Vendor Credit

  • Custom Page
  • Action Page
  • Documents Page
  • Workflow Page
  • Workflow Rules Overview
  • Workflow Rules Details Page
  • Vendor Credit Overview

    The Vendor Credit screen is the third item on the Accounts Payable’s ‘Data Entry’ drop-down menu. This screen allows the user to allocate credits to a Vendor and is normally is used when goods are returned to the Vendor.
    A Vendor ID is needed for the entry of details and the rest is very similar to all other SapphireOne Vendor Data Entry screens. 

    Things to note before entering a Vendor Credit:

    • Once the Vendor Credit has been entered SapphireOne will automatically proceed to the Allocation screen.
    • The Allocation screen enables allocation of the amount in the Vendor Credit to a Vendor Invoice.
    • Note that this is the reverse of an Allocation for a Vendor.  The Vendor Credit allocates an amount to Vendor Invoice which reduces the amount owing.
    • The procedure is to allocate the Vendor Credit to the Vendor Invoice first, then allocate the Vendor Payment to the Vendor Invoice.

    Any data entry field that has a light blue background is a linked data entry field. If you do not know the exact ID to enter, the user may replace some or all of the characters with the “@” or “?” characters. SapphireOne will then display a much shorter list for the user to select the correct ID from. For example,if the user enters “K@” SapphireOne will display all records beginning with K.

    When a data entry field heading is underlined this indicates that once an ID has been entered the user may then click on the underlined heading. SapphireOne will then do a specific query for the ID as entered and display a list with just the single item in it. The user may then view or modify the item as normal.

    Transaction Area in Vendor Credit

    How to enter details in the Vendor Credit Transaction area:

    1. Vendor ID – Enter the Vendor ID. 
    2. Ext Ref – External reference is an additional field to record any reference that the vendor may provide. 
    3. Credit No. – Is a sequentially generated number which you can elect to have a suffix or preference specified in Master Defaults. There is also the option to over type with your unique ID code if required. 
    4. Total – Enter the Total Cost of the transaction including Tax.
    5. Date In – SapphireOne Accounting Software will automatically enter in today’s date.
      To select an alternative date, click on the underlined Date In for a pop-up calendar or manually type in the date. 
    6. Period – SapphireOne will automatically enter in the current Period or the Period relating to the manual Date you entered.
      • To select a different period, click on the underlined Period for a pop-up period list. 
      • Some Periods may not appear on the list as they may be locked (i.e. Transactions for the period are complete).
    7. Memo – Enter any notes to assist with inquiries in the future. i.e. Warranty claims.
    8. Document Paperclip – Scan and attach any documents relating to the Vendor Credit.

    SapphireOne Document Management System (DMS) includes a Paper Clip icon on all data entry and inquiry screens and allows users to attach relevant documents or files to every transaction or record. Additionally, every data entry and inquiry screen within SapphireOne also contains a separate Page specifically for managing documents related to the transaction i.e. version control.

    The red colour of the paper clip indicates that there are currently no documents attached to this transaction. When a document has been attached, the paperclip will turn green and the word Items will be prefixed by the number of documents currently attached to this transaction or record.

    SapphireOne Document Management functionality can store any type of file or document, and an infinite number of documents may be stored for an unlimited amount of time. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files.

    Within SapphireOne Master Defaults, there are settings available for the user to restrict the size of each individual document, and also to select where the documents are to be stored – within the data file itself or in a seperate folder. These options may be altered by going to Utilities > Controls > Master Defaults > System Page. Within the Documents area in the right hand corner of SapphireOne Page, there is a provision for the user to set the ‘Document Size Limit’ (the default size is 10Mb). There are also two radio buttons where the user can select ‘Store with Data File’ as part of the data file, and ‘Store as Files’ seperate to the data file.

    To attach a document to a transaction, select either the or Paperclip icon and the following Document List window will be displayed.

    How to Attach Documents Using SapphireOne Paperclip

    Documents can be attached using SapphireOne Drag & Drop functionality. To use this functionality, simply drag a document from the local computer into the Document List screen and it will append automatically. If SapphireOne detects that the document name already exists, a pop-up will be displayed alerting the user. Alternatively, the user can also select the Plus icon to select a document to upload from the local computer.

