The SapphireOne team is proud to announce that SapphireOne is a finalist for the 2022 Premier’s NSW Export Awards. SapphireOne is running in the category of Advanced Technologies, highlighting SapphireOne’s achievements in the international market and recognising the ‘success and resilience’ of exporters in New South Wales.
The latest version of SapphireOne 19.4 contains significant upgrades and updates, also making SapphireOne 19.4 the first ERP to be fully compatible with Apple Silicon.
Members of the SapphireOne team will be attending the NSW Export Awards on the 12th October 2022. Additionally, the winners of the 13 national categories in this program will be moving forward to the Australian Export Awards. Consequently, the pathway to enter the National Export Awards is through your respective State or Territory awards program only.
Celebrating 60 Years of Australian Export & Investment Awards
The Australian Export & Investment Awards run by the Australian Export Council is one of the longest running business awards programs in Australia. Now in its 60th year, the awards is a national program recognising and honouring Australian exporters. Furthermore, these exporters are achieving sustainable growth through innovation, and international companies making an enduring contribution to the Australian economy.
Equally, the program aims to recognise the success and resilience of NSW exporters and their achievements in the international market. They are announcing the winners of the 13 national categories on 12th October 2022.
SapphireOne has been officially approved by the Australian Taxation Office (ATO) as a certified Australian Digital Service Provider (DSP). This certification confirms SapphireOne’s compliance with the ATO’s Digital Service Provider Operational Framework and recognises our capability to securely access and consume ATO digital services.
The DSP Operational Framework is a risk-scaled model that establishes minimum operational and security requirements for software providers that interact with ATO systems. Its purpose is to protect taxation, accounting, payroll and superannuation data, as well as the integrity of the taxation, business registry and superannuation systems that underpin Australia’s financial ecosystem.
Under this framework, Digital Service Providers must demonstrate that robust security and governance controls are in place before being permitted to access ATO digital services. These controls are designed to safeguard sensitive client information and reduce the risk of unauthorised access or misuse across the digital supply chain.
As part of the certification process, SapphireOne demonstrated compliance with a broad range of security and operational requirements. These include strong data encryption to protect confidentiality, default onshore data hosting to minimise jurisdictional risk, and the use of multi-factor authentication and comprehensive audit logging to ensure accountability and traceability.
Certification as an ATO-approved Digital Service Provider provides SapphireOne clients and vendors with independent assurance that our systems and processes meet ATO security standards and best practices. It reinforces our long-standing commitment to protecting critical information while delivering compliant, reliable and secure ERP, CRM and Business Accounting solutions.
To find out more about SapphireOne integrated ERP, CRM, Business Accounting application and innovative software solutions, please get in touch – we’re always here to help.
We are pleased to share that SapphireOne has been successfully re-certified to ISO/IEC 27001:2013, with certification valid through to March 2024. This re-certification follows our original ISO 27001 certification achieved in 2018 and reflects our ongoing commitment to information security and risk management.
ISO 27001 is an internationally recognised standard for information security. It defines best-practice requirements for establishing, implementing, maintaining and continually improving an Information Security Management System (ISMS). The standard is widely regarded as the global benchmark for safeguarding sensitive information and maintaining confidentiality, integrity and availability of data for customers, partners and stakeholders.
What ISO 27001 Means in Practice
Achieving and maintaining ISO 27001 certification requires a rigorous and systematic approach to information security. This includes identifying security risks, assessing threats and vulnerabilities, and understanding their potential impact on the organisation and its clients. Certification is only granted when an organisation can demonstrate that appropriate controls, governance processes and monitoring mechanisms are in place and operating effectively.
As part of the re-certification process, SapphireOne demonstrated that our information security controls and management processes are not only comprehensive, but also embedded into our day-to-day operations. These controls are continually reviewed and refined to ensure they remain effective as technology, regulatory expectations and risk landscapes evolve.
What This Means for Our Clients and Partners
ISO 27001 certification provides independent assurance that SapphireOne’s approach to information security aligns with internationally recognised standards and best practices. For our clients and vendors, this certification offers confidence that the systems and processes supporting our ERP, CRM and Business Accounting solutions are designed to protect critical information and manage security risks responsibly.
Information security is not a one-off exercise. It is an ongoing commitment that underpins trust, reliability and long-term partnerships. This re-certification reinforces our focus on maintaining robust security frameworks while continuing to innovate and deliver value through our software solutions.
To find out more about SapphireOne integrated ERP, CRM, Business Accounting application and innovative software solutions, please get in touch – we’re always here to help.
SapphireOne multi-company accounting software provides global consolidation for multiple entities, locations, currencies and tax jurisdictions—all managed from a single, integrated application.
If you are already using integrated accounting software, you will know how critical it is for managing day-to-day operations. The challenge becomes far greater when you own or manage multiple legal entities. Multi-entity accounting introduces additional complexity around locations, currencies, compliance requirements and payroll obligations.
Traditionally, this has meant maintaining separate systems or databases for each company, manually reconciling results and hoping that group reporting, BAS and tax returns all balance. This approach is time-consuming, error-prone and difficult to scale.
SapphireOne has been designed specifically to address these challenges, offering unlimited multi-company accounting at no additional cost, with full consolidation available at the click of a button.
Accounting Software to Manage Multiple Companies
SapphireOne multi-company accounting software allows you to manage:
Multiple legal entities
Multiple locations per entity
Multiple currencies
Different tax jurisdictions and financial year-ends
All companies operate independently within a single data file, while still allowing for consolidated reporting and central oversight.
Key Advantages of a Single Data File
No need to log in and out of separate company databases
Centralised control of Accounts Payable, Receivable and reporting
Shared Clients, Vendors and transactions where required
Head office visibility across all entities and locations
Employees can be granted access to nominated companies only, enabling them to view inventory, customers, invoices, orders and documents across multiple locations and devices, while maintaining strict data security.
Each company maintains its own financial integrity, with individual financial statements and reports. Group-level reporting and access can be restricted to corporate management to preserve governance and control.
Payroll Software for Multiple Companies
SapphireOne includes Payroll and HR as a fully integrated mode within the application, making it easy to manage payroll across multiple companies without separate systems.
Multi-Company Payroll Capabilities
Process multiple payrolls across multiple companies
Allocate employee costs across different companies
Assign employees to multiple locations within a company
Split wages and on-costs across entities and departments
Ensure compliance with Federal and State regulations
This flexibility is particularly valuable for organisations with shared staff, centralised payroll teams or complex organisational structures.
Run Unlimited Companies at No Additional Cost
1. No Additional Licences Required
SapphireOne includes multi-company functionality as standard. Users can operate an unlimited number of companies within a single data file, with no additional licence fees.
Where multiple companies exist, relevant data entry screens display a multi-company option, allowing transactions to be split across companies and projects as required.
2. Flexible Multi-Currency Support
For organisations operating internationally, SapphireOne allows you to:
Set a local trading currency for each company
Buy and sell in multiple currencies
Choose a preferred display currency within the application
This ensures accurate reporting while supporting global operations.
3. Multiple Federal and State Tax Jurisdictions
SapphireOne supports:
Different tax jurisdictions per company
Separate financial year-ends
Independent compliance requirements
Each entity remains compliant within its own regulatory framework while still forming part of a consolidated group.
4. Centralised Multi-Company Reporting
Because all entities reside in a single data file, SapphireOne enables:
Consolidated group reporting
Cross-company financial analysis
Centralised access to reports and dashboards
This provides management with real-time visibility across the entire organisation.
Simplify Multi-Company Accounting with SapphireOne
Multi-company accounting software is essential for organisations managing multiple entities across different locations and jurisdictions. Consolidating accounting, payroll and operational data into a single, integrated application reduces complexity, improves accuracy and supports scalable growth.
To find out more about SapphireOne integrated ERP, CRM and Business Accounting application and the benefits of multi company accounting software, please feel free to get in touch with a member of our team – we’re always here to help!
Integrated accounting software brings all core business functions together in a single system, helping organisations streamline operations, improve data accuracy and support sustainable growth.
As businesses expand, managing finances, people, inventory and customers across multiple disconnected systems becomes increasingly complex. Running separate applications for Accounting, Payroll/HR, CRM and Inventory often results in duplicated data, manual workarounds and delayed decision-making. This is where integrated accounting software delivers real value.
SapphireOne has been designed specifically as an all-encompassing, integrated ERP, CRM and accounting solution, bringing every major business function together within one application.
Before exploring the benefits in more detail, it’s helpful to clarify what an integrated accounting system actually is.
What Is an Integrated Accounting System?
An integrated accounting system combines all major business functions into a single application, with data flowing automatically between modules. There is no need for third-party plug-ins, duplicate databases or manual data manipulation.
In practical terms, this means functions such as CRM, ERP, Payroll/HR, Job Costing, Project Management and Inventory Management all operate within the same system. When a transaction is entered in one area—such as an order or invoice—the financial impact is automatically reflected in the accounting records in real time.
Key Benefits of Integrated Accounting Software
An integrated system delivers benefits to any organisation, but these advantages are significantly amplified when all business functions share a single source of truth.
No Need for Additional Plug-Ins
Integrated accounting software removes the reliance on external applications and costly add-ons. With all functionality housed in one system, businesses avoid manual data transfers, reduce complexity and minimise the risk of systems failing to synchronise correctly.
Seamless Data Flow Across the Business
Because all modules operate within the same application, data transfers automatically between functions. This saves time, improves efficiency and ensures that information is always current, consistent and accurate.
More Reliable Data Entry
Standalone systems often require the same customer, vendor, payroll or inventory data to be entered multiple times. This duplication increases the likelihood of errors and inconsistencies. An integrated system eliminates double handling, ensuring data is entered once and used everywhere it is needed.
Faster and Better Decision-Making
Disconnected systems often mean decision-makers are working with outdated information. Integrated accounting software provides real-time visibility across all areas of the business, allowing managers to access accurate financial and operational data as transactions occur.
SapphireOne as an Integrated Accounting Solution
SapphireOne provides a fully integrated ERP, CRM and business accounting platform designed for medium to large businesses. The application includes eight core business modes, all operating within a single system.
Core Business Modes
Accounts
Inventory Management
Job Projects
Assets
Payroll and HR
Management
Utilities
Workbook
Each mode is tightly integrated, ensuring data flows seamlessly throughout the organisation.
How the Key Modules Work Together
Accounts – The Accounts Mode supports compliant and efficient financial operations, including General Ledger, Bank Reconciliations, Client and Vendor Transactions, Multi-Company Accounting, Document Management and comprehensive reporting. The system also supports ATO Single Touch Payroll reporting.
CRM – SapphireOne’s CRM functionality is embedded directly into the accounting and ERP environment, providing a complete view of every client. Features include customer profiles, document storage, calendars, notes, SoftPhone integration and voice recording.
ERP – The ERP framework integrates financial accounting, inventory, supply chain, job projects, asset management, payroll/HR, CRM and document management. Multi-currency and multi-company support are built in, enabling businesses to operate at scale.
Payroll and HR – Payroll and HR are fully integrated with financials, ensuring accurate and timely data transfer. Features include Pay Runs, payroll reporting, employee records, leave management, awards, allowances, tax scales, rostering and compliance reporting.
Inventory Management – Inventory Sales and Purchases menus support end-to-end inventory processes, including quotes, orders, picking and packing, invoicing, vendor orders and vendor invoices. Once approved, transactions flow automatically into the Accounts Mode without manual intervention.
Job Projects – The Job Projects Mode links revenue and costs to specific projects using Project IDs, providing clear visibility of profitability. Functionality includes Gantt charts, resource management, timesheets, scheduling, inventory allocation and detailed reporting, all connected directly to financial data.
Bringing It All Together
Integrated accounting software is no longer optional for growing businesses. By consolidating all functions into a single system, organisations eliminate data silos, improve accuracy and gain a clear, real-time view of operations.
To find out more about SapphireOne integrated ERP, CRM and Business Accounting Software and the benefits of integrated accounting software, please feel free to get in touch with a member of our team – we’re always here to help!
At SapphireOne, our highest priority is to satisfy our clients through early and continuous delivery of valuable software solutions. We are constantly evolving our application and release new and improved functionality every week.
This approach is guided by our commitment to a “Release Early, Release Often” philosophy, which underpins how we design, test and deliver SapphireOne.
Why SapphireOne Releases New Versions Every Week
Releasing software weekly allows us to:
Deliver value to clients sooner rather than later
Respond quickly to feedback and changing requirements
Continuously refine and improve performance, usability and stability
Ensure SapphireOne evolves in line with real-world business needs
Rather than bundling large changes into infrequent releases, we prioritise smaller, incremental improvements that can be validated quickly by our users.
What Is “Release Early, Release Often” (RERO)?
Release Early, Release Often (RERO) is a software development philosophy that emphasises:
Early delivery of new functionality
Frequent, incremental releases
A continuous feedback loop between users, testers and developers
The objective is to produce higher-quality software faster, while ensuring development remains closely aligned with user expectations and real operational requirements.
At SapphireOne, RERO enables our clients to actively help shape the future direction of the software while benefiting from continuous improvements.
Key Benefits of Releasing Early and Often
1. Improved User Experience
Clients gain immediate access to new features and enhancements
Feedback is received in real time from real-world usage
Adjustments and refinements can be made quickly
The software consistently aligns with client expectations
2. Faster Identification of Bugs
Bugs are easier to detect when features are used in live environments
Frequent releases allow issues to be identified and resolved earlier
Problems are addressed before they compound or affect multiple areas
3. Reduced Risk of Errors
Smaller releases contain fewer changes
Less code per release reduces complexity
Easier testing, validation and troubleshooting
Lower likelihood of introducing major regressions
4. Software That Continually Meets Client Needs
Ongoing client feedback directly informs development priorities
Features are refined based on actual usage, not assumptions
SapphireOne evolves in step with how our clients do business
By releasing early and often, SapphireOne ensures:
Faster delivery of value
Higher software quality
Reduced risk and complexity
A strong partnership between our development team and our clients
You can review all the latest SapphireOne versions and detailed Release Notes via our Knowledge Base. If you have any questions, please contact us or book a call with our Support Team — we’re always here to help.
SapphireOne’s Drag-and-Drop feature is a game changer for streamlining data entry. It significantly reduces errors and the time spent manually entering complex data, while making large imports fast and reliable.
What the Drag-and-Drop feature does
Simplifies data entry by populating screens instantly
Imports an unlimited number of line items and SKUs
Works across all Inventory Sales and Inventory Purchases data entry screens
Eliminates repetitive manual entry, even for very large orders
Many SapphireOne clients process substantial sales orders with tens of thousands of inventory items and hundreds of line items. Drag-and-Drop removes the friction from these workflows by importing data directly from Excel into the application.
How to use Drag-and-Drop
Follow these four simple steps:
Open the data entry screen Navigate to the relevant Inventory Sales or Inventory Purchases data entry screen. In the bottom-right corner, locate the two green icons.
Import your file
Select the left toggle icon and choose Import Lines, or
Drag your Excel file directly into the Transaction Lines area Note: Excel files must be saved as CSV before importing.
Map and organise your data A pop-up window will appear, allowing you to:
Right-click column headings
Match each column to the correct SapphireOne field (e.g. Inventory SKU, Description, Rate, Quantity) All headings are fully customisable to suit your business requirements.
Import Once headings are confirmed, select Import to populate the Transaction Lines instantly.
Practical use cases
Client Sales Orders created from customer-supplied Excel templates
Purchase Vendor Invoices imported directly from supplier spreadsheets
High-volume orders with tens of thousands of line items
Rapid correction or re-organisation of data prior to posting
You can also export data from any SapphireOne data entry screen back to Excel, making the process fully bidirectional.
Key benefits
Faster and more accurate data entry
Reduced manual handling and fewer errors
Consistent process for small and very large imports
Fully customisable to match your operational needs
Whether you are importing a handful of items or an order with 100,000 inventory records, the Drag-and-Drop feature delivers the same fast, efficient and reliable experience.
For more information on our Drag and Drop feature, or any of our API Integrations and Partnerships designed to make your life easier, you can contact us or book a call with a member of our Support Team. We’re always here to help!
We are proud to announce that Jack Adams, a SapphireOne-sponsored alpine athlete, has been selected to compete for New Zealand at the 2021 FIS Alpine World Ski Championships in Cortina d’Ampezzo, taking place from 7–21 February 2021.
Jack has been named as part of a four-athlete New Zealand squad, alongside Alice Robinson, Piera Hudson, and Will Feasey.
Currently based in Pitztal, Austria, Jack has spent the past two months training and competing across Europe. He recently achieved a career-best result in a FIS Slalom race at Hochfügen, marking a strong lead-in to the Championships.
Video courtesy of Cardrona Alpine Resort and Ned Brannigan– CF0DQtOAXvF
The FIS Alpine World Ski Championships are held once every two years and are regarded as one of the sport’s most prestigious standalone events. In a recent article by Snow Sports NZ, Head of Alpine Jono Howson explains:
“World Champs is a stand-alone event and the person that is crowned world champion gets to claim that for two years — it is quite an honour.”
We wish Jack Adams and the entire New Zealand team every success and look forward to following their performances at this prestigious international event.
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:
Details
Balances
Transactions
Statements
Show Reports
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 > Controls > Custom Report Layouts.
Custom Statement 2 – Uses an alternative custom statement layout configured in Utilities > Controls > Custom Report Layouts.
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!
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:
Details
Balances
Transactions
Statements
Show Reports
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!
Benefits of a Dedicated Application Server vs a Virtual Cloud Server
We are often asked why SapphireOne is designed to run on a Dedicated Application Server, so we wanted to take the opportunity to explain the reasoning behind this approach.
In today’s technology-driven environment, businesses of all sizes are faced with a wide range of hosting options. Choosing between a dedicated application server and a virtual cloud environment is a critical infrastructure decision that can directly affect performance, scalability, and data security.
The right choice is rarely black and white. It depends on factors such as your industry, business size, data volumes, growth plans, performance expectations, and security requirements.
For medium to large organisations with substantial data sets, many users, and a requirement for speed, reliability, and scalability, a dedicated application server is often the most effective solution.
Dedicated Application Server vs Virtual Cloud Server
What is a Dedicated Application Server?
A dedicated application server is a physical server purchased and allocated entirely to a single business. All processing power, memory, storage, and network resources are reserved exclusively for that organisation.
Dedicated servers are commonly used by enterprises that require:
High and consistent performance
Strong data security and control
Predictable resource availability
Support for large and complex applications
What is a Cloud Server?
A cloud server is a virtual server operating within a shared, virtualised cloud environment. While it may appear independent, the underlying physical hardware is shared with other businesses and managed by a third-party hosting provider.
Cloud servers are often attractive for smaller workloads or short-term scalability needs, but they can introduce limitations when supporting large, data-intensive ERP systems.
Benefits of a Dedicated Application Server for SapphireOne
1. Optimal Server Performance
A dedicated application server ensures that 100% of the hardware resources are available to your SapphireOne application at all times.
Because processing power, RAM, and disk performance are not shared, your system benefits from:
Faster transaction processing
Consistent response times
Maximum uptime
Predictable performance under load
This allows SapphireOne to operate at its full potential without competing workloads.
2. Server Resources Are Not Shared
In a virtual cloud environment, resources such as CPU, RAM, and bandwidth are shared across multiple businesses. Spikes in usage by other tenants can directly impact your application’s performance.
