FX General Ledger Overview
Foreign Exchange accounting, also known as FX accounting, is a financial concept that defines the reporting an organisations transactions in currencies different than their functional currency. When organisations do any cross-border trading they generate transactions in foreign currencies. To report these in financial statements the establishment of a FX General Ledger is mandatory.
The exchange rate of the foreign currency and the organisation’s functional currency continuously fluctuates on a daily basis, which is monitored by SapphireOne’s FX Currency Settings in Utilities/ Controls/ FX Currency Settings. This will dynamically change the value of the Vendors and Clients sub-ledgers. The use of foreign currencies will dynamically create an FX adjusting Journal, which will update the respective FX loss and gain General Ledger account.
FX General Ledger Inquiry Overview
The SapphireOne FX General Ledger Inquiry screen in General Ledger Accounts gives the user the ability to view information contained in all foreign exchange currencies and all General Ledger accounts.
The FX General Ledger Inquiry screen will display General Ledger accounts in all of the FX currencies currently installed in SapphireOne. If you would like to view General Ledger accounts in only the Master or local currency please use the General Ledger Inquiry screen.
The FX General Ledger Inquiry screen operates in the same way as standard General Ledger Inquiry. The only difference is that within this screen ALL of the FX General Ledgers are listed for viewing.
Displayed in the Sapphire Bondi Blue Demonstration screen above are FX General Ledger Account ID’s with Names that are assigned to them. The currency for a particular General Ledger is displayed in the first ID column as a suffix after the ID. The ‘M’ indicates the Master or local currency, and a three-digit ID for other currencies i.e. NZD and USD.
You can add currencies by navigating to Utilities / Controls / FX Currency. As you use the currency SapphireOne will create an FX Account for any General Ledger affected by the currency.
The second last column shows the side of the General Ledger these accounts operate on either Credit ‘Cr’ or Debit ‘Dr’. This helps indicate what financial information each account will contain. When read in conjunction with the Class column these explain the purpose of the General Ledger account and the type of information it will contain.
Within FX General Ledger Inquiry you are not able to Delete any General Ledger accounts.
However, the user does have the ability to make any General Ledger account Inactive. During normal operations SapphireOne will only print the accounts that are active.
How to Customise the Inquiry Screen
The FX General Ledger Inquiry window lists all General Ledger accounts for the Company the user is currently logged into, by default in the ascending order of the FX General Ledger ID. You can change the sort order by simply clicking on any of the column headings. You can also change the selected column by re-clicking the column heading to change it from ascending to descending, or vice versa.
You can adjust the order of the columns by clicking on the column and dragging to the left or right. Like other List Windows in SapphireOne, you can re-organise the information displayed by highlighting and using functions from the Options Menu.
You also have the ability to Swap to a Custom Inquiry Screen as detailed below.
In SapphireOne, all inquiry screens provide the option for customisation of the displayed item list. The feature, called Custom Inquiry, lets users choose the data fields to be shown and the sequence of data columns across the screen. The user can save infinite custom views. While a client list is used as an example to follow, any inquiry type can be customised in SapphireOne.
The Standard Inquiry Screen
The Standard Inquiry Screen in SapphireOne provides a foundational view of data, presenting a set of column fields for each record. This screen is designed to offer a straightforward and efficient way to access and review essential information.
The list above represents the standard inquiry list, displaying a fundamental set of data fields for each client record and includes two buttons as follows:
- Swap to Custom Inquiry – When the user selects the ‘Swap to Custom Inquiry‘ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Inquiry Screen, which is documented below.
- Show/Hide Audit Lines – Toggle the Audit lines panel open. This panel will display at the bottom of the Inquiry screen, benefiting workflow by providing an immediate view of the critical details for a selected line.
The Custom Inquiry Screen
When the user selects the ‘Swap to Custom Inquiry’ button from the Standard Inquiry, SapphireOne will display the default Custom Inquiry Screen, as shown below. This screen provides the user with a customisable view of the data set, which is maintained per user and for each particular inquiry.
The options available from the Custom Inquiry Screen are as follows:
- Swap to Standard Inquiry – Return the view to a standard Inquiry.
- Method List Box – This list box, in conjunction with the adjacent operator list box, allows for calculations to be performed across all rows of the displayed data. The results are displayed adjacent to the operator list box.
- Operator List Box – Select an operator to apply to the method selected using the method list box.
- Setup Button – The Setup button will open a modal screen with functionality to customise the Custom Inquiry, as documented in the following section.
- Export Button – Open the data set in CSV format in the devices default spreadsheet application.
The Custom Inquiry Setup Screen
The Custom Inquiry setup screen allows for the customisation of the data view, which is maintained per user and for each particular inquiry. Once the user has customised the Custom Inquiry screen, the screen view will be maintained in subsequent sessions and is unique to the current user account. This screen also provides the option to select and save an unlimited number of custom views per user.
