Tag: ERP system

How Change Management Supports Successful Software Transitions

Transitioning to a new accounting or ERP system is not just a technical exercise—it’s a people process. While change is often positive, it can naturally create anxiety and resistance, even when the long-term benefits are clear. Most organisations experience this resistance during software transitions, particularly when core systems are involved.

This is where change management plays a critical role. Change management brings together proven practices that help organisations navigate large-scale change at both an organisational and individual level. When applied properly, it reduces disruption, builds confidence, and increases adoption—especially during the implementation of a new ERP accounting system.

A successful transition starts with preparing your people and guiding them through the process from start to finish. Below are practical change management principles we recommend incorporating into your software implementation plan to ensure a smooth transition and maximise the value of your new ERP system.

Commitment and effective communication from the top

Executive leadership must be visible and vocal supporters of the new ERP system. Leaders need a clear understanding of why the change is necessary and how the existing system is no longer supporting the organisation—whether that’s inefficiencies, limitations, data silos, or impacts on staff and clients.

Once leadership genuinely understands the need for change, communication becomes critical. Employees take cues from management, and management follows executive direction. When leadership consistently communicates the benefits and rationale behind the new system, confidence and alignment flow naturally throughout the organisation.

Clear messaging should extend to all staff, outlining what is changing, why it matters, and how individuals will be involved. Where the new system removes frustrations, saves time, or improves workflows, those benefits should be actively communicated and reinforced.

Establish a dedicated internal team

A successful software transition requires representation across the business. Forming a dedicated internal project team with members from all affected departments ensures the system supports the organisation as a whole, not just one function.

This group acts as a conduit between users and implementation partners, helping ensure requirements are understood, tested, and addressed. It also creates internal advocates who can support adoption across departments.

At SapphireOne, we work closely with our clients to identify key user groups—such as finance, operations, sales, or project teams—and define what success looks like for each. Training and demonstrations are tailored to show how the system supports specific roles and performance measures, ensuring relevance and engagement.

We strongly recommend appointing an internal project manager. This role is central to coordinating implementation activities and maintaining momentum. Clear, confident, and enthusiastic communication from this individual has a significant impact on staff engagement, particularly during training and go-live phases.

Don’t cut corners on training

Insufficient training is one of the most common causes of ERP implementation failure. New systems are not always intuitive, and users need time and guidance to build confidence. Investing properly in training ensures at least one person in each department fully understands the system and can act as an internal champion.

SapphireOne training is delivered via TeamViewer in one-on-one or group sessions, using a dedicated test environment populated with real client data. This allows users to practise real transactions—such as data entry and bank reconciliations—before going live, significantly reducing risk and uncertainty.

Training progresses at the pace required by each client, and ongoing support is included as part of annual maintenance. This approach ensures users remain supported well beyond implementation.

Be realistic about your implementation timeline

While it’s tempting to move quickly and start using new features immediately, rushing implementation often leads to problems later. A well-paced rollout allows teams to adapt gradually and ensures the system is configured correctly from the outset.

A transition phase should begin several months before final migration. During this time, organisations can test transactions in both old and new systems, compare results, and validate accuracy. This also provides time to clean up existing data, remove redundancies, and resolve errors before they carry over.

Data backups should be completed early and regularly, creating checkpoints that allow you to reset if required. At SapphireOne, we recommend selecting a definitive cutover date and generating a final, clean set of financial reports to act as the baseline for the new system.

These preparation steps require time, but they significantly reduce stress, improve confidence, and support long-term success.

Consider a third-party consultant

An experienced external consultant can add significant value during an ERP transition. They bring objective insight, proven methodologies, and hands-on experience navigating complex implementations.

If you are implementing SapphireOne and considering external assistance, we are happy to provide recommendations for trusted consultants who understand our system and implementation approach.

Embrace change

Change can be uncomfortable, but it is also essential for growth. Most organisations change accounting systems every 7–10 years. If your business has outgrown its current software or is constrained by limited functionality, exploring modern ERP solutions is a logical next step.

SapphireOne is designed specifically for growing organisations that require more than entry-level accounting software. Our all-in-one ERP, CRM, DMS, and Business Accounting solution provides advanced functionality without the complexity or hidden costs often associated with traditional ERP systems.

Our focus is on simplifying complex processes, automating manual tasks, and supporting businesses as they scale.