With a dedicated server:
All resources are allocated solely to your business
Performance is not affected by other organisations
Large data processing and reporting remain stable and reliable
This is particularly important for medium to large enterprises running mission-critical ERP systems.
3. Total Control of Your Server Environment
A dedicated application server gives your IT team full control over the server configuration.
This means you can:
Customise hardware specifications to match your workload
Optimise the operating system for SapphireOne
Control patching, updates, and security policies
Scale resources in line with business growth
You are not constrained by the limitations or generic configurations of a virtual environment.
4. Increased Security and Data Integrity
With a dedicated physical server, you always know exactly where your data resides and how it is protected.
Key security advantages include:
No exposure to other tenants or unknown workloads
Complete control over access permissions
Reduced risk of cross-tenant vulnerabilities
Greater confidence in data integrity and compliance
For organisations handling sensitive financial, payroll, or operational data, this level of control is critical.
A Simple Analogy
Imagine a nuclear-powered submarine capable of remaining underwater for months at a time.
If that submarine were converted to diesel power, it would need to surface frequently to refuel — consuming time, reducing efficiency, and exposing itself to external threats.
Running a high-performance ERP like SapphireOne on a virtual server is similar.
SapphireOne is capable of processing billions of records, but a shared virtual environment is not designed to consistently support that level of performance. This can introduce inefficiencies, bottlenecks, and unnecessary risk.
A dedicated application server ensures the software is powered and supported to operate at its full capability.
Our priority is always to ensure our clients are running SapphireOne on infrastructure that delivers:
Consistent high performance
Scalability as the business grows
Strong security and data control
Long-term reliability
For many medium to large enterprises, a dedicated application server provides the most robust foundation to achieve this.
CEO John Adams with SapphireOne employees and a growing group of clients, 1996.
Let us take you on a walk down memory lane.
Sapphire logo, 1994
Recently, our long-standing customer and good friend James Brown of Bordo International uncovered hundreds of SapphireOne version floppy disks and CDs in his archives, dating back to when he first became our client in 1995.
James very kindly mailed us a sample of these original disks, instantly transporting the SapphireOne team back through decades of development, innovation, and change.
1986 — Where It All Began
Back in 1986, SapphireOne — then simply known as Sapphire — released its very first version. At the time, the core modules were completely separate applications:
Financials
Payroll
Assets
A single software compile could take over 12 hours, and updates were distributed to clients on 30 individual floppy disks per release. Clients would manually load each disk to complete an upgrade.
Due to this time-intensive and manual process, Sapphire releases were limited to only a handful of updates each year.
From Floppy Disks to CD-ROM
As technology advanced and the CD-ROM era arrived, Sapphire releases were consolidated onto a single CD. This dramatically improved both compile times and the client upgrade experience.
Updates became faster to deploy, easier to install, and significantly more reliable — marking a major milestone in Sapphire’s evolution.
Sapphire introduced the new client server as SapphireOne, 2001
The 2000s — Becoming SapphireOne
SapphireOne CD on the cover of Australian Macworld, 2004
In 2001, Sapphire officially became SapphireOne, following the unification of Financials, Payroll, and Assets into a single integrated application.
Two years later, in 2003, the now-recognisable SapphireOne aqua logo was introduced. While often mistaken for a Yin & Yang symbol, the logo is in fact a merge of the “S” and “O”, representing unity and new beginnings — much like a single cell dividing into two.
All the Way to 2020
SapphireOne logo, from 2003 until today
Fast forward to 2020, and SapphireOne has evolved into a fully integrated, global software platform comprising eight core modules, all accessible within one application:
Accounts
Inventory
Job Projects
Asset Management
Payroll / HR
Management
Utilities
Document Management
Today, software compiles take minutes rather than hours, and SapphireOne releases weekly updates that clients can download instantly via secure servers.
Reflecting on the journey from floppy disks to real-time updates highlights just how far both technology — and SapphireOne — have come.
Watch SapphireOne Over the Years
John Adams, CEO of SapphireOne, has created a time-lapse video representing the thousands of software compilescompleted since the very first Sapphire release in 1986.
You can view this video on our About Us page — the first video in our timeline — and explore the broader story of how SapphireOne has developed into the all-encompassing solution it is today.
We would like to sincerely thank James Brown for sending us these historical disks. Taking time to reflect on nearly four decades of progress reminds us how far SapphireOne has grown — and excites us for what the next 30 years will bring.
Blog written by Madeleine Kent. Video by John Adams and Archana Sawant.
As part of its end-of-financial-year preparation, Frutex has completed a full warehouse stocktake using SapphireOne WebPack StocktakeEntry, demonstrating how large, multi-warehouse operations can be stocktaked accurately and efficiently in real time.
Frutex has been a SapphireOne client since 1999 and operates from a 60,000-square-metre site comprising seven warehouses. The business is recognised as a technology leader in the food industry, with ongoing investment in modern plant, equipment, and infrastructure.
Frutex warehouse facilities
Frutex recently completed significant expansions to both its frozen and dry storage facilities at its existing site.
The frozen storage facility operates at -20°C and provides approximately 3,500 pallet spaces, while the newly completed dry storage facility adds a further 7,000 pallet spaces. Together with earlier developments, Frutex now manages more than 44,000 pallet spaces across dry, frozen, and production environments.
Live stocktaking with SapphireOne WebPack
Harry, IT & Marketing Manager at Frutex, explains how the SapphireOne WebPack played a key role in streamlining their stocktake process:
“Heads up, we are stocktaking today using SapphireOne’s new and improved multi-warehouse support, with live stocktake visual map updates showing us what’s been counted as we go along. It’s been great working with the SapphireOne team, who have worked tirelessly over the last couple of weeks to make this possible for us.”
Using SapphireOne WebPack, Frutex was able to stocktake the entire facility in just two days, with 15 stocktake teams working simultaneously on iPads across the site. The live visual warehouse mapping allowed teams to see progress in real time, significantly reducing duplication, delays, and manual reconciliation.
Infrastructure supporting real-time operations
To support this level of operational visibility, Frutex recently implemented a 10-gigabit Ubiquiti network, utilising more than 100 UniFi devices to deliver full Wi-Fi coverage across the site. The facility is also monitored by over 100 surveillance cameras, all accessible via iPad and iPhone applications.
Despite the scale of the operation, the entire environment is managed by a relatively small IT team, highlighting the efficiency gained through integrated systems and mobile access.
SapphireOne custom WebPack in action
Frutex uses a custom SapphireOne WebPack, fully integrated across all warehouses and production areas. A key feature is warehouse mapping, which enables stock to be tracked and viewed live on portable iOS devices over the company’s Wi-Fi network.
Stocktaking at Frutex spans nine distinct warehouse locations, all managed within a single, unified SapphireOne data file. This ensures consistency, accuracy, and real-time visibility across the entire operation.
SapphireOne WebPack StocktakeEntry demonstrates how large, complex warehouse environments can complete accurate stocktakes quickly, with minimal disruption, by combining mobile technology, real-time data, and visual warehouse mapping—all within a single integrated ERP platform.
Following MYOB’s announcement that it would discontinue development of AccountEdge for macOS due to incompatibility with Catalina, many Mac-based businesses have been forced to reconsider their accounting software. For organisations that rely on Apple hardware, the challenge is not just finding a replacement, but ensuring continuity, stability, and long-term viability.
SapphireOne has been fully compatible with macOS Catalina since its release in October 2019. It provides a modern, enterprise-grade accounting and ERP platform that removes much of the traditional complexity associated with accounting systems, replacing it with practical, efficient workflows that support daily business operations.
A smooth transition to macOS Catalina
SapphireOne has been macOS-compliant since its inception in 1986 and has consistently transitioned clients smoothly through every major Apple operating system update. While MYOB AccountEdge users can technically remain on older versions of macOS, doing so only delays the inevitable. As other applications phase out Mojave support, businesses face increasing compatibility issues.
Migrating sooner rather than later also reduces risk. Data files grow over time, and delaying a transition only increases the complexity of migration. SapphireOne allows businesses to move forward confidently on Catalina without disruption.
All-inclusive software with no hidden costs
Unlike many accounting and ERP platforms that rely on modular add-ons with separate licensing fees, SapphireOne is genuinely all-inclusive. Every module is available through a single interface, with no surprise upgrades or feature-locked tiers.
The core system includes Accounts, Inventory, Job Projects, Assets, Payroll/HR, Management, Utilities, and Workbook—all accessible from one toolbar. This approach not only simplifies training and usability, but also ensures predictable costs as the business grows.
Responsive local support and structured training
SapphireOne provides direct support via phone and email, with the option to book scheduled support calls through the website. During implementation, structured training is delivered to key staff, ensuring confidence and competence from day one.
Clients also have access to comprehensive documentation, regularly updated manuals, and community resources that explain commonly used features and workflows. This support model is particularly valuable for businesses transitioning from discontinued software such as MYOB AccountEdge.
ERP, CRM, and DMS in one unified application
SapphireOne consolidates ERP, CRM, and document management into a single, real-time system. Users can access the database simultaneously without performance degradation, regardless of scale. The platform is operating-system agnostic, allowing businesses to run on macOS, Windows, or both concurrently.
In addition, SapphireOne includes integrated VoIP softphone functionality, browser-based access via its Web Pack, and full mobile compatibility for tablets and smartphones. Documents, customer relationships, and operational data are all managed within one application, eliminating the fragmentation common in smaller accounting packages.
A broad and growing partner ecosystem
SapphireOne integrates with a wide range of external platforms through its API gateway, supporting bulk data imports and real-time connectivity. Ongoing investment in research and development ensures compatibility with modern technologies and evolving business requirements.
Current integrations include platforms such as Shopify, Australia Post, PayPal, BigCommerce, and the ATO. Importantly, SapphireOne does not charge additional subscription fees for access to these integrations, reinforcing its no-hidden-costs philosophy.
Suitable for businesses of any size
While MYOB AccountEdge is primarily aimed at small businesses, SapphireOne supports organisations at every stage of growth. It accommodates multiple currencies, tax jurisdictions, and unlimited locations within a single data file, making it equally suitable for start-ups, established SMEs, and large enterprises.
Smaller businesses benefit from streamlined workflows and automation, while larger organisations gain advanced capabilities such as automated foreign exchange control and multi-entity reporting. Importantly, businesses can grow into the system without needing to purchase additional modules later.
A future-proof alternative for AccountEdge users
For businesses currently running MYOB AccountEdge on macOS and planning to upgrade to Catalina, SapphireOne represents a stable, future-proof alternative. It delivers continuity on Apple platforms, removes reliance on third-party add-ons, and provides a single, scalable solution for accounting, operations, and business intelligence.
Transitioning to SapphireOne allows former AccountEdge users to modernise their systems with confidence, improve operational efficiency, and ensure long-term compatibility with Apple’s evolving ecosystem.e your processes with ease and improve your current business intelligence by delivering an efficient and easy-to-use solution for all your accounting activities.
Please contact us to request a live demo and/or read the testimonials from our long-standing clients.
With increasing reports of data breaches affecting popular cloud services, many organisations are reassessing how and where their data is stored. While public cloud platforms offer convenient syncing and accessibility, they also introduce concerns around security, control, and service dependency.
Rather than abandoning flexibility altogether, businesses are increasingly adopting hybrid cloud models, combining on-premise infrastructure with selective use of cloud services to gain the advantages of both.
Understanding the Hybrid Cloud Model
Hybrid cloud environments combine private, on-premise systems with public cloud services. This allows organisations to balance security and control with scalability and accessibility.
Typical hybrid cloud advantages include:
Sensitive, business-critical data retained on private infrastructure
Public cloud services used for high-volume or external data transmission
Greater deployment flexibility and operational resilience
Reduced reliance on a single service provider
For example, financial reporting and core accounting data may remain on-premise, while integrations, APIs, or external reporting services operate through secure public endpoints.
Cloud ERP vs On-Premise ERP
Industry commentary has long suggested that cloud-based ERP systems will eventually replace on-premise software. While cloud ERP offers benefits such as rapid deployment and remote access, it also introduces risks related to service availability, data sovereignty, and dependency on third-party infrastructure.
Recent global events, including the COVID-19 pandemic, highlighted these risks. Cloud providers publicly acknowledged potential impacts on support services due to workforce and operational disruptions. While infrastructure may remain stable, service and support continuity can be affected.
This has reinforced the value of hybrid and on-premise-led architectures, particularly for organisations that require reliability and control over mission-critical systems.
Why Hybrid Approaches Are Gaining Preference
Surveys of IT decision-makers consistently show a preference for hybrid environments over cloud-only solutions.
Key reasons include:
Greater control over critical company data
Improved flexibility in how systems are deployed and accessed
Cost efficiency compared to full cloud migration
Reduced operational risk from third-party outages
Ability to leverage public cloud resources only when required
Hybrid solutions allow businesses to scale selectively without surrendering full control of their data.
How SapphireOne Delivers Hybrid Cloud-Like Functionality
SapphireOne ERP provides the benefits of a hybrid cloud model while remaining fundamentally on-premise.
Key characteristics include:
Financial and operational data stored locally under the client’s control
Secure, private database architecture comparable to a private cloud
Use of SapphireOne public servers for specific functions such as:
External API services
Single Touch Payroll (STP)
Secure regulatory data transmission
This design enables SapphireOne to deliver cloud-like accessibility and integration while maintaining the security and control of an on-premise system.
Security, Stability, and Scalability
SapphireOne is designed with security as a foundational principle. To date, SapphireOne reports no incidents of data breaches within its ERP environment.
The system’s architecture includes:
Secure 4D database connections
Strong data isolation and access controls
Protection against common attack vectors
A scalable design that supports long-term business growth
For organisations concerned about fully cloud-based ERP solutions, SapphireOne offers a secure hybrid-style alternative that balances flexibility, performance, and data ownership.
SapphireOne delivers the confidence of on-premise control with the convenience of cloud-like integration, making it a practical and resilient ERP platform for businesses navigating an increasingly complex digital landscape.
SapphireOne’s Inventory Management module delivers comprehensive inventory, manufacturing, and purchasing capabilities that strengthen supply chain management and support a full end-to-end procure-to-pay process. With SapphireOne, businesses gain tighter control over stock levels and costs while improving fulfilment performance and overall customer experience.
Inventory management is one of the most critical and widely used areas of any business. SapphireOne provides a structured, highly configurable inventory foundation that supports everything from basic stock control through to complex batch, serial, and warehouse operations.
Base Inventory and Inventory Inquiry
SapphireOne Inventory Management is commonly referred to as Base Inventory, forming the foundation for all inventory-related processes.
The Inventory Inquiry list screen displays all inventory items in a single view, allowing users to quickly select individual records for detailed review or modification. From this screen, users can easily view item groupings, sizes, prices, and current stock levels.
Each inventory record opens to a Details page, which provides a comprehensive snapshot of the item, including identifiers, classifications, pricing, and stock controls.
Inventory Details Overview
The Inventory Details page contains key information required to manage each item effectively, including:
Item ID, name, class, type, department, and project assignment
Grouping and classification details
Item descriptions and pallet information
Standard and foreign currency pricing
Stock levels, minimums, and maximums
This page acts as the central reference point for all inventory activity.
Inventory Area
The Inventory area holds the core definition of each item. Items can be assigned to specific Classes, enabling advanced searching, reporting, and pricing strategies.
Inventory Types define how the system treats each item. Supported types include:
Normal
Non-diminishing
Serial
Batch
Item
Activity
Hire
Asset
Voucher
Selecting an inventory type automatically adjusts system behaviour across other areas of SapphireOne. For example:
Batch inventory enables batch tracking for all purchases and sales
Serial or batch tracking enforces system-controlled tracking at transaction level
Stock levels are maintained individually for each batch or serial number
This ensures full traceability and accurate stock control.
Grouping Area
The Grouping area allows up to six tags per inventory item, providing flexible classification and enhanced reporting.
A common use case is seasonal tagging, which integrates directly with SapphireOne Web Pack. For example:
Customers can pre-order items online using Web Pack
Sales teams gain visibility into future demand
Purchasing teams can plan stock quantities and timing more accurately
This improves forecasting and reduces stock shortages or overstocking.
Description and Pallet Information
The Description area supports operational and logistics data, including pallet quantities.
When pallet quantities are defined:
Sales and purchase orders display pallet requirements automatically
Shipping calculations can be adjusted to optimise freight costs
Within SapphireOne, quantity and weight/area fields are linked. Users may:
Enter a quantity and have weight or area calculated automatically
Enter weight or area and allow the system to calculate quantity
This flexibility supports accurate logistics and costing.
Standard Prices
The Standard Prices area allows businesses to define multiple pricing levels for inventory items.
Key features include:
Price codes from A through H, plus Ex (tax-exempt)
Manual entry of prices per code
Different pricing structures for different customers or scenarios
This enables flexible pricing strategies without duplicating inventory records.
FX Prices
The FX Prices area displays foreign currency pricing for inventory items when foreign currency functionality is enabled.
Features include:
Visibility of all configured FX currencies
Manual FX price updates per inventory item
Conditional display based on system configuration
This supports accurate international pricing and reporting.
Stock Levels and Availability
The Stock Levels area provides an immediate snapshot of an item’s status across the system, including:
Minimum and maximum levels for reordering
Current stock, based on posted transactions
Un-posted stock, based on pending transactions
Allocated stock, reserved for delivery or projects
Available stock can be calculated using the formula:
Available stock = Current + Un-posted – Allocated
This information helps inventory managers:
Adjust economic order quantities (EOQ)
Set appropriate safety stock levels
Make informed replenishment decisions
Complete Stock Control with SapphireOne
SapphireOne Inventory Management delivers a powerful, scalable foundation for businesses that require accurate, real-time stock visibility. By combining flexible item definitions, advanced tracking, integrated pricing, and live stock availability, SapphireOne enables organisations to maintain full control over inventory while supporting growth and operational efficiency.
So how to optimise ERP efficiency. You’ve invested time and money in a system with the end goal of improving productivity. Are you getting the insights and intelligence you need to increase efficiencies? Your ERP should be providing you real-time data at every stage from finances, sales, operations, HR and payroll. It is more than just accounting software. It enables you access to comprehensive data, automate critical processes, and customise how you deal with these workflows. All data is kept in a single, secure location which allows you to spot exactly where you’re losing money or wasting resources.
So don’t just install your ERP system, get to know how to grow with it.
ERP Efficiency- tips to getting the most out of yours
Review your business processes and plan for change – Don’t use the set and forget method. Ensure you have in place an annual review of your operations. This will highlight any changes in processes and once identified, your ERP can streamline and simplify. Alternatively, if you find an area in your ERP system that is outdated, update or customise to ensure maximum efficiency. Talk to your provider, with fierce competition out there in the market they should be offering consistent upgrades and improvements. Plan to apply these updates whenever possible.
Ensure management is on board – One of the main benefits of ERP software is users are able to gain access to multiple areas of the business. These are from prospects to sales, payroll and HR, inventory, job projects, asset management and various data. Your management team can view organisational and individual performance to identify any areas of improvement. This real-time reporting is crucial in helping with the decision-making process of managers and ultimately becoming more productive.
Know your CRM – Your ERP system should include Customer Relationship Management (CRM) software. Customer satisfaction and the way you interact with customers is essential to the success of your business. A CRM coupled with marketing will drives sales. Keep abreast of the latest marketing tools that are on offer and ensure the right data for your business is being captured. Your ERP system will manage the back-end processes and customer information once the order has been placed to reduce overall costs.