    Once a document has been attached, the user has the ability to rename any document by right clicking on the file and selecting Rename as seen above. Renaming documents will ensure that document names remain consistent across all records.

    Documents Area within Document Management System (DMS)
    • Open – When the button is selected, SapphireOne will open the currently selected document for viewing.
    • Update – When the button is selected, SapphireOne will display a pop-up which asks the user if they want to Import a New Version of the currently highlighted document. This functionality allows users to update and keep records of different versions of the same document. When the new version has been selected, the user will be asked to enter in a new version number. The new version will now be the document available, and all previous versions will be recorded and available within the History area of Document List screen. The new version of the document will still be linked to any transactions that the old version was.
    • Scan – When the Scan button is selected, SapphireOne will access a local or network scanner, and following the usual prompts allows the user to scan a document directly into the data file and link it to the transaction. The appropriate scanner with software must be installed on the local machine or network.
    • Save – The Save button allows the user to save the currently highlighted document to the disk.
    • Link Documents – The Link Document button allows the user to link the currently highlighted document to another transaction or multiple transactions in the data file. A pop-up will be displayed allowing the user to make their selection. You can learn more about Linked Documents in the Links Area documented below.
    • Link Existing Documents – The Link Existing Documents button allows the user to link an existing document in the data file to this transaction or record. A pop-up will be displayed allowing the user to make their selection from a list of documents. You can learn more about Linked Documents in the Links Area documented below.
    • Delete – The Delete button when selected will delete the currently highlighted document.
    • Plus – When the Plus button is selected SapphireOne will display a search function allowing the user to select a document that is currently on the local computer.

    Details Area within Document Management System (DMS)

    When a document is selected within the Documents area, the Details area will automatically populate to display additional information about the document, including the Title of the document and the Type of file.

    Notes Area within Document Management System (DMS)

    The Notes area is for entering any notes related to the document. The user can select the green clock icon to create a time and date stamp for every note added.

    The Notes area will also keep an automatic user log when any changes are made to the document. For example, if the document is renamed or new links are created. SapphireOne will record the date, time and user that made the modifications.

    Document Details Area within Document Management System (DMS)

    The Document Details area contains additional information relating to the selected document, and will automatically populate when a document is selected from the list. This includes the date and time the document was appended, the document number and the user who added the document.

    History Area within Document Management System (DMS)

    The History area displays a record of the complete version history of the selected document. SapphireOne keeps track of all version changes and will automatically display the documents history within this area.

    The History area will automatically update as new versions of the document are imported when selecting the Update button  . When a new document version is imported, all previous versions of the document will be recorded and available to view within the History area. This enables the user to always view the most recently updated version of the document, however still keep a complete record of the document history.

    The Links area is used to link documents to particular areas or transactions within SapphireOne. The links area can also be used to view all linking information related to the document. For example, if the document was imported using a function with SapphireOne, the links area will have a line containing this linking information.

    To add in additional links to a document, select the document and then select the Link Document icon. The Files pop up window will be displayed. From the File drop down menu, select what you want to link this document to. Then within the Value data entry field, enter in the details (ID). As this data entry field has a blue background, it is user searchable by entering the wildcard ‘?’ or ‘@’ symbols. 

    Updating a Document within Document Management

    The procedure for updating a document is as follows.

    1. When the update button is selected the user will be asked to confirm they would like to import a new version.
    2. Upon confirmation the user will then be asked to choose the updated document to open.
    3. Upon selection a secondary dialogue will prompt the user for the entry of an alphanumeric value for the new version.
    4. Select OK.

    Document Management using SapphireOne Documents Inquiry

    As well as SapphireOne Document Management Paperclip functionality, SapphireOne Documents Inquiry function within SapphireOne Workbook Mode gives users the ability to view a repository of all documents and files stored within the SapphireOne data file. Users have the ability to add New documents, Modify, View or Delete existing documents from within the Documents Inquiry screen.

    Any revisions made to a document within the Documents Inquiry screen will be updated across all areas that the document is linked to across SapphireOne, and similarly any modifications made to documents within the SapphireOne Paperclip Document List window will be reflected within the Documents Inquiry window. For example, if a document is renamed within a transaction Paperclip Document List screen, the document name will also be reflected when viewing the document in the Document Inquiry screen.

    You can learn more about SapphireOne Documents Inquiry functionality within the Documents Inquiry article.

