Payables Vendors - Empower Partnership Growth with SapphireOne's Features

Vendors Overview

SapphireOne’s Vendor Inquiry function in Accounts mode stands as a crucial tool for the efficient management of all expenses or purchases within the SapphireOne application. Once a Vendor is established within the SapphireOne system, it empowers the growth of partnerships through the utilization of SapphireOne’s features. Consequently, it serves as the central repository for all transactions linked with that particular Vendor.

Master Record

It is essential to highlight that the knowledge base articles use the term master record. When a Vendor is opened and saved in SapphireOne, it becomes the Vendor’s master record, capturing all relevant and essential information for that particular Vendor. The Vendor’s master record then plays a pivotal role throughout SapphireOne, serving as a comprehensive and definitive reference for that specific Vendor.

Any modifications or updates made to this master record are permanent and have far-reaching implications across the SapphireOne application. When transactions are carried out for the Vendor, they are based on the most current information available in the Vendor’s master record. Therefore, ensuring the accuracy and completeness of the Vendor’s master record is crucial for maintaining consistency and reliability in all Vendor-related activities within SapphireOne.

Locations for accessing a Vendor Inquiry

For the convenience of users, the Vendor Inquiry item has been thoughtfully included in the menus of both Inventory and Job Projects modes. It’s worth noting that regardless of the mode from which a Vendor Inquiry is accessed, it leads to the same Vendor Inquiry function within SapphireOne. Therefore, users can access the Vendor Inquiry function from various modes in SapphireOne.

The Vendor Inquiry function has been documented from the Accounts mode article only in the knowledge base. If you have accessed this Vendor Inquiry article from Inventory or Job Projects modes in the knowledge base, you can click on this Vendor Inquiry link to read the article from the Accounts mode, which will open in the same browser tab that you are now using.

Vendor Inquiry Pages

SapphireOne offers a total of 19 unique pages within a Vendor Inquiry, each featuring a sophisticated interface tailored to the specific topic of the page.

1. Details – Stores Vendor ID, Name, Address, Contact Details, and unlimited CRM contacts.
2. More Details – Includes additional Vendor information such as Last Transaction, Tax Details, Miscellaneous, User Defined, Addition/Deduction, and General Message.
3. Custom – Contains various fields – 12 alpha, 8 Real, 8 Date and Time, 14 Client Custom, 2 Client Text.
4. Current Balances – Shows Balances and Payment Performance.
5. FX Balances – Displays an aged view of transactions, notes, and contacts in the Vendor’s home currency.
6. Credit Control – Offers an interactive view of aged transactions with balances and notes.
7. Terms: Contains Payment Terms, Discount, Bank Details, Credit Control, Control Accounts, Commission, and Control Log.
8. Transactions – Lists all current transactions.
9. History – Provides a complete list of every transaction for the life of the data file from its inception for that Vendor.
10. Purchase Analysis – Features a graphical interpretation of purchases by product or service and an interactive ability to select a date range.
11. Purchases – Displays all purchases from Inventory and Job Projects mode, with the option to include history.
12. Keywords & Notes – Presents unlimited keywords and notes per vendor.
13. Addresses – Offers unlimited, multi-delivery, or billing addresses per vendor, including post or physical contact details, marketing, keywords, and notes.
14. Period Balances – Records the current period +1, +2, +3, and turnover by period with unlimited history.
15. Job Projects – A repository for all Job Projects linked to your vendor.
16. Email Log – Maintains a complete history of all email interactions from within SapphireOne to your vendor.
17. Action – Displays a complete list of all actions for this vendor.
18. Documents (DMS) – Records all attached documents to this vendor.
19. Digital Assets – Provides unlimited digital assets, i.e. PDFs, videos, photographs, JPEG, RAW, HEIC, etc. attached to your vendor.

Vendor Inquiry Overview

SapphireOne’s Vendor Inquiry screen functions as a comprehensive repository for all essential Vendor information. It features multiple additional pages accessible from within the Vendor Inquiry interface. Users are presented with several options to access a Vendor Inquiry as follows.

• Selection – Once they have selected /highlighted a Vendor, users have the following choices
  • New – To create a new Vendor entry, click on the New button or use the corresponding keyboard shortcut Control/Command N.
  • Modify – To modify a Vendor’s information, users can either double-click on the Vendor, or select/highlight a Vendor and then select the Modify button.
  • Keyboard Shortcuts – Or use a keyboard shortcuts of Control/Command N for New, M for Modify or L for Look.
  • Look – Select the Look button to look at or view a Vendor’s details without modifying them.

When users initiate a Vendor Inquiry, they are greeted with a roster of fundamental details pertaining to each Vendor. These details encompass the Vendor’s ID, Name, Address, Telephone number, and Main Contact, as illustrated below:

The New, Modify, and Look screens exhibit a consistent appearance as outlined earlier. However, data alterations are exclusively feasible when opting for the New or Modify alternatives.

SapphireOne upholds rigorous audit control measures, consequently disallowing the eradication of Vendors. Nevertheless, a provision exists to designate Vendors as inactive, subject to specific criteria being fulfilled.

Master Default Settings for all Vendors

• Master Defaults – In SapphireOne, the Master Defaults feature allows users to set default values when creating new Vendors. These default values serve as a starting point for setting a new Vendor up. However, users still have the flexibility to modify these default values as needed. Along with the default values, additional details specific to the Vendor can also be entered and saved. This ensures that each Vendor’s record is comprehensive and tailored to their individual requirements.
  • Master Record – In various sections of the SapphireOne program, you will come across the term Master Record. For instance, when accessing a Vendor Inquiry and selecting a specific Vendor, you will be viewing their Master Record. Any changes made to the Vendor’s Master Record and saved, will be permanently saved and become part of their official record in the system. These alterations will be reflected consistently across all screens and functions displaying Vendor information.
• Inactive Vendors – The user should be aware that if a transaction is created for an inactive Client or Vendor, SapphireOne will automatically reactivate them. Inactive Vendors are not normally displayed. When an inquiry list is on the screen the user must first select the Tools Icon on the main toolbar, and then select the Include Inactive item.