Invest in ongoing software training – The ERP system is useless if your end-users don’t know how to use it. Training is vital to the success of the system. Don’t make the mistake of thinking once the initial training is complete, you don’t have to worry about it anymore. Employee turnover can lead to a large number of your staff not having the formal training required. Upgrades and improvements can lead to current employees making mistakes or not utilising the software. Work with your ERP provider to set up an ongoing training program for existing users as well as new employees.
Consider expanding the ERP’s functionality – Another way to add value to your current ERP system is to expand its functionality and usability through customisations, add-ons, bolt-ons, or integrations with third-party systems. These enhancements can be integrated into your existing system to address specific business needs. Identify any functionality gaps within the current system and talk to your provider.
APIs and ERP systems are often discussed together, but what do they actually mean? API stands for Application Programming Interface. APIs are sets of clearly defined methods that allow different software applications to communicate with one another. They provide the building blocks developers use to connect systems efficiently and reliably.
In simple terms, APIs define how software programs interact and share data. For Enterprise Resource Planning (ERP) applications, APIs are essential. They allow transactions and information to flow directly between accounting, inventory, CRM, payroll, and external platforms without manual intervention.
APIs and SapphireOne ERP
APIs are a core part of the SapphireOne all-in-one ERP solution. SapphireOne works closely with clients and actively encourages innovation through integration. Platforms can be connected to SapphireOne to streamline workflows, reduce duplication, and improve visibility across the business.
Unlike bolt-on solutions, SapphireOne integrations are designed to work cohesively within a single database.
Examples of API Integrations with SapphireOne
SapphireOne supports a wide range of API-driven integrations, including:
PayPal – Online invoicing and payments with direct feeds into bank reconciliation
Tyro – In-store EFTPOS and eCommerce payments with automatic posting to accounts
WooCommerce, Shopify, BigCommerce – Integration of online storefronts with back-office accounting and inventory
Mailchimp – Marketing automation and email campaigns linked to SapphireOne CRM
Stripe and CyberSource – Credit card payments processed through SapphireOne and Sapphire Web Pack
SPS Commerce – Access to a large EDI trading partner network
GS1 – Barcode integration for inventory control and product traceability
Brandscope – Management of multiple brands and ranges linked to accounts and inventory
Splicecom – CRM enhancement using integrated Softphone technology
Australian Taxation Office (ATO) – Certified Single Touch Payroll (STP) and Standard Business Reporting (SBR2) compliance
Expensify – Receipt capture and expense tracking with real-time accounting integration
Tanda – Rostering, attendance, and time clocks integrated with Payroll
OANDA and XE – Global currency data, exchange rates, and financial insights
4D – Advanced application framework supporting SapphireOne’s data architecture
Extending ERP Without Compromising Control
API-driven integration allows businesses to extend ERP functionality without fragmenting data or processes. By connecting best-of-breed platforms into SapphireOne, organisations gain flexibility while maintaining a single source of truth across finance, operations, and customer management.
For more information on the latest release of SapphireOne ERP, CRM, and Business Accounting Application, contact our office on (02) 8362 4500 or request a demo.
All Not For Profit organisations reporting through Single Touch Payroll (STP), can choose how they would like to report fringe benefits amount (RFBA) and employer super contributions (RESC). These fringe benefits are reportable if the total taxable value exceeds the threshold set by the ATO.
There are two options available through STP:
OPTION 1– If you choose to provide your employee’s RFBA and RESC amounts at each payroll or update event, you’ll need to include the amount for each pay run event and amounts for each subsequent payroll event, even if the amounts remain the same. If you choose to provide your employee’s RFBA and RESC amounts at each payroll or update event, you’ll need to include the amount for each pay run event and amounts for each subsequent payroll event, even if the amounts remain the same.
OPTION 2- You can choose to provide RFBA and RESC amounts through an update event as part of the finalisation process at the end of the financial year.
Payment summaries
If you have chosen not to provide RFBA and RESC amounts through STP, you’ll need to:
provide employees with this information on a payment summary
submit a Payment summary annual report to ATO.
How to report fringe benefits and super with STP
If you use Single Touch Payroll (STP), your end-of-year reporting may be different for recording your employee’s:
reportable fringe benefits amount (RFBA)
reportable employer super contributions (RESC).
Where year-to-date RFBA and RESC are provided through a payroll or update event during the year, you’ll need to report these amounts for each following payroll event, even if the amounts remain the same.
Alternatively, you may report these amounts through an update event as part of the finalisation process at the end of the financial year.
The financial reporting process to keep internal decision makers and external stakeholders informed is becoming more and more complex every year. Businesses have data coming in from multiple departments and systems, often leaving the financial reporting teams with only half the picture.
Investing in processes through systems and tools can significantly improve their accuracy, process time and results. Automation and software integration benefits the entire business by collating the company data in a single data file, allowing visibility from administration, operations, payroll/HR to finance. Visibility is critical for making informed decisions and allocating finances for resources and project management. Inefficiencies in key financial processes can disrupt operations and cause significant setbacks to your business.
How to simplify your business processes for financial visibility
Create process maps. This helps to understand how they work and identifies timing and schedules, roles of individuals and teams, functions and organisations, systems and tools, business units, locations etc.
Once you’ve settled on process maps and highlighted systems to improve, build a management team. This should comprise of a cross-section of dedicated stakeholders who are influential for buy-ins across other departments.
Examine how to automate your workflows from start to finish to increase efficiency. Once the processes are automated, visibility is increased by having access to real-time data. This helps monitor and analyse performance by identifying inefficiencies and fixing them as they occur. Secure your data by role-based access and look at standardising the recurring and identical processes to simplify replication.
Identify risks that may result from a breakdown in a process. Investigate how these can be eliminated from multiple data sources, manual steps and any additional steps in a process. Identify opportunities to reduce complexity and increase efficiency through automation, visibility and collaboration.
Lastly define business rules for decision making. These should be simple and direct so they bypass workflows without delays.
Organise data for a seamless financial reporting process
Collect and normalise your data by creating flexible templates that enable contributors to submit structured and unstructured data in a consistent fashion. Outline a collection process that facilitates the standardisation of data from all departments. Once the data has been collected, organise the information by developing reporting guidelines, permissions on who can view and edit specific documents, pages, or spreadsheet cells to help preserve data integrity.
Organise a single source of truth, store your data in one place. This establishes links and an audit trail between source data and all related destinations so any changes are visible and can go through all departments. This ensures, if an error is detected, one person can correct it swiftly and in one place only. Everyone will have the same view and are checking the same data for quality and inconsistencies.
Store all final reports in a single location. This will simplify the process of searching for the most current data to compile for customised or standard reports, dashboards, workbooks and presentations.
Many businesses make a significant investment in a business accounting system early on. Whether that decision was made five, ten, or even more years ago, accounting software often becomes the foundation of the business. Financial data and reporting — managed internally or through an accountant or bookkeeper — sit at the core of daily operations.
However, as a business grows, its needs become more complex. Markets evolve, operations expand, and customer expectations increase. Tools such as spreadsheets for reporting or email applications for contact management can quickly become inefficient and difficult to maintain.
If your accounting software feels like it is struggling to keep up or is holding your business back, these are the key signs it may be time to move on.
Seven Signs It’s Time to Upgrade Your Accounting System
Increased Manual Activities and Paperwork – Are your employees entering the same data multiple times or spending excessive time managing paperwork? As your business grows, duplicated data entry increases the risk of errors and distracts staff from higher-value work such as customer engagement and strategic initiatives.
Lack of Data Integration – Do you need to contact different people across the organisation to gather basic information? When systems are not integrated, managers lose visibility across operations. A modern system should provide a 360-degree view of your accounts, warehouse, inventory, payroll, and customer relationships in one place.
Limited Customer Relationship Management – Have your customer relationships evolved to include digital marketing, online sales, and eCommerce? Websites with live product information and online ordering must connect to a centralised customer database. Traditional accounting software is not designed to manage finances, purchasing, inventory, sales, and marketing together. An ERP system is.
Limited Mobile Capabilities – Can your employees access the system outside the office? The traditional 9-to-5 workplace has changed. Businesses increasingly require mobile access so staff can work anytime, anywhere, on any device — whether online or offline.
Inadequate Reporting – Are standard, template-based reports limiting your ability to understand the business? If you rely on Excel to manipulate data into usable reports, your system may no longer be fit for purpose. Growing businesses need comprehensive, customisable, and easy-to-interpret reports that highlight trends, risks, and performance drivers.
Working Outside the System – Is more accounting work happening in spreadsheets or external applications than in your accounting system itself? Switching between systems to access financial data wastes time and increases the likelihood of inconsistencies. Your core system should be the primary place where work gets done.
Performance and Scalability Issues – Is your system slow, outdated, or struggling with increased data volumes and users? Poor performance can lead to delays, system instability, and even data corruption during processing. As your business grows, your system must scale with it.
When It’s Time to Move Forward
If you answered “yes” to any of the above, it may be time to consider a modern business management platform such as SapphireOne ERP, CRM, DMS, and Business Accounting Application.
Integration is a critical component of any ERP system. When all areas of the business operate from a single, integrated platform, errors are reduced, productivity improves, and management gains access to timely, accurate information to support better decision-making.
Click here for a demo or to contact one of our friendly consultants.
Every business wants to increase sales without inflating budgets. One of the most cost-effective ways to achieve this is by fully understanding and utilising the functions and features already available within your ERP software and supporting technology.
Before investing in new systems, take a close look at what you already have. Once you have maximised your existing capabilities, avoid the trap of becoming complacent. While technology is a powerful enabler, building and maintaining strong client relationships through personal interaction remains fundamental to the sales process.
Seven Practical Ways to Increase Sales Using ERP Technology
Your Website – Review your SEO (Search Engine Optimisation) strategy to improve visibility, increase search rankings, and attract new customers. Many website platforms include built-in SEO tools, plugins, or apps designed to drive traffic. Ensure your website is mobile-ready and fully responsive, as mobile usage continues to grow. Regularly review performance and apply optimisation techniques to stay competitive.
Stocktake Your Hardware – Confirm that desktops, laptops, and mobile devices are up to date and performing efficiently. Outdated or slow hardware can negatively impact productivity and staff effectiveness. Replacing ageing equipment can deliver immediate performance gains.
Eliminate Paperwork – Manual paperwork slows operations and increases the risk of errors. ERP software supports Electronic Data Interchange (EDI), allowing trading documents such as orders, invoices, and advanced shipping notices to be exchanged electronically without manual data entry. Check whether your ERP includes a Document Management System (DMS) to attach, store, and manage documents digitally. Files of any type can be stored directly against transactions, client records, or vendor records, improving accessibility and control.
Improve Customer Relationships with CRM – CRM functionality goes beyond recording customer interactions. It provides a clear, consistent view of customer needs across the entire sales cycle. Ensure sales staff record contacts, opportunities, activities, and schedules within the system. Mobile access allows teams to retrieve real-time information from anywhere. Use CRM insights to personalise marketing efforts, build trust, and improve the overall customer experience with SapphireOne ERP and CRM.
Payment Options – E-invoicing and “pay now” options can significantly reduce payment delays. ERP systems can integrate with multiple online payment gateways, allowing customers to choose their preferred payment method and making the purchasing experience as frictionless as possible.
Automation – Review existing automation processes and identify areas causing delays or manual rework. Prioritise workflows where automation will increase productivity and reduce errors. ERP software should be flexible. If a new workflow would benefit your business, investigate customisation options. Repetitive transactions can often be completed with a single action through effective automation.
Reporting – Ensure reports are accessible to the people who need them, both internally and externally. Reporting should provide accurate trend analysis, highlight variances, and support forecasting. Automated reports save time and improve consistency. Speak with your ERP provider about custom reports tailored to your business requirements.
When fully utilised, ERP software and supporting technology become powerful tools for driving sales growth. By improving efficiency, visibility, and customer engagement, businesses can scale confidently while maintaining control over operations and costs.
Point-of-sale (POS) system integration needs to be done properly. A poorly implemented POS can cost you sales instantly — customers will simply move to a competitor.
A clunky POS experience is almost as damaging as poor in-store service. Whether it’s a confusing checkout or an error at the point of purchase, friction at this stage directly impacts revenue.
Why POS Integration Matters
A well-designed POS system integrates seamlessly with your broader business systems, ensuring inventory, accounting, and customer data remain accurate and up to date.
SapphireOne includes POS functionality within its Inventory Management module, reducing manual tasks and eliminating the need for disconnected systems.
Your POS should deliver a smooth experience for customers. Too often, businesses launch online or in-store POS solutions without proper testing, resulting in failed transactions at the critical point of sale. Investing in a POS that works reliably — and integrates with your existing software — is essential.
Seamless POS Integration Across Your Business
Thanks to modern software development, POS integration can now operate seamlessly across your entire business system. SapphireOne is a leader in this space, delivering enterprise-grade POS integration developed locally in Sydney.
SapphireOne not only provides POS functionality, but also ensures it works cohesively with all core business management modules.
Paul Beard, Software Development Manager at SapphireOne, explains:
“Our software is an all-in-one solution combining accounting, inventory management, job and project management, asset management, payroll and HR, document management (DMS), BAS, Standard Business Reporting (SBR), VoIP SoftPhone, and customer relationship management (CRM).”
POS as Part of an Integrated ERP System
John Adams, CEO of SapphireOne, notes that:
“The most complex business accounting software is frequently delivered as part of an extensive suite known as an Enterprise Resource Planning (ERP) application.”
SapphireOne can be used for traditional accounting, full ERP operations, or both. POS functionality plays a critical role, particularly for businesses that need precise inventory control.
One of the key POS features allows businesses to create and manage multiple stores, all controlled centrally through SapphireOne POS.
Desktop and Web-Based POS Access
While SapphireOne is a powerful desktop-based solution, it also offers web-based functionality through Sapphire Web Pack.
Paul Beard adds:
“The Sapphire Web Pack solution allows unlimited users to access defined areas of the live database from any device with a browser. POS is one of the functions included within Sapphire Web Pack.”
This provides flexibility for retail businesses operating across multiple locations or requiring mobile POS access.
More and more people are turning to eCommerce for both B2B and B2C and using platforms to build their online presence. eCommerce platforms such as Shopify, Magento, WooCommerce allows you to build storefronts to sell your products and services online, in store, on social media or anywhere mobile. An ERP application will integrate orders with inventory, accounting, shipping and other back-end functionalities, leading to increased efficiency and better customer service. An ERP will also automate processes leaving management time to focus on what’s important, planning and forecasting.
Benefits of eCommerce and ERP Integration
Business intelligence and working smarter with your datafiles enables your business to get ahead of the competition. When integrating an ERP and eCommerce platform, your main data from order, inventory, item, customer, shipping and tracking, start communicating with each other forming a centralised database. Inventory and pricing information is available to customers and staff in real-time.
Manual practices will be reduced such as hand-keying sales into your ERP, entering details of excel spreadsheets, which in turn saves time and money by reducing errors. It’s easy to make mistakes, anything can be entered the wrong way during the sales channel. This can lead to incorrect or missing inventory and product details incomplete. With the ERP integration inventory can be streamlined, track updates and inventory levels provided to customers in real-time and automatic notifications provided when the goods are shipped.
Another benefit of eCommerce ERP integration is flexibility. Multiple online, web or instore, offline bricks and mortar stores can be added without disruption to your business operations. SapphireOne is built to handle unlimited number of companies that can sit within different tax jurisdictions, have their own financial year-ends and trade in their own local currencies.
Streamlining Integration
In order for this to happen smoothly and seamlessly, every business needs to develop an eCommerce ERP integration strategy. This outlines what other enterprise systems need to be connected and how this will be achieved. Depending on the platforms, customisation can be performed.
What is important and needs to be specified is the data to be included in the integration, where the data source is from, where it will be going, and lastly how often it will be updated. It is critical to look at online orders, offline orders, shipping and tracking information, customer and product data. A data migration plan should be adopted with a backup strategy. SapphireOne’s Product Initiation Document (PID) is an extensive high-level project plan. It outlines for the Project- time, cost, scope, how and when quality performance targets will be achieved, the major products, activities and resources required, and provides a baseline against which to monitor the project’s progress stage by stage.
SapphireOne ERP business accounting suite has a unique framework which allows management and decision makers to maintain full control over the entire organisation.
With full control you have the flow on effect of improved productivity, increased efficiencies, decreasing costs and streamlining processes. SapphireOne Enterprise Resource Planning software gives your finance team the necessary tools to create more realistic estimates and accurate forecasts in accrual-based costs, bank reconciliations, billing & invoicing, budgeting and tax preparation.
It’s your one stop complete business solution in functionality; easy to use, intuitive with a clear interface.
Fulfil your business dreams
ERP Business Accounting Suite with Business Intelligence Dashboards (BI), HR/Payroll automation, Inventory Management with Supply Chain control and Projects Management all within the one software application.
SapphireOne ERP, CRM, DMS and Business Accounting Software solution offers a comprehensive software suite which is highly scalable and supports unlimited users concurrently. We readily adapt to meet the changing requirements brought on by business expansion with customised integrated applications.
Our Enterprise Resource Planning ERP application offers a singular business accounting solution in functionality for Accounts Receivables, Accounts Payables, General Ledger, Fixed Assets, Payroll/HR, Job Costing/Project Tracking, Multi-Company within the one database, Reporting with BI dashboards and Budgeting.
As you grow, your operations become more and more complex. Our ERP solution increases productivity and efficiency by guiding you though the complexities, preventing the never-ending data re-entry, streamlining functions such as your production, order fulfilment and delivery.
SapphireOne reduces labor costs
SapphireOne’s mission is to provide accurate, real-time information which in turn will streamline your ERP business accounting processes and make it easier, more efficient for your organisation. Reducing labor costs allows your managers to focus on what is important, prevent disruptions and delays, ensures reporting is easily accessible so they can make the right decisions quickly.
SapphireOne utilises warehouse space
Warehouses experience continuous transfer and shipping, so it is imperative to have tight controls and access to real-time data. SapphireOne Inventory mode will provide you with the exact location of inventory, a clear view of stock levels available, so you can maximise your “real estate” and warehousing. Multiple locations and distribution centres are linked using live data via Sapphire Web Pack. This allows for unlimited users to access certain parts of the live data file from any device with a browser including iPhones, iPads, android smartphones and tablets, along with your standard laptop or desktop.
SapphireOne improves supplier and customer relationship
Our SapphireOne Customer Relationship Management (CRM) and Document Management System (DMS) applications ensure you stay ahead of the game by providing high quality customer service. Information at your fingertips and BI dashboards, allow the user to custom dashboards, custom reports, create role-based and ERP dashboards and forecast which inturn enables your staff to focus on what is important, sales and customer service.
SapphireOne maintains corrects inventory levels
SapphireOne Inventory module tackles the complexity of inventory control and provides the necessary tools to assist with bins, matrix tables, batch control, serial number tracking, location control, department control and normal or non-diminishing stock. Using our SapphireOne Inventory module, inventory forecasting and multi costing are made it simple.
