Tag: assets

Key Considerations for Financial Year End 2020
If your financial year ends on 30 June, the sticky notes on your desk are probably starting to compete for space. EOFY is traditionally stressful, and the additional challenges brought on by COVID-19 have only intensified the pressure. The good news is that with the right preparation, Financial and Assets Year End in SapphireOne can be completed smoothly and methodically.

This article provides a concise, practical guide to processing Financials and Assets Year End in SapphireOne. Please note that Payroll Year End is handled separately and follows a different procedure. A dedicated Payroll Year End guide has already been published and should be completed before commencing Financials and Assets Year End.

You are not required to close your financial year on a specific date, and Year End processing can be completed well into the following year. However, Australian tax law may require an annual stocktake as at 30 June, which is why many businesses choose to process Assets and Financials separately. If you do run these processes at different times, some steps will need to be repeated.

1. Run month end

Before commencing Year End, ensure that all Month End tasks for Financials and Assets have been completed. These include:
- Sending statements
- Reviewing budgets
- Recording asset depreciation
- Lodging BAS/IAS submissions
- Reviewing all essential reports
- Reconciling figures against source documents
In most cases, Payroll Month End and Payroll Year End will have already been completed earlier, as new pay runs cannot be processed in the new financial year until Payroll Year End is finalised.

If this applies to your business, we recommend running Period End Financials and Period End Assets separately. Alternatively, if you are ready to proceed with Financials and Assets before processing the first new pay run, you may run Month End All, followed by End of Year Payroll, and then complete Financials and Assets Year End when ready.

2. Perform stocktake

Australian tax law requires businesses to record the value of all trading stock on hand at 30 June. To substantiate these values, accurate records must be kept for all transactions relating to the purchase, maintenance, repair, and sale of inventory and assets.

A stocktake should only be performed once all inventory transactions for the financial year have been entered and posted. Before commencing stocktake, confirm that inventory quantities and values are finalised.

3. Back up your data file

Before undertaking Financial Year End, it is mandatory to create a master backup of your SapphireOne data file.

Ensure that:
- The backup can be successfully restored
- It is stored securely in a safe location
Do not proceed with Year End until this step has been completed.

4. Conduct data maintenance

To minimise the risk of errors during rollover, perform routine data maintenance tasks:
- Run a Re-Index on the SapphireOne server
- Ensure a Data Compact has been completed
As an added precaution, you may wish to perform a trial Year End using the Single User application with a copy of your data file. This allows you to familiarise yourself with the process without impacting live data.

5. Unlock all periods

All periods must be unlocked before processing Year End (this does not apply to Payroll).

Go to:
Utilities > Controls > Company > Periods and Taxes
Select Unlock All

This must be done for all seven functional areas listed in the drop-down menu.

6. Process year end

You may process Financials and Assets together if all prerequisites for both modules have been completed. To do this, tick Include Assets when running Financial Year End.

Do not tick Include Payroll, as Payroll Year End will typically already have been completed.

The Year End rollover is guided and requires confirmation that all prerequisite steps have been completed before finalisation.

a. Assets

Before processing Assets Year End:
- Produce all required asset reports
- Confirm depreciation is fully up to date
Then go to:
Management > Management > End of Year Assets
- Enter the last period for the year (for example, “12”)
- Tick all completed checkboxes
- Click Continue
Note that depreciation for the new financial year cannot be posted until Assets Year End has been completed.

b. Financials

Before processing Financial Year End:
- Post all outstanding transactions
- Reconcile and print:
  - Trial Balance
  - Standard Balance
  - Income Statement
  - Balance Sheet
  - Aged Clients and Aged Vendors
- Reconcile all bank accounts
- Run the General Ledger Audit report
- Finalise statements
- Verify all client and vendor allocations
Then go to:
Management > Management > End of Year Financials
- Enter the last period for the year (for example, “12”)
- Tick all completed checkboxes
- Click Continue
7. Check periods

Once Year End processing for Financials and Assets has completed, review your periods.

Go to:
Utilities > Controls > Company > Periods and Taxes

You will need to check the periods for the following functions:
- Assets (after Assets Year End)
- Clients, Vendors, Time Sheets, Sales Analysis, General Ledger, Projects (after Financial Year End)
Confirm that Period 1 reflects the correct start and finish dates for the new financial year.

EOFY involves many moving parts, and it is easy to overlook critical steps when under pressure. By following the process outlined above, you can ensure your Financial and Assets Year End is completed accurately and without unnecessary stress.

If you require assistance at any stage, our support team is available to help. Simply book a support call and we’ll guide you through the process.
You can find year-end deadlines and more information on this ATO page.
July 1, 2020
SapphireOne ERP Is an Effective Management Reporting System

In a data-driven world, having solid and reliable data is critical to manage your business. But the real challenge lies within converting the data into actionable intelligence, to ensure it’s useful and easily understood by your employees. You need business intelligence to assess, improve performance and drive strategies to ensure your organisation has a competitive edge. With the right tools and techniques, you will stay on top of your business and ahead of the game.

SapphireOne has developed an Enterprise Resource Planning (ERP) system that’s not your average ERP system preloaded with jargon reporting tools, but a simple, logical and effective way to achieve your desired goals.

SapphireOne ERP is part of their CRM and Accounting software suit which includes modules in Accounts, Inventory, Job Projects, Assets, Payroll/HR, Management, Utilities and Workbook…. that are life changing.

Improve efficiency of resources in the delivery of organisational services with SapphireOne Management Reporting system

SapphireOne Management Reporting System (part of the ERP system) enables you to influence and play a key role in shaping your profitable business strategy. The scope of the system is extensive and designed to improve decision making, management effectiveness and efficiency of resources in the delivery of organisational services.