    Document Control within Document Management

    As an example, we have an inventory item with documents attached (installation instructions and a packing checklist amongst others). We add this inventory item to a sales order, manufacture, ship, completely finish the job. One year later we might have a revision of this inventory item along with all the Documents (DMS). Understandably, we don’t want to have to make a whole new inventory item for the revision, just update the DMS that are attached. We update the inventory item with all the new documents, ready for the next sale. When we refer back to the original completed Sales Client Invoice or Job Projects Client Invoice, we will we see the documentation as it was when the Job Project, Sales Client Invoice or Job Projects Client Invoice was completed, or the documents as they are now. In the example above where we have elected to produce an Order Client Invoice (OCI) with the current installation instructions and packing checklist. This will automatically flow into the finished Sales Client Invoice once the OCI has been delivered.

    In the example above we have both the current and historical documents attached. As a SapphireOne user has the ability to edit the list and if they choose not to store the historical document and simply select the Minus button and they can delete the historical document. We also have the ability to modify the existing dociument keeping a log file of each and every time the document has been revised.

    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 timesaver. 

    Information Tab Area in Vendor Credit

    The Vendor Credit Information Tab area is used to display extra information about the current entry. You have the ability to view the information here, not alter it. Click on the Information Tabs to select the details you would like displayed. The Information Tabs change automatically for the different transactions being viewed. These tabs include:

    1. Vendor – This Tab displays details about the Vendor ie Total Due displayed by the relevant terms, Credit Remaining and Warning Message.
    2. Controls – This lists the details of when the transaction was entered, posted and by whom. This Tab also displays the total value of the allocation.
    3. Allocation – This Tab displays linked data records when there has been an allocation.
    4. G.L. – This displays the General Ledger details for the account entered in the current invoice.
    5. Project – If a project has been entered, the project details will be displayed under this tab i.e. Project Name.
    6. Transaction – This tab displays the last 20 transactions. By selecting a historical transaction and then right mouse click you can: Copy Transaction, Copy Lines, Open In Inquiry.
    7. Error Code – Normally any error information is displayed under the controls Tab. However, the information displayed there is concise and any additional information on an error in a transaction is displayed under this Error Code tab. This is especially useful when there are multiple errors within the one transaction.

    Standing Transactions in Vendor Credit

    Standing Transactions are used to set up recurring transactions and controls how often the record is to be created for each period. A standing transaction is usually given a start date and a finish date.

    • Scheduled – For the frequency that this transaction is to be created you may select Monthly, 30 Days, Fortnightly, Weekly, Yearly or Other.
    • SapphireOne will by default not set any Start/Next or Stop dates as they must be user selected from the date picking calendar provided or entered manually.

    Standing Transactions will only be created if the previous periods Standing Transactions have been posted.
    If the Stop Date is set as 00/00/00 the standing transaction will continue to be automatically created by SapphireOne until the user modifies or deletes it!

    Destination Area in Vendor Credit

    The Vendor Credit Destination area is where the lines are stored that go to make up this transaction. Depending on the transaction, this can be from a single line in accounts mode to a hundred or more in Inventory mode.

    All of the lines in the Destination area, are listed here. The list itself, only displays the basic details of each Line. You cannot directly edit from this list.
    To view or modify any line in this Line Listing area, select or highlight a line.
    All of the additional data entry fields will then be displayed for you immediately above the list of lines. From there the user is able to view or modify all of the data entry fields for the line as required.

    The easiest way to add a line is with the keyboard shortcut. Hold the  (Command or Control key down and select forward slash (/). SapphireOne will then place the cursor in the Account ID data entry field ready for the entry of a new line. Alternatively, selecting the button will also place the cursor in the Account ID data entry field, ready for the entry of a  new line.
    Lines may also be added to the transaction by clicking on the button or selecting the button to delete the currently highlighted line.

