As SapphireOne has all Standard Business Reporting rules of the ATO built-in within its Management Mode, it is a SBR software.
SapphireOne includes all Standard Business Reporting (SBR) rules mandated by the Australian Taxation Office, built directly into Management Mode. This makes SapphireOne a fully integrated SBR-enabled software solution.
In practical terms, SapphireOne collects the required information for each government report directly from your business records. When a report is required, the system automatically extracts and pre-fills the necessary data from your live data file using the tools available in Management Mode. This significantly reduces the time spent collating information, completing forms and submitting reports to participating government agencies.
Standard Business Reporting was introduced by the Australian Government in 2010 as a consistent approach to business record-keeping, designed to simplify reporting obligations. By embedding SBR functionality into SapphireOne, compliance becomes a by-product of day-to-day operations rather than an additional administrative task.
Standard Business Reporting within SapphireOne Management Mode
Management Mode provides access to SBR reporting alongside a broad range of core financial and compliance functions, including:
Running End of Month and End of Year processes, either together or separately for Financials, Assets and Payroll
Creating and managing Standing Transactions
Accessing Cash Movement and Accounts Movement reports, Payroll Tax and Monthly Activity reports, Statements of Equity and GST Summary Accrual reports
Viewing Statements of Position, Business Activity Statements and Bank Reconciliation reports
Producing by-period reports across all records, with General Ledger values recalculated by period
Printing full audit trail reports for Accounts Mode transactions, including Receivables, Payables and General Ledger
Because SBR reporting draws on information already recorded as part of normal business operations, accounting teams avoid duplicate data entry and minimise the risk of reporting errors. Using Management Mode as the central point for reporting not only saves time, but also improves accuracy and confidence in compliance.
The Job Management Software functionality within SapphireOne provides a unified environment for managing job projects, cost budgeting, resource planning, and Gantt chart scheduling—all within a single application.
Designed for businesses that need clear visibility and control over project-based work, SapphireOne Job Projects integrates seamlessly with Accounts, Inventory, Vendors, and the General Ledger, ensuring that all job-related activity is accurately tracked and reported in real time.
Job Project transactions and coding structure
Data entry within Project Mode creates a range of job-related transaction types. Each transaction is identified by a three-letter code, making it easy to recognise both the origin and nature of the transaction.
First letter – Indicates the originating module. For Job Projects, this is always J.
Second letter – Further defines the source of the transaction:
M – Monetary
C – Clients
G – General Ledger
V – Vendors
Third letter – Describes the transaction type:
R – Receipt
F – Refund
I – Invoice
C – Credit Memo
J – Journal
P – Payment
Common examples include:
JCI – Job Client Invoice
JCC – Job Credit Memo
JGJ – Job General Ledger Journal
This structured coding system provides immediate clarity when reviewing transactions across the system.
Integration with Accounts and the General Ledger
Once a Job Project transaction is posted, it flows automatically into Accounts Mode and appears in the relevant inquiry screens. For example, a Job Client Invoice (JCI) becomes a standard Client Invoice and is visible in the Receivables Transactions Inquiry.
Job Projects also generate their own project-specific General Ledger accounts. These are created automatically the first time a transaction is allocated to a project using a particular GL account. This allows for precise tracking of project-level financial performance without the need for manual GL setup.
Core Job Project functions
SapphireOne Job Management Software supports a range of project-related activities, all linked to a specific Project ID.
Job Costs – Handles the entry, allocation, and posting of job-related vendor invoices, purchases, and expenses.
Job Projects – Enables tracking of project progress, costs, and performance, including the allocation of individual or grouped resources to specific jobs.
Job Inventory – Allows inventory items to be allocated to a project in advance, ensuring accurate cost attribution and availability planning.
Job Resources – Supports the invoicing of goods and services and their direct allocation to a project, maintaining clear links between revenue, cost, and delivery.
By combining financial control, resource management, and project tracking in one integrated system, SapphireOne Job Management Software helps businesses streamline project workflows, improve cost visibility, and maintain tighter control over job profitability.