SapphireOne drives sales, orders and profit
Simply put, our SapphireOne ERP, CRM, DMS and Business Accounting Software application integrates various aspects of your business — from accounting and human resources to production and sales. This allows you to easily manage tasks and process data, so you can concentrate on the bottom line, making sales and profit. The key feature is a centralised database allowing our users a complete summary of financials, sales figures and other important metrics. All your employees in different departments can have access to the same information without re-entering.
A data-driven organisation is filled with a workforce that uses data, information and skills to make more informed decisions & interactions
Data-driven organisations capture and reinforce the value of their data by constantly monitoring and measuring the pulse of the business continuously, often using automated methods and tools. Being data-driven is about capturing data and using analytics as part of the business strategy, its systems, processes and culture. It’s about creating a mindset in which analytics form the basis of all fact-based business decisions and are used by all levels of the organisation.
Share data with others
Share data with others in your organisation, Increase engagement, performance, and value of a project
SapphireOne ERP CRM DMS can help an organisation to empower people by securely and safely giving their employees direct access to data. It’s important to ensure staff do not become so focused on their operational areas that they lose sight of the bigger picture. Analytics, resources, and skills should be not limited to a few departments, everyone, from sales to marketing, IT to finance can benefit from visible and accessible data sharing.
A common convenient platform
With SapphireOne everything you share with your team is easy, convenient, transparent and seamless
SapphireOne ERP CRM DMS Application provides a common convenient platform for everyone; not just to see information from across the business, but also to collaborate. Finance can see a full history of customer interaction, which may include reasons for payment delays. Managers can see calendars, workflows, tasks, reminders and dashboards. Sales can see Available-to-Ship stock (ATS), sales results, business key performance indicators (KPI)and other metrics that need to be tracked. Purchasing staff can receive automatic stock level alerts in real-time. They can also use intelligent forecasting with SapphireOne’s Material Resource Planning (MRP) functionality to set automatic re-ordering, and analyse intelligent data of inventory demand fluctuations and trend reporting that will help to plan stock purchasing more efficiently.
A Single Source of Truth
A Single Source of Truth ensures everyone in the organisation uses the same data when making decisions
The SapphireOne ERP software solution understands what’s happening across sales, CRM, inventory, accounting, purchasing, etc and bring it all together in a single source of truth. When your employees work from the one, central source of truth and see everyone’s updates and changes in real-time, there’s no confusion about what is or isn’t accurate or which data is the most recent. Everyone works from one data set which is always up to date.
Identify your best customers
The SapphireOne ERP application has a fully integrated Customer Relationship Management system (CRM) where you can manage all business interactions with your clients, vendors, employees, and potential new customers.
SapphireOne CRM software helps your business to build strong and durable relationships with your clients, encourage conversations, and increase sale based on client data coming from multiple channels i.e. Softphone, Document Managements, Community interactions and more.
On 8th October 2018, SapphireOne will launch Version 17 at North Bondi Surf Lifesaving Club, in the Ros Packer room. We will have in attendance our testimonial clients and will be presenting examples of some of the new features and functions contained in this latest release from SapphireOne.
We are very excited to announce that we are seeing some amazing performance improvements in the large process functions in version 17. For example when processing Month End has shown up to 10 times increase in speed, which historically has been one of the more time consuming processes in the SapphireOne ERP. A 10 times speed increase is having a dramatic time saving effect and productivity improvement for our clients. When creating the monthly BAS we are experiencing up to 12 times speed increase.
Some of the new features in Version 17
WritePro – 4D Write Pro keeps offering more and more programming capabilities. Let’s say you want to programmatically change the style of a table, paragraph, or image in an existing 4D Write Pro document. With 4D v17, it’s possible! Now you can access any element or part of a document, by programming. These elements will be returned either as a collection thanks to the WP Get elements function, or as a single element with WP Get element by ID function.
GDPR – Taking effect on May 25, the General Data Protection Regulation (GDPR) imposes new privacy restrictions governing the collection and use of personal data of European Union (EU) citizens. And as a first step to help you get more insight into the GDPR law, we’re pleased to announce the first part of a GDPR dedicated guide: General Data Protection Regulation and SapphireOne and 4D.
Web Pack Security – After introducing Perfect Forward Secrecy, the security level of Sapphire Web server has been increased again with the support of HTTP Strict transport Security (HSTS). Henceforth, Sapphire Web server is compliant with the very latest security protocols. Simply upgrade to Sapphire v17 and enable HSTS to get the A+ ranking (the highest level) from SSL Labs for your Sapphire Web Pack.
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.
It is vital for managing all financial aspects of your day to day business activities.
You can perform basic accounting tasks such as generating financial reports, invoicing, tracking income and expenses. Accounting software manages your financial data and analyses sales performance and cashflow which ensures you make informed decisions.
All organisations have to perform a number of tasks to make their company financially successful, ERP Accounting software is an essential investment for any business large or small.
SapphireOne ERP CRM DMS Accounting software is designed to help companies introduce accounting accuracy to achieve peak financial performance. SapphireOne ERP CRM DMS is built to comply with international accounting standards and principles, providing comprehensive reporting functionality to assist in reviewing company performance. SapphireOne ERP CRM DMS is a unique accounting software.
Managing Cash Flow – One of the biggest challenges for any business is to manage cash flow efficiently, organisations and business owners need to keep records of all the cash coming in and going out of the business. SapphireOne ERP CRM Accounting software enables business owners to manage their business cash flow management of expenditure and keeps track of the financial status of the company easily.
Invoice Tracking with DMS – Invoice tracking is very important for any organisation’s success. SapphireOne’s in-built document management system (DMS) allows you to attach all supporting documentation by simply clicking on SapphireOne’s paperclip in any related transaction and ensures easy invoice tracking.
Time Saving and Accuracy – SapphireOne ERP Accounting software quickly performs different tasks such as invoicing, sending payment reminders, paying vendors, reconciling bank accounts and generating reports. SapphireOne ERP accounting software provides fast and accurate information. SapphireOne provides a clear and accurate view of the financial standing of your organisation to assist you in managing your business and making informed decisions.
Accounts Receivable – The Accounts Receivable module in SapphireOne’s accounting software is for the entry of all transactions that are involved with Income for the organisation. This may be through Cash Sales or Client Invoices etc. Client accounts are managed efficiently with customer tracking, invoice management, activity analysis, receipt and cash receipt processing.
Accounts Payable – The Accounts Payable module in SapphireOne’s accounting software handles all transactions that are involved with the payment of vendor invoices for the company, this includes the tracking of cash, credit card and eft and other types of payments.
Financial Reporting – SapphireOne ERP CRM DMS accounting software has comprehensive reporting functionality which allows you to analyse all aspects of your financial accounts. Designed with flexibility in mind, SapphireOne reports can be designed to meet your requirements and can be sorted by multiple criteria with numerous levels of details to choose from. Strong reporting tools are essential to your organisation and are fully integrated within the SapphireOne ERP CRM DMS Accounting Software application suite.
In the first weeks following the commencement of Single Touch Payroll (STP), SapphireOne clients were already successfully meeting the new Australian Taxation Office (ATO) reporting requirements.
During July 2018, three SapphireOne clients processed their regular pay runs and successfully lodged their first Single Touch Payroll events for the new financial year. A growing number of other SapphireOne clients also completed their first STP lodgements within the first week of the framework becoming operational.
From 1 July 2018, the ATO made Single Touch Payroll mandatory for businesses employing 20 or more staff. SapphireOne had been certified as a Single Touch Payroll–enabled solution on 1 May 2018, ensuring clients were prepared ahead of the compliance deadline.
Understanding employer obligations in 2018
To determine whether Single Touch Payroll reporting was required from 1 July 2018, employers were required to assess their workforce size as at 1 April 2018:
Employers with 20 or more employees were classified as substantial employers and required to commence STP reporting from 1 July 2018.
Employers with 19 or fewer employees could continue reporting voluntarily until 1 July 2019, after which STP reporting would become mandatory for all employers, subject to legislative changes.
How Single Touch Payroll works
As part of the Single Touch Payroll process, payroll data is transmitted directly to the ATO at the time a pay run is completed. The ATO matches this information against employer and employee records, significantly reducing end-of-year compliance requirements.
Under STP, businesses were no longer required to issue traditional payment summaries at the end of the financial year. Instead, employee income statements became available directly through myGov, as payroll information had already been reported progressively throughout the year.
Key aspects of Single Touch Payroll reporting in 2018 included:
Reporting at each regular pay cycle (weekly, fortnightly, bi-monthly, or monthly).
Submission of minimum reporting data with each pay event to ensure successful lodgement.
Reporting year-to-date values for each employee, including gross wages, allowances, deductions, and PAYG withholding.
For employers who fell within the substantial employer category and had not yet implemented an STP-compliant solution in mid-2018, reviewing payroll systems became a priority to avoid compliance risks.
With integrated Payroll and HR functionality, SapphireOne enabled businesses to meet Single Touch Payroll requirements while maintaining seamless links to accounting, human resources, and reporting processes.
On Thursday 19th July 2018 SapphireOne toured Frutex and Spicemasters with three senior staff members from a potential client. Harry Magiros is the IT and Marketing Manager for the Frutex group of companies, he gave an elegant and informative presentation of the power and flexibility of SapphireOne and Single Touch Payroll in SapphireOne.
The Frutex site is 60,000 square metres including their corporate head office and 6 warehouses. The site has multiple manufacturing facilities which include fruit washing, packing, blending and glyceration, infusion of dry vine fruit, packing and blending of frozen fruit and berries.
The largest warehouse onsite is a bulk storage facility which allows the storage up to seven vertical pallets. The Frutex server room uses a significant amount of battery power run by approximately 1800 solar panels situated on the top of their corporate head office, which produce around 500kw.
Harry took us on an inspection of their manufacturing and production lines at the Spicemasters campus, where we viewed the largest steam steriliser in the southern hemisphere. The Spicemasters site has grinding and blending facilities for herbs, spices, seasonings and gravies. They also create individual and proprietary blends that are batch controlled and ready to use.
Frutex Australia is one of our testimonial clients and have been using SapphireOne since 1999. Their company is a technology leader in the food industry, investing heavily in state-of-the-art plant and equipment.
Frutex are a user of the Sapphire custom webpack, which is fully integrated into all company warehouses with warehouse mapping. This allows all stock to be tracked and viewed live on portable IOS devices over the company wifi.
In the past two weeks, Frutex and their subsidiary companies have taken advantaged of SapphireOne’s Standard Business Reporting (SBR2) functionalty. With Single Touch Payroll in SapphireOne they have successfully lodged their STP and Activity Statements.
The site visit was extremely informative to everyone, potential clients always find it invaluable to talk to long-term users and get an insight into the benefits of and capabilities of the SapphireOne ERP CRM DMS application.
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 30th, New Zealand ends their financial year on March 31st. 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.
The Australian financial year typically starts from 1st July and ends on 30th June. The 30th June is also known as end of financial year when businesses start preparing their financial reports in order to submit their financial position to the Australian government. In New Zealand the end of financial year is on 31st March, in the United States of America the financial is typically the last Friday of December.
Documents needed for end of financial year
A range of documents are needed to assess the tax obligations of your business such as Income Statement, (also known as the Profit and Loss P&L) and Balance sheet.
The objective of financial statements is to provide information about the financial position, performance and changes in financial position of an enterprise that is useful to a wide range of users in making economic decisions. Financial statements should be understandable, relevant, reliable and comparable. Reported assets, liabilities, equity, income and expenses are directly related to an organization’s financial position.
Countries over time have developed their own accounting methods and principles, making international comparisons of companies difficult. To ensure comparability and uniformity between financial statements prepared by different companies, a set of guidelines and rules are used. Commonly referred to as Generally Accepted Accounting Principles (GAAP), these set of guidelines provide the basis in the preparation of financial statements.
SapphireOne ERP CRM DMS can support unlimited number of companies in unlimited tax jurisdictions in one data file. SapphireOne also support multiple foreign currencies and unlimited number of foreign bank accounts, supporting all your foreign exchange (FX) requirements.
Income statement / Profit and Loss (P & L)
The Income Statement or Profit and Loss (P & L) measures a company’s income and expenses during a specified period of time. A profit and loss statement provides information on the operation of the enterprise. These include sales and the various expenses incurred during the stated period.
The Income Statement is one of the most important financial statements a business or organisation issues annually, along with the balance sheet and the cash-flow statement.
SapphireOne ERP CRM DMS has the ability to run the current year versus last year reports, or if required up to ten years historical data on the one report.
SapphireOne also has the ability to copy last year’s actual general ledger balances into the current year’s budget.
Balance sheet
The company Balance Sheet represents company’s financial position, which is important at the end of financial year. The Balance Sheet outlines the total assets, liabilities and owner’s or stockholders’ equity at a specified point in time. Assets the business owns, such as vehicles, plant and equipment, property, intellectual property and cash in the bank are included on the Balance Sheet, depreciation of these assets is included on the Income Statement (P&L). Liabilities include your creditors, payroll obligations such as employee’s annual, carer and long-service accrued leave.
SapphireOne ERP CRM DMS financial reporting has the ability to export data to spreadsheet and also import data to the general ledger budget via the Sapphire API gateway.
A new financial year can be a perfect time for making changes in your business. You can use this time to improve the efficiency by implementing a new ERP/CRM/DMS such as SapphireOne.
The vast majority of organisations and businesses are running various applications. Examples include using spreadsheets for budgeting, separate databases for tracking contacts, and inventory managements systems that are not linked adequately. They are often running separate Payroll and human resource (HR) systems and not linked to their financial date. This makes it difficult to manage people in your organisation or business.
It is essential that in today’s demanding business environment that we obtain a single point of truth. This relates to the organisation and business data requirements. SapphireOne ERP,CRM,DMS application shines in this area.
SapphireOne ERP,CRM,DMS works with your accountant or financial advisor. The system will compile all your financial statements and end of financial year reports. Once this is completed, it is an extremely simple process to copy last year’s actuals. These are for your general ledger and placed into the budget for the coming financial year.
Improve your business performance this financial year with SapphireOne
When reviewing your business financial data, SapphireOne’s integrates general ledger budgeting. There is the ability to store multiple budgets, per general ledger. This allows you to copy those budgets to revised budgets if required. This puts you in a perfect position to review your business performance and make strategic decisions to help your business be more profitable and grow.
Improve your Profit and Sales performance
SapphireOne ERP has Dashboards, also called Business Intelligences (BI) or Key Performance Indicator (KPI) Dashboards. These present business statistics and performance indicators in a visually attractive and graphically intuitive interface. The dashboards utilises graphs, bar charts and other visually engaging design elements that provide a succinct overview of a business’s financial standings. This is where you can quickly and visually view the profitability, sales performance and cash flow. This will ensure your overall business performance improves.
SapphireOne can help you to draw insights from the current financial and cash flow position, review your client’s performance in the past year which will facilitate you to support your client in mapping out their business goals for the next 12 months.
Justice Bromwich in the Federal Court of Australia made orders restraining Sapphire Systems Pty Ltd from infringement of our Sapphire Trade Mark
In May 2017, Justice Bromwich in the Federal Court of Australia made orders restraining Sapphire Systems Pty Ltd from infringement of our Sapphire Trade Mark – View a copy of the orders.
An order was subsequently made that Sapphire Systems was required to pay us $20,000 and also pay our legal costs incurred in the proceedings.
Our company SapphireOne Pty Ltd was delighted to have its concerns of unauthorised infringement of its intellectual property rights vindicated in such a fulsome way.
SapphireOne is an Australian company distributing globally providing an all-inclusive software application for managing Enterprise Resource Planning (ERP), Contact Relationship Management (CRM) and Document Management System (DMS). These offerings consist of a standalone Single User application named Sapphire, our Client Server application named SapphireOne and our Sapphire Web Pack solution. With our clients established globally, SapphireOne has been providing business freedom since 1986.
We registered our Trademark ‘Sapphire’ in 1994, this was our first Trademark registration initially registering it in Australia.
In 2001 we registered our ‘SapphireOne’ trademark. The additional name was brought about by the merger of the Sapphire Financials, Sapphire Assets, Sapphire Point of Sale (POS) and Sapphire Payroll Human Resources (HR) into a single application, hence we added the ‘One’ to signify the unification of all four applications into one.
From this point onwards our Single User standalone application has been known as Sapphire, our client server application has been known as SapphireOne, our html web server has been known as Sapphire Web Pack.
Business intelligence solutions today include a dashboard environment unique to each user featuring reports, graphs, tables and alerts. SapphireOne ERP generates reports that contains the key business performance indicators (KPIs) which are easily accessed by all SapphireOne users specific to their job function.
The SapphireOne ERP BI Dashboard is easy to understand, a visually intuitive graphic screen that represents a snapshot of what is happening in the fundamental areas of your business.
In SapphireOne ERP, BI Dashboard users are given a dynamic view of KPIs relevant to their key area of responsibility.Utilising thedashboards allows you to examine key processes within an organisation and highlight ones that are competitive differentiators.
SapphireOne ERP BI Dashboard can lead to business processes improving
Business process management is a holistic approach used to evaluate, improve and align business processes to an organisations’ overall goals and strategy. It ensures that your business is on the right track which in turn helps you grow your business.
Using various approaches of business process management and with the help of SapphireOne ERP BI Dashboards, you can identify the current position and primary key performance indicators (KPIs) to measure success. Our BI Dashboards process and analyse your business data enabling managers to receive real-time statistics of the business.
SapphireOne is a fully integrated ERP, CRM, DMS and Business Accounting application
The Sapphire ERP application integrates all aspects of your business into one single application. It automates all processes including Inventory Management, Logistics, Distribution, Warehouse Management, Materials Resource Planning (MRP), Payroll/HR, Web Pack, Document Management System (DMS) and Contact Relationship Management (CRM).
Consolidation into a single unified database ensures greater efficiency and provides better visibility. SapphireOne has the majority of screens following the same basic layout, this enables users to quickly enter data using the same procedure throughout the software to enhance performance and ease of operation.
SapphireOne Free Single Touch Payroll has been whitelisted and certified for STP (Single Touch Payroll) using the SBR2 (Standard Business Reporting) Portal with the Australian Taxation Office. All SapphireOne clients on current support plans will be given Single Touch Payroll and SBR2 connectivity with the SapphireOne application.
What’s Changed
Single Touch Payroll (STP) aligns your reporting obligations to your payroll processes.
You will report to the Australian Taxation Office (ATO) each time you pay your employees. Your pay cycle does not need to change. You can continue to pay your employees weekly, fortnightly or monthly.
The information you send the Australian Taxation Office (ATO) will include your employees’ salaries and wages, allowances, deductions (for example, workplace giving) and other payments, pay as you go (PAYG) withholding and superannuation information.
Employers with 20 or more employees – You need to start reporting pay events to the Australian Taxation Office through Single Touch Payroll from 1 July 2018.
Employers with 19 or less employees – From 1 July 2019 STP will be mandatory, subject to legislation passing in the Australian Federal parliament. You can choose to report through STP before 1 July 2019.
How Free Single Touch Payroll benefits users of SapphireOne
Employers will no longer be required to submit an annual PAYG report to the Australian Taxation Office
Employees will be able to view their payment information in ATO online services, which they will access through their myGov account.
New employees will have the option of completing TFN declarations and Super Choice forms online.
Businesses will reduce administrative burdens and costs (other software providers are charging for this service on a pay event or per employee rate)
This is the age of innovation and start-ups. If you have excellent business ideas you may be flooded with offers of financial backing that you can’t resist. It could be the time to realise your dream.