Details Page

When first Looking  at or Modifying  a Vendor Inquiry in SapphireOne, the initial screen presented to the user is the Details page. This page contains essential information about the selected vendor, such as their name, address, contact details, and other relevant data.

If you want to access other pages or information related to the vendor, you can navigate to different pages by using the Page drop-down menu located on the left-hand side of the SapphireOne Toolbar.

Vendor Area Data Entry

• ID – In SapphireOne, the Vendor ID is a unique identifier assigned to each vendor in the system. It is the first item created for a Vendor and serves as the primary key for their record in the database. It is essential to establish criteria for Vendor IDs before entering any, as once a Vendor ID is saved, it cannot be deleted from the system.
  • Default ID – Once a Vendor ID is established and saved, it becomes the default Vendor ID for that vendor. This means that every transaction and record associated with that vendor will reference this Vendor ID.
  • ID Size – The Vendor ID in SapphireOne typically consists of 12 alphanumerics, meaning it can include a combination of letters (both uppercase and lowercase) and numbers. This format allows for a wide range of unique identifiers to be used for vendors, helping to avoid potential duplicates and making data management more efficient.
• Name – This data entry field is where you enter the name of the Vendor or supplier. This field is used to identify the Vendor in the system and in various transactions or reports.
  • Name Change – The Vendor’s name can be modified at any time, providing flexibility in case there are changes in the Vendor’s name or if there was an error during data entry. This allows users to keep the Vendor information up to date and accurate.
• Area – This field is used to group vendors for reporting purposes. It allows you to categorise Vendors based on specific criteria, such as a rating system or any other classification you may need. For example, you could group vendors by a rating system ranging from 1 to 9 or using alphanumeric codes like A to E.
  • Reports & Filtering – Once you have assigned Area codes to your vendors, you can then use this field to generate reports or filter vendor data based on these categories. This can be helpful for tracking Vendor performance, analyzing spending patterns, and making informed business decisions.
• Class – In SapphireOne, you can assign a Class to a Vendor. The Class allows you to categorize vendors based on specific attributes or characteristics, which can be useful for reporting, analysis, and organizing vendor-related information.
  • Vendor Classes – Before creating any Vendor, it’s recommended to set up Vendor Classes by going to: Accounts Mode > Accounts Payables. Once Vendor Classes are set up, you can proceed with creating new vendors and assigning appropriate classes to them. When adding or modifying a Vendor, you can select the relevant Class from the available options.
• Rep – In SapphireOne, you can assign a Sales Representative to a Vendor. Sales Representatives are typically individuals responsible for managing relationships with specific Vendors and handling purchase-related activities for those Vendors.
• Risk – In SapphireOne, you can assign a risk rating to a Vendor using the Risk Chart. The Risk Chart typically consists of a range of values, allowing you to rate the level of risk associated with each Vendor from 1 to 25
• Company – In SapphireOne, when a user logs in, the software automatically enters the company that the user is logged into by default. This default company cannot be altered or changed by a user who is logged into a specific company.
• Job Project – In SapphireOne, you can link a Vendor to a Job Project by entering a Job Project ID, which should have been previously set up in the Job Project Inquiry screen. The ability to link Vendors to specific Job Projects facilitates effective project management, expense tracking, and reporting.
• Department – Entering a Department ID is optional when setting up a Vendor. However, if you want to generate reports at the Department level, it becomes necessary to enter a Department ID for the Vendor.
• Service Center – Select this checkbox when the vendor is a service centre. The status of this checkbox is user searchable and when search for For its status is made, only Vendors with the checkbox selected will be displayed.
• Open Item & Active Check Boxes: SapphireOne automatically sets these checkboxes as active. The Active checkbox can be changed to inactive by un-ticking it, but only if the Vendor has a zero balance. It is not recommended to modify the selection of these checkboxes without consulting the support staff. If you wish to make either of these checkboxes inactive, please contact our support staff at 02 8362 4500 for assistance and guidance.

Grouping Area

The Grouping Area on the Vendor Inquiry screen includes three default tags: Tag, Tag2, and Tag3. Users have the flexibility to customise and rename these tags according to their specific requirements. To learn more about managing these tags, please click on the toggle below.

The three tags (Tag, Tag2, and Tag3) are also visible as columns on the right-hand side of the screen when viewing the list of Vendors. These tags serve the purpose of reporting and reconciling Vendor details.

Additionally, when executing a Quick Report in SapphireOne, these tags are included as part of the Master Table, making them available for use in all SapphireOne report writers. This means that you can utilise these fields while generating Quick Reports, giving you the flexibility to include the tag information in various custom reports and data analysis. These tags provide further organisation and categorisation options for reporting purposes, allowing you to have a comprehensive view of Client data based on the tags assigned to each Client record.

Address Area Data Entry

In SapphireOne, the Address Area provides two address options in the drop-down menu: Standard Addresses and an Order Address.