For more information on how to manage job projects, undertake cost budgeting, resource planning and the creation of Gantt Charts with our Job Management software, please visit our website.
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.
The Transaction Inquiry – General Ledger screen in SapphireOne provides a central location for reviewing all current General Ledger journals entered into the system. As all financial activity ultimately flows through the General Ledger, this inquiry screen plays a key role in reviewing, analysing, and managing journal transactions before and after posting.
The General Ledger Transaction Inquiry operates as a flexible working environment rather than a static list. Every field contained within the General Ledger transaction table can be displayed on screen, reordered to suit individual preferences, and resized for readability. Column headings can be dragged left or right, line height adjusted, and multiple customised views created and saved. For example, one saved view may display core identifiers such as ID, Date In, Internal Reference, Sequence Number, and Memo, while another may surface custom fields created specifically for reporting or audit purposes.
From within the Tools menu, users are able to perform a wide range of transaction-level functions. These include posting or reversing journals, viewing standing transactions, and generating Quick Reports. The Quick Report function provides a WYSIWYG-style report writer, allowing users to drag and drop any available field from the transaction table to rapidly create ad-hoc reports directly from the inquiry screen.
The inquiry also supports powerful selection and search capabilities. Users can subset transactions by selecting multiple records and choosing to show or save that subset for later use. Standard find and advanced find tools allow searching across single or multiple fields using a variety of conditions, including equals, contains, greater than, or less than logic. Advanced searches can be saved and reused, making them particularly useful for recurring audit, review, or reconciliation tasks.
The accompanying video demonstrates how Transaction Inquiry operates in practice, showing how users can sort and reorganise columns, switch between standard and custom inquiry views, and save multiple personalised inquiry sets. It also highlights how subsets of transactions can be filtered, totalled, exported to Excel, or opened for review and modification. Each saved inquiry layout is user-specific, ensuring that different staff members can tailor the screen to their own role and access permissions without affecting others.
Together, the General Ledger Transaction Inquiry and its customisation tools provide a practical and efficient way to manage journal data, support internal controls, and streamline financial review processes within SapphireOne.
The SapphireOne General Ledger Class Inquiry provided a powerful way to structure and simplify financial reporting within the General Ledger. At its core, a General Ledger Class was defined by a four-character alphanumeric ID, creating a hierarchical grouping that sat above individual General Ledger accounts.
This structure allowed organisations to consolidate large volumes of General Ledger accounts into meaningful groups, enabling Trial Balance, Profit & Loss and Balance Sheet reports to be produced in a condensed and highly readable format. Where a business maintained an extensive chart of accounts, the Class structure made it possible to summarise financial performance without sacrificing accuracy or detail.
General Ledger Class Structure
The General Ledger Class framework was organised into three reporting levels: Class, Group, and Report. Within this structure, SapphireOne provided twelve predefined Classes used to define how General Ledger accounts were reported:
Income, Cost of Goods, Other Income, Expenses, Appropriation, Current Assets, Bank Assets, Non-Current Assets, Current Liabilities, Non-Current Liabilities, Bank Liabilities and Equity.
Each Class played a direct role in determining where balances appeared within financial statements, ensuring consistency across all reporting outputs.
Account Behaviour and Reporting Logic
When a new General Ledger account was created, assigning a General Ledger Class automatically populated its reporting positions. The selected Class also determined whether the account behaved as a debit or credit account, enforcing accounting integrity throughout the system.
Notes could be added directly to each General Ledger Class. These notes were date- and time-stamped and recorded the user ID, providing an audit-friendly method of documenting structural or reporting decisions.
Working with Classes in Inquiry Screens
Within the standard General Ledger Inquiry screen, the Class appeared as the fourth column. Users could sort or subset accounts by Class to display a single Class or a selection of Classes. On macOS, multiple Classes could be selected using the Command key, while Windows users used the Control key.
For more advanced requirements, Custom Inquiry screens allowed users to select from any available General Ledger fields, providing further flexibility in how Class-based data was reviewed and analysed.
