Tag: Client Contacts

  • Client Inquiry Tutorial for Accounts Receivable Management

    Client Inquiry Tutorial for Accounts Receivable Management

    Client Inquiry in Accounts Receivables

    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.

    Client Inquiry-Accounting Software

    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.