Standard Addresses

• Copy Button – If the Vendor’s Postal Address is the same as the Physical Address, you can save time by using the Transfer to Physical Address feature. After entering the Postal Address, you can select the arrow to copy the Postal Address across.
• Standard Addresses – In SapphireOne, the Standard address option is used to store the Vendor’s business addresses. It allows you to maintain two types of business addresses for each Vendor.
  • Postal Address – The postal address is the mailing address of the Vendor. It is used for sending physical mail and communications to the Vendor.
  • Physical Address – The physical address is the actual location or street address of the Vendor’s business. It represents the Vendor’s physical presence or office location.
• Order Address – Firstly, to enter an address in this data entry field, select Orders from the address dropdown menu. The address area will then change, allowing you to input a single address that will be added to any Order or Purchase raised. This helps to ensure that the correct address is associated with the specific order or purchase transaction.
  • Note – Please note that these addresses will appear on any hard-coded reports in SapphireOne. It is essential to consider the number of lines and character width that the address will occupy to ensure that it fits appropriately on the reports and maintains readability. Oversised addresses may cause formatting issues on printed reports, so it is advisable to keep the address information concise and within the space available on the reports. This will ensure that the reports remain professional and easy to read.
• Port of Loading – This is a user-creatable drop-down menu that allows users to store port of loading tags for Vendor Orders and Purchases. By creating these tags, additional reporting and filtering options become available, enabling better tracking and management of orders and purchases based on their Port Of Loading information.
• This email address will be used in the “To” field of the email. Note that there are additional locations within SapphireOne where the system checks for email addresses.
  • When the “To” button is selected in an email, an Address List appears as a pop-up, allowing you to choose from a list of email addresses accordingly.
  • These addresses are conveniently grouped under tabs: Clients, Vendors, and Contacts.
  • By selecting the checkbox nearby, SapphireOne can group emails to the Vendor and send them as a batch.
• Telephone Numbers – If required, you can enter the Main Phone and Mobile numbers for the Vendor in this area. This information allows for effective communication with the Vendor and facilitates timely responses to inquiries or important communications.
• Email Address – When SapphireOne Accounting Software automatically sends an email, it first checks to see if an email address has been entered in a Vendor Inquiry when sending an Invoice or Remittance.
  • Remittances and Invoices – The Vendor’s email address entered here is crucial for the proper functioning of the email process when sending Remittances and Invoices. Additionally, you can input unlimited email addresses by separating them with a comma (,) without spaces between the addresses. Moreover, for more information on sending emails, please refer to the Email Procedures article for additional documentation.
• URL – The provided area within SapphireOne’s Address section includes a space for storing the Vendor’s URL (Uniform Resource Locator), also known as the website address. Users can input the relevant URL associated with the Vendor in this field.

Order Addresses

Firstly, to enter an address in this data entry field, select Orders from the address dropdown menu. The address area will then change, allowing you to input an address that will then be added to any Order or Purchase raised.

Please note that these addresses will appear on any hard-coded reports in SapphireOne. Make sure to consider the number of lines and character width the address will occupy.

Vendors Apple/Google Maps Feature

Contacts Area

The Vendor Contacts area in the Vendor Inquiry screen displays a list of contact details for the specific Vendor. To amend and update Vendor contact details, double-click on the contact in the Contact Details area and enter the new information.

• Update Contacts – This button is used to update contact links. When this button is clicked, an alert will ask for verification before proceeding with the operation. To ensure accurate linking, it is highly recommended to add new contacts using the specific function they are meant to be linked to, such as Vendor Inquiry. By doing so, the link to the currently modified vendor will be automatically created, streamlining the contact management process and ensuring proper associations between contacts and vendors.
• Open Contacts Inquiry – This button in performs an inquiry for contacts that are linked to the currently open vendor. It displays these contacts in a list, allowing users to view and modify the vendor contacts easily. This feature streamlines the process of accessing and managing vendor-related contacts, providing a centralized view of all contacts associated with the vendor.
  • Contact Inquiries – There is a Contacts iInquiry on both the Inquiry Pallet drop-down menu and the General drop-down menu when using Workbook mode. Any contacts created there can be manually linked.

There are four icons above the vendor contact list for managing the contact list:

• New Contact – You can create a new contact by clicking on the New icon. This action will open a screen where you can enter all the necessary details for the contact. Fill in the required information, such as name, phone number, email address, and any other relevant data.
• Delete Contact – To delete a contact, simply highlight the contact you want to remove and click on the Delete icon. This action will permanently remove the selected contact from the system. Please ensure you have selected the correct contact before proceeding, as the deletion is irreversible.
• Link Contact – To link a contact to a vendor, use the Link button to update contact links. It is highly recommended to add new contacts using the function they are meant to be linked to, such as Vendor Inquiry. When you add a new contact through Vendor Inquiry, it will automatically create the link to the vendor you are currently modifying, ensuring the contact is associated correctly with the vendor record. This simplifies the process and ensures accurate contact linking for effective vendor management.
• Full Screen – The Full Screen button allows the user to view the list of contacts in full-screen mode, making it beneficial when dealing with large contact lists. This feature maximizes the display area, providing a more spacious and focused view of the contacts, making it easier to navigate and manage the data effectively.

Importing Contacts into a Vendor

In this documentation, while the item mentioned is Vendors, it’s important to note that any of the other seven items (Clients, Projects, Employees, Assets, Contacts, Client Address, or Vendor Address) mentioned can also be used in place of Vendors for the importing context. All of the items are in fact inquiries automatically performed when relevant item is selected from the drop down list.
The process of importing contacts involves the steps as follows.