If your current system is holding your business back, we’d be happy to discuss how SapphireOne can support your next stage of growth. get in touch or book a live demo to explore how we can help.
October 21, 2020
Tracking Changes in SapphireOne for Better Audit and Control
The need to be able to track specific changes that are made within your ERP solution is crucial to successfully identify and resolve critical issues that may arise within your business as soon as possible. Without this capability available in your business, you could find it extremely difficult to keep tabs on changes made within your ERP system.

Resolving any critical issues straight away

From an operational standpoint, gaining accurate financials means you need to track these basic variations, which is where revision change orders or tracking or versioning come into play. In Project Management Body of Knowledge (PMBOK) version control has a significant role for managing a project effectively. Version control is a method of tracking changes to documents and files so that you always know which version is the current iteration. It also enables you to maintain old versions in case you want to see what’s changed or need to restore a previous version. Projects typically result in the creation of a lot of documents, from project reports to deliverables. By using project management software with version control, or version management, you can effectively and efficiently track and control changes to these documents directly within your software. Just like version controlling, within your ERP system if there is some sort of change or activity tracking feature enabled, then you will be able to resolve any critical issues straight away.

Today’s IT executives have more choices than ever when choosing an Enterprise Resource Planning (ERP) solution. From on-premises systems to cloud-based software-as-a-service to industry-based solutions, there is a dazzling array. And decision makers can feel overwhelmed when trying to determine which features and functions are the most important. You may find some useful information from our blog regarding this topic – ‘On Premise ERP vs Cloud ERP | Which solution is more resilient and sustainable for your business’

When implementing an ERP system, many organisations focus their time and effort on gaining approval from leadership executives, when they should be engaging key employees who will be using the system the most. We frequently conduct surveys with our clients on our SapphireOne features and functions that they like most. One client has mentioned that tracking any changes made to a vendor, such as changes of address, payment terms, banking details with system date and time stamp, helped them immensely and saved them valuable time.

The importance of tracking any changes made

To illustrate the importance of tracking changes in the SapphireOne system, let’s look at some all-too-common scenarios that tend to happen when a tracking feature is absent.
- Scenario 1 : You get updated credit card information from a client and make changes to banking details, only to find out you updated the wrong client banking details.
- Scenario 2 : John is one of your regular clients and you send him deliveries frequently. But today you have sent a delivery to the wrong address and you don’t know who changed the address.
- Scenario 3 : You use Cash On Delivery (COD) as payment terms for making payments and suddenly it has changed to prepaid. You have no record when it was changed.
The risk of changing the wrong client or vendor details is extremely high when you have thousands of clients and vendors, or you are multi-tasking or continuously working for long periods of time. If the ERP system is used by multiple users, then it is essential that you track every change made by each user. But if the system does not allow it, then you will be wasting time, creating extra work, and increasing the risk of errors being included in the final product. A more serious change error could be a schema change to your ERP system that means that your whole business loses critical access. After these issues are raised, it is crucial to be able to resolve them straight away to mitigate the impact that it could have on your business.

Tracking any changes made to a vendors address, payment terms and banking details

SapphireOne has the ability to track specific changes that you make in SapphireOne. With SapphireOne it is so much easier to be able to find and fix errors or to even spot any fraudulent activity. When tracking capability is in place, it gives you the opportunity to review before and after values which enables you to correct any issues once you have located them.

When you make any changes to vendors or clients addresses, payment terms or banking details, SapphireOne keeps a log entry for every activity.

To view the record of changes made in address, payment terms or banking details go to :
- For Client – Account > Receivables > Clients [modify ] > Details [ Terms]
- For Vendor – Account > Payable > Vendor [modify] > Details [ Terms]
If you have wrongly changed the banking details then you can review before and after values by going to Utilities > History > History of Bank Changes

Improving your track specific changes that you make within your ERP solution, is just one of many reasons to consider a new ERP system. If you’d like to discuss ERP functionality of SapphireOne and want to explore its features, then send a demo request to set up a time.
April 20, 2020
4 Steps to Implement SapphireOne ERP Successfully
Since its inception in 1986, SapphireOne has been implemented globally across a wide range of industries. The objective of every implementation is to bring organisations live smoothly, efficiently, and with minimal disruption.

The SapphireOne ERP implementation strategy is built around four key components designed to provide structure, control, and long-term success.