The accompanying video demonstrated how General Ledger Class Inquiry was used in practice, showing how Class-based grouping simplified reporting and improved visibility across complex charts of accounts.
Client journals are an essential accounting tool used to adjust client balances, manage corrections, and accurately reflect financial changes that do not originate from standard invoicing or inventory transactions. This video demonstration provides a comprehensive walkthrough of how client journals are entered and managed within SapphireOne, while also highlighting the broader accounting and control mechanisms that surround them.
What Is a Client Journal Used For?
Client journals are entered in Accounts Mode under the Receivables menu and serve several important purposes within SapphireOne. They can be used to manually adjust a client’s balance, apply accrued interest where payment terms have not been met, or correct financial discrepancies that require direct ledger intervention.
Client journals also play a critical role in system-generated adjustments. When a client receipt or client credit has been entered incorrectly, SapphireOne provides a Reverse Transaction function. This tool automatically creates a client journal that reverses the original transaction, reallocates it correctly, and restores the affected invoice to its prior unallocated state. This ensures corrections are transparent, auditable, and do not compromise the integrity of the ledger.
In multi-currency environments, client journals are also generated automatically. When a foreign currency receipt is allocated to an invoice using a different exchange rate, SapphireOne creates a client journal to record the foreign exchange gain or loss. Each time the allocation is adjusted, the corresponding FX journal is recalculated, ensuring financial accuracy at all times.
Accessing the Client Journal Screen
The video demonstrates two ways to access client journals. The primary method is via Accounts Mode, selecting Receivables and then choosing Client Journal from the data entry screens. For faster access, the same screen can also be opened directly from the floating palette, allowing users to enter journals without navigating through menus.
Once on the client journal screen, users can search for a specific client or display all clients by entering a wildcard query. This makes locating the correct account fast, even in large data files.
Entering Journal Details
After selecting the client, the total journal amount is entered, followed by allocation to the appropriate General Ledger accounts. SapphireOne allows multiple ledger lines per journal, with each line supporting its own notes and tax calculations. If tax is involved, the system automatically calculates totals based on the entered net values.
Both overall journal memos and line-level notes can be added, providing clear explanations for why the adjustment was made. This is particularly valuable for audit trails, internal reviews, and long-term record keeping.
Custom fields are also available at both the journal level and the sub-ledger level, allowing organisations to capture additional information that aligns with their internal reporting or compliance requirements.
Attaching Documents and Maintaining History
An unlimited number of documents can be attached to a client journal by using the paperclip icon or the Documents menu. Once attached, the paperclip indicator changes colour, providing immediate visual confirmation that supporting documentation exists.
These documents are permanently linked to the transaction and remain accessible from transaction history for the life of the data file. This ensures that all adjustments are fully substantiated and easily retrievable during audits or reviews.
Saving, Reviewing, and Reusing Journals
Once saved using the green tick, the client journal becomes immediately visible in the Receivables Transaction Inquiry screen. From there, users can review the full details, including attached documents and allocation history.
For efficiency, SapphireOne also allows users to copy existing client journals when entering new ones. This is particularly useful for recurring adjustments or similar transactions, where only minor changes such as the amount need to be updated.
Client journals may also be configured as standing or scheduled transactions, enabling automatic creation on a defined schedule. This is ideal for recurring interest charges or regular balance adjustments.
Workflow and Authorisation
Client journals can be assigned workflow rules to support internal controls. When enabled, workflows automatically notify one or more users within the organisational chart that a journal requires review or authorisation. Multi-level approval can be enforced, ensuring that journals are reviewed by the appropriate personnel before being finalised.
This structured approval process strengthens governance while maintaining flexibility for different organisational requirements.
Designed for Accuracy and Control
This video summary demonstrates how SapphireOne client journals are designed to handle both manual adjustments and system-generated corrections with precision and transparency. From reversals and foreign exchange adjustments to document management and workflow approvals, client journals form a critical part of maintaining accurate receivables and a clean audit trail.
For more information on client journals or other receivables workflows within SapphireOne, please contact our team — we’re always here to help.