1. Commencing – Begin by clicking on the Import Contacts button.
2. Link Contact pop up – Clicking on this will prompt the appearance of the Link Contact pop-up. Within this pop-up, you will find a drop-down menu providing a selection of eight Inquiries to choose from, which are as follows:
   • Inquiries – Clients, Vendors, Projects, Employees, Assets, Contacts, Client Address, or Vendor Address. Each of these Inquiries contains a number of items within them, allowing users to select a specific item from the selected inquiry.
3. Inquiries – After selecting the desired Inquiry from the drop-down menu, proceed to enter the exact ID of the item you wish to access into the light blue data entry field. Alternatively, you can utilise the wildcard entries @ and ? to perform a standard search within SapphireOne. Based on your selection from the drop-down menu, SapphireOne will generate a list of items to choose from, considering the search criteria you entered.
   • For example, if you have chosen Vendors from the drop-down list, SapphireOne will display a Relate screen with a list of Vendors based on the specific search function criteria you provided. This enables you to easily access the relevant items within the selected Inquiry, streamlining the process of working with contact information in SapphireOne.
4. Item Selection – After choosing the desired item from the Link Contact pop-up, simply double click on your selection or click on the button. This action confirms your selection takes you to to the next step, the Select Contacts screen
5. Select Contacts Screen – For the selected Vendor, sapphire one will now display a list of contacts to choose from who are linked to this Vendor.
   • Checkboxes – The user will find that there is a checkbox at the end of each line for a contact. Select these check boxes as required and then select the Button. the checked contacts will be entered into the required contact area for the selected Vendor.

To Summarise:

• Starting – Select the Import Contacts button.
• Inquiry – Select your inquiry from one of the eight inquiry options provided.
  • Query – Perform a query for the required item.
• Relate – From the Relate screen make your selection.
  • Select Contact – From the Select Contact screen select the contact/s by ticking the checkboxes.
• Finishing – Select the button to write the contacts into the required area.

It is indeed possible to add one or more contacts simultaneously; however, it is essential to note that importing these contacts may lead to duplication. It’s worth mentioning that the contacts can be copied from any function within SapphireOne, not limited to another Vendor as documented above.

More Details Page

The More Details Page in the Vendor Inquiry screen contains internal credit information and additional details about the vendor. It can be accessed by clicking on the More Details button located at the bottom of the Details Page.

Overall, the More Details Page provides a additional information about the Vendor and allows for the storage of important documents and files for future reference.

Last Transaction area

The Last Transaction Area offers users a quick and user-friendly method to access vital information regarding a vendor’s recent activity in SapphireOne Accounting Software.

• Last payment – The Vendors Last Transaction Area provides information about the vendor’s most recent transaction in SapphireOne Accounting Software as follows:
  • Amount – . This includes the amount of the last payment, which is automatically entered by SapphireOne.
  • Date – The date of the Last Payment Is also automatically entered by SapphireOne.
• Last Transaction – There is just a single item under this heading as follows:
  • Date – The date of the last transaction is automatically entered by Sapphire one and would usually be the date of the last payment processed for the vendor

Tax Details area

• Tax No – This is the Tax Number, which corresponds to the Client’s Australian Business Number (ABN). The Tax No heading is underlined, and clicking on it triggers SapphireOne to launch the default web browser and direct the user to the ABN lookup service. In this process, SapphireOne automatically enters the Tax Number as provided in the software and checks its validity and active status. It’s important for the user to input the number without spaces, but once they move away from this data entry field, SapphireOne will automatically insert the necessary spaces for them. This functionality streamlines the process of validating and managing ABNs within SapphireOne.
• Tax Code – Users can input the Tax Code for the Client. For instance, in Australia, the Tax Code is typically represented by a single character, such as S for 10% Goods and Services Tax (GST). Users should enter the appropriate code based on the applicable tax regulations in their region. This allows SapphireOne to accurately calculate and apply the relevant tax rates to the client’s transactions.
• Tax Rate – The Tax Rate displayed in the this area is dependent on the Tax Code entered by the user. SapphireOne will automatically populate the applicable tax rates based on the settings configured in Utilities Mode. It’s important to note that for regular usage, these rates should not be altered by the user. The predefined rates are designed to ensure accurate and consistent tax calculations, maintaining compliance with relevant tax laws and regulations. Any changes to these rates should be made with caution and only in specific circumstances where it is necessary and authorised.
• Exempt Checkbox – The Exempt checkbox serves as a useful feature for Australian companies that engage with overseas Clients. When selected, it indicates that overseas Clients will be exempt from any Australian tax charges. This feature is particularly relevant in cases where transactions involve Clients located outside Australia, and it ensures that no Australian tax is applied to those specific dealings.
• Use Checkbox – This Checkbox functions as an instruction to SapphireOne, allowing it to override the tax settings specified in a Company Inquiry and instead apply the tax rate manually entered in the Tax Code data entry field.
  • Operation- This feature provides users with the flexibility to customise tax rates for specific transactions or scenarios that require deviations from the standard tax settings defined in the Company Inquiry. When the Use Checkbox is selected, SapphireOne acknowledges the manual entry in the Tax Code field and applies the corresponding tax rate accordingly, ensuring accurate and personalised tax calculations as needed for individual cases.
• PAYG Checkbox –By selecting this checkbox, the data entry field for the Pay As You Go withholding rate will be activated, allowing users to enter the rate to be applied to all associated Vendor transactions. This rate is directly linked to the Type selected below.
• ATO Branch No – If applicable, enter the ATO Branch Number here.
• Type: The selection made in this data entry field determines the type of PAYG Payment Summary form that SapphireOne Payroll will generate upon data transfer.
• TFN – If supplied, this is where the Vendor’s Tax File Number may be recorded. If a Vendor is to be exempt, apply the principle to SapphireOne by selecting the Exempt checkbox.
• Birth Date – For vendors who are superannuation vendors and are individuals, their birth date may be recorded here. Additionally, on some occasions, a vendor may also be a person, and their birth date can be recorded in this field.

Control Accounts Area

SapphireOne offers the flexibility to configure multiple control accounts. In this area, you can set up default Control and Tax accounts for each vendor individually. These settings will take precedence over the overall control accounts configured in System Controls.

