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:
Client Details – This section contains core information such as client ID, name, class, terms, and key accounting settings.
Client Grouping – Grouping options allow clients to be categorised for reporting, pricing, and analysis purposes.
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
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.
Cash Returns in SapphireOne provided a straightforward way to record the return of goods or the receipt of credits for services originally purchased using a cash-based transaction. This function was commonly used when merchandise, inventory, fixed assets, or services were returned due to defects, incorrect specifications, or other commercial reasons.
Within SapphireOne, a Cash Return operated as the reverse of a Cash Purchase, ensuring that inventory quantities and financial records were adjusted accurately while maintaining a clear audit trail.
Cash Return Processing in SapphireOne
The Cash Return function was accessed from the Purchases menu in the Inventory mode. Users could enter a return by selecting the appropriate Inventory code and specifying the quantity of items being returned. This allowed SapphireOne to update stock levels and reflect the financial impact of the return.
Once entered, Cash Return transactions were available through the Transaction Inquiry screen in the Purchases section, where they could be reviewed or amended prior to posting. Additional details such as order numbers, sales representatives, and descriptive notes could be added to fully document the return.
All Cash Return functionality was accessed directly from the Purchases section of the Inventory module, maintaining SapphireOne’s integrated approach to inventory control and accounting.
The Cash Return was the sixth data entry option located on the Purchases menu in the Inventory mode within the SapphireOne ERP, CRM and Accounting Software solution.
In any business, operations typically involve either the sale of goods or the provision of services. Where goods are sold, the purchasing process plays a critical role in sourcing suppliers, managing inventory, and ensuring that raw materials and finished products are available when required.
The Vendor Purchase function in SapphireOne was designed to streamline the entry of stock purchases within the Inventory module. It provided a structured and efficient method for recording inventory purchases directly against vendors, ensuring accurate stock control and financial reporting.
Vendor Purchase in SapphireOne
The Vendor Purchase screen created a Purchase Vendor Invoice (PVI) and was accessed from the Purchases menu within Inventory Mode. This transaction allowed users to select the appropriate Inventory ID and purchase specific stock items required by the business.
Stock items could be entered manually or, where available, scanned via barcode to speed up data entry and reduce errors. Once created, Vendor Purchase transactions were immediately visible in the Transaction Inquiry screen within the Purchases section of the Inventory module.
Additional Purchasing Features
SapphireOne provided a range of tools to support efficient purchasing workflows. Multiple invoices from the same vendor could be combined into a single invoice using the Merge Invoices function available from the Tools menu. This was particularly useful for consolidating supplier billing and reducing administrative overhead.
Additional information could also be recorded against the purchase, including:
Linking the Vendor Purchase to a specific project
Copying details from a previously completed purchase invoice
Attaching supporting documents, such as supplier invoices, in PDF or other formats
The More Details section of the Vendor Purchase screen included supplementary pages for shipping information, foreign exchange details, layout settings and other purchasing-related data.
The accompanying video demonstrated how to enter a Vendor Purchase transaction. Vendor Purchase was the fifth data entry option located in the Purchases menu within Inventory Mode of the SapphireOne ERP, CRM and Accounting Software solution.
Entering a Client Order is a core part of the sales workflow within SapphireOne and sits at the centre of how an integrated ERP system manages customer demand, inventory flow, and downstream financial processing.
One of the key strengths of an ERP system lies in its ability to connect business processes from the very first point of customer contact. Client Orders form the foundation of this process, capturing order and delivery requirements while integrating directly with inventory control, materials management, and cash flow. This integrated approach allows businesses to measure profitability accurately, plan production effectively, and ensure an efficient flow of goods from inventory to clients.
Client Order Management in SapphireOne
The process of entering a Client Order in SapphireOne begins in the Sales menu within the Inventory mode. From the Client Order screen, the user selects the relevant client by entering their Client ID. SapphireOne automatically populates delivery details, mailing address, and contact information from the client’s master record. These details can be adjusted on the fly for a specific order without affecting the underlying client record.
Once the client details are confirmed, the user enters the requested delivery date and the client’s purchase order number in the Tracking section. Line items are then added in the transaction area, where specific pricing structures, rates, and discounts may be applied for individual customers. On the Custom screen, SapphireOne also allows different delivery dates to be assigned to individual line items, supporting more complex fulfilment requirements.
After the Client Order has been entered, a picking slip may be printed or emailed to support warehouse and dispatch operations.
Converting Client Orders to Sales Invoices
When a Client Order is ready to be fulfilled, it can be converted directly into a Sales Invoice. This is achieved by updating quantities if required and selecting the Convert option on the second screen. Once converted, SapphireOne enables the user to print or email the final invoice, packing slip, or delivery docket as required.
This seamless transition from Client Order to Sales Invoice ensures accuracy across sales, inventory, and accounting, while reducing duplication of data entry and improving overall operational efficiency.
All Client Order functionality is accessed from the Sales menu in the Inventory module. The accompanying video demonstrates the full process of entering and managing a Client Order within the SapphireOne ERP, CRM, and Accounting Software solution. The Client Order is the second data entry item located in the Sales menu.
Client journals are an essential accounting tool used to adjust client balances, manage corrections, and accurately reflect financial changes that do not originate from standard invoicing or inventory transactions. This video demonstration provides a comprehensive walkthrough of how client journals are entered and managed within SapphireOne, while also highlighting the broader accounting and control mechanisms that surround them.
