further details can also be captured on the Custom Page, allowing businesses to tailor the transaction to their internal reporting and operational needs.

Client Invoices can be configured as standing or recurring transactions, enabling the automatic generation of repeat invoices and eliminating the need for manual re-entry. Recurrence can be set to occur daily, weekly, fortnightly, bi-weekly, monthly, yearly, or at other defined intervals, making this functionality particularly useful for retainers, service agreements, and regular billing arrangements.

Supporting documentation can be attached directly to the invoice by selecting the paperclip icon. One or more documents may be stored against the transaction and retained within the data file for audit and reference purposes.

The Client Invoice also integrates with SapphireOne SoftPhone functionality. By selecting the phone icon within the invoice, users can initiate a call to the client linked to that transaction. SapphireOne automatically records a log of the call, including the date and time the call commenced and concluded, ensuring communication history is accurately captured.

SapphireOne ERP, CRM and Document Management functionality works together to deliver a streamlined, auditable, and fully integrated invoicing process—giving you the power to manage client billing with confidence.

February 10, 2011
How to Enter a Cash Receipt

A Cash Receipt is the simplest method of depositing funds directly into a bank account while bypassing the debtors ledger. Within SapphireOne, this transaction type is commonly used for income that is not linked to a client transaction, such as bank interest or miscellaneous revenue.

Cash Receipts are entered through the Receivables section of Accounts Mode and can also be used to transfer funds between bank accounts. This is achieved by recording a cash payment from one bank account and a corresponding cash receipt into another bank account within the general ledger.

One of the key advantages of the Cash Receipt transaction is its flexibility. The receipt can be split across an unlimited number of general ledger accounts on the sub-ledger lines, with each allocation optionally linked to a specific project. The same general ledger account may be used multiple times within a single receipt, allowing different amounts to be attributed to different projects as required.

Additional context can be recorded directly on the transaction. Notes may be entered into the memo field, and one or more supporting documents can be attached using the paperclip icon. Each attached document is automatically time- and date-stamped, with version history maintained and accessible for the life of the data file.

Cash Receipts can also be configured as recurring transactions, making them ideal for regular income such as interest on term deposits. Recurrence can be set on a daily, weekly, fortnightly, monthly, yearly, or custom interval basis, with defined start and end dates. For example, interest income from a five-year term deposit can be scheduled to post automatically each month.

To support internal controls and accountability, Cash Receipt transactions can include Actions and Workflows. Actions allow reminders to be sent via email or internal messaging and are automatically added to the SapphireOne calendar. Workflows enable approval processes, notifying relevant users within the organisational chart when a cash receipt requires authorisation before it can be finalised.

This tutorial demonstrates how to enter a Cash Receipt from the Receivables menu in Accounts Mode within the SapphireOne ERP, CRM and Business Accounting solution, highlighting how this transaction type supports accurate, flexible, and auditable cash handling.

February 10, 2011