A key functionality of the SapphireOne ERP- Management Reporting System is automation of your traditional bookkeeping or accounting activities. This provides management with the tools to develop and formulate the right business decisions such as; identifying problems, evaluating and implementing alternate solutions and reviewing implementations.

The SapphireOne ERP- Management Reporting System will also generate effective management reports that streamline and enhance your business operations. Our system has undergone continuous development and transformation over the years making it a robust platform for reporting and management.

SapphireOne ERP, CRM and Accounting software suite is an extremely versatile product with the ability to adapt to any necessary requirements requested by the user. SapphireOne is very proud of the ongoing relationships we build with our clients; our development and support teams are on hand to assist and guide you every step of the way.

Take a look at a testimonial from Mark Fawcett, Ballarat Bolts and Fasteners. SapphireOne has provided support since the beginning, is an integral part of their business growth with systems like our SapphireOne ERP- Management Reporting System.

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 17, 2018
SapphireOne Helps with Organisation and Accessibility of Data

SapphireOne ERP CRM DMS accounting system is efficient in summarising, reporting and analysing your business transactions to help keep track of your expenses and income.

SapphireOne speeds up your entire accounting process through automated calculations.

SapphireOne helps you to understand your accounting system in a better way and let your accountant to assesses your organisation’s assets, liabilities, cash flow, transactions, balance sheet, cost management, reports and analysis.

Once SapphireOne is installed in your system, you can keep your business and accounts up to date easily. SapphireOne can automate tedious tasks such as filing of paperwork, with the built in Document Management System (DMS) you can attach documents of any file type directly to the transaction.

Securely convey accounting data to multiple departments across an organisation

SapphireOne is a user-friendly ERP Accounting application software that allows you to manage employees and business efficiently.

SapphireOne ERP Accounting application software gives you the advantage of viewing data in a personalised view. Using the custom inquiry screen the users have the ability to select their own criteria based on any field within the table and related tables.

SapphireOne is committed to optimising its information security performance and has achieved the ISO 27001:2013 Security Certification process by demonstrating that a comprehensive system of information security controls and management processes has been implemented.

Easily organise and access data in a central location

If you are looking to utilise a breadth of organisational functionalities for optimal management of your business’s accounting data, then SapphireOne is the answer. SapphireOne becomes the single source of truth for all your financial data including your document management system (DMS) and Contact relationship management (CRM).

The Sapphire Web Pack gives users much-needed flexibility for unlimited users to update the data file in real time from any mobile device, including iPad, iPhone or iOS and android device for anyone internet access. Data entry screens include client quotes, client orders, client invoices, vendor purchase orders, employee timesheets, employee leave requests. The users also have access to client and vendor inquiries, all the CRM capabilities such as notes on a contact, using iOS by clicking on the microphone icon to convert to text automatically.

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 3, 2018
Lodge Your Tax Return Effortlessly and Spend Time on Your Big Idea

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 30^th, New Zealand ends their financial year on March 31^st. 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.

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.

July 13, 2018
Start-Up Business — Go Hard or Go Home
Managing a start-up business has become very difficult in the present day market conditions. Buying a successful business is easy, buying an unsuccessful or budding business is challenging but to build a company from the scratch is one of the most difficult things. People dream about a ‘start-up’ because they have that business idea which is designed to their terms and plans.

Managing a start-up business has become very difficult in the present day market conditions because of the competition and technology advancement. The company has to take care of the revenues, expenditures, customer satisfaction as well as keep an eye on the competitors and the technology. Entrepreneurs to succeed in their start-up business should take of some important functions that will shape their business.
- Corporate strategy – Do your market research and come up with new strategies everytime there is a need. Follow your competitors and their prices, research about the new products and market size for your product. Stick to the strategy and focus on acquiring new customers making sure you satisfy the existing customers.
- Financial Growth – In today’s terms business growth means financial growth. So, set financial goals for your start-up business and evaluate the business regularly. Come up with new ideas on improving the financial growth and keep an account on your expenses. Manage your accounts using a software as it minimizes your costs and keeps your records upto date.
- Stick to your profile – You have your basic idea about your product and how people should know your product or company, just stick to it in the beginning and develop that product. Don’t venture into unknown areas or don’t do it because your competitor is doing it. Venture into new areas only after getting success in your existing area as people will perceive a successful/failed business differently. Be specific about what you want to provide and follow the innovative ways in providing it. Look for gaps in the market and make your investment in those areas.
- Business Cash flow – Tracking your sales and purchases is very important as it will decide the assets and liabilities of your company in the end. Generating revenue should be your top priority and for that you have to track every payment and you should be prepared to recover them. Keep some cash reserves as emergency to face the tough situations.
Effective management of resources and efficient handling the day-to-day business aspects inspires the success of your start-up business and for that you have to employ management systems like ERP and CRM.

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.
March 19, 2018
Maintain and Manage Asset Records in Your Database with SapphireOne Asset Inquiry
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–
1. Cash or money – This is the one of the main assets in business.
2. Supplies – Supplies are those types of things that you use or consume in business. Before businesses start using them, they are called supplies.
3. Prepaid – Prepaid usually are paid in advance before one can use it, for example pre-paid insurance.
4. 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.
5. Accounts receivable – It is when other people owe you money.
6. Land, building, Autos, Equipment – These are long-lived assets but these are still assets as they have future potential value.
7. 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.
March 2, 2017
Business Accounting Software Structure Explained for ERP & Inventory Integration

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 Business Accounting Software
February 16, 2017