The Custom Inquiry setup screen provides the following functionality:
- Favourite Sets – This option enables the user to save a custom-created screen for future use. For instance, the user can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
- Row Height – Adjust the table row height to the users preference.
- Show Related Record – This option allows the user to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, the user can select a related record, and a view of that related record for the chosen entry will be displayed for that currently selected record. The user will need to select the fields to be displayed.
- Reset to Default – Reset the display to the default view configuration as established by SapphireOne.
The Custom Inquiry setup screen provides the user with two main options for organising the data displayed:
- To remove or relocate a column – Right-click on the column lines and choose from Delete, Move Left, or Move Right.
- To add a column – Locate the desired data set in the list and double-click on it to add it to the custom view as a new column. Edit the location as described above if required. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
Customising inquiry screens in SapphireOne allows for a tailored data view that meets the users specific needs. By leveraging the Custom Inquiry feature, the user can enhance their workflow efficiency and ensure that critical information is readily accessible.
Details Page
In the Details Page you can only view FX General ledger accounts SapphireOne has created. You are unable to Modify any information on this page. All modifications are to be made using the General Ledger Inquiry screen.
General Ledger Area
This area displays the Account ID, Account Name, and Department ID.
Reporting Groups Area
This area displays the Class ID. From the Classes file the Group and Report positions are read. They control the structure of your Income Statement and Balance Sheet.
Data Entry Controls Area
This area displays if the account is on the Debit or Credit side.
Notes Area
This area displays any Notes entered that are linked to the account.
FX General Ledger Inquiry More Details Page
Custom Area
FX General Ledger Custom area displays the custom classes set up for the account in the General Ledger Inquiry.
User Defined Area
The User Defined area displays user defined information relevant to the account.
FX General Ledger Inquiry Analysis Page
This page provides users with the ability to review a line graph of their current, last, and next balances.
FX General Ledger Inquiry Audit Lines Page
This Audit Lines page displays a detailed breakdown of all audit lines that comprise the balance for a General Ledger account. By default, this includes all unposted transactions.
- Exclude Unposted – This excludes un-posted transactions from the display.
- Look Transaction – You may select an Audit line and look at the transaction that created them.
- Open in Inquiry – This open an inquiry window for all audit lines currently displayed.
- Complete History Checkbox – Displays all audit lines for this General Ledger account.
- Recent History Checkbox – Displays the last 12 month audit lines for this General Ledger account.
FX General Ledger Inquiry Balances Page
The General Ledger Inquiry Balances page tracks the current year General Ledger balances for an account. This account may contain up to 30 accounting periods within a single year. Additionally, it includes balances from the previous year.
By selecting the Find Period Audit Line button, users can choose a period to view a breakdown of all audit lines that contributed to the balance for that period.
FX General Ledger Keywords and Notes Page
Keywords & Notes Overview
The Keywords and Notes page is a standard feature found on all inquiry pages in SapphireOne, providing a central location to add and manage keywords and notes for each record.
Keywords Area
Keywords in SapphireOne provide a structured method to organise contacts. These keywords act as custom associations, allowing you to categorise contacts in a way that suits your organisations needs. You have the flexibility to create reusable keywords that can be applied across multiple contact records, ensuring consistency and ease of management. Additionally, you can create unique keywords tailored specifically to individual contact records, offering a personalised approach to contact organisation.
To remove keywords, hold the Command key on a Mac or the Ctrl key on Windows.
Notes Area
This area can be used to make permanent notes or reminders when dealing with contacts. When you click on the button, a timestamp will be created at the beginning of the notes section. [Command or Control] places it at the end, and you can input the note straight away. The functionality is as follows:
Right-Click context menu – Users can also customise the font, style, colour, and background colour of the text in the Notes area by selecting the desired text and choosing the options available from the right-click context menu.
- Green Clock Button – Include a date and time stamp.
- Font Size Buttons – Modify the font size.
- Expand
button – Maximise the notes screen for unobstructed editing. You can click the same expand button again to minimise the notes.
Actions Page
Action Page Overview
The Action Page in SapphireOne serves as access to a comprehensive hub for managing and organising tasks, meetings, and notes, seamlessly integrating actionable items with relevant records and transactions. By providing access to a wide array of features such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, and various types of Notes, the Action Page ensures that users can efficiently coordinate their activities within a centralised platform.
One of the key advantages of the Action Page is its ability to link actions directly to specific records or transactions, enhancing the accessibility and relevance of alerts throughout SapphireOne. This integration allows users to set up actionable alerts that are contextually tied to their organisational data, ensuring that important tasks and notifications are not only visible but also directly connected to the pertinent information. By leveraging these capabilities, users can improve their productivity and maintain a well-organised workflow, all within the intuitive environment of SapphireOne.
The Action Page enables users to manage actions by using the add 
or delete 
buttons. To add or delete an action, simply click the corresponding button.