• Control Default – Use this data entry field when you want to utilise an alternative GL account, different from SapphireOne’s default GL account, for this Vendor.
• Tax Default – Use this data entry field when you want to employ an alternative GL account, different from SapphireOne’s default GL account, specifically for tax-related transactions with this vendor.
• Bank GL –
• Purchases –
• Company – Utilise this data entry field when operating a multi-company or department data file. It enables you to create Vendor transactions for each company or location separately, ensuring accurate accounting and management across different entities.
• Linked Vendor – Use this data entry field to establish a link to another Vendor in the system. This linking enables you to associate the current Vendor with another Vendor for specific purposes or to consolidate related information.
• Payment Account – This data entry field is used when a specific bank account needs to be assigned to a particular Vendor. Usually, the main bank account is used for transactions, but if required, a different account can be set up here. For example, if a Vendor does not accept your regular account, like American Express, you can establish a different account, such as a MasterCard or Visa account. This payment account can be configured on a Vendor-by-Vendor basis, providing flexibility in payment options.

Miscellaneous Area

• Superannuation checkbox –

User Defined Area

The Vendors User Defined Area enables the renaming of four custom field headings as needed. The first two fields are indexed, making them searchable in the Find function using the Command/Ctrl+F shortcut. All four fields can also be queried using the Detailed Query function with the Command/Ctrl+Y shortcut.

To rename these fields, navigate to Utilities / Controls / Master Defaults / Vendors page.

Vendors Addition/Deduction Area

• Ignore Levy Rules Checkbox – Selecting this checkbox will tell SapphireOne to ignore any levies setup in SapphireOne for this Vendor only.
• Ignore Royalty Rules – Selecting this checkbox will tell SapphireOne to ignore any Royalties setup in SapphireOne for this Vendor only.

Vendors General Message Area

In the Vendors General Message area, users can add comments or information about the Vendor. This information will automatically appear as an alert message when a new transaction is created for the Vendor. If this area is left blank, no alert message will be displayed.

Custom Page

Current Balances Page

The Current Balances page provides a summary of the Vendor’s current aged balances. This page presents an overview of the outstanding balances we owe the Vendor across various aging periods, typically categorised into groups such as Current, 30 days, 60 days, 90 days, and so on.

Include Unposted Checkbox

The Include Unposted checkbox serves as an option to include the value of transactions that have been entered but not yet posted to the ledger. By ticking this checkbox, the system will consider both posted and unposted transactions to calculate the current aged balances for the Vendor.

However, it’s important to note that the new values reflecting the unposted transactions will not be immediately visible in the chart. To refresh the display and view the updated values, users need to re-draw the screen. This can be done by re-selecting the Column or Pie radio button in sequence, prompting the system to redraw the chart and reflect the most current data, including unposted transactions.

FX Balances Page

This page provides users with a comprehensive view of foreign exchange (FX) information related to the Vendor balances. This page displays details about the Vendor balances in different currencies, reflecting their foreign currency transactions.

New Vendors FX currency Limitation

When creating a new Vendor in SapphireOne, you can set the specific currency in which the Vendor trades on the More Details Page. However, it is important to be aware that once a single transaction is processed for this Vendor, the option to change the trading currency will no longer be available. The selected currency at the time of the first transaction becomes the base currency for all future transactions related to this Vendor. Subsequent foreign exchange (FX) balances will be displayed relative to this base currency, providing a consistent reference point for all financial activities involving the Vendor.

The Vendor Inquiry FX Balances page is invaluable for monitoring the impact of foreign currency transactions on the company’s overall financial position with the Vendor. It enables easy tracking of balances in various currencies and facilitates a better understanding and analysis of the Vendor’s international trading activities. This information is particularly essential for businesses dealing with Vendors engaged in foreign currency transactions, as it allows for effective management of currency risks and ensures accurate financial reporting for multinational operations.

Type Column

When dealing with Vendors who trade in foreign currencies, it is important to note the Type column, which is the third column from the left in the transaction lines area. For these Vendors, the currency type will be added as a suffix to the type, such as Vendor Invoice USD (VI USD). This suffix helps identify the specific currency used in each transaction, facilitating better tracking and management of foreign currency transactions.

Aged area

This area in the top right-hand corner of the screen will display aged balances in the selected currency, including Current, 30 Days, 60 Days, 90+ Days, and Total Due. This information provides an overview of the outstanding amounts owed to the Vendor based on different time frames, helping to track and manage the payment status effectively.

Footer

This area contains a number of fields that are automatically populated from the Vendor’s Master Record in SapphireOne. None of these fields are accessible by the user for editing, as they are automatically updated with the relevant information from the vendor’s record to ensure accuracy and consistency throughout the system.

• Discount %: This field displays any discounts applied to the Vendor as a percentage.
• FX: This field displays the current exchange rate for FX Vendors. It provides information about the current conversion rate for the Vendor’s currency in relation to the base currency of the system, enabling accurate currency conversions for financial transactions.
• Discount Days: This field displays the number of days for which the discount will be applied. It indicates the time period during which the Vendor is eligible for the discount offer, helping to track and manage discounts effectively.
• Look Button: This button allows users to view the highlighted transaction in detail. When clicked, it provides a quick and convenient way to access and review specific transaction information.
  • Invoice Button: When the Look button is selected, this button will appear at the bottom of the screen. While viewing an invoice, it becomes active and allows the user to select it to view the original invoice. This feature provides easy access to the original invoice for further examination and reference.
  • More Button – When the Invoice button is selected in SapphireOne, a button will appear in the lower right-hand corner of the screen. Clicking on this button will display an additional screen showing the user more details about the invoice. This additional screen provides further information and details for better understanding and analysis of the invoice..
• Print Source Button: When this button is selected, SapphireOne will print the currently selected transaction with today’s date. This feature allows users to generate a printed copy of the selected transaction, capturing the current data along with the current date for documentation or record-keeping purposes.