Some people have ideas but no money. Some people have money but no idea of what they should do or where to invest their money.
If you have an idea you can attend some business courses or innovation workshops.
Learn how to turn your business ideas into your dream and become an entrepreneur. Here are some industries that may be helpful.
Gaming Business – The Gaming industry is huge, thousands of new games are introduced into the market every year. The ones that provide maximum entertainment thrive in this competitive market. Technological advancements are playing a key role in the gaming industry. If you have business ideas on gaming, you have to be creative and up to date with the latest developments. You also need to be aware of what your competitors are doing. It requires a lot of time and money to bring a new game into the market, so you will need to find financial backing first.
Environmentally Friendly Products – Products that are environmentally friendly, recyclable and solar energy products are gaining importance these days. People are slowly realising the importance of a sustainable environment. There are many products that have a negative effect on the environment. Plastics in the ocean, toxic pollution from industries etc to name a few. So creating products that are environmentally friendly by using sustainable raw materials, and are efficiently manufactured will be vitally important in the future.
Health & Wellness – People are becoming more health conscious every day. If you can introduce a new product that has a positive impact on their health, it will likely be a success. Fitness clothing, apps, equipment, health food etc. have become a huge industry. Promote your business online and try to reach the maximum audience. Make use of the cost effective digital marketing and sales and soon you will be up and running with your own business.
Go Digital – Going online is an economical way to start your own business. You don’t have all the initial expenses to set up a shop or pay rent for a premises. You can easily start up your small online business. Afterwards because your business is online, your market can be international. This will allow you no time increase your sales exponentially.
Animal Care Services – The pet industry is growing at an immense rate. Pet lovers have increasing needs and are creating a whole new market, encouraging business people to come up with new and better products and services for pets. There are an increasing variety of pets who have different dietary requirements, needs and other services i.e. pet grooming, walking, pet minding and vacation accommodation. Animal lovers are spending huge amounts of money for these products and services. If you can create a unique product or service for the pet industry, you will be sure to have a profitable business.
Certification to ISO 27001 Information Security Standards provides you with an independent endorsement that your commitment to protecting crucial information security meets international standard.
ISO 27001:2013 Security Certification
The ISO 27001 standard requires a systematic examination of security risks, threats, vulnerabilities and their impact. SapphireOne has achieved the certification process by demonstrating that a comprehensive system of information security controls and management processes has been implemented. These processes ensure the information security controls continue to meet the organisation’s requirements on an ongoing basis.
SapphireOne’s compliance with this important industry certification demonstrates that SapphireOne develop, implement, train, maintain and support an enterprise resource management application as per ISO Standards, and maintain the requirements of :-
Confidentiality – Ensuring that information is not made available or disclosed to unauthorised individuals, entities or processes.
Integrity – Maintaining the consistency, accuracy, and trustworthiness of information over its entire lifecycle.
Availability – Ensuring that information is both accessible and usable upon demand by an authorised party.
In April 2018, SapphireOne successfully achieved certification to ISO 27001:2013, the internationally recognised standard for Information Security Management Systems (ISMS). This certification provided independent confirmation that SapphireOne’s approach to information security met rigorous international standards.
ISO 27001 certification requires organisations to adopt a structured and systematic approach to managing sensitive information. This includes identifying security risks, assessing threats and vulnerabilities, and implementing appropriate controls to minimise risk and protect information assets.
To achieve ISO 27001:2013 certification, SapphireOne demonstrated that it had implemented a comprehensive framework of information security controls and governance processes. These processes were designed not only to address current risks but also to ensure that security controls remained effective and relevant as the organisation and technology environment evolved.
The certification confirmed that SapphireOne had established, documented, trained, maintained, and supported its enterprise resource management platform in accordance with ISO standards. In particular, SapphireOne’s Information Security Management System addressed the three core principles of information security:
Confidentiality – Ensuring that information was protected from unauthorised access, disclosure, or use by individuals, entities, or processes.
Integrity – Maintaining the accuracy, consistency, and reliability of information throughout its entire lifecycle.
Availability – Ensuring that information remained accessible and usable on demand by authorised users.
By attaining ISO 27001:2013 certification in 2018, SapphireOne reinforced its commitment to protecting client data and maintaining robust security practices across the development, implementation, training, maintenance, and support of its ERP, CRM, and Business Accounting Software suite.
At the time of certification, SapphireOne continued to be recognised as an industry leader in both functionality and feature depth, with information security forming a core part of its enterprise offering.
It’s almost ‘tax time’ so the earlier you lodge your tax return the sooner you may receive a tax refund.
A tax refund can be beneficial to your financial future and if you are getting a tax refund, determine your financial priorities and develop a plan before you spend your funds. Use that money for a purpose, and make that money work for you in a better way. Saving money is like following a diet and you know that someday you will benefit.
How to make best use of your tax refund
Pay Off Your Debts – If you have an existing loan it’s better to clear that first because the interest will mount. Pay off high interest debts, pay off your credit card and other pending bills and if possible, make an advance payment.
Plan for the Future – Clearing your debts and saving for the future are often ways people use a tax refund. However it may be better to invest in shares or bonds or put some money in fixed term deposits to have security for the future. Decide on the long term and short term investments and check out the past and present performance of the company shares you want to buy. Look for low-risk investments and check out their annual yields before buying.
Plan for Your Health and Life – Get yourself and your family covered with insurance whether it is health insurance or life insurance. Healthcare has become expensive so make sure you have the best coverage for you and your family. If you already have insurance make sure you are covered for your needs and are not paying for options you don’t need.
Upgrade your lifestyle – Buy something you’ve been planning for long time whether it be something personal or a household item like refrigerator, air conditioner or computer. Book a nice holiday, treat yourself to a nice dinner or surprise your kids to something special.
Venture into a Business – Look out for investment opportunities in the business you are interested in your local areas. It can be buying an established business or developing business, it can be a fully owned business or a partnership deal. If you want to start your own dream business, set aside some seed money, if is a low-cost startup you can venture into the business straight away. Take advice from your investment advisor to search and chart out your plans for the future.
An Enterprise Resource Planning (ERP) forms the best platform for integrating all the departments and functions in the organisation. It becomes the direct communication point for all the functions in the organisation. It increases the speed of business transactions. It allows the effective utilisation of resources by saving time and reducing cost. It streamlines the processes thereby improving and controlling various activities like purchase, sales, payroll management, accounts, marketing, communication etc.
An evolved and efficient ERP system is a must for a company to succeed these days. However, with the rapid changes in technology, nothing is guaranteed.
Tips to get the best out of your ERP system
ERP systems can handle many functions — here are tips to help you get the best out of yours
Business Compatibility – ERP systems are designed to work for many functions like accounting, HR, payroll etc., but you have to be specific in choosing software. A specific business function needs a specific ERP software. Industry-specific software gives the best experience when compared to a generic ERP software. If your business is specific to Accounting, go for ERP Accounting Software. If you are a recruitment consultancy, go for that specific software and ask for an ERP trial.
Customisation – Customise your ERP system for your business needs. Optimise the efficiency of your ERP software by adding some additional features and functionality. Ask for opinions and ideas from the ERP software. Following the process of ongoing upgrades will help you in using the ERP for best results.
Training – To get the best out of your ERP system, training should be provided to every employee who is going to use the software. Daily processes will be smoother when all the employees know how to use the ERP software. Continuous training sessions should be conducted to keep the employee updated and ensure new staff are effective.
Monitoring – ERP companies can help in you better monitoring by checking the data. Stay updated with the software trends and make the most of those updates.
Support – Go for that ERP software that provides continuous customer support, it can save your time and money. Be pro-active in getting the support of ERP software vendors.
SapphireOne provides custom-built solutions for various industries like manufacturing, banking, retail etc. Make the best out of your ERP by using the SapphireOne Accounting Software, ERP Software CRM Software.
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.
SapphireOne has proudly sponsored the Australian National Alpine Team member Jack Adams of Bondi Beach for competing at the World Junior Championship in Davos, Switzerland.
Jack at World Junior Championship Alpine Skiing in Davos, Switzerland 2018Jack with Coach Raphael Galler
The 19-year-old was chomping at the bit to compete in the Super G, Slalom, Giant Slalom and Alpine Combined events at the 37th World Junior Alpine Skiing Championships, held between 30 January to 8 February 2018 in Davos, Switzerland.
The championships included men and women’s downhill, super-G, alpine combined, slalom, giant slalom and a mixed team event. On the morning of 30th January there were 1,000 participants from all over the world in Davos for this skiing event. SapphireOne is delighted to announce that Jack is the only athlete from NSW on the Australian Team for the Championships. To get to these championships, Jack won the Australian National slalom title last year in both the under-21 and open championships read the story.
Jack was awarded the Ben Lexcen Sports Scholarship at UNSW, where he will study engineering and commerce this year. Just three scholarships were awarded to new students out of more than ninety applicants.
Jack Adams at Davos, Switzerland
The scholarship aims to help athletes continue to excel at their sport while also supporting their academic accomplishments and endorsing development of well-rounded future leaders.
SapphireOne congratulates Jack for being selected to compete in this World Junior Championship event. It’s truly amazing to witness first-hand the growth of Jack’s progress in skiing. SapphireOne is pleased to contribute to Jack’s progress and confident that he will continue to more success, we are excited to see what 2018 has in store for Jack.
SapphireOne delivers world class ERP, CRM & Business Accounting Software. Our relationship with our clients is unique, we work with them as a team.
For a sneak peek at the full capabilities of an ERPCRMAccounting Software check out SapphireOne and request for a live demo, its everything you’d ever need to make management a breeze.
We are excited to introduce our new Support framework, this development is for our existing Platinum and Diamond Support clients. With Sapphire Support System, our customers get better self-service and will see improved efficiency and faster resolution times.
Click on ‘Book A Support Call Now’ button for support booking
Enter your support code (Client ID + serial number)
Select GO
Fill in your contact details (or select from the prefilled options)
Select the date and time from the available appointments, add a description of your support query. You will receive an email confirmation of your appointment.
Implementing SapphireOne’s Support System will definitely bring an improved customer relationship (CRM) into Sapphire for both our clients and our technical support team.
As always, if you have any questions regarding these changes or any other queries don’t hesitate to reach out.
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.
This allows you to import all your historical activities without spending hours of tedious data entry that could introduce new errors. It is difficult to maintain relationships between different data sets. SapphireOne allows you to pre-establish links and relationships between the data as it is imported.
The SapphireOne Application permits you to import data from any accounting software to SapphireOne ERP Software. If you want to only import Accounts, Contacts, Leads, Solutions or any of your custom object records, you have the option to use the SapphireOne API tool to do so.
Migration of your data from legacy systems or accounting software applications that you have outgrown is simple to do.
Getting Started
Now you’re ready to start importing your legacy systems or accounting software that you have outgrown into SapphireOne, just upload your legacy data into the SapphireOne Application.
Data exists in many formats so it is important to understand what data formats SapphireOne supports.
SapphireOne currently supports CSV, tab delimited and XML files. Any data not in these three formats will need to be converted to these formats prior to loading into SapphireOne.
For a sneak peek at the full capabilities of an ERP, Business Accounting Software, CRM system check out SapphireOne and request for a live demo, its everything you’d ever need to make management a breeze.
It is now common knowledge that humans are more of visual learners than they are verbal learners. On the average, an individual is likely to remember just 10% of what he hears, 20% of what he reads, but a whopping 80% of what he/she sees, according to one research conducted by Jerome Bruner of the New York University. This is where ERP dashboard and revenue recognition comes into play.
Images create a long lasting impression on our memories than spoken or read information. This explains why you are more likely to remember the face of an old-time acquaintance than remember his/her name. If you are a business owner, professional service or software company CEO, then you should be looking to exploit this innate preference for information presented in a visual format by incorporating an Enterprise Resource Planning (ERP) dashboard.
SapphireOne ERP Dashboard
ERP Dashboard go by many names. You most likely would have heard them being called Business Intelligences or Performance Indicator Dashboards. Regardless of the name, these software do one thing – present business statistics and performance indicators in a visually attractive and graphically intuitive interface. SapphireOne ERP dashboard utilize graphs, bar charts and other visually engaging design elements that provide a succinct overview of a business’s financial standings.
Maximise Efficiency
The breadth of information provided by SapphireOne ERP Dashboard and the style in which they are presented provide vital metrics and data analysis that make it easier for business managers to make informed guesstimations and calculated decisions. From resource deployment, sales information, to project statuses, an SapphireOne ERP system equipped with a fitting dashboard is a financial manager’s delight – allowing them to be more responsive to financial issues and monetary concerns, especially when it’s related to revenue recognition. It also allows users to reconfigure and customise their dashboards around the tasks and information they use most frequently.
ERP Dashboard and Revenue Recognition
Recognising revenue is no doubt a tedious process. From tracking final sales price of every element (inclusive of post-contract support, license, and implementation) to confirming delivery and then resolving each unique evidence of fair value, it’s one management protocol that tests the capabilities of management staffs. By default, Dashboard cannot directly help in calculating revenue recognition; what they can instead do is to provide coalesced estimates of former, present and predicted business revenues in one centralized interactive interface.
To gain a clearer picture of how a Dashboard efficiently parses projected revenue let’s consider the Dashboard revenue recognition of SapphireOne, one of the leading ERP systems available in market today. As you would expect, SapphireOne’s Dashboard broad-spectrum capabilities allow it to display past, current, and future revenue information sets graphically. In the case of future forecasts, SapphireOne utilizes a data feed derived from previous sales to make intuitive revenue recognition predictions; managers can at the click of a button select a graph or chart that gives a privileged insight on anticipated revenue recognition based on a real-time analysis of past sales. SapphireOne makes all this and more happen through its unique and expertly curated centralized database. It is this centralized database that facilitates seamless retrieval and analysis of former, current and future data sets.
Dashboards are without a doubt a versatile tool for every business manager looking to stay on top of managing their businesses. With Sapphireone’s ERP system and it’s intuitive dashboard, you’re provided an eagle-eye perspective of your business compete with real-time updates, analysis, and calculated forecasts.
Looking to boost your financial management potential with a Dashboard equipped ERP, feel free to contact us or request a live demo.
Is your end of the month statement barely understandable? Are you finding it hard to make objective sales forecasts and decisions? Do you have a tenable customer base but find it hard to cope with the increasing order volume? Is your customer satisfaction rating dropping? Has warehouse inventory turned into a herculean task? If your answer to any of these questions is yes, then your business is in the category of companies we like to tag as ‘in severe need of an ERP system.’ Not entirely convinced, well, peruse our top five ‘ERP needed’ indicator – If your business matches any of the under listed in addition to the aforementioned then take our word for it and get yourself and ERP system
Boost productivity with ERP Accounting Solution
An ERP Accounting solution by virtue of its centralized nature converge all segments of a company to bring about equality and flowing operations, below are few signs that indicates you need an ERP Accounting Solution :-
Too many software solutions solving very few problems
How do you handle data and information processing? Is your accounting department utilizing one software module while your sales group on the other hand use a different solution? Is the process-to-completion of an order tedious and time-consuming? Unnecessary duplication of software solutions, aside from its detrimental effects on productivity and efficiency, fragments the flow of information and relevant data in your business – a situation that fosters the bureaucracy and negates smooth operations. An ERP solution by virtue of its centralized nature converge all segments of a company to bring about uniformity and fluid operations; ergo fostering better decision making and business productivity
Relevant Information is hard to reach
If it takes your employees ages and significant effort to locate information sets in time of need, then it’s high time to get an ERP. Businesses that rely on manual computation and archaic written spreadsheets pre-position operational efficiency on a path of limitation. Today, companies looking to up their competitive advantage must have direct, unrestricted and spontaneous access to relevant data at any time of the day. Anything short of this and that business is operating at a deficit in terms of functionality and top-tier performance.
Basic Accounting procedures require more time and effort
One of the foremost indicators that signal the need for an ERP solution is the stress/strain being experienced by your accounting staff. It is not uncommon for businesses to struggle with their accounting needs if they still depend on manually orchestrated means of handling orders and processing sales. If your accounting department requires hours, days, months or sometimes years to handle otherwise simple accounting tasks, then it is high time to bring an ERP system on board. ERPs calculate and resolve accounting procedures that would have taken aeon to effectuate manually. Such an arrangement allows your accounting team to focus on more productive tasks like feasibility and sustainability studies
Sales are dropping, and customers are complaining
One of the toughest challenges expanding businesses face is the issue of managing inventory. Putting into place, a system that moderates spontaneous product distribution to meet demand is not an easy task – and certainly, it is one that suffers under manual management. Unlike other aspects of business management, it is one facet that has an immediate effect on customer experience and invariably sales volume. An ERP system automatically manages inventory whilst keeping you up to date in terms of customer needs, complaints, and suggestions
Operations in your IT department resemble that of the Apollo one command center
The absence of an ERP system ultimately means more duplicative systems and software solutions attending to fewer challenges. As a result, your IT department would most likely be run awash with the cost, effort, and dedication needed to maintain these redundant systems. And while most businesses erroneously recruit more traditional software solutions in hopes of finding an efficient option, it almost always is an effort in futility. Rather than waste considerable resources, it is better to commit to an enterprise solution that fuses all the required functionalities into one compact package. Not only is this easier to manage it is also more cost-effective in the long run.
For a sneak peek at the full capabilities of an ERP system check out Sapphireone and request for a live demo, its everything you’d ever need to make management a breeze.
In the ever dynamic and increasingly competitive business world, it is now more than ever imperative for businesses to look towards innovative solutions if the goal of attaining competitive advantage is to be realized. One classical example of an innovative solution that combines efficiency, ease of usage and cost-effectiveness in a holistic package is an Enterprise Resource Planning System. The effective ERP system is a software cascade comprised of distinct modules whose principal function is to integrate departmental data and relevant information sets with associated real-time updates. This modular nature of effective ERP systems allows businesses to select the packages that suit them best with the option of incorporating further modules as the need arises. That said, the advantages of ERPs, however, goes past modularity; they are known to proffer numerous benefits that include;
Effective ERP system takes your business to the next level
Effective ERP systemtakes your business to the next level, also it allows to use a system of integrated application to direct the business and review unexpected costs incurred in a period of time, or according to a certain grouping. ERP System promises a progressive revolution of your business.
Integration of all factions of the business management
If you’re a management personnel, you are probably familiar with hassle and stress involved in the running of different business segments. ERP systems abate this difficulty by integrating separate sections of management into a centralized platform; from where managers can access all the necessary tools for efficient management. An ERP system stores all data including client information, relevant figures, invoices and orders on its database and allows the manager to implement real-time changes to them on the go. All data stored in an ERP system is for the most infallible and redundant.
Cost Efficiency
One surefire way of boosting productivity and business efficiency is to minimize expenses. Although many vanilla practices exist to bring about a drop in business expenses, most induce a concurrent decline in efficiency. ERP systems find the sweet spot between cost-effectiveness and maintaining optimal standards of operation. They replace traditional cost intensive means of management and inventory maintenance with highly specialized and proficient methods devoid of errors and human sentiments.
ERP systems bridge all sections of a business and allow seamless exchange of necessary information at no additional cost. The ease of access and centralized storage mechanism saves time and money whilst obliterating the need for extra data centers.