The Four Core Components of SapphireOne Implementation
1. Project Initiation Document (PID)
2. SapphireOne application customisation
3. Verified client data file
4. Training key client staff
Each component plays a critical role in ensuring the system is implemented correctly and aligned with the client’s operational requirements.

Project Initiation Document (PID)

The Project Initiation Document defines the project and forms the foundation for its management and measurement of success. It outlines objectives, desired outcomes, scope, exclusions, costs, controls, timelines, and clearly defined roles and responsibilities.

The PID includes the following key activities:
- TeamViewer scoping sessions
- Demonstration of current business processes using SapphireOne and identification of gaps
- Customisation design development based on gap analysis
- Data integrity assessment to identify and correct data anomalies or out-of-balance accounts
- Business case documentation outlining objectives and expected outcomes
- Full documentation of project scope
- Identification of the project team and management structure
- Definition and refinement of role descriptions and responsibilities
- Development of the project plan detailing timelines and milestones
- Establishment of project controls, including monitoring, reporting, and stage boundaries
This document ensures all stakeholders share a common understanding before the project progresses.

SapphireOne Application Customisation

This stage delivers a tailored version of the SapphireOne application that incorporates all agreed customisations.

SapphireOne developers build approved custom functionality based on the final customisation designs. Once completed, these enhancements become part of the generic SapphireOne source code, ensuring stability, maintainability, and long-term support.

Verified Client Data File

The verified client data file is an electronic file generated by the SapphireOne application and linked to the client’s unique identifier. It resides on the client’s dedicated SapphireOne server and contains all migrated and configured data.

This file is tested by both the SapphireOne implementation team and the senior client users to identify and resolve any data anomalies.

The process includes three core stages:
1. Data migration
  Import of base data, opening balances, client and vendor records, inventory, job projects, payroll/HR data, assets, CRM data, and reconciliation of balances. This occurs during a controlled lock-down period.
2. Configuration
  Setup of clients, vendors, general ledger accounts, contact details, payroll and HR structures, assets, inventory, job projects, and any additional client-specific requirements. At the end of this stage, the system is prepared for go-live.
3. Verification and adjustment
  Post go-live verification and real-time data adjustments to ensure accuracy and completeness.
Training Key Client Staff

Key users, as nominated by the senior client user, complete training to ensure they are confident using SapphireOne to perform their assigned roles.

Training activities include:
- One-on-one TeamViewer training sessions conducted by the SapphireOne support team
- Re-keying of data accumulated during the lock-down period to reinforce system familiarity
- Task confidence assessment, where senior users review the system and confirm readiness
Once all four implementation steps are completed and signed off, the implementation is formally concluded.

Supporting Growth and Scalability

SapphireOne supports organisations as they grow from small ventures to large global enterprises. The system is highly scalable, capable of supporting thousands of concurrent users, and adapts readily to changing operational requirements as businesses expand.
February 19, 2020
5 Strategies to Improve ERP Efficiency with SapphireOne
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
1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
For more information on the latest release of SapphireOne ERP, CRM, DMS Business Accounting Software, email our office, call on (02) 8362 4500, or request a demo.quest a demo.
October 11, 2019
How ERP and CRM Integration Drives Unified Business Processes
ERP and CRM integration allows departments and systems to talk with each other to increase profitability and sales. A Customer Relationship Management (CRM) system provides transparency, better qualified leads and manages valuable customer interactions. It also stores valuable information from your marketing department. Marketing develops new customer relationships through content, digital marketing and management, sourcing and nurturing leads etc. This helps with brand awareness and increasing your market share.

On the other side, your ERP system manages the back-end processes from accounts, operation and human resources departments. These include order placement, tracking, billing, shipping, accounting and supply chain details. So why integrate these systems and departments together?

