For ease and convenience General Ledger accounts can be divided into different classes. You have the ability with SapphireOne class structures to consolidate the financial reporting of many General Ledger accounts into a single class, dramatically simplifying your financial reporting. A class will automatically create the default for the income statement P&L and Balance Sheet. Examples of different classes can include Class, Group and Report categories i.e. Income, Gross Profit and Income Statement.
The SapphireOne General Ledger Class Inquiry screen drives the position of General Ledger accounts on financial reports and allow the user to group them as applicable to the business.
This expands the sorting or grouping of the data in the production of reports generated from SapphireOne, and can be used for analysis and printing purposes. For example, Cost of Sales is a Class and may consist of Opening Stock, Purchases, Closing Stock, Freight and On Costs.
The screenshot above shows a complete list of Classes set up in the SapphireOne Bondi Blue Demonstration data file.
All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.
The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:
Swap to Custom Inquiry
When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:
- To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
- To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.
The Inquiry screen below is the initial Custom Inquiry screen, which can be modified by the user.
Custom Inquiry Screen ‘Setup’ Function
To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.
From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
The screen features several menu items across the top, which include:
- Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
- Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed.
- Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
How to Create a New Class
SapphireOne recommends working out a set of Classes prior to entering any Ledger accounts so that each area of the Ledger will relate correctly to the others.
To create a new class, simply go to the main toolbar and select the icon, or type shortcut ‘command/ctrl N’, and enter your new class details. To save a completed class go to the main toolbar and select the save icon.
Remember as normal in other areas of SapphireOne, create your General Ledger Classes first, then link the General Ledger accounts to them.
General Ledger Details Page
- ID and Name – Enter a unique ID and a Name for the Class.
- Company – SapphireOne will enter the company that the user is currently logged into.
- Preferred Side – Using the radio buttons select the preferred side of the ledger that this account is to be on, Debit or Credit.
- Project Settings – If required select the Project Settings from the drop down menu. If linking to a project is not required move directly to the next area the Reporting Groups area.
Reporting Groups Area
This area allows you to position your class, and your account within the class, inside your financial reporting. This follows the accounting standard for financial reports. There are three main criteria driving this process which include Class, Group and Report.
Select your reporting position from Class, Group and Report:
Class – Select from Income, Cost of Goods, Other Income, Expenses, Appropriation, Current Assets, Bank Assets, Non-Current Assets, Current Liabilities, Non-Current Liabilities, Bank Liabilities, Equity.
Group – Select from Gross Profit, Operating Profit, Net Profit, Total Assets, Total Liabilities, Total Equity
Report – Select from Income Statement, Balance Sheet
Any Classes required for Custom class reports from your General Ledger are created here. You will need to create the Class before linking it from the second More Details Page in a General Ledger Inquiry.
You can use the Time and Date stamp to add the Time and date and make notes about your action. You can also highlight the text in the notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.
Dictation and Speech to Text Overview
SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.
You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.
As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.
Dictation and Speech to Text Procedure
This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.
Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line.
The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.
Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive time saver.
General Ledger Budgets Page
The Budgets Page display the accumulated budgets from all General Ledger accounts assigned to this class.