Credit Control Page

Contacts

In the Contact area the user will find that all contacts for the Vendor, are listed with their first name surname followed by their title and telephone numbers. While this is a small condensed list the user will normally have to scroll down to view contacts further down the list.

Underlined telephone numbers & Email addresses

If SapphireOne is linked with the SpliceCom Maximiser telephone system, users can click on the underlined Phone Number of the contact to make and end a call from within SapphireOne.  This will also log the call within the notes section at the top center of the Credit Control Screen. Two calls have been made and hung up, and these actions are listed in the notes in the screenshot above.
Users can also click on the underlined email address to directly open a new message to the required contact. 

Terms Based Checkbox You can change the displayed data in the Aged Balances area above by selecting the checkbox in the center of the screen.

Credit Stop Checkbox This checkbox places the Vendor on credit stop, preventing users from processing new transactions until our account is brought back within their credit limit. It is linked to the Stop Invoices data entry on the Vendor page of Master Defaults. If the Master default is not selected, users will receive a warning that the Vendor is on credit stop but can still raise new invoices. Once selected, users cannot raise any invoices for Vendors on credit stop. This feature helps ensure better credit management and prevents further transactions when the Vendor has exceeded our credit limit.

Aged Display area

The top right-hand corner of the screen displays the Aged section, which includes the Opening Balance, Current, 30 Days, 60 Days, 90+ Days, and Total Due. Selecting any underlined heading in the Aged section will immediately filter the displayed transactions based on the selected aging category. For example, selecting Current will filter the transactions to display only current balances.

Data Organisation

By clicking on the column headings, the user can sort any column in ascending or descending order, allowing for easy organization and analysis of data. Highlighting a transaction brings up the linked allocations, enabling a more detailed view of the data and providing a clear picture of the relationship between different transactions. This feature enhances data exploration and facilitates a comprehensive understanding of the information presented.

Transaction Details area

The Transaction Details area, located at the lower section of the Credit Control screen, features ten buttons, each serving a specific purpose. The Open Invoice and Print Invoice buttons become active when a record linked to an Inventory Mode Transaction is selected. Let’s explore the functions of these ten buttons:

• Open Invoice – This button facilitates the emailing of invoices to customers. Once a transaction is selected, clicking on the button displays the invoice, allowing users to make modifications if necessary. Subsequently, users can email the invoice by clicking the small arrow located on the right side of the Print icon on the main toolbar.
• Print Invoice – The button promptly opens the print dialog popup, enabling users to print or re-print the linked invoice with ease.
• Look – The button allows users to view the transaction details, presenting all relevant information related to the selected transaction.
• Retrieve Linked – The button is used to fetch linked transactions that have been moved into History through allocation.
• Load – The button triggers an alert that prompts users to enter a specific date. Once the date is provided, it allows users to view statements up to the selected date, providing a comprehensive overview of the financial records up to that point in time.
• Reload Screen – The button restores the screen to its original view, reverting any changes made or filters applied.
• Statement – The button opens the Vendor Statement Reports print dialog popup, enabling users to print or email Vendor statements with information up to today’s date. This feature facilitates efficient communication with Vendors and ensures up-to-date financial reporting.
• Allocation – The button offers a shortcut to the Vendor Allocation function, presenting a list of any unallocated transactions for the selected Vendor. This convenient feature streamlines the allocation process, allowing users to efficiently manage transactions and maintain accurate financial records.
• Find – The button opens the detailed query function, allowing users to perform comprehensive and specific queries. This feature facilitates in-depth searches and analysis, helping users retrieve precise and relevant information from the database.
• Open – The button performs a specific search for historical transactions in SapphireOne related to the currently selected Vendor. By clicking this button, users can access and view past transactions associated with the Vendor, providing valuable insights into their transaction history.

Terms Page

The Terms Page in Vendors Inquiry serves as the central Credit Control screen, where payment terms and credit limits are set for individual vendors.

SapphireOne populates certain information on this page by default, utilising settings from Utilities Mode > Utilities Controls > Utilities Default Settings > Utilities Controls Master Defaults (Vendors Page). The Defaults area on this Page allows for entry of default payment terms when creating new vendors. This ensures a streamlined and efficient process for managing credit control and vendor-related financial parameters.

The information shown on the screen below has been auto-filled by SapphireOne using the settings from Master Defaults. Nonetheless, any modifications made to the payment terms and credit limits for individual vendors on this screen will take precedence and override the default information set by SapphireOne. This flexibility allows users to customise credit control settings according to specific vendor requirements.

Payment Terms Area

• Normal Drop Down menu – This is a normal drop-down menu with several options, including 7 days, 14 days, and 21 days, which specify the normal payment terms for the Client accordingly. Users can select the appropriate payment term from the drop-down menu based on the agreed-upon payment conditions with the client.
  • 20th and 25th Options – Selecting either of these options will cause the Client to be overdue from the end of the current month, and the user will receive a warning when the Client exceeds their payment terms. However, it’s important to note that these settings can be overridden in the Client Credit Page of Master Defaults, providing flexibility to adjust the payment terms for specific clients if necessary.
  • Auto Credit Stop After – SapphireOne calculates the credit stop terms for a Vendor based on the oldest invoice entered, and monitors it based on the days set in the terms data entry field plus the days in the Auto Credit Stop After data entry field. This setting can also be configured in Master Defaults for all Vendors. If the credit balance is not rectified, users won’t be able to raise any invoices for the Vendor.