Benefits to your bottom line of an ERP and CRM integration
1. Reduction in data entry and improved efficiency – One centralised location for your data ensures any updating of information from accounts, operations, sales or marketing is only entered once. This saves you time and money as these mundane tasks are often labour-intensive. Combining your CRM and ERP automates and manages processes through workflows, which enhances your efficiency by simplifying them.
2. Stronger Visibility, Forecasting and Accuracy – Your sales reps need to be able to access on-the-go, real-time data. Errors are reduced when they can enter a quote or order in the one system. The ERP system allows the sales rep to look into current inventory and costings for these quotes. The CRM stores promotional and marketing activities which can be accessed whilst on the road to obtain true, accurate quotes. Customer interactions and sales documentation can be produced quickly increasing visibility and efficiency. By integrating both, staff gain access to the whole picture to assist with sales and forecasting.
3. Complete 360-degree view on your customers – A complete view of your customers provides better insights for building lasting relationships and determining where there is potential for future growth. Fast and consistent up-to-date data enables better analytics and reporting. This helps to effectively market and track changes in your customers preferences, profitability, and loyalty.
4. Cross-Departmental Collaboration – Departments have different functions within the business and can sometimes discourage collaboration and sharing of information. This ends up making data accessibility a challenge and duplication a problem. When departments talk to each staff are able to access real-time data, view all relevant key facts, so they can work towards achieving the company’s goals.
How They All Work Together

Both ERP and CRM systems improve efficiencies in business processes which in turn strengthens your business. A CRM system coupled with marketing drives sales; an ERP system manages customer information once the order has been placed to reduce overall costs.

With one source of truth, management has an overview in real-time of the business, what is happening in every department. This is extremely important for growing companies and companies who want to scale. A single source of all data and transactions contains contact details, shipments, credit history for quotes, orders and any other customer service interactions. This ensures anyone from sales, marketing, accounts or operations can access a complete history of the customer when required. Business workflows will be enhanced which ultimately improves revenue generation, reduces costs, and provides management with more insightful and useful reports.

Click for more information on ERP and CRM systems and the latest release of SapphireOne ERP, CRM, DMS and Business Accounting Software Application. Alternatively, contact our office on (02) 8362 4500 or request a demo.
July 26, 2019
10 Practical Tips for a Stress-Free EOFY Stocktake
IIts’ that time of the year again with the Australian Taxation Office requiring businesses that buy or sell stock to conduct a stocktake. This involves reconciling your physical stock with what’s listed in your inventory records. This can be a mammoth task but helps you make informed decisions, identify issues in stock management and processes. The right stocktaking procedures are the building blocks to a successful one.

How to make your stocktaking procedure as pain-free as possible?
1. Prepare and then prepare some more – Roster on extra staff to ensure the process is more efficient and runs smoothly. Make sure you have sufficient supplies such as barcode scanners, pens, clipboards, calculators, mobile devices, coffee, tea and water. Print out extra stock lists and train staff on how you would like them to count. Ask them to dress comfortably, take regular breaks and provide food.
2. Pick a time outside of normal operating hours – Ideally this is as close to the end of the financial year as practical. If possible a non-business day, before or after hours otherwise it’s best to close down. This stops your inventory levels changing during the stocktake.
3. Identify what stock is to be counted and where it’s located – Tidy up your storerooms, warehouses, stores and label the inventory. Create a stock list outlining which location the stock is held, where in the location, and what there is to be counted. Group similar inventory items together.
4. Define how you’re counting it – Let your staff know which sections they’ll be counting and in what order. Have a clear system for how they should physically count your stock. It’s a good idea to have a group of 2 for each unit of stocker takers. One person to count the inventory and call out the amount, the second person to record this number and double check the first.
5. Count everything – Every inventory item needs to be physically counted. Do not assume the current stocktake is correct. This should be treated as a comprehensive, full stocktake to know exactly what inventory is on hand. Check boxes and items are labelled correctly, their condition, and other storage areas for random items. Don’t forget to incorporate and count for returns, laybys and items on reserve.
6. Update your stock records – After the stocktake, be prepared for stage two. Your physical count needs to be checked against your inventory and accounting records. If you encounter discrepancies take immediate action to find out why. Any discrepancies found will need to be rechecked. All stock lists need to be completed and gathered so your data entry staff can enter into your accounting system. Make sure once the stock lists are entered, they are marked clearly so no duplications occur.
7. Formulate a plan for slow-selling items, thief and spoilage – Think about reducing inventory, analyse slow-selling items and create a plan for optimising the amount of inventory stored in your warehouse. Brainstorm ideas with the data collected to increase security and reporting procedures for damaged and spoiled stock.
8. Use technology available to streamline the process – If you are not using barcode scanners it may be time to think about investing in them. The scanned data can be imported wirelessly and directly into your ERP system. Investing in an ERP system will minimise errors and increase speed by real-time updates of the stock as they are counted. Stock items can be found in particular locations on mobile devices through inventory management in the software. An ERP system eliminates the need of data entry staff and manual record taking.
9. Review procedures – When completed, review your stocktaking procedures and note any suggestions to further streamline actions and improve processes for the next count.
10. Think about scheduling more than once a year – To keep on top of inventory it is easier to schedule multiple stocktakes throughout the year. These can be smaller, partial stocktakes so they don’t disrupt business. Think about dividing by stock items, brands and locations so you have inventory control all year-round, not just once a year.
Click for more information regarding the latest release of SapphireOne ERP, CRM, DMS and Business Accounting Software Application. Alternatively, contact our office on (02) 8362 4500 or request a demo.
June 28, 2019
Signs You’ve Outgrown Your Business Accounting System
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
1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
May 24, 2019
Supply Chain Management Strategies to Improve Business Efficiency