    How to enter Destination line details:

    • Account ID – Is a linked field and the user can simply type part or all of the product name and use the Wildcard search options to find the correct account.
    • Account Name – Once the Account ID is entered SapphireOne will automatically display the Account Items name.
    • Net Amount – Enter in the amount excluding tax.
    • Tax Code – These should not normally be altered by the user and are entered by SapphireOne as they are setup elsewhere in SapphireOne. The user can also select a Tax Code from the drop-down menu or enter in manually if required.
    • Tax % – SapphireOne will automatically populate this field once the code is selected. To overwrite, simply type in.
    • Tax Amount – SapphireOne will automatically calculate the amount of tax in each line in the transaction.
    • Total – This displays the line total Including tax. Net Amount and Total are linked fields. The last entered will re-calculate the other.
    • Project – Is a linked field and the User can use the Wildcard search options to search for the Project ID.
    • Project Name – Once the Projects ID has been entered SapphireOne will then display the Projects Name.
    • % Applied – If a retention amount has been set up in the selected project, this will be displayed here on a line by line basis.
    • Notes – May be entered here on a line by line basis.
    • Company Button – This button is only visible if you have multiple companies set up in your SapphireOne data file. It will direct you to a new screen where you can manage and allocate percentages or fixed amounts across the various companies.

    The Vendor Credit Transaction Footer is the information bar along the bottom of the screen, and allows for easy checking of the critical details of a transaction. This includes information such as:

    • Sequence – SapphireOne Accounting Software automatically generates a sequence number.
    • Batch – SapphireOne automatically generates the batch total. This is the total of all the client invoice that have been entered at any given time.
    • Out of Balance – SapphireOne automatically generates the Out of Balance Total. For this type of transaction the Out of Balance amount must be 0.00 to enable the saving of a record.
    • Rules Level – This is a linked field. The User can click on the Rules Level and a pop-up Organisation Chart will appear. Select the Level you would like to apply and hit OK.
    • Tag – A drop-down menu allows the User to mark this Vendor Credit with a  tag. To add a new Tag category, type the name of new tag into the tag box on the screen and then hit the tab key. Then select ‘Yes’ from the pop-up window to confirm. Alternatively, if you wish to remove a Tag from the list, simply select the drop-down menu and click on the name of the Tag you wish to remove whilst simultaneously holding down the Command (MacOS) or Control (Windows) key. Then select ‘Yes’ from the pop-up window to confirm the deletion from your current list. 

    Custom Page

    For the existing default names as entered by SapphireOne, the first number indicates the order that it is in the group, and the second number denotes how long the actual data entry field is for the entry of user data. For example, ASAlpha_1_20 denotes that the Data Entry Field is the 1st data entry field in the group, and it will allow up to 20 characters. ASAlpha_8_80 denotes that is is the 8th data entry field in the group with a maxim limit of 80 Characters.

    While this screen shot is from an Asset Inquiry, the procedure for the user to customise this page is exactly the same no matter what function the Custom Page resides in. All of the data entry fields in these Custom Pages may be used in reports in the same manner that other data entry fields are reported on in SapphireOne.

    1. First write down the exact names of the headings that you want to change on the Custom Page. Then go to: Utilities / Controls / Change Names. Please note that you will receive a warning that only one user is to be logged in when this procedure is being executed.
    2. The Change Names function dialog box as seen to the left will be displayed. Next refer to your list of names and scroll down the list until you find them.
    3. One at a time, highlight the name, then enter in your new name in the lower data entry field. After you enter each one you must select the button to write the new name into SapphireOne.

    Action Page

    The Action Page is a separate table that can be added to the major records and transaction tables. This includes actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps plus All Day Notifications.

    You can Add or Delete Actions . If you double click on an existing Action it will open, ready to be modified.