The Credit Stop functionality offers the flexibility of setting the Auto Credit Stop feature on a Vendor-by-Vendor basis, or it can be configured globally in Master Defaults to apply to all Vendors. If the Auto Credit Stop value is set to zero on the individual Vendor’s settings, it will be disabled, and SapphireOne will then refer to the Auto Credit Stop setting specified in the Master Defaults. This allows users to tailor the credit management system according to their specific needs, either on a per-Vendor basis or across the entire system.

• Prompt – The Prompt Payment Terms section allows you to configure individual discount offers from Vendors based on prompt payment. This entails specifying a percentage discount that will be granted we pay the Vendor within a certain number of days. The Discount Within data entry field designates the number of days within which we must make the payment to avail of the prompt payment discount offered by the Vendor,. This value becomes the default prompt payment discount we get for that particular vendor.
• Shipping Drop Down Menu –

Discount Area

• Product Discount % – This field in this section allows you to apply a discount (e.g., 2.55%) to all products supplied by the Vendor, ensuring consistent and automatic discount application.
• Lookup – This field is used to link to a price code in the Price Book when a non-standard price code is being used. This feature enables easy access to specific pricing details and facilitates seamless management of custom pricing arrangements.

Bank Details Area

The Vendor Bank Details Area allows you to input the necessary bank and account details for each Vendor. SapphireOne will conveniently pre-fill most of this information to expedite transaction entry. However, if required, you can easily make modifications to these details on a per-transaction basis.

• Swift – Enter the Account Swift number.
• BSB – Enter the BSB number. The label can be used to open a web browser and perform a BSB search using the BSB Lookup web service.
• Account No – Enter the account number.
• Bank – Please enter the name of the bank (e.g., ANZ, Westpac, Comm Bank, etc.).
• Payee – Please enter the name of the payee.
• Prefer payment Method – Pick a default payment type to designate transactions as EFT (Electronic Funds Transfer), BPay, or FX Bank (Foreign Exchange Bank). The user can also utilise either of the other options as needed.
• Lodgement Reference – If required, enter the lodgement reference number.
• Beneficiary – Enter the name of the beneficiary receiving the payment (often the Vendor’s legal entity name, if different from the Payee).
• Address – Enter the beneficiary’s street address (or the bank/beneficiary address, if required for the selected payment method).
• City – Enter the city or suburb for the beneficiary address.
• State – Enter the state/region for the beneficiary address.
• Country – Enter the country for the beneficiary address (important for international/FX payments).
• Payment Purpose – Enter the reason or description for the payment (used as payment/remittance information where supported, particularly for international/FX payments).

Credit Control Area

• Credit Limit – The Credit Limit field sets the maximum credit limit for each vendor. In the event that this limit is exceeded, you can continue processing new invoices for the vendor. However, a warning alert will appear, notifying you that the Vendor’s credit limit has been surpassed.
• Message – The Message area provides an option to include additional text in the maximum credit limit alert message. This text will be displayed to a user while creating a transaction if we have exceeded the vendor’s credit limit.
• Credit Stop – Selecting this checkbox will halt all invoicing to the vendor.
  • Log Entry – When the status of this checkbox changes, SapphireOne will generate a non-editable log entry below the checkbox in the Control area. This log will display instances when users have activated or deactivated a Vendor’s credit stop. The log captures such actions from all applicable areas, including Vendor Inquiry on both the Credit Control & Terms Pages, as well as from the Allocations Inquiry Screen.
  • Ignoring the Alert – While you can ignore the alert and continue to create an invoice for the Vendor, it will be saved with a Posted Status Code of err. Upon inspecting the invoice, you will find the error code set at CL in the Information area Controls Tab.
• Order No Required – By selecting the Order No Required checkbox, SapphireOne will prompt the user to input an order number while creating a transaction for this Vendor. Saving the transaction will not be allowed until an order number is provided.

Commission Area

Before entering data into this area, it is advisable to verify with SapphireOne support staff by contacting them at 02 8362 4500.

• Client – Enter the ID of the Client that is to receive any commissions from this Vendor.
  • Operation – If commissions are to bepaid for purchases through this Vendor, A Client may be set up to receive these commissions.
  • Procedure – When a transaction for this Vendor is processed a seperate Client Credit (CC) will be raised for the Client as entered here. If the transactions is in FX the Clent Credit must be raised in the local currency.
• GL – If commissions are to be specifically tracked, the user has the option to enter a unique GL account dedicated to commission-related transactions. This allows for accurate and distinct tracking of commission-related financial activities.
• Type – There are two types of commissions payable percentage, and dollar based for a quantity.
  • Entering Commission – In the data entry field, located to the immediate right of the type drop-down menu, input the commission as either a percentage (numerical value) or a dollar amount (for quantity-based commissions).

Credit Card Defaults Area

In this area, you can enter the Vendor’s credit card details, including the credit card number, expiry date, and security code. When processing an invoice and selecting the payment type such as Credit Card, SapphireOne will automatically insert these credit card details into the Vendor’s receipt. This feature saves time and minimises data entry errors, making the payment process more efficient and secure. The available functionality is as follows:

• Card Holder – Enter the name exactly as it appears on the credit card (the cardholder’s full name).
• Card No – Enter the full credit card number (no spaces, unless your organisation’s formatting requires them).
• Expiry – Enter the card’s expiry date (MM/YY or MM/YYYY, depending on your organisation’s standard).
• Security Code – Enter the card verification value (CVV/CVC), typically the 3-digit code on the back of the card (or 4-digit code on the front for some card types).

Control Log Area

Whenever any changes are made to this Terms page, SapphireOne will automatically generate a log entry documenting the modifications. This log is immutable and cannot be altered by any user, including system administrators. It provides a transparent record of all changes made to the terms page for accountability and auditing purposes.