When looking into whether you should invest in an ERP system for supply chain management, you need to ask the following questions. Are we working at optimal speed and efficiency? Can you reduce waste? How susceptible is your business to outside risks? Are you staff working to their full capacity?

If you answered no to any of these then it may be time to install SapphireOne ERP application. Our ERP plays an integral part of managing supply chain management risk by making the entire chain more visible and resilient to changes in market demand.

SapphireOne supply chain management and ERP accounting software

SapphireOne ERP Accounting application allows manufacturing and distribution businesses the ability to gain enterprise wide, supply chain management visibility. The ERP also increases speed, efficiency and overall customer satisfaction. Our ERP offers real-time data which helps sales act on information faster, manage risks and save money via automated stock control and purchasing. The ERP will seamlessly coordinate and integrate the flow of material, information and financial.

Excessive Supply

With lack of information or the right tools to manage supply, it can be a tricky ensuring you won’t order too much or too little raw materials and inventory. SapphireOne ERP application automates your purchasing which reduces human errors, saving money and warehousing.

Inventory management

SapphireOne ERP inventory management ensures you have enough inventory on hand, in the right location, to accommodate demand. It enables you to integrate with external partners to ensure all parties communicate with each other. Stock tracking and management, sales and purchase order management, multi-channel fulfilment, warehouse management, and stock transfers are synced across the entire supply chain management.

Product delivery

SapphireOne ERP application has excellent distribution and logistics software functionalities. Optimise your logistics management with our delivery scheduling and manifest functionalities. Multi-location Inventory, advanced shipping, bin management, real-time dashboards are just some of the features offered.

Stock flow

In managing stock, you need real-time access to stock levels, cost and tracking information. SapphireOne ERP Accounting application has multi-warehousing functionality. Easily view where a stocked item is being held. Estimate how long it will take to deliver this item in store or to your customer. Tracking and control are made easy with our POS system via serial or batch numbers.

Labour costs

Optimising your inventory processes with SapphireOne ERP application will reduce manual labour. Time is saved in replenishing stock, processing shipments and deliveries to your customers. Having an automated system saves money, reduces the risk of human error and allows you to focus on delivering quality customer service.

For more information regarding improvements and features within the latest release of SapphireOne ERP Business Accounting Application please contact our office on (02) 8362 4500 or request a demo.
November 1, 2018
SapphireOne Business Accounting Software is an Affordable ERP Solution
At SapphireOne, we are always looking for ways to innovate to make our application an even more powerful tool. Our affordable ERP solution is for medium to large businesses through to accountants and bookkeepers who support them. In the past two decades, we’ve devoted almost $200 million in research and development to deliver new features and improved functionality.

On 8th October 2018, SapphireOne launches version 17 which will deliver major new enhancements in our SapphireOne ERP CRM DMS Accounting Application Suite. This new release of SapphireOne Version 17 supports 64bit version of Windows and Mac OS which sees dramatic speed improvements to memory intensive operations such as Month & Year End procedure, BAS reporting etc. With this release our clients will have better data management functionality, improved user experience, a higher-level security with HTTP Strict Transport Security (HSTS), and many more new intriguing services.