Strategic Planning
The birds-eye perspective granted to the manager by virtue of an ERP system provides the edge and foresight needed to make better decisions and calculated guesses. Ultimately this means better judgment as to what will be a profitable investment, marketing targets and a clearer picture of the path to fulfilling business goals.
Financial Supervision
Complete financial monitoring is one aspect of management most businesses struggle with, and unlike other aspects of business management, a loophole in financial administration almost always brings a company to its knees. ERP systems provide administrative staffs with a detailed overview of the financial profile of each business division, allowing for performance assessment and evaluation at any given instance. No longer do managers have to go through the tedious process of micro-managing each business department to curb financial pilfering; an ERP system does all that needs to be done with little or no effort.
Finally, the culmination of all this is a marked improvement in the overall health of a business managed with an ERP system. A switch from a manual mode of operations to an ERP based solution like SapphireOne guarantees a positive transformation of a business’s financial and operational tidings.
Creating a budget is essential for running your business more efficiently. SapphireOne ERP Accounting Software has a simple-to-use and power budgeting tool that is designed to create budgets for small, medium and large sized businesses. It gives you a clearer picture of day-to-day operations. It will help you with maintaining your cashflow efficiently.
Budgeting is Essential in Business
Whether you run a small medium or large sized business, managing your finances efficiently is absolutely critical to operate your business. A good business budgeting system helps you to identify where to spend your money and where savings can be made. That is where budgeting comes in.
Budgeting will assist you with predicting your company’s income and expenses. Business Budgeting will help you identify months when your business is doing well, when your business is slower and when you have more expenses so you can organise your finances.
Budgeting helps identify when you need to save cash or organise some funding to make sure that your business’s cash flow is balanced at all times. If you have accurate financial information, you know where you stand at any given point in time. That is where SapphireOne budgeting tool makes a real difference. It can assist to boost and maintain your business’s profitability.
Manage your business’s budgeting with SapphireOne ERP Accounting Software
With the budgeting tool included in SapphireOne ERP and Accounting Software, you can:
Know where your business budgeting is heading
Ease administrative burdens, leading to reduce operating costs
Get the data you need to set and measure realistic goals
Analyse past performance and predict your business or organisation’s future
Get detailed information about all your budget elements, such as cost or expense, resource and income or revenue plans
SapphireOne ERP Accounting Software’s budgeting tool will help you to save on your business’s spending and organise funding when necessary to keep cash flow moving in the right direction. It also helps you to plan a well-structured budget to keep track of your company’s performance against targets you have set yearly or even monthly and weekly.
While a spreadsheet can be a way to budget and a simple-to-use tool to use for budgeting, a good Accounting Software takes much less time and effort to organise a well-structured budget. SapphireOne budgeting tool can export data to an Excel spreadsheet as well as import data or financial information from a Excel spreadsheet. Our software will do all the calculations. It provides budget reports, graphs, charts and many other features.
What Makes SapphireOne budgeting software stand out from its competitors?
While money management or budgeting software typically comes in a stand-alone version, SapphireOne ERP Accounting Software is a complete package. It has a budgeting section that allows you to plan income and expenses on a weekly, monthly and yearly basis. SapphireOne is the complete business, ERP, CRM, and accounting software package. There are no additional bolt on modules, so you get everything.
SapphireOne is an established ERP software vendor that specialises in providing Financial Management System for any enterprise. It can be integrated into the existing financial information architecture, and can provide maximum security, while giving the opportunity for real-time access to information.
SapphireOne financial software is highly-scalable, and supports unlimited users concurrently. It includes all standard features in both Sapphire single user and SapphireOne client server for managing financial systems.
Budgeting features of SapphireOne enables you to manage and maintain your cash flow based on the accurate information regarding your expenses, income, payroll and financial situation.
Here are some ways SapphireOne’s budgeting system can help your business:
Shows expenses and income month by month
Organises detailed yearly profit and loss statements
Identifies where your money is going
Keeps track of your day-to-day spending
Maintains cash flow efficiently
Makes sure you stay on top of all your cash
Keeps better track of your expenses and income each month so you can better manage cash flow
Keeps track of your company’s performance against targets
Job Project budgets
Revised budgets at GL and Job Project level
Whether you have a small, medium or large sized business, a good budgeting system is designed to help you spend and save both safely and wisely. Discover how SapphireOne ERP, CRM and Business Accounting software suite can help your business by requesting a live demo today.
Making the right choice for your business’s Accounting Software needs should be an important consideration to ensure healthy cash flow management for your business. For any business, it is important to use a good Accounting Software to improve cash flow. SapphireOne is an established ERP Accounting software vendor that specialises in providing world-class Accounting Software for small and medium enterprises. For any business, cash shortages are dangerous and can place a financial burden. With Sapphire or SapphireOne software suite, you will always know what is happening with your businesses finances to avoid unwelcome gaps in your cash flow.
Why a healthy cash flow management is important for your business?
Having cash allows a business to operate whether you run a small business or medium enterprise. Managing your cash resources efficiently is absolutely critical to operate your business.
A good ERP Accounting Software makes sure you have enough cash to meet your requirements, such as paying wages, vendor purchasing and meeting your financial requirements.
Poor cash flow management is one of the major reasons many businesses struggle to move forward in the right direction. Due to a variety of reasons, such as disorganised accounts, too small a margin, a poor management of days outstanding on Clients, or excessive overheads.
Managing cash flow is the key to success for any businesses. If you have accurate financial information, you know where you stand at any given time. SapphireOne makes a real difference to control your business’s cash flow.
What Makes SapphireOne stand out from its competitors?
One of the important account functionality provided by any standard Accounting Software is cash management. That is where SapphireOne comes in. SapphireOne is the complete business, ERP, CRM, and accounting software suite. There are no additional bolt on modules, it is all in one. This software includes a cash management section that allows you to track and improve your business’s cash management, i.e. cash flow.
SapphireOne ERP Accounting Software uses the most advanced information system and can integrate with other desktop and server applications. It give you the option to export and import information to and from other systems, for example, export Excel and import from Excel.
SapphireOne provides complete accounting functionalities. It is highly scalable and offers customisation services. With SapphireOne, you can track and improve your business’s cash flow easily. You can stay top on your business’s cash flow management to understand your business and make better decisions. It is designed to make financial record keeping as easy as possible for any size business.
SapphireOne provides ongoing user and technical support. SapphireOne ERP Accounting Software will not directly solve cash flow problems, but it will give you the tools to manage of the current situation of your cash flow so you can make informed decisions to better manage your cash flow.
What can you do with SapphireOne to manage your business’ cash flow?
Easier management of your cash flow. It enables you to understand how cash flow affects your business. SapphireOne provides you with real-time cash flow data through business reports and dashboards, enabling you to stay informed and make sure your company is moving in the right direction. It provides a range of tools and reports to track your current progress.
Find out below what you can do to improve your business’s cash flow with Sapphire Single User and SapphireOne Client Server:
Bank accounts at your finger tips
Generate your cash flow report instantly
View the latest cash flow statements
Customise your cash flow statement to show the details of cash position over a given period
Keep better track of your outgoings that may include payments for suppliers, utilities, wages and taxes each month and then make payments when required so you can better manage cash flow
Issue sales invoices as soon as goods are shipped or services are provided to your clients, meaning you will be paid on time
Get paid quicker as you can send invoices to your clients real time and collects outstanding payments quickly
Check any figure on your cash flow report to see it in details
Receive your cash flow statement regularly by email, or SapphireOne dashboard
SapphireOne provides cash flow warning signs to help you manage cash flow efficiently to keep your business running smoothly.
Invoicing is made easier with SapphireOne. It has the tools to schedule invoices quickly and simply. You do not have to wait in your office for customers to pay you in person at the month-end. It provides you with updates to take action as outstanding payments become overdue.
SapphireOne software suite will help you to have better cash flow management as you can access and send your invoices from anywhere with an internet connection. Whether you are a small business owner, or run a medium enterprise, SapphireOne will always help you manage your company’s finances more effectively. It will save you time, reduce paperwork and the cost of answering paper bills, and help you get paid on time by sending invoice quickly and simply to your clients to have better cash flow.
Request a demo today, the purchase of accounting software or ERP Software is an important investment, don’t leave it to chance.
The SapphireOne software has continually changed since 1986 when we first started. We continually upgrade and develop the software to suit the needs and requests of our customers. When we add new features into the software it benefits everyone not just the customer who has requested the new feature.
In 2001, one of our customers raised an issue about General Ledger Accounts. He started with 200 General Ledger accounts and after a year later it increased to 600 General Ledger accounts where multiple accounts belong to a common account. After analysing the situation, we implemented IDs in General Ledger.
Consolidated General Ledger
In the SapphireOne General Ledger there is a simple merging option available. You can merge multiple accounts into one single account ID which makes it easier to track these accounts. eg if your employee has an ID and later that employees name changes if they get married, then you can associate all accounts with a single ID. This merging ID function can be handy when one of your vendors takes over another vendor and effectively becomes one vendor. You can merge both of them using the merge ID function and the same process goes with clients merging, job project managing, inventory management. As a result, you will have an organised concise General Ledger.
SapphireOne provides services for unlimited, multiple companies within one data file and multiple tax jurisdictions. So If you use the Multi company feature, you can be benefited from consolidated versions of SapphireOne’s general ledger reports that show financial data for a group of companies.
Bug fixing – Grant Rudrum from Brazier Motti
Bugs and glitches are inevitable in software development and need to be fixed. Whenever a SapphireOne customer identifies a bug in the system, our software development team try to resolve the issue as early as possible. The good thing about SapphireOne is that bugs and glitches do not affect the data – says Grant from Brazier Motti.
Grant said he has nothing negative to say about the SapphireOne Financial and Payroll modules. Brazier Motti moved to SapphireOne in 2006, as the price was very reasonable and the software was very user friendly. Grant said SapphireOne’s Payroll and Financial modules are very easy to use and have the capability to drill down for specific details when needed. This is one of many reasons why Accountants choose SapphireOne.
A bit of advice from Grant at Brazier Motti –
“New customer needs to set up payroll and financial properly right at the start. Setting up the general ledger debtors and creditors are also essential if you want smooth running from the start. But if necessary, you can merge at a later date too.”
Grant is a real SapphireOne fan.
Usability – Endorsement from Harry Magiros from Frutex Australia
Harry Magiros from Frutex Australia has been using SapphireOne since 1999. He found SapphireOne an easy to use software. Harry mostly uses Sapphire web pack which is very useful for him and his team members. It helps them to carry out more productive tasks in a very short timeframe.
Harry says – SapphireOne is a customer based software. It has been developed from its beginning based on the customers’ requirements. SapphireOne is a large software suite and he still doesn’t use everything. There is so much included in SapphireOne it is a very comprehensive software. Harry says they are still growing into SapphireOne. According to Harry one of the great benefits of SapphireOne is that any new custom programming you request will benefit everyone. SapphireOne includes the new functionality into its software, so all the new functions are available to all their customers.
The SapphireOne financial packages is an industry leader in both functionality and features at an extremely affordable pricing. Discover how SapphireOne ERP, CRM and Business Accounting software suite can help your business by requesting a live demo today.
Postmodern ERP refers to the software solution that is built in modules where all administrative and operational business capabilities such as finance, accounting, Human resources, purchasing, inventory management, manufacturing, order management and supply chain management are integrated in a software suite. It is a technology strategy that provides appropriate level of integration facility in order to meet individual organisation’s requirements. Gartner comments that, in present time, we are morphing slowly into postmodern ERP era as it has numerous features and capabilities.
Postmodern ERP is not best of breed or standalone approach or an ERP megasuite, where ERP functionalities are covered by a separate application or solution from different vendors. With postmodern ERP, there is a core ERP system, either as an on-premise or in the cloud, based on the organisation’s needs. The core ERP would for example cover such areas as Human Resources, Purchasing & Procurement, Material Resource Planning(MRP), Financial Accounting, Customer Relationship management (CRM). This core is extended with certain specialist solutions such as Warehouse Management, Inventory Management, Front Counter Operations, Distribution Accounting, Supply Chain Management (SCM) etc. These are implemented specially for retail, quality management or human capital management.
Gartner’s 2015 CIO Survey indicates that in Australia and New Zealand, ERP is positioned as the fifth requirement overall on a company’s investment list. It is a top priority for CIOs who are making investment in ERP to comprehend the effect of new ERP system. If a company has grown considerably within a short time span, then it is way easier and cheaper to upgrade system when the system follows postmodern ERP.
One capability of Postmodern ERP is that it provides a fundamental shift away from a single vendor megasuite toward a more loosely coupled and federated ERP environment. According to a well known authority in the postmodern ERP world, the ERP suite is deconstructed into a more [loose] set of integrated business functions. The pieces make up the whole, rather than the whole (or suite) comprising the pieces. This brings speed, agility, and flexibility. But the ugly truth of this definition is one can increase flexibility and agility, or reduce complexity but one can’t do both. Anybody who thinks cloud ERP is the answer to their monolithic, on-premises vendor pain is completely wrong. Gartner has projected a near 100 per cent failure rate for cloud ERP projects by 2018. Hence, despite the rigid nature of on-premises ERP suites, they solved some key issues, including the need for consistency and integrity of data and processes.
Continuous deployment is one of the most important features of postmodern ERP. In Postmodern ERP system, upgrading new releases are pretty much a straightforward task. Previously implemented customisations, integration and data stay as they are when the solution is updated without any additional task. This increases business value and performance and hugely impact the growth of the business.
For ERP, operating business process capabilities in handheld devices (mobile or iPad) is what is often referred to as postmodern ERP. This feature allows vendors to offer more fragmented and hence more relevant functionalities to its end-users. In other words: some users only require access to timesheets and expenses, while others need to make use of the financial system, project planning or reporting via Mobile or iPad.
SapphireOne is an on-premises ERP software solution but it fits under the definition of Postmodern ERP. The Sapphire web pack solution allows for unlimited users to access certain parts of the live data file from any device with a browser. For example, iPhones, iPads, Android Smartphone’s & Tablets, along with your standard laptop or desktop. Sapphire and SapphireOne keep itself up to date with current standards and provide two major software releases per year. Sapphire and SapphireOne also supply on a weekly basis, version updates to download from our SapphireOne File Station. Finally, SapphireOne has the ability to operate on the existing information architecture and can provide maximum security while giving the opportunity for real-time access to information. Read our blog about 10 Reasons why companies choose SapphireOne as their preferred Financial Management System.
SapphireOne ERP, CRM, Business Accounting solution is an industry leader in both functionality and features at an extremely affordable price. Contact us to try a free live demo and to find out more about how SapphireOne can improve your business enterprise performance.
The decision of which ERP system best suits your business is not an easy one and an onsite visit helps. There are a lot of things to consider when you want to implement a new ERP system. Implementation takes months, sometimes years to fully integrate into your organisation’s information system.
It can be challenging to change your current business systems. The decision is not to be rushed into until you have done your research. SapphireOne provides you with options, so you can see how well it will fit into your organisation. If you want to see a real life example of SapphireOne in action, we can take you for an Onsite visit.
On average, ERP solutions are in operation for ten years and a successful partnership between a business and their ERP vendors can last decades.
Frutex Australia is one of our long term clients and have been using SapphireOne since 1999. Frutex is a major player in the food industry. Their company is a technology leader in the food industry, investing heavily in state of the art plant and equipment. They utilise a steam sterilisation manufacturing process. This process is the largest in the southern hemisphere.Frutex manages multiple companies utilising separate SapphireOne data files.
On 12th July 2017 SapphireOne conducted an on site visit with a potential client to Frutex Australia.The Frutex site is 60,000 square metres including their Corporate Head Office and 6 warehouses. We toured the site on a golf buggy as the site is too large to walk around. We inspected their Manufacturing and production lines. They have multiple grinding and blending facilities for all their spices.
One of the six warehouses is a bulk storage facility which is stacked 7 pallets high. The Frutex Server room facilities use a significant amount of battery power run by solar panels on the top of their corporate head office.
During onsite visit, The potential client found it to be extremely informative and Harry Magiros the IT and Marketing Manager for the Frutex Group of Companies, was an excellent host.
The SapphireOne financial packages is an industry leader in both functionality and features at an extremely affordable pricing. Discover how SapphireOne ERP, CRM and Business Accounting software suite can help your business by requesting a live demo today.
Frutex Australia Stock taking End of financial year 30th June, 2017
Frutex Australia Stocktake – End of Financial Year 30 June 2017
At the end of each financial year, businesses that carry inventory are required to conduct a full stocktake to ensure their systems accurately reflect the physical stock on hand. For many organisations, this process is traditionally time-consuming, labour-intensive, and prone to error—particularly when relying on pen-and-paper methods and manual spreadsheet reconciliation.
Stocktaking, or inventory checking, involves the physical verification of both the quantity and condition of items held across warehouses and storage facilities. In most organisations, this responsibility falls to production planners or warehouse managers, who must coordinate people, processes, and systems under tight timeframes. Manual processes often introduce inaccuracies that can lead to unnecessary costs and reporting issues.
At the time, traditional stocktaking typically involved a long series of steps, including exporting inventory lists, preparing spreadsheets, counting stock manually, consolidating paper records, adjusting spreadsheets, clearing allocations, re-importing data, and then reallocating inventory. While workable, this approach was cumbersome and inefficient.
In contrast, the Sapphire Web Pack offered a significantly streamlined alternative. Connected directly and in real time to the main SapphireOne server, Sapphire Web Pack used the existing inventory master data to allow staff to perform stocktakes directly from the warehouse floor. Using iPads, iPhones, or any browser-enabled device—often paired with Bluetooth barcode scanners—employees were able to record stock counts efficiently while the SapphireOne server updated inventory data simultaneously.
This real-time connection eliminated the need for post-stocktake data consolidation and ensured accurate, up-to-date inventory information throughout the process.
Streamlining Stocktaking with Sapphire Web Pack
Rather than following a lengthy manual process, Sapphire Web Pack enabled organisations to focus on a few key principles for effective stocktaking:
Ensuring all inbound shipments were finalised prior to counting
Closing and invoicing all dispatched sales orders and physically separating dispatched stock
Maintaining clean, clearly organised pick-face areas to simplify counting and improve accuracy
Frutex Australia Stocktake – 30 June 2017
On the final day of the 2017 financial year, Frutex Australia completed a large-scale stocktake using Sapphire Web Pack across its operations. The results demonstrated the effectiveness of a mobile, real-time inventory solution:
60,000 square metres of stocktaking completed in a single day
Stocktake conducted between 7:00am and 5:00pm
19 teams of 2–3 people working on iPads
4,242 individual stock counts recorded
Coverage across six warehouses, two freezers, and one cool room
The Frutex Australia stocktake highlighted how mobile access and real-time data synchronisation could transform what was traditionally a complex and error-prone process into a structured and efficient operation.
At the time, SapphireOne’s ERP, CRM, and Business Accounting software suite continued to be recognised for delivering enterprise-grade functionality at an accessible price point. Businesses seeking to modernise inventory management and end-of-year stocktake processes were increasingly turning to SapphireOne to support scalable, real-time operations.
SPS commerce and SapphireOne have now successfully completed an EDI integration project with Frutex, a major player in the Food Industry, with warehousing, distribution, manufacturing facilities located in Kingsgrove, Sydney. The combined power of SapphireOne Pty Ltd. and SPS Commerce Inc. technology, is driving the solution which is central to their business plan.