Diary Area
The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes the following functionality:
- Sequence – SapphireOne automatically generates a unique sequence number for each action.
- Title – Enter a title for the action.
- Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
- Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
- User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
- Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
- Status – The user has three options: Open, Hold, and Completed.
- Open – Action is open and active.
- Hold – Action is active, but no alarms will be active.
- Completed – Action is now Inactive and won’t be displayed in any list of actions.
- Tag – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
- Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.
Check List Area
SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.
Dates and Times Area
- Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
- Completed – Entering a completion date for an action deactivates it, and it will no longer appear in the action lists.
Alarm Area
Ensure you never miss a task again by setting up alarms to send reminders to the designated email at specified dates and times. Users can also receive notifications through SapphireOne Workflow.
Recurring Area
If necessary, the alarm can be set to recur at specified intervals chosen from the Type drop-down menu which contains an exhaustive list of interval options. Additionally, the recurring period can be defined by date.
Notes Area
This area can be used to make permanent notes or reminders when dealing with contacts. When you click on the clock button, a timestamp will be created at the beginning of the notes section. [Command or Control] places it at the end, and you can input the note straight away. The functionality is as follows:
- Right-Click context menu – Users can also customise the font, style, size, colour, and background colour of the text in the Notes area by selecting the desired text and choosing the options available from the right-click context menu
- Green Clock Button – Include a date and time stamp.
- Font Size Buttons – Modify the font size.
- Expand button – Maximise the notes screen for unobstructed editing. You can click the same expand button again to minimise the notes.
Invite Attendees Area
In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them email notifications if their email addresses are provided. Additionally, you can manage and track attendees RSVP status in real-time.
In conclusion, the Action Page in SapphireOne stands as a pivotal tool for enhancing organisational efficiency and productivity. By offering access to a centralised platform that seamlessly integrates tasks, meetings, and notes with relevant records and transactions, it empowers users to maintain a streamlined and well-coordinated workflow. The ability to link actions directly to specific data points ensures that alerts are not only accessible but also contextually relevant, providing users with the insights needed to make informed decisions. As organisations continue to navigate complex operational landscapes, the Action Page remains an indispensable resource for optimising task management and fostering a more organised and productive environment within SapphireOne.
FX General Ledger Documents Page
Documents Page Overview
The Documents Page centralises document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.
Documents Area
The Documents Page simplifies file management by allowing various document types to be attached via drag and drop, including PDFs, spreadsheets, photos, and more. It provides a centralised location for document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.
Documents can only be attached once the corresponding record has an assigned ID.
Documents List Screen Options
There are eight buttons on the Document List screen, as follows:
- Open
– Allows viewing of the currently selected document. - Update
– Prompts the user to import a new version of the selected document while maintaining links to any associated transactions. - Scan
– Accesses a scanner for scanning documents directly into the data file and linking them to the current transaction (requires a compatible scanner with software). - Save
– Saves the currently selected document. - Link Document: Enables linking of the selected document to other transactions in the data file, presenting a popup for user selection.
- Link Document
– Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from. - Link Existing Document
– Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from. - Delete – Deletes the currently selected transaction or record.
- Add – Displays a search function for selecting a document from the local computer or device.
Details Area
The Details area allows users to add a custom name, description, and tags to each document, enabling easy search and location of specific documents. These details can be customised to meet the specific needs of the user or organisation, further improving the efficiency and organisation of the Documents Page.
Last Modified Area
The Last Modified section displays the date and time when the document was last modified, as well as the user who made the changes. This feature helps maintain accountability and enables efficient tracking of document modifications.
History Area
The History area records changes made to the document, including the date, time, and user who made the changes. This provides a valuable tool for tracking and managing document revisions.
Links Area
The Links area allows users to record links to other places where the document has been attached. Links can be added or removed using the (+) and (-) buttons, providing an efficient way to manage and organise related documents.
Notes Area
The Notes area allows users to add any relevant notes related to the document. Clicking the green clock button will add a date/time stamp, further improving document tracking and management.
GL Budget Tools
The Sapphire GL Budget tools allow the user to modify multiple General Ledger budgets simultaneously, by selecting or highlighting all relevant items on screen. These tools are listed in the Sapphire Tools menu and enable bulk management of budgets.
- Copy Last Year’s Actual Into Budget – This Sapphire tool will copy this years Actual expenditure in to a budget for next year
- Copy This Year’s Budget into Next Year – The Sapphire tool will copy last years Budget into next years.
- Copy This Year’s Actual into Next Year – The Sapphire tool will copy this years Actual balance into next years.
- Copy Budget to Revised – Copy the current budget to a Revised Budget.
- Copy Revised to Budget – Copy a Revised budget into an actual budget.
- Swap Budget and Revised – Swap the Budget and Revised Budget values.
Find out more about a specific GL Budget tool functiona