    • Diary Area
      • Sequence – SapphireOne will automatically enter in a unique sequence number.
      • Title – Enter in a title for this action.
      • Type – Use the user customisable drop down menu to enter in a type. This will then form a permanent type within the drop-down.
      • Action – Use the user customisable drop down menu to enter in an Action. This will then form a permanent action within the drop-down.
      • User – SapphireOne will enter in the user who is creating this action although, this may be altered if required.
      • Private – If this check box is selected SapphireOne will only allow the User as entered to view or modify this action.
      • Status – The user has three options.
        • Open – Action is open and active.
        • Hold – Action is active but no alarms will be active.
        • Completed – Action is now Inactive and will not be displayed in any list of actions.
      • Tag – A tag may be attached to an action. This will then form a permanent tag within the drop-down. To add a new Tag category, type the name of new tag into the tag box on the screen and then hit the tab key. Then select Yes from the pop-up window to confirm. Alternatively, if you wish to remove a Tag from the list, select the drop-down menu and click on the name of the Tag you wish to remove whilst simultaneously holding down the Command (MacOS) or Control (Windows) key. Then select Yes from the pop-up window to confirm the deletion from your current list. 
      • Link – When created from within a transaction or a record, a link to the transaction or record is automatically created by SapphireOne. When created from the Options Menu, Palette or Workbook, the user will have to select from the drop down menu if the action is to be linked to an item or function. There are 12 items on this list from Clients to Manager.
    • Check List area – A user created check list for creating actions. A check box is provided so that a user can selected them off as they progress.
    • Dates and Times Area:
      • Start/Finish – You can set an action to have a Start and a Finish time, or select the check box for an all Day option.
      • Completed – Once an action has a completed date entered it will no longer be active and displayed in any lists of actions.
    • Alarm Area – An alarm can be set to email someone at a certain date and time, or send your user a reminder and/or email if the email has been entered.
    • Recurring Area – If necessary the alarm may be set to at set periods established by the Type drop down menu. The recurring period may also be set by date if required.
    • Notes Area – You can select the Green clock icon to add Time and Date stamps to your notes. 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.
    • Invite Attendees Area – You can invite multiple attendees to your event and keep track of if they have accepted or rejected your invite. These attendees can be notified by email if the email has been entered.

    Documents Page

    The Documents Page is used to store and record documents and information relating to data entry, transactions and master tables.

    Documents Area

    Any type of document can be attached to the Documents area. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files and more.

    Documents can be attached using Drag & Drop functionality. To use this functionality, simply drag a document or file from the local computer into the Document List screen and it will append automatically.

    Please note that when creating a new record in SapphireOne, you are unable to attach a document until the record has an entered ID.

    There are eight buttons and icons on the Document List screen. These are as follows:

    • When the button is selected SapphireOne will open the currently highlighted document for viewing. (The appropriate software must be installed on the local computer or device).
    • When the button is selected SapphireOne displays a popup which asks the user if they want to Import a New Version of the currently highlighted document. (The new version will still be linked to any transactions as was the old version).
    • When the Scan button is selected SapphireOne will access a scanner, and following the usual prompts allows the user to Scan a Document Directly into the data file and link it to this transaction. (The appropriate scanner with software must be installed on the local computer, device or network).
    • The Save button allows the user to save the currently highlighted document.
    • The Link Document button allows the user to link the currently highlighted document to other transaction or transactions in the data file. A popup will be displayed allowing the user to make their selection.
    • The Link Existing document button allows the user to link an existing document in the data file to this transaction or record. A popup will be displayed allowing the user to make their selection from a list of documents.
    • The Delete button when selected will delete the currently highlighted transaction or record.
    • When the Add button is selected SapphireOne will display a search function allowing the user to select a document that is currently on the local computer or device.

    Details Area

    The Title and Type of the document are displayed in the Details Area.

    Last Modified Area

    The documents area keeps a record of the Time and Date of when the document was last modified in addition to who initially added it.

    Workflow Page

    Workflow Rules Overview

    A Workflow Rule must be established before entering any transactions. The rule is written into the transaction itself upon entry and will remain even if the workflow rule applying to the transaction is deleted. If a workflow rule is altered and there are existing transactions that require the new workflow rule to be applied to them, they will have to be deleted and re-entered under the new Workflow rule.

    The Workflow Rules functionality enables the setting of workflow rules that will require the approval of a user, group of users, a level of users or the creator. SapphireOne has the ability to create workflow rules on any data entry type of transaction within SapphireOne. The data entry can then have any or multiples of the combination of the 12 workflow rules applied to it. For example, these include New Transactions, Modify Transaction, Deleted Transactions, Transaction Above a Particular Dollar ($) Value, Transaction Sales Under Average Cost, Transaction for Client Over Credit Limit, Transaction for Client on Credit Stop, Transaction Sales with Negative Stock, Leave Request, Tracking Notes, Bank Details and Sales under floor price.

    Each workflow rule can have a unique Title and Tag established by the user. Once the transaction type, as well as the rule trigger, has been established, the user has the ability to add unique notes to each workflow rule. The SapphireOne user then proceeds to the flow, which contains stages where the they have the ability to create unlimited stages. The workflow rule can have one stage or multiple stages, often they tend to be sequential. The user can set the amount of stages they require and within each stage they have the ability to set the number of people required to Approve or Notify a workflow rule before authorisation is granted.