Pricing Plans

Enticing and competitive pricing plans in SapphireOne’s affordable ERP Solution: CRM, DMS and Business Accounting Software included
- Sapphire Single User for Windows or Mac – If you are just one user then Sapphire Single User will suit you. This offer consists of a full working copy of Sapphire application suite that can be accessed by a single user at any given time.
- SapphireOne Client/Server for Windows or Mac – If you have multiple users, SapphireOne Client/Server will suit your business needs. This license enables multiple concurrent users to access the same data file on their server concurrently.
- Sapphire Web Pack – The Web Pack comes with a number of standard functions with user access easily controlled by the system administrator. The Sapphire web pack server allows for unlimited users to access controlled parts of the live data file from any device with a browser. Customisation of the Sapphire Custom web pack to suit your business needs is also available on request.
Support Costs

SapphireOne keeps support costs in an easy to use, simple format

Entry level is our Diamond Support Plan,with unlimited email and phone support. Diamond clients enjoy the convenience of unlimited telephone and email support within normal business hours, and priority booking for Teamviewer support. Diamond Clients have access to the current build of SapphireOne’s affordable ERP solution & Business Accounting Software Application.

Our Platinum Support Plan provides unlimited email and phone support 24/7. This premium service provides scheduled backups, month end, GL and transaction audits, data file re-indexing and tools, unlimited email and 24/7 telephone queries by the client’s nominated administrator.

Certification

SapphireOne is now Certified for ISO 27001:2013 Information Security Management Systems

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.
September 21, 2018
Dynamic View of Your Business with SapphireOne ERP Dashboards

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.

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.

June 18, 2018
Take Your Business Enterprise to the Next Level with World-Class Accounting ERP Innovation
Innovation in the Enterprise Resource Planning – ERP Application world is a very mature marketplace.

Some of the ERP vendors have been developing their applications for close to forty years, so true world class ground-breaking innovation development in these mature markets are rare and seldom. SapphireOne ERP Accounting provides Top 10 innovations in ERP.

Top 10 Innovations in ERP Application market
Document Management System (DMS)

An ERP application with document managing capabilities grants you the ability to conveniently sort and manage vast caches of transaction documents with ease in the shortest time possible. No longer will time be spent on unproductive activities like document filing and searching, the document management system will do all these in real-time.

Not only do you reduce running costs through decreased expenditure on paper and other stationery, your employees can focus on other more productive tasks. By reducing your paper consumption you’re also making your business eco-friendly.

A document management system allows you to implement a stratified documents and sensitive information access protocol. With this framework in place, you can effectively specify and monitor who has access to the documents.

HTML Web Server in A Client/Server application

SapphireOne provides a Web Pack solution with Top 10 innovations in ERP. 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 supports a browser such as iPads, iPhones etc. SapphireOne Web Pack also provides the ability to set up and run unlimited Point of Sale (POS) web based stores.

Softphone Integration CRM

A Softphone is a software phone that enable users to call any telephone number without a physical telephone. The Softphone works in many ways such as Computer to Computer or phone to phone where VoIP telephone & adapter is required. Softphone is the bridge between VoIP network and telephone line or mobile network. It enables users to make a call between computer to a phone network and phone network to computer, when you have a dedicated number to receiver call.

The biggest benefit of having a Softphone is you can call any employee, client or supplier without having to worry about software matchup or whether or not they are online. It is a perfect solution for remote employees. A significant part of SapphireOne’s functionality is Customer Relationship Management (CRM). Inside SapphireOne CRM package, Softphone has been fully integrated into all aspects of the SapphireOne application. Whether you are calling clients, vendors, employees, or other contacts, all this can be driven from a single click on the softphone icon. This instantly keeps a date & time stamp with the ability to record the call. This built-in functionality can bring immense advantages in managing relationship with vendors, clients and employees.

EDI/API Integration

To manage orders and pay vendors on time, large organisations use electronic data interchange (EDI). EDI decreases the order-to-cash cycle time, i.e. suppliers to retailers get paid faster. This helps to maximise efficiency and minimise errors. EDI improves speed, accuracy, security and trade communication. More than just a data format, EDI is a system or method for exchanging business documents with external entities and integrating the data from those documents into your internal systems. Without EDI capabilities, a business has a greater risk of revenue loss from chargeback penalties, loss of opportunity to the processing delay, loss of reputation and credit with customers.

SPS Commerce’s fulfilment EDI has hundreds of document types covering most transaction types that are commonly used among vendors and suppliers. With a singular focus on the retail marketplace, SPS commerce has revolutionised traditional EDI systems, by developing a model that is the most cost-effective and reliable in the industry.

