Accounts - History Transactions Inquiry - Unlock the Power of Your Account's Past


The Accounts History Transactions Inquiry function provides a list of all Accounts based transactions that have been moved into History mode.
This list is the same as other transaction lists in Accounts mode with two key differences:

  1. This Historical Transaction Inquiry lists all transactions from Receivables, Payable’s and the General Ledger menus.
  2. This Historical Transaction Inquiry screen lists all transactions including those that have been moved into history by SapphireOne at the end of the period, when the period end function is executed.

Transaction Types

  • Receivables – Client Receipt, Client Invoice, Client Credit, Client Journal, Client Refund, and Cash Receipt are the standard Client transactions.
  • Payables – Vendor Payment, Vendor Invoice, Vendor Credit, Vendor Journal, Vendor Refund and Cash Payment are the standard Vendor transactions.
  • General Ledger – General Ledger Journal is the standard General Ledger transaction.

From this list you can only View or Look at all transactions. If you attempt to delete a Posted item, an alert will be displayed warning the user that the transactions are Posted

Sorting Order

Initially, the transactions are listed in the order they were entered, with the most recently dated transactions displayed at the top. However, you have the ability to modify the sort order effortlessly by clicking on any of the column headings. Furthermore, you can change the selected column by simply re-clicking the column heading, thereby altering the sorting from ascending to descending, or vice versa. This functionality grants you the flexibility to arrange the transactions based on your preferred criteria and easily switch between different sorting options.

Column Order

In addition to changing the sort order, you have the ability to customise the order of the columns themselves. This can be done by clicking on a column and dragging it to the left or right within the list. By rearranging the columns, you can prioritize the display of information according to your preferences.

Options Menu

Furthermore, like in other List windows, you can further organize the information by highlighting specific entries and utilising functions from the Options Menu. This menu provides various options to manipulate the displayed information, allowing you to refine the view and focus on the data that is most relevant to you.

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.

Retrieving Historical Records to Current

All transactions once moved to history receive a specific status by SapphireOne and may not normally be opened for modification. On the Sapphire tools menu there is a Retrieve to Current option where any record in history may be selected and the historical status removed. Once back in current status, they may be modified with the normal rules applying for any transaction that is current. The most common reason for retrieving an historical record to current, would be to reverse the historical transaction that has an error in it and then create a new transaction to replace the historical transaction.

Viewing Historical Transactions

To open and view a historical record in SapphireOne’s History Transactions screen, double click or select Look on the desired transaction. This action will display the transaction exactly as it was when originally created from its respective menu item. Below, you will find the displayed a Vendor Invoice (VI).

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

Was this helpful?

Previous Article

Allocation Lines

Next Article

Audit Lines