Transactions Page

The Transactions screen provides a comprehensive view of current transactions, presenting important details such as Dates, References, Totals, and Transaction types. Additionally, the Posted status column indicates the status of each transaction. Ent indicates that the transaction has been entered correctly, while Yes confirms that it has been successfully posted. However, if a transaction has a Posted status of Err it signifies that there is an error that must be rectified before posting the transaction is allowed.

Double-clicking on a transaction will unveil the information entered into SapphireOne, including the GL Account detail lines, as displayed below. Please note that the Invoice button in thelower right hand corner is inactive, indicating that the transaction is not a VI.

If the transaction was entered as a VI (Vendor Invoice), as shown below, the button will become active. Upon clicking the button, the next screen shot in this article will be displayed, presenting the original invoice entry for review and editing if it is unposted. This allows users to access and modify the details of the original invoice as needed.

Clicking on the button will reveal an additional page directly linked to the Custom Page in a Vendor Invoice, as depicted in the provided screenshot. This area is directly linked to the Custom Page in a Vendor Invoice (Inventory), and any data entered there will be displayed here. You will notice that the field headings in the Vendor Invoice match the field headings in this section. The Custom Page can be accessed from the Page menu, which is the third item down on the page menu.

Selecting either the or buttons will allow the user to switch between these two pages as necessary. To exit from either of these pages, select either the Cancel or Save buttons located on the main toolbar.

History Page

This page provides comprehensive details of all current and historical transactions associated with the selected vendor. It allows users to track and review the complete transaction history for the vendor, offering valuable insights into their financial interactions over time.

Double-clicking on a transaction will display the original information as it was entered into SapphireOne, including the GL Account detail lines.

Selecting the button will prompt SapphireOne to open the same inquiry performed when the user navigates to: Accounts Mode > Accounts History > Accounts History Inquiries > History Transactions. This allows users to access the detailed transaction history for the selected entry.

The Posted status column displays the current status of the transaction. Ent indicates that it has been accurately entered, Yes indicates that it has been posted, and Hist indicates that the transaction has been moved to the historical records after posting.

Purchases Analysis Page

This page provides a comprehensive display of the Purchase Analysis for the selected Vendor. It offers valuable insights and data related to the Vendor’s purchase transactions, allowing for detailed analysis and understanding of their purchasing patterns and behavior.

Data Display options

• On this page, there are four radio buttons operating in two pairs, as follows.
  • Line or Pie Radio Buttons – The display is available in both graphical formats – either as a column or a pie chart, and numerical formats. You can select the desired format via the appropriate radio button.
  • Qty or Total: The two radio buttons, Qty and Total, enable the chart to display the breakdown either by Quantity or Total dollar amounts. You can choose the preferred option by selecting the appropriate radio button.
• Period Drop-down Menu: The Sales Analysis displays can be customised based on the chosen period, selected using the drop-down menu on the left side of the screen. Currently, there are six options for periods as follows:
  • Month – The options are for 1, 2, and 3 months old.
  • Year – The single option available is for up to one year old.
  • Up to ?? – When this option is selected, SapphireOne will display an alert, prompting the user to enter a specific date for the analysis period to go back to.
  • All History – The last option on the list allows the display of all historical records for analysis.
• Checkboxes – The user may also select using the checkboxes provided as follows
  • Include Unposted – when this cheque box is selected all transactions will be displayed in the analysis including those that remain unposted .
  • Group as Class – When this checkbox is selected Sapphire one will group all of the Inventory items according to their class within the analysis screen.

Purchases Page

By default, this page only shows transactions entered through the Purchases menu in Inventory Mode for the current period for the selected Vendor. To include a complete history of transactions for the selected vendor, you must tick the Include All Purchases checkbox located in the bottom right-hand corner.

This page updates from the History file and, as a result, does not display unposted records. It shows only the posted transactions and ensures accurate and up-to-date information is presented.

Keywords & Notes Page

Address Page

The Address page presents information relevant to the address of a specific Vendor. It offers the capability to maintain multiple addresses for a Vendor.

You can review the current address or add new ones by double-clicking on the address or clicking the button located in the bottom-right corner of the screen. Doing so will prompt the following contact sreen for data entry, allowing you to manage and update Vendor addresses efficiently.

These may also be linked to a contact using the Lookup data entry field in a Contact Inquiry on the Details Page. This Link data entry field provides the Lookup names for the Address list seen above. It should be noted that while the Address and Contact forms are the same the links that are Address here the Lookup files in Contacts operates differently.

Period Balances Page

This page provides a comprehensive display of balances period by period for the selected Vendor, reflecting the status as of the period end. Additionally, it showcases the turnover for the current month, offering valuable insights into the Vendor’s financial performance and activity during the specified periods.

Job Project Page

The Job Project page presents a comprehensive list of all Job Projects associated with this vendor. The screen consolidates data from each linked Job Project to provide an overview. However, data must be entered into each project before it will be displayed on this page, as demonstrated below.

Each Job Project is displayed in the list as a separate line item.

• For each Job Project the following data is displayed in the list on screen.
  • Start Date and Finish Date will be shown.
  • Estimated Cost and Estimated Billing for each Job Project will also be shown as data is entered into the job project.
  • Actual Cost and the ActualBilling as of the current time, is displayed providing a comprehensive overview of the project’s current financial status.

The user should remember that all data displayed on the page above is directly entered into the job project itself and not within this vendor inquiry. The information shown here is consolidated from the linked job projects, and any updates or modifications must be done within the individual job projects to reflect changes accurately.

Email Log Page

Whenever an email is sent from within SapphireOne, a detailed log of the email is recorded. SapphireOne filters and displays all unique emails associated with the selected vendor. By double-clicking on a log record, the user can view the complete body of the email as it was originally sent, providing easy access to historical email communications for reference and review.

Action Page

Documents Page

Digital Assets

You can also check out our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.