Barcode Scanning

Data synchronisation in the core ERP application is the biggest concern in Warehouse management or Inventory Management business. Barcode scanners automate the process of inventory management and stock control process. This eliminates the need for manual data entry and checklist evaluation process.

Barcode scanners are usually used to sell the product or to make inventory of the selected product. Scanner will help you to record all the information about the product and thus, streamlines the inventory management process. With Sapphire WebPack Solution all inventory management processes will be available out of the box, and there is no need to separately integrate ERP and barcode scanners.

Material Resource Planning MRP

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 to “get the 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 reorder the stock, you receive this stock and the process continues.

SapphireOne ERP Application Dashboard

The ERP application Dashboard goes by many names. You most likely would have heard them being called Business Intelligences (BI) or Performance Indicator Dashboards. Regardless of the name, these features do one thing – present business statistics and performance indicators in a visually attractive and graphically intuitive interface. The SapphireOne ERP dashboard utilises graphs, bar charts and other visually engaging design elements that provide a succinct overview of a business’s financial standings.

Single Touch Payroll (STP) & Standard Business Reporting (SBR2)

From 1 July 2018, it is compulsory for all businesses with over 20 employees to report to the ATO after each pay event.

Single Touch Payroll (STP) aligns your reporting obligations of your payroll processes. 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. SapphireOne is fully integrated with STP.

Standard Business reporting (SBR2) allows you to access and download your Business Activity Statement (BAS) directly from the ATO. This function can prefill the form with your BAS document number and other relevant fields.

PDF capture

The task of processing supplier invoices includes sorting documents, manual data entry and archiving the paperwork, this can be time consuming and inefficient. 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.

SapphireOne’s PDF capture function can help you streamline daily accounting tasks. Currently, few 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.

Material Safety Data Sheets

Any organisation or enterprise that is storing products as simple as food, motor vehicle fuel, and farm fertiliser, to dangerous products such as chemicals, pharmaceuticals, radioactive or explosive materials require Material Safety Data Sheets (MSDS).

SapphireOne inventory has integrated MSDS into the Inventory module which offers 30 unique alphanumeric fields, 10 unique numeric fields and 10 unique date fields which are fully customisable.
June 12, 2018
Accelerate Your Warehousing, Distribution and Logistics Business Enterprise with SapphireOne ERP

Warehousing, distribution and logistics businesses have a critical need to manage their inventory in a timely and efficient manner. When shipping direct to retailers or customers your ERP solution becomes mission critical for the smooth ongoing operation of your business enterprise.

SapphireOne will meet all your warehousing, distribution and logistics requirements with integrated EDI/API functionality. Our large range of API vendors include freight forwarders, courier companies and various third-party transport and distribution operators. The SapphireOne ERP has everything inbuilt that a warehousing, distribution and logistics business needs, and can help you to create the highest level of efficiency at the lowest cost of operation for your warehousing, distribution and logistics business enterprise.

Some examples of the built-in functionality include unlimited barcodes per item, unlimited images per item, bill of materials with unlimited levels, serial batch control, multiple costing types, material resource processing (MRP), material safety data sheets (MSDS) bin/bay management, multi-location, multi-warehouse, SSCC labelling.

SapphireOne Suitability

SapphireOne ERP is perfect for SMEs and large companies for the wholesale Warehousing, Distribution and Logistics business enterprises

SapphireOne ERP is suitable for large companies, as well as small and medium-sized enterprises (SMEs) providing extremely high quality information in real time covering all your inventory requirements.

Wholesale distribution and logistics is an extremely competitive market place, it is critical that when dealing with all your inventory needs it is handled in real time.

SapphireOne’s inventory management functionality tracks stock movements quantifying the volume while simultaneously tracking bin and bay management of all inventory items throughout the warehouse.

SapphireOne Integration

SapphireOne ERP is an integrated Accounting, Payroll/HR and Inventory Management software solution

At SapphireOne we understand that a wholesale, distribution and logistics business needs to have integration between financials, warehousing, and a full range of customer and supplier information to help anticipate future needs.

SapphireOne ERP system offers an integrated accounting, payroll/HR, inventory management software solution that is perfect to increase efficiency in your warehousing, distribution and logistics business enterprises.

SapphireOne allows you to analyse Payroll/HR expenses and employee productivity to help control costs and review expense distribution.

