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.
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.
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.
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 ~
Mountains of paper invoices, manual lookups, and fragmented vendor records can significantly slow productivity in an Accounts Payable department. This is precisely the problem the Vendor Inquiry functionality in SapphireOne is designed to solve.
This video demonstration provides a detailed walkthrough of how Vendor Inquiry works in SapphireOne, showing how users can instantly access vendor records, review financial and transactional history, and manage vendor relationships from a single, centralised interface.
A Centralised View of Vendor Information
SapphireOne Vendor Inquiry provides real-time visibility into every aspect of a vendor relationship. From invoices and payments to contact details, documents, and historical activity, all information is stored in one place and remains accessible for the life of the data file.
By removing the need for manual searching and paper-based processes, Vendor Inquiry helps organisations improve productivity, reduce processing time, and gain tighter control over cash flow.
Multiple Ways to Access Vendor Inquiry
The video highlights the flexibility of SapphireOne by demonstrating that Vendor Inquiry can be accessed from several areas of the application, depending on how users work day to day.
Vendor Inquiry is available from:
Accounts Mode, via the Payables menu
Inventory Mode, from the Purchases section
Job Projects Mode, through Inventory and Costs
For fast navigation, SapphireOne also supports function keys to move instantly between modes, as well as vendor selection directly from the main palette in Accounts Mode. This allows users in finance, purchasing, or project teams to access the same vendor information without switching systems.
Navigating the Vendor Record
Once a vendor is selected, the inquiry screen becomes an interactive workspace. The toolbar adapts to allow users to view or modify vendor details based on their permissions. Double-click behaviour can be configured to suit individual preferences, making navigation faster for frequent users.
Vendor information is organised across multiple pages, each accessible via function keys. This structure allows users to move quickly between high-level details and more granular financial or transactional data without losing context.
Vendor Details Beyond the Basics
The Vendor Inquiry screen displays far more than just name and address details. The demonstration shows how SapphireOne supports extensive vendor profiling, including categorisation by area, city, class, department, and company. Vendors can also be linked to specific job projects or assigned internal risk ratings, which is particularly useful for governance and ISO-aligned processes.
Financial information is equally comprehensive. Users can view current balances, outstanding invoices, historical transactions, and foreign currency exposure in real time. Credit limits and credit stops can be monitored and enforced directly from the vendor record, giving finance teams immediate control.
Document Management Built In
A key strength highlighted in the video is SapphireOne’s integrated document management. Unlimited documents can be attached directly to a vendor record, such as contracts, insurance certificates, compliance documents, or correspondence.
The paperclip icon provides instant visual confirmation of attached documents, while the dedicated document page supports version control. These documents remain permanently linked and accessible through inquiry screens, ensuring nothing is lost or duplicated.
Communication and Contact Tracking
Vendor Inquiry also acts as a communication hub. Phone numbers, email addresses, and websites are clickable, allowing users to initiate contact instantly. Physical addresses can be opened directly in mapping services, making logistics coordination simpler.
The demonstration also shows how SapphireOne logs communication automatically. Emails sent to vendors are recorded, marketing activity can be tracked through Mailchimp integration, and softphone functionality enables direct calls that are logged against the vendor record.
Transaction History and Drill-Down Capability
Every transaction associated with a vendor can be reviewed from the inquiry screen. Users can drill down from summary balances into individual invoices, payments, journals, and source documents. Purchase history can also be reviewed over defined periods, including visibility of items purchased, last purchase dates, and current stock levels.
For organisations managing projects, Vendor Inquiry also shows job project history, providing a complete picture of where and how a vendor has been utilised across the business.
Actions, Notes, and Ongoing Follow-Up
Vendor Inquiry supports rich-text notes, allowing users to maintain detailed commentary with highlighting and formatting. These notes are searchable and persist over time, making them valuable for long-term vendor management.
Unlimited actions can also be created, such as follow-ups or reviews. These actions integrate with the SapphireOne calendar, can notify specific users, and support attendee tracking, ensuring accountability across teams.
Customised for Every User
The video concludes by demonstrating how Vendor Inquiry screens can be customised at the user level. Columns can be rearranged, swapped, sorted, or resized, and views are saved automatically for each user. This means every team member can tailor the inquiry screen to match their role, without affecting anyone else’s layout.
Designed to Improve Productivity and Control
Vendor Inquiry in SapphireOne replaces fragmented processes with a single, real-time source of truth. By unifying vendor data, documents, transactions, and communication into one interface, it empowers Accounts Payable teams to work faster, reduce errors, and make informed decisions with confidence.
For more information on Vendor Inquiry or other Accounts Payable workflows in SapphireOne, please contact our team — we’re always here to help.
A Vendor Invoice in SapphireOne is entered through Accounts Mode and allows you to record an invoice directly against a vendor’s account while bypassing Inventory Purchases.
This transaction type is commonly used for expenses that do not impact inventory stock levels, such as utilities, rent, freight charges, stationery, professional services, and other general operating costs. By posting directly to the General Ledger, Vendor Invoices provide a streamlined way to capture non-stock expenses while maintaining full accounting accuracy.
During data entry, users may record the supplier’s purchase order number and add descriptive notes in the memo field to clearly document the nature of the expense. One or more supporting documents can be attached to the transaction using the paperclip icon, with all attachments automatically time- and date-stamped. These documents remain accessible from the transaction history for the life of the data file, supporting audit and compliance requirements.
Vendor Invoices can be managed through Workflow, providing a structured approach to authorisation and approval. Workflows may be configured to notify one or more users when an invoice is entered, trigger approvals based on invoice value, or enforce multi-level authorisation before the transaction can be finalised.
To support task management and follow-ups, Actions may also be added to a Vendor Invoice. These allow reminders to be emailed or messaged to nominated users and are automatically recorded in the SapphireOne calendar.
For recurring expenses, Vendor Invoices may be set up as standing transactions. These can be scheduled to recur weekly, fortnightly, monthly, yearly, or at a defined interval, and are automatically generated without further user input. Standing transactions are ideal for predictable costs such as lease repayments, telecommunications, electricity, and gas bills.
With integrated accounting, workflow control, and document management, SapphireOne ensures Vendor Invoices are efficiently processed, fully traceable, and aligned with internal governance requirements.
SapphireOne ERP, CRM and DMS — we have the power to back you.