Scalable, Integrated EDI Helps Drive Business Growth in Frutex
While looking for a best-fit solution that would scale with growth, Frutex implemented ERP, CRM, Business Accounting Software solution SapphireOne. They had a boom in their business and realized they needed to work with an EDI system to meet the demand for their products. They wanted to make sure that they have the ability to automate as much of the data processes in the organization of their cash flow. So that they did not have to increase staff to facilitate the management of additional data management, or any additional new processes.
SapphireOne provides much more control over stock movements, financial management and customer management. On the other hand, the SPS commerce functionality automates the exchange of orders, invoices, shipping documents, and more with their trading partners- all actioned and recorded within SapphireOne.
In addition, SapphireOne has a Document Management System DMS. This enables you to store and link all documents in electronic format with the associated transactions. Not only can SapphireOne store these documents electronically, the system now provides for the direct reading of a PDF into the system to create a transaction automatically. No need for endless paperwork and filing of documents.
A clunky Point of Sale (POS system) will mean the loss of a sale in a heartbeat to your competitors. It is almost as bad as having a really rude shop assistant on the floor or, even worse, a barista, who gets the coffee and milk composition wrong in a latte. A POS system should manage your inventory, service, data, staff, and customer relationships with a single technology .
SapphireOne not only have POS system but also have the software to ensure POS works with all business management systems. Our software is an all in one solution which combines account management, inventory management, job/project management, assets management, HR, payroll, document management, Business Activity Statement (BAS), Standard Business Reporting (SBR), VoIP SoftPhone and Customer Relationship Management (CRM). Our ERP and Accounting solution that enhances speed and performance andall 8 modules and any add-ons are included.
Users can utilise the Sapphire and Sapphire software for normal accounting and/or ERP purposes. The POS functionality is very important when a small business needs to manage their inventory. One of the popular functionalities is they can create multiple stores and control these stores via SapphireOne POS. You are able to manage one stock for all your sales and keep track of all products. This ensures you know when it’s time to order/or not order specific products.
Though SapphireOne is a desktop-based system but we also have a web version. The Sapphire Web Pack solution allows for unlimited users to access certain parts of the live data file from any device with a browser. POS is one of the functions that is included in the Sapphire Web Pack solution.
SapphireOne and Sapphire software is platform independent and compatible with Windows and Mac operating systems. It is a highly scalable solution, with the ability to support unlimited users concurrently.
Tailoring specific accounting requirements is a tricky but good business practice. It helps grow your business, boost business performance and manage business challenges. Does your strategic direction involve a possible merger or acquisition, disposal of parts of the business or expansion into new markets? If so your ERP accounting solution needs are not so different from others. In order to be on-top-of your business you need an accounting solution that not only meets your current needs but can adapt to meet future needs.
Mapping your business processes with an ERP Accounting solution
Mapping your business processes provides you direction of your business requirements. Most of our potential clients when inquiring about accounting software, financial management software or enterprise resource management software (ERP software), do not have a specific idea in mind.
What kind of business do you have? What are your requirements?
Based on client’s requirements, we have a created a summary list that can help identify your needs. It highlights accounting management, payments, transactions, excel exporting or importing, general ledger functionality, auditing system, updates and support functionalities.
Requirement scope
These are our handy requirement checklists you should consider while investigating the ideal solution for your business.
Accounts payable creation – Internal Fill Versus Excel import of each entry in the book by entry in an Excel module (reports).
Record with a specific status (and a type code).
Accounts payable follow a created workflow according to its status and its type code.
Definition allowed of a user role (Ex: creation, validation, and pre or post approval).
Rights management for each role (accountant, chief accounting officer, and member).
Workflow management by operation types, with Email automation (generation).
Security rules
The one who creates the payable cannot validate.
Allow right to set up new suppliers for a specific user.
Electronic payments
Manage EFT (Electronic fund transfer)
Handles foreign currency
Check Printing
Management of checks numbers and check templates
Secured check printing
Management of intra-companies
Setup of multiple accounts for internal companies (in order to manage in the software a payable for a supplier behalf a branch)
Management of accounting transaction inter-branch
Management of exchange rates
Operation allowed on multi devises (transaction, Reporting…) with reassessment
Allow to import automatically or manually daily exchange rates (Closing & Median by opening and closing rates)
Setup of code analyses for transactions
Setup of code analyses for transaction (Ex: single member, for a particular travel expense, for a particular department) useful among others for consolidation
Excel Interface for data export
Export in order to product some reports, etc
Import via a restrictive secured protocol
Overview
General ledger
View and allow Excel extracts of financial states for quarterly consolidation
The system must be able to generate the lists required by law
Audit system on updates
Full audit of updates, dates, users, etc
Support and Updates
Efficient support and regular updates
Customisation according to business need
Also consider whether your accounting solution needs a proper user management system or ‘access right’. This allows you to manage permission and access of users to areas that are only relevant to their work. Here, users could be your accountant, member of the company, chief accounting officer. ‘Access right’ could be the approval process, who can entry in the books, who can issue a cheque or who can create supplier.
If you are considering SapphireOne for your accounting solution, you can’t go wrong. SapphireOne covers all the requirement scope above and includes the user management system. SapphireOne ERP Accounting solution is an industry leader in both functionality and features at an extremely affordable price. Request a demo today, the purchase of accounting software is an important investment, don’t leave it to chance.
The Point of Sale interface is the main area of activity for entering point of sale transactions for the sales of goods and/or services. This is usually a computer or computers on the sales desk in the business.
SapphireOne Point of Sale procedure
The POS transaction Procedure is easy to follow and may be entered by the following process –
Simply enter transactions by scanning the barcode or manually entering them. The easy to use yet powerful search functionality is located within the inventory ID.
Easily check item pricing and stock quantities at various locations with the click of a button.
Show photos of items in both search and transaction procedures. This helps with visual verification for staff.
Many businesses have matrixes for Style, Colour, Size etc. The user can easily find available items within the Matrix item at the push of a button.
Easily allocate % or $ discounts to selected items.
Allow for all types of payments including mixed payment types (ie. cash, cheque, eft, credit card, voucher etc). These can be allocated to point of sales transactions.
Parking transactions allows for faster processing times. This applies if customers go back out to the retail floor to look for more products.
Create & edit customer records on the fly.
Customise the POS interface with pictures or an array of colour pallets.
Easily access to popular items for faster entry of transactions.
Increase staff productivity by utilising the system’s ability for the entry of transactions using an iPad or android tablet device.
Keep or make notes on inventory items. This can help with product knowledge or order processes.
Manage your LayBy transactions and any Returns that have to be processed.
One of the popular functions of SapphireOne point of sale (POS) feature is user can create multiple stores and control these store via Sapphire Web Pack. Discover how SapphireOne Web Pack and ERP, CRM and Business Accounting software suite can help your business by requesting a live demo today.
Imagine you are looking at a customer’s record and need to call them regarding payment of an invoice. With SapphireOne SoftPhone, simply click on the green telephone icon appearing in the top toolbar or next to their phone numbers, and the call will commence. You’ll know the call is in progress as the phone icon changes from green to red. To end the call, click on the red telephone icon and it will disconnect immediately. It’s that simple.
Our Sapphire and SapphireOne system allows you to continue day to day business activities with minimal interruption while using the SoftPhone technology. This in turn can increase productivity, accuracy and professionalism for your business.
When the VoIP Splicecom Phone system and the SapphireOne database are set up to operate in conjunction with each other, making a call within the SapphireOne SoftPhone system is as simple as clicking on the green telephone icon. This icon can be found on multiple screens. Clicking on the green telephone icon will initiate a call to the number as originally entered into the SapphireOne.
With incoming calls, a pop up appears on your screen while you are working. This displays nominated details of your caller. Simply click on the green telephone button in the center of the SapphireOne main tool bar to take the call.
In addition, you have the ability to write detailed notes relating to the call. These are stored as part of the call log.
These log files can be found in the company inquiry screen and the individual’s contact file in SapphireOne CRM. There is no limit to the number of notes which may be added. Every note is automatically stamped with time, date and staff ID for future reference and traceability.
Press Release SapphireOne Pty Ltd (SapphireOne), an Australian ERP Accounting Software vendor, has been recently enriched with a number of new features. SapphireOne is known among its clients as a live work in progress solution. Unlike other ERP Accounting Software solution, a live work in progress means that SapphireOne can respond immediately to specific customer requests. As a result of this, PDF Capture, Periodic Invoicing and MRP functionalities now have been added to the SapphireOne ERP Accounting software suite.
Greater control over inventory management and invoice processing
PDF Capture eliminates manual vendor invoice processing and enhances data accuracy.
Periodic Invoice efficiently streamlines invoicing by consolidating recurring invoices into a single bill.
The MRP function fulfils customer requirements while maintaining a tighter control over inventory stock levels
1. PDF Capture
The SapphireOne accounting system already has a function that provides for the storing of documents of all types within the data file. So the additional functionality of scanning PDF documents, known as PDF Capture, from within the software itself, is a natural progression to make this procedure easier and faster for users. The SapphireOne system makes use of the fact that a PDF contains both characters and numbers that may be read by the Software. This means that SapphireOne can directly create transactions when electronically received PDF’s are read by the system. Since the system is directly reading numbers and characters, the transactions created are accurately entered and so required little or no modification before any processing.
Periodic invoicing has now been included in the standing transaction function of the SapphireOne system. This new Periodic Invoicing function allows consolidation of invoices to a particular client or vendor, at specified intervals. Even though the invoices that will go to create a periodic invoice, will be entered by different users, the system will automatically consolidate these to a single periodic invoice that the accounts manager will check and process. This will reduce or eliminate any errors, lessen administration tasks. and minimize the time taken for data entry for account managers and users alike.
Material Safety Data Sheets (MSDS) functionality was added at the beginning of 2017 in the SapphireOne ERP system. Now Material Resource Planning (MRP) has been added as well. MRP will allow efficient inventory management systems that will provide opportunity to keep a minimum stock level while satisfying customers’ requirements on a continuous basis. This is calculated by using historical data and lead times that must be entered into the SapphireOne system beforehand. It is basically an Artificial Intelligence (AI) setup which accesses historical data already in the system, for better forecasting of inventory stock level management in future points of time, i.e. weeks, months or even a year in advance.
“SapphireOne manages our inventory, clients and vendors. It’s a well-integrated ERP software that covers sales, purchasing, General Ledger, payroll, super and a number of other tasks.” Don Nichols, Administration Manager at Team Digital, Western Australia.
Every business owner knows, running a business smoothly is difficult job. In some business, you may be frequently involved with purchasing and sales transactions. It is quite cumbersome to generate invoices for daily purchases and sales when they are for the same clients and vendors. This type of invoicing is usually time consuming and resource intensive. While managing purchasing and sales taking up most of your time, you may forget to post certain invoices on time. This can lead to late payment penalties, or prompt payment discounts lost, and so incur financial losses to the business.
There are some customers who prefer to receive a periodic statement that lists the details of all the billing documents created in a certain period. If the system has the capability to manage and consolidate these invoices for you, it means that you would then be more productive in running your daily business activities. The system should enable you to set up customers to be billed on a recurring basis, so that your administration tasks will be reduced. This recurring invoice processing procedure is commonly known as Periodic Invoicing.
SapphireOne Periodic Invoice
SapphireOne has now implemented Periodic Invoicing functionality in Sapphire Single user and SapphireOne Client Server application. Periodic Invoicing allows you to consolidate invoices to a common client or vendor, at specified intervals. Periodic invoicing can be set up to automatically create a single transaction based on the transactions created within the period, as set by the user. With SapphireOne Periodic Invoice you can organise one or many invoices to be consolidated into a single invoice at the end of the period to be sent to the client or vendor.
SapphireOne can effectively generate and send recurring invoices to your customers and suppliers. Using periodic invoice functionality in SapphireOne, you can set your invoice periods to Weekly, fortnightly and monthly. This Periodic invoice feature is particularly useful in the cases where you are contracted to provide ongoing services that are invoiced at set periods. In addition to period based invoicing there is also an option, where you can assign a start date and an end date. This will provide for non-standard periods for creating periodic invoicing when necessary. All steps for creating these invoices take place within the SapphireOne system, with a history log for tracking transactions. This system follows the standard data entry procedures and has the capability to increase accuracy, efficiency and speed of your invoice management.
SapphireOne Periodic Invoice Example
As a first step, you will need to set up your client’s invoice frequency – Weekly, fortnightly or monthly
After setting up the period, from SapphireOne tools menu, you will find ‘Create Periodic Invoices” button. This will provide the option to create your periodic invoice transactions.
The user should check and post all invoices that are not to be included when periodic invoicing is initially set up as the system will automatically try and include these invoices. If you already have some invoices ready to be included into the new system, it will automatically consolidate those invoices into a single transaction.
Selecting the “process” button will begin the posting procedure for the consolidated invoices. It is important to note that after selecting “process” no further modification or deletion will be permitted on the selected invoices. It should also be noted once these transactions have been posted the periodic invoicing system will ignore them.
At any time, you can commence a new periodic invoice from SapphireOne’s Inventory module sales section.
You can review all details of the transaction before printing and sending it to your clients or vendors.
Benefits of Consolidated Invoicing
Consolidated invoicing offers significant benefits to both sellers and buyers. Invoice consolidation or sending a single bill which encompasses all of the orders, that the customer placed over a specific period, gives you confidence in your business. A single invoice that consolidates all of the invoices for the period is easy to follow, and customers appreciate this kind of consolidated approach. Rather than having to search for, total and pay many different invoices, a single bill invoice, simplifies invoice management and payment processes for both senders and receivers. Consolidated invoicing effectively reduces the number of transactions that the accounts manager has to manage. This also means that when your accountant or auditors are going through your transactions it will minimize their work load and time taken.
SapphireOne Periodic Invoice will assist you to organise the invoice processing in a cost effective and timely manner. This will also free up employee resources while improving the quality and performance of your overall business processes. With the help of SapphireOne recurring invoice processing you can regain control of your business’s cash flows, asset, contract and project management.
Discover how SapphireOne ERP, CRM and Business Accounting software suite can easily satisfy your customer requirements, while streamlining your invoice management and payment processes. To know more request a live demo today.
Material Resource Planning (MRP) is a computer based inventory management system. MRP generates time-based manufacturing and purchasing plans for optimal inventory availability which is tied to historical data of customer demands. MRP is a subset of ERP for managing manufacturing requirements using integrated production planning and inventory controls. The main theme of MRP software is –
“Getting the right materials to the right place at the right time “
In any inventory management, regardless of the level of sophisticated technology used, the Saw Tooth pattern is followed. In this pattern there is a certain amount of inventory that you start with, then you consume it, stock levels drop, you re-order the stock, you receive this stock and the process continues.
There are four distinct steps –
Demand / Consumption – You have an amount which you are consuming or you are expecting to consume.
Re-order point – Once your stock drops down to a certain level then you will need to re-order (This level should be set in your inventory).
Demand during Lead time – After re-ordering you continue to consume while the re-order is on its way
Replenishment – New stock arrives before your inventory has run out of stock completely.
MRP software balances supply and demand. It also monitors what you are consuming and informs you when it is time to re-order.
MRP takes into account 3 key points –
What you need – The total amount of material required to be on hand to support the gross demands of the business
What you have – The supply you actually have in your stockrooms, retail shelves, warehouse, other locations, and what is already on order but has not yet been received.
What you require to re-order and when – The net planned quantities and dates required to support the demands of your business, based on the Supply you already have, and have on order.
A simple example of SapphireOne MRP Software Functionality
SapphireOne MRP function forecasts can be calculated or entered manually. These forecasts can be dependent and controlled by sales orders, purchase orders. In SapphireOne there is also provision for it to be independent as the user may adjust estimations manually if required. Let’s consider, SapphireOne MRP Forecasting for May, Jun, July 2022
May 2022
Based on the previous 2 years’ sale (Usage History Graph), SapphireOne MRP has calculated the requirement 1251 stock for the month May 2022. SapphireOne also has the capability to calculate this requirement based on up to 4 years’ historical sales.
Since there are already 1699 inventory items on hand (from the month April) plus an additional 500 inventory items required for orders in May 2022. That’s why at the end of May the system has indicated that approximately 948 inventory items will remain on hand.
June 2022
Forecasting for June 2022 inventory stock levels are 745. As there are 948 stock on hand from the previous month, therefore, the system has estimated stock on hand in June is 203 items.
July 2022
Projected stock requirements for July 2022 is 1050. In this case, previous month’s stock on hand, 203, is unable to fulfil the requirements. Since the system knows there is 21 days’ lead time, the artificial intelligence (AI) that is part of the SapphireOne MRP system, will indicate 21 days before that month that an additional 847 stock items be ordered.
The system is set up in a way that inventory should never run out of stock and there will always be the minimum inventory items as entered, on hand. Thus, to fulfill July requirements which is 1050 stock, the calculation is as follows-
Stock on hand After filled: 203 [ From month Jun 2022] Stocks Required for July 2022: 1050 Net required: 1050 – 203 = 847 But minimum stock on hand set for every month is 6. Hence, the Planned Order Release / Planned order arrival is: 847+6 = 853
SapphireOne MRP system is a powerful resource planning tool that ensures you satisfy your clients requirements while maintaining an inventory level that will enable you to fulfil any normal orders based on historical records.
SapphireOne MRP system’s material planning, purchasing and inventory reports, allow you to establish just-in-time relationship with your clients and vendors. This enables you to take advantage of any quantity price breaks but paying for materials only as you need, to fulfil future orders.
Discover how SapphireOne ERP, CRM and Business Accounting software suite can satisfy your customer requirements while maintaining optimal inventory levels. To know more request a live demo today.
Business owner are no longer content with accounting software that just balances the books. Whether it is small business or SME, business people are looking for accounting system that grows with their ever ending needs. An Accounting system that grows with the business helps to improve the efficiency and productivity of the business. Read 4 articles below to get some understanding, why you need a robust Accounting software system.
1. Experience of selecting an Accounting Software package
In Australia, many companies are now both importing and exporting goods and services. A number of basic financial packages already in the market do not have provision for handling foreign exchange and if they do they have limited functionality. For example, they must have a separate general ledger account, for each and every foreign exchange type in the system. A better system is to have a single General Ledger account that manages the profit and loss from all Foreign Exchange (FX) types in the one local General Ledger account.
Wish list for running business smoothly
In order to run business smoothly there are some wish list for selecting an accounting software system. These are –
System calculates all payroll requirements (annual leave, long service leave etc.)
System also covers job and projects, all invoicing sales and purchasing, inventory, stock management, extensive pricing at multiple levels
Specific functions that are available for importation of goods as well as managing various types of repetitive transactions
Double entry bookkeeping with complete tracking of all financial records.
Electronic BAS, GST reporting and tracking
The system also supports Point of sale
Comprehensive reporting facilities
Simple interface and user-friendly
Access on multiple devices i.e. mobile access
System has the ability to support Multiple companies, Multiple bank accounts, currencies and foreign exchange(FX)
Quest for an accounting software
Vague pricing from cloud solution and their expanding prices & access limitation / problem, kept many buyers away from cloud solutions. Inquest of searching a desktop edition robust accounting software, my cousin decided to ask quote from accounting / ERP software companies.