What Is a Client Journal Used For?
Client journals are entered in Accounts Mode under the Receivables menu and serve several important purposes within SapphireOne. They can be used to manually adjust a client’s balance, apply accrued interest where payment terms have not been met, or correct financial discrepancies that require direct ledger intervention.
Client journals also play a critical role in system-generated adjustments. When a client receipt or client credit has been entered incorrectly, SapphireOne provides a Reverse Transaction function. This tool automatically creates a client journal that reverses the original transaction, reallocates it correctly, and restores the affected invoice to its prior unallocated state. This ensures corrections are transparent, auditable, and do not compromise the integrity of the ledger.
In multi-currency environments, client journals are also generated automatically. When a foreign currency receipt is allocated to an invoice using a different exchange rate, SapphireOne creates a client journal to record the foreign exchange gain or loss. Each time the allocation is adjusted, the corresponding FX journal is recalculated, ensuring financial accuracy at all times.
Accessing the Client Journal Screen
The video demonstrates two ways to access client journals. The primary method is via Accounts Mode, selecting Receivables and then choosing Client Journal from the data entry screens. For faster access, the same screen can also be opened directly from the floating palette, allowing users to enter journals without navigating through menus.
Once on the client journal screen, users can search for a specific client or display all clients by entering a wildcard query. This makes locating the correct account fast, even in large data files.
Entering Journal Details
After selecting the client, the total journal amount is entered, followed by allocation to the appropriate General Ledger accounts. SapphireOne allows multiple ledger lines per journal, with each line supporting its own notes and tax calculations. If tax is involved, the system automatically calculates totals based on the entered net values.
Both overall journal memos and line-level notes can be added, providing clear explanations for why the adjustment was made. This is particularly valuable for audit trails, internal reviews, and long-term record keeping.
Custom fields are also available at both the journal level and the sub-ledger level, allowing organisations to capture additional information that aligns with their internal reporting or compliance requirements.
Attaching Documents and Maintaining History
An unlimited number of documents can be attached to a client journal by using the paperclip icon or the Documents menu. Once attached, the paperclip indicator changes colour, providing immediate visual confirmation that supporting documentation exists.
These documents are permanently linked to the transaction and remain accessible from transaction history for the life of the data file. This ensures that all adjustments are fully substantiated and easily retrievable during audits or reviews.
Saving, Reviewing, and Reusing Journals
Once saved using the green tick, the client journal becomes immediately visible in the Receivables Transaction Inquiry screen. From there, users can review the full details, including attached documents and allocation history.
For efficiency, SapphireOne also allows users to copy existing client journals when entering new ones. This is particularly useful for recurring adjustments or similar transactions, where only minor changes such as the amount need to be updated.
Client journals may also be configured as standing or scheduled transactions, enabling automatic creation on a defined schedule. This is ideal for recurring interest charges or regular balance adjustments.
Workflow and Authorisation
Client journals can be assigned workflow rules to support internal controls. When enabled, workflows automatically notify one or more users within the organisational chart that a journal requires review or authorisation. Multi-level approval can be enforced, ensuring that journals are reviewed by the appropriate personnel before being finalised.
This structured approval process strengthens governance while maintaining flexibility for different organisational requirements.
Designed for Accuracy and Control
This video summary demonstrates how SapphireOne client journals are designed to handle both manual adjustments and system-generated corrections with precision and transparency. From reversals and foreign exchange adjustments to document management and workflow approvals, client journals form a critical part of maintaining accurate receivables and a clean audit trail.
For more information on client journals or other receivables workflows within SapphireOne, please contact our team — we’re always here to help.
A Client Credit Memo in SapphireOne is entered through Accounts Mode and allows you to credit a client’s account while bypassing Inventory Sales. This transaction type is commonly referred to as a Credit Memo (CC) and is used to generate financial credits directly against a client’s ledger.
Client Credit Memos are typically used in situations such as writing off a bad debt, applying a financial adjustment after an invoice has been issued, correcting an overcharge, or issuing a goodwill credit in response to client dissatisfaction. By entering the credit directly in Accounts Mode, the adjustment is reflected accurately in the General Ledger without impacting inventory records.
When entering a Client Credit Memo, users can record supporting information directly on the transaction. Notes may be added in the memo field, along with references to the original invoice number and a clear reason for the credit. Supporting documentation can also be attached by selecting the paperclip icon, allowing one or multiple documents to be stored securely against the transaction. These documents remain accessible via transaction history for the life of the data file, supporting audit and compliance requirements.
Client Credit Memos also support Actions and Workflows. An Action may be added to trigger reminders via email or messaging to nominated users, with reminders automatically appearing in the SapphireOne calendar. In addition, workflows can be configured so that one or more users within the organisational chart are notified that a Client Credit Memo requires review and authorisation before it can be finalised.
For enhanced flexibility, the Client Credit Memo includes a Custom Page featuring nine configurable custom fields at the transaction level. Each line item also contains six additional custom fields, allowing businesses to capture their own identifiers, internal references, or reporting data specific to their operational requirements.
SapphireOne ERP, CRM and Document Management functionality works together to ensure Client Credit Memos are fully traceable, controlled, and seamlessly integrated into your accounting processes.
This tutorial demonstrates how to enter a Client Credit Memo from the Receivables menu within Accounts Mode in the SapphireOne ERP, CRM and Accounting Software solution.
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.