SapphireOne can facilitate the design of an efficient warehouse, distribution and logistics system to create the foundation of an efficient supply chain, one that can service your customers in real time.

For the full capabilities of the ERP, CRM, Accounting Software, Human Resources, Payroll, Assets and Document Management, check out the SapphireOne website and request a live demo.

SapphireOne – We have the Power to back you. Find Out More Details

June 8, 2018
Maximise Your ERP System for Better Business Performance
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.
February 20, 2018
ERP Dashboards That Reveal Revenue Trends and Business Health

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.
December 11, 2017
Complete Audit Trails Provide Accountability and Record Integrity

In SapphireOne all transactions that are not current are moved into a historical record which includes a complete audit trail for each and every transaction. In utilities mode there is a special function named audit trail which allows the user complete audit style tracking of all transactions in the system.

SapphireOne’s Complete Audit Trail of Historical Records

SapphireOne system provides a complete Audit Trail of Historical Records for every transaction.

Tracking the Employees Transactional Activities

All users have a log file which records what they do and when they do it, so that any alterations made to financial records are recorded in their log file as well as in the transaction itself.

In Addition, any general ledger account that is a bank account receives specific attention in the SapphireOne system. Any changes made by employees to these banking general ledger accounts are stored in a special log file that is unable to be altered by anyone, even those with administrative privileges. This record is not modifiable by any user and will remain a permanent part of the data file.

Better Risk Management

Large problem in the data file management is accidental or deliberate deletion of records from the data file. While quotes and orders in the SapphireOne system are able to be deleted the system, it still keeps a record of the user who deleted them. The system does not allow the deletion of any record once it is posted to the General Account. The only way to correct a posted transaction error is to reverse the transaction, however full details of who of the user was that reversed the transaction, is recorded in the users log file.

Across the data file, the deletion of the record is not normally allowed, but they may be made inactive, so they will not be displayed, in any list of records.

From the options menu with SapphieOne application the user has a find function and within one of these dropdowns there is a display All Records option.

Once this is selected the system will display all record in the list including those that are inactive. Once the record is on screen the user may view or reactivate the record if it is allowed.

SapphireOne system provides the most comprehensive audit trail reporting functionality provided by any other ERP Accounting software in the market.

For a sneak peek at the full capabilities of an account payable system check out Sapphireone and request for a live demo, its everything you’d ever need to make your accounting system a breeze.
December 5, 2017
Key Signs Indicating You Need an ERP Accounting Solution

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.
November 21, 2017
Increase Business Operational Efficiency with an Effective ERP System

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 system takes 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.
November 13, 2017
How to enter Vendor Requisitions

Vendor Requisitions in SapphireOne were designed to provide a controlled and efficient way for staff to request goods or services that were not held in warehouse inventory, or where services needed to be arranged through external suppliers.

Rather than placing orders directly, Vendor Requisitions allowed users to submit requests through the SapphireOne ERP system, ensuring that purchasing decisions remained subject to appropriate review and authorisation. This approach supported stronger internal controls while still giving staff the flexibility to request what they required to perform their roles.

Centralised Request Management

Any authorised user could enter a Vendor Requisition for goods or services required from one or more suppliers. A single requisition could include items supplied by different vendors, allowing purchasing officers to review requests collectively and consolidate orders where appropriate. This helped reduce duplicated purchasing, minimise freight costs and improve overall procurement efficiency.

Once entered, requisitions flowed through SapphireOne’s approval process, ensuring that only users with the appropriate authority were able to convert approved requisitions into Vendor Orders.

Recommended Requisition Practices

Within SapphireOne, it was recommended that a designated employee—such as a Purchasing Officer—be responsible for reviewing and approving Vendor Requisitions. This ensured consistency in purchasing decisions and maintained accountability across the procurement process.

It was also important that inventory items were correctly linked to their respective Vendor IDs and that accurate cost pricing was maintained within SapphireOne. Doing so ensured that requisitions, once approved and converted into orders, reflected correct supplier and pricing information.

The accompanying video demonstrated how to enter a Vendor Requisition, which was the first data entry function available under the Purchases menu in Inventory Mode. The demonstration showed how Vendor Requisitions fit into the broader purchasing workflow within the SapphireOne ERP, CRM and Accounting Software solution.

December 16, 2011