2. A Few Considerations for Companies Looking Towards Choosing an Accounting Software
Accounting software products vаrу in cost, dереnding оn thе fеаturеѕ уоu сhооѕе. Most рrоvidеrѕ also uѕе ѕubѕсriрtiоn mоdеlѕ fоr diffеrеnt tуреѕ of расkаgеѕ, аnd ѕоmе оffеr frее vеrѕiоnѕ with basic funсtiоnаlitiеѕ оr limitѕ оn thе numbеr оf uѕеrѕ аnd сliеntѕ.
Hеrе аrе ѕоmе generalized fасtоrѕ tо соnѕidеr, upon varying scenarios:
Yоu’rе juѕt ѕtаrting оut – Using an ассоunting ѕоftwаrе right frоm the ѕtаrt ѕеtѕ уоur buѕinеѕѕ uр fоr ѕuссеѕѕ in the long run. It’ѕ fаr mоrе bеnеfiсiаl tо bеgin uѕing a reliable ассоunting ѕоftwаrе frоm thе firѕt dау thаn tо imрlеmеnt one аftеr mоnthѕ, оr even уеаrѕ, оf uѕing spreadsheets or hаndwrittеn lеdgеrѕ.
This is because all corresponding business records, from scratch, could be sequentially accumulated, and down the line, an ease of use would have become incorporated within the business.
Yоur buѕinеѕѕ iѕ growing – If уоu plan tо еxраnd уоur buѕinеѕѕ, оr if уоur buѕinеѕѕ is quiсklу grоwing, a mаnuаl accounting ѕуѕtеm bесоmеѕ inefficient аnd complicated. If you uѕе ассоunting ѕоftwаrе, it саn ѕаvе уоur grоwing buѕinеѕѕ tоnѕ оf timе аnd mоnеу bу аutоmаting рrосеѕѕеѕ, while also bеing highlу ѕсаlаblе tо уоur buѕinеѕѕ’ ѕizе.
Yоu wаnt immеdiаtе, оn-dеmаnd ассеѕѕ to company information – Do you think an ассоunting ѕоftwаrе iѕ just аbоut attending to the numbеrѕ? On thе соntrаrу, these ѕоftwаrеs givе уоu аn еаѕilу ассеѕѕiblе dаtаbаѕе of bоth finаnсiаl аnd сuѕtоmеr infоrmаtiоn. Yоu саn еvеn include аll tуреѕ оf details аbоut сliеntѕ аnd vеndоrѕ, ѕuсh аѕ contact infоrmаtiоn, рurсhаѕе hiѕtоriеѕ аnd сrеdit tеrmѕ.
Yоu want tо ѕtrеаmlinе your ореrаtiоnѕ – Bу реrfоrming tasks rаnging from рауrоll tо dау-tо-dау trаnѕасtiоnѕ, a good ассоunting ѕоftwаrе should be able to intеgrаtе аll раrtѕ of уоur ореrаtiоnѕ аnd аutоmаtiсаllу inрut dаtа frоm оthеr ѕуѕtеmѕ, ѕuсh аѕ your еntеrрriѕе rеѕоurсе рlаnning (ERP) ѕуѕtеm, point-of-sale (POS) ѕуѕtеm, сuѕtоmеr rеlаtiоnѕhiр management (CRM) ѕуѕtеm аnd оthеr third-раrtу solutions/software capabilities on an enterprise scale. A diligent aссоunting ѕоftwаrе сould аlѕо link your bаnk ассоuntѕ and сrеdit саrdѕ tо аutоmаtiсаllу trасk еxреnѕеѕ and uрdаtе уоur books.
Yоur сurrеnt system is tоо соmрliсаtеd – Not аll ассоunting ѕуѕtеmѕ аrе mаdе thе ѕаmе. For ѕmаll buѕinеѕѕеѕ, some оf thе mаinѕtrеаm ассоunting ѕуѕtеmѕ аrе tоо complex and расkеd with unnесеѕѕаrу fеаturеѕ. If thе software уоu сurrеntlу hаvе iѕ too соmрlеx, a ѕоlutiоn made ѕресifiсаllу fоr ѕmаll buѕinеѕѕеѕ iѕ a muсh bеttеr орtiоn.
A user of SаррhirеOnе, one of the models over viewed in the research, described it as an еаѕу to uѕе Buѕinеѕѕ Aссоunting Sоftwаrе providing comprehensive features which really simplifies organizing of уоur finаnсеѕ. This sort of preferred accounting ѕуѕtеm саn fulfill all оf уоur finаnсiаl rеquirеmеntѕ inсluding gеnеrаl lеdgеr, managing inventory, job projects, asset management, payroll, invоiсеѕ, document management аnd reports within a localized dаtа filе.
3. Empower your Business Systems with SapphireOne ERP Accounting Software
There is a vast array of services available with accounting software. The basic one allows you to record your income and expenditure. More complicated ones can be used for filling returns, control stock level, make, send invoices. As business grows, different problems insist different solutions for financial management. Inevitably, the need for a comprehensive solution that combines robust finance, accounting and resource management capabilities become manifest.
The value of scalability is becoming increasingly apparent in accountancy. Lack of scalability will eventually lead to some type of accounting problem. Some of them are very common, which includes —
Struggle with multiple software for day to day business operations.
Difficulty to customise reports as per requirements.
Unable to access required information because system is not accessible outside office.
Cost of existing accounting software or ERP software grows, as the company grows.
These problems can be extricated through the use of ERP accounting software. An ideal ERP system begins and ends with strong accounting functionality. From the initial launch point of setting up a general ledger account numbers thorough analyzing financial statements, an ideal
ERP system inherits solid accounting software functionality that is unique, easy to use and a complete software suite. In order to take your business to new level, an accounting software requires ERP software capabilities, in short, an ERP accounting software. It is evident from statistical data that for managing a scalable business, an ERP system with robust accounting software functionality is significant for project’s overall success. SapphireOne is designed to for various ERP industries like food and beverage, apparel and textile, consumer products etc to adapt the ever growing business needs and currently a major player in market with its uniqueness, improves business insights and results.
4. ERP software is the back office bliss for any company
Running a business involves a bucket-load of operations. There are sales to track, accounts to manage, projects to plan, employees to recruit and what not! You have your able staff and back-office to handle all such affairs and you might also have individual software for specific functions, say a software for customer management, one for accounting, one for project management. That’s good for automating tasks but don’t you think individual software for each office task is really overwhelming to manage? Yes, it is. Won’t it be great if you could manage all the tasks from a single umbrella? Again, yes, it is. And this is why you have ERP software programs today.
Accounting and Finance
Businesses are into deploying individual accounting software solutions and there are many leading names in the market as well, like Xero, Quickbooks etc. They are good no doubt but then can be of limited help as your business starts to grow and this is when you would need integrated ERP software with robust accounting functionality. It’s because standalone accounting software programs are unable to handle the complexities of a large organization where multiple users need to access the accounting software module. The ERP systems are developed with Enterprise-level standard in mind and hence scores higher over individual accounting software programs when it comes to growing and large enterprises. It’s to mention here that the accounting part is one of the primary aspects of any ERP software and any effective ERP implementation starts & ends with robust accounting software program functionality. SapphireOne is one such ERP program with rich accounting module.
SapphireOne uses the most advanced information management system and provides two major software releases per year. A recent notable release from SapphireOne is ‘PDF capture’, which has the capability to eliminate time consuming manual vendor invoice processing that can streamline any company’s accounting tasks. SapphireOne maintains a unique relationship with their clients by working as a team. The SapphireOne ERP Accounting Software is rich in both functionality and features at an extremely affordable pricing. It has multi company and multi-currency management capabilities, designed to improve the quality, efficiency and effectiveness of any company. SapphireOne has extensive ERP Accounting Software features and capabilities as standard functionality, which makes it fit for any size enterprise.
Top Ten ERP Accounting Software Features and Capabilities
The 10 features and capabilities that empowers SapphireOne to manage financial information of any size enterprise –
1. Support Multiple Companies and Currencies
SapphireOne has the ability to run multiple companies in the one data file and the chart of accounts is set up at the department level. This means that financial data is organized initially at the company level and then at the department level. Multiple departments may be set up in each company with no limit on the number of departments and so no limit on the number of sets of chart of accounts by company. SapphireOne’s foreign exchange (FX) handles transactions in any currency, allowing your organization to purchase from and sell to regional and worldwide markets.
2. Personalisation Features / Customisation
SapphireOne system complies with best business practices and may be reengineered for personalisation of the customer’s requirements. For example, our client Harry Magiros, IT & Marketing manager, from Frutex Australia requests changes or additions to the software from time to time. We meet all our clients’ requirements and clients find that working with the SapphireOne team adds real value to their business.
3. Drill Down and Audit Trail Capabilities
One of the strong features for the Sapphire database and programming language is the ability to drill down right to the individual lines in transactions. For this reason, the SapphireOne system provides the most comprehensive audit trial reporting functionality provided by any other ERP Accounting software in the market.
In SapphireOne Job Projects module, The Gantt chart provides users with a visual representation of the project schedule and how the project is performing against budget. Each Header Task consolidates the durations and status of all tasks assigned to it. Milestones are displayed in red for easy identification. The user can rearrange columns to suit their purpose and drill into each task from the Gantt chart if modification is required.
4. Chart-of-Accounts Flexibility
SapphireOne has the ability to create a chart of accounts suitable for any business. With certain restrictions this chart of accounts may be altered as required. Within the chart of accounts, we have 10 hierarchy levels and within each of the departments we have additional 3 hierarchy levels. All account ID’s are alphanumeric. In addition, we can also report any task, project and project class. In order to get a clear understanding please follow this link to our blog on SapphireOne – Business Accounting Software Structure
5. Modular Integration
SapphireOne is a living work in progress and it is constantly being developed in accordance with International Accounting Standards and meets all of these requirements. The SapphireOne solution includes 8 sophisticated modules and these are Accounts, Inventory, Job Projects, Assets, HR/Payroll, Management, Utilities and Workbook. Each of the modules in SapphireOne are scalable, and has a level of authorisation to read and/or modify any record in the data file. All modules of SapphireOne are included in the purchase price and are fully integrated with each other.
6. Workflow Capabilities
SapphireOne provides standard workflow functionality. It has provision for the setting up of workflow levels, allowing for control of the processing of transactions within the system. Workflow within SapphireOne is based on an Organisational chart which must be created first. Then workflow rules may be created to provide the necessary authorisation levels for controlling the processing of all transactions through the SapphireOne system.
7. Reporting and Analysis tools
SapphireOne has all of the normal reporting requirements for a business. In addition, any further specific personalised reports that may be required, can be set up in various areas of the program. A number of dashboards are also available within the system that offer a GUI style report for some of the most common reports that have been requested. As SapphireOne is living work in progress, these dashboards can be extended as requested at a later date and can be easily added by the user. SapphireOne also has a show reports functionality enabling the user to select the report that they want, from a simple drop down list.
8. Fine tuning with Sapphire Tools
SapphireOne has an inbuilt set of tools for auditing, data checking, compacting, re-indexing and more. We call these sapphire tools and are very easy for users to access. These tools are useful for custom management of accounting systems and for fine tuning. These are well documented and can be found in the Sapphire Tools Reference Manual.
9. System Security and backups
User names and Passwords are required to log into the SapphireOne system. Users may be allowed to access all of the data file or down to a single solitary item in one menu. If Point of sale (POS) is to be used, the user can be set up so that they can only access the POS screen. SapphireOne Server communicates in secured mode through the SSL protocol; SSL Cryptography restricts unauthorised personnel. SapphireOne has standard built in multiple levels of security (MLS) features. The SapphireOne system has the ability to repair the data automatically. The SapphireOne system keeps a real time running log file which is used for creating backups. This may be turned off by the user if required, but is not recommended. The system each night takes the log file and converts it into a backup to be stored in a place or places selected by the user. If the system fails during the day our SapphireOne team can take the log file, with the last back up done by the system, and restore it when the failure occurred. Manual Backups may be done by the user at any time, and is recommended when mass changes are to be made to the system.
10. Web capabilities
SapphireOne provides a Sapphire web pack solution. This is a HTML webserver in-built into SapphireOne server which allows the ability to do data entry, client lookup, vendor look up and other functions from any device that support a browser such as iPads, iPhones etc. Sapphire Web Pack also provides the ability to set up and run unlimited Point of Sale (POS) web based stores.
Discover how SapphireOne ERP, CRM and Business Accounting software suite can help your Wine business by requesting a live demo.
When starting a business at first an owner often only needs few employees to serve the customer’s needs. It is possible to serve information requests from customers manually. As time goes by the company grows rapidly, the number of branches / sales increase. The old system is no longer sufficient. Customers are not satisfied as a result of the slow delivery or out of date information and others. The owner of the business might not realize that his/her rival companies may be using a new system, an ERP accounting to do a better and faster service than his/her.
So as an owner of business do you already have the best system that suites your company’s needs?
A good ERP accounting system integrates all aspects of company’s business information system and keeps the business system well organised. At the center of the integrated ERP accounting system there is a database that can be shared by all employees. This makes it possible for all units of business organisation to have access to current data to support operation and planning. ERP accounting system supports complex business activities with a variety of operational activity as well as relying on the information in making decisions. With this kind of integrated software system, a business owner can achieve –
Setting ordering process,
Storage of historical transactions,
Speed up services and
Better business analysis.
There are things one business owner need to know with the right ERP accounting software qualification for his/her company including –
Flexibility,
Fully data integration facility,
Type of modification and
Demonstration of integration process.
Team Digital’s experiences with SapphireOne ERP Accounting Software
As a retailer/wholesaler, Team Digital, a Photographic reseller distributor in Perth, Western Australia, wanted an easy to use software system that would integrate all of their accounting and sales functions. They also needed separate packages to run creditors, debtors and the general ledger.
Team digital purchased Sapphire in 2009, a single-user version of SapphireOne and later in 2010 they started using SapphireOne client server version. Today SapphireOne manages Team Digital’s inventory, clients and vendors. As said by Don Nicholls, Administration manager of Team Digital –
“SapphireOne is a really well integrated ERP Accounting system that covers sales, purchasing, General Ledger, Payroll, super and a number of other tasks. “
Team digital’s efforts in implementing SapphireOne ERP Accounting Software didn’t go in vain. Read the testimonial of Don Nicholls, Team Digital, how SapphireOne is helping to run their business activities in a daily basis.
SapphireOne ERP software benefits businesses such as importer, exporter, wholesaler who are looking for an ERP system with Electronic data interchange (EDI) capabilities. Some of the functions of SapphireOne ERP software includes finance, inventory management, sales order through to warehouse picking and packing, Point of Sale (POS) functionality, asset management, payroll services.
The benefits of SapphireOne ERP solutions are –
It is scalable and flexible to meet today’s needs and provide framework for future growth.
There are two major software releases per year and SapphireOne continually provides version updates for download from the SapphireOne SFTP on a regular basis. As a result, our ERP software is always up to date with the latest trends.
Our relationship with our clients is unique, we work as a team. SapphireOne offer two Support Plans – Diamond and Platinum.
SapphireOne ERP system is an industry leader in both functionality and features at an extremely affordable pricing.
The Navigation Process of SapphireOne ERP CRM and Enterprise Business Accounting Software application is very easy to use.
A comprehensive manual and Community site which helps to operate SapphireOne software suite easily.
The deployment process of SapphireOne is carried out via 3 simple steps, these are: i) Analysis / Scope / project Initiation Document (PID). ii) Customised Client implementation plan and work breakdown structure. iii) Implementation of the SapphireOne solution.
SapphireOne ERP software has the capacity to receive and transmit EDI messages and integrates with a warehousing module.
The ability to run multiple companies across multiple foreign exchange (FX) types within the one data file.
Sapphire Web Pack allows for unlimited users to access certain parts of the live data file from a mobile device or any device that has a browser. This enables better control of company’s ERP system.
Custom programming options if there are needs for tailoring the ERP system.
Reporting capabilities. SapphireOne prides itself on delivering excellent reporting functionality in their ERP, CRM and accounting software package.
SapphireOne’s PDF capture function can help you streamline daily accounting tasks. Currently, not many vendor invoices are processed through Electronic Data Interchange (EDI) which means that majority of vendor invoices are still received as PDF documents or paper. This makes the processing of capturing the data from a vendor invoice slow and inefficient. Mistakes in classification and data entry lead to late payments, missed discounts, deteriorating relationships with suppliers and cost overrides.
Use the benefit of PDF Capture from WorkBook module or general data entry tool of SapphireOne software suite
Invoice processing made easy via PDF capture
The total task of invoice processing includes sorting documents, manual data entry and archiving which can be a burden on the business. With SapphireOne PDF capture these negative effects can be easily avoided. SapphireOne uses the Optical Character Recognition (OCR) technology in PDF capture function that takes a paper document, usually an invoice, scans and “reads” it and turns it into metadata that can be used to populate fields in a database.
Invoice processing made easy via PDF capture
SapphireOne’s PDF capture solution will streamline your daily accounting tasks, eliminate time consuming presorting of vendor invoices and supporting documents, improve data accuracy and free personnel from doing manual keying. This ensure data integrity with automatic rules and validations.
Automated vendor invoice capture is a complicated task because the position of data (e.g. company name, vendor invoice, total price etc) fields that are to be extracted, varies greatly from one form to another. Data may be positioned anywhere on the page; in addition, it can include columns arranged in different order. The logic driving SapphireOne’s PDF capture function imitates human reason, for example to look up the number on a vendor invoice a person would look for the keywords which determine the meaning of the value such as invoice, invoice number, invoice ID etc. Usually the value will be somewhere next to or below these keywords. In most cases SapphireOne PDF capture is able to identify keywords and find the data and populate in the SapphireOne database automatically. SapphireOne PDF capture allows capturing data from the majority of vendor invoices correctly.
PDF capture allows capturing data from the majority of vendor invoices correctly.
If PDF capture comes across different types of PDF files or keywords that it is not familiar with, the operator then can simply draw a box around that keyword and the program will file into the SapphireOne database.
Successful transaction of PDF capture
This new PDF capture functionality of SapphireOne is a Document capture software that will help your organisation to reduce the cost of vendor invoice processing and improve relationships with your key vendors. To receive more information about SapphireOne’s PDF capture vendor invoice processing, request a demo.
Cash Purchases in SapphireOne provided a simple and efficient method for recording purchases paid immediately, without the need to first establish a supplier as a vendor within the system. This process supported businesses purchasing goods or services using cash, cheque, or EFT, where payment occurred at the time of purchase and resulted in an immediate outflow of funds.
Within SapphireOne, the Cash Purchase function was accessed from the Purchases menu in the Inventory mode. It allowed users to record stock purchases from suppliers who were not set up as vendors, while still ensuring that inventory levels and financial records were updated accurately.
Cash Purchase Processing in SapphireOne
The Cash Purchase screen enabled users to enter transactions by selecting the appropriate Inventory ID in the transaction line area. Additional details such as invoice numbers, payee information, and purchase descriptions could be added to fully document the transaction.
Once entered, Cash Purchases were visible through the Transaction Inquiry screen within the Purchases section, allowing users to review or modify unposted transactions as required. After verification, the transaction could be posted through the Post Transactions screen, updating inventory records and the General Ledger accordingly.
This functionality ensured that cash-based purchases were recorded accurately and efficiently, while maintaining SapphireOne’s integrated approach to inventory and accounting management.
The Cash Purchase was the fourth data entry option located in the Purchases menu of the Inventory mode within the SapphireOne ERP, CRM and Accounting Software solution.