    As an example, if you set five stages it will not progress to stage two until stage one has been approved. Within Stage 1 you may have 5 users authorised to approve Stage 1 but it will require a minimum of 3 out of the 5 users to Approve or Notify stage one before it can advance to Stage 2. This is referred to as levels within the stage. You may assign a group of people to a level and assigning a Type can be done either by User, Level or Creator. For each Type, the user also has three checkboxes which are Authorisation Required, Hierarchical Authorisation and Email notification.

    Another example, if you’ve established a workflow rule around Leave Requests, Stage One may be an employee entering a Leave Request. Stage One simply moves straight to Stage Two because that’s been established. Stage Two may then be that the manager is notified. Stage Three may then include the HR department approving the leave and Stage Four may be to the original creator i.e. the employee has an email notification that their leave has been approved or not approved.

    Initially these new transactions will have an error of WF for Workflow and cannot be printed, converted, emailed or posted until they are approved or authorised by the user or a group of users, level and/or creator. If they are rejected, the transactions will then remain in the list with a stratus of error indicating the continuing WF error.  They may then be left as they are and since they will remain un-posted or deleted as required. 

    For each rule with a Workflow entry there must be a user or group of users setup with a restriction where they will create all or some transactions with an error code of WF.

    There must also be a user or group of users set up to approve the transactions. The switch is the selection made from thetwo2 checkboxes, Authorisation Required or Hierarchical Authorisation.

    Workflow Rules Details Page

    Entering a New Workflow Rule

    The Change button seen in the screenshot below is directly linked to the Organisation Chart function on the Controls drop-down menu. The Organisation Chart function is simply a means to place a number of users in a hierarchical group. It is documented in a separate article on Organisation Chart.

    Details Area

    The available options are as follows.

    • Sequence – SapphireOne will enter a sequentially generated number and it may not be altered.
    • Title – Enter in a Name or Title for this workflow entry.
    • Tag – Enter in a Tag if required. Remember that this list of tags may be setup by the user as required.
    • Company – SaphireOne should enter the company but if it does not, enter the company.
    • Department – Enter a department if required. 
    • Transaction – Select from the from the extensive list of transactions when the blue arrow is selected. For every type of transaction the user may then setup individual rules as required.
    • Rules Trigger – Then select from the Rules Trigger list box, a rule that is to be applied. Once the selected rule is broken the workflow function will become active and activate the Workflow function.
      • Transactions – The first three rules will raise a WF error. If the user tries to Create a New Transaction, or Modify or delete a transaction.
      • Above $ – This option will raise a WF error when any transaction is over a specified dollar amount.
      • Average Cost – Any transactions under average cost will raise a WF error.
      • Credit Limit and Stop – These two options will raise a WF error when the conditions are met.
      • Negative stock – Any transaction that will take inventory into a negative stock level will also raise the WF error if this option is selected.
      • Leave Request –  If any user makes a leave request a WF will be displayed enabling the HR officer to be alerted.
      • Tracking Notes – This will generate a WF. This is used to to alert the user responsible for managing tracking notes.
      • Bank Details – This linked to SapphireOne’s G/L accounts that are bank accounts.
      • Floor Price – When this option is selected A WF error will be sent to the selected user allowing them to approve or disapprove the sale.
    • Stages – Next set the number of hierarchical stages that must be navigated before the WF error is removed. Each stage will occupy a column in each row in the flow list towards. If required up to 6 stages or levels of authorisation is provided for, although 6 levels would be challenging to manage. To simplify it, the entry of the number 3 here will setup up three columns in the flow area below with default headings and that is all.
    • Single Stage – If only a single level of approval is required leave the Stage set at 1 for a single level of approval. The flow area below will display just the single item across the entire row as seen to the right.
    • Multiple Stages – If more stages or levels are required enter in a number from 2 to 6. The additional stages will be added as additional columns in the flow area as seen to the right.
    • Notes – Any notes for this workflow rule may be entered here.

    Now that we have created a rule for a transaction we now have to select to how it is to be applied. We now enter into the Flow area the Users or the Level of users that the rule is to be applied to.

    Flow Area

    • New Button – To enter in a new event the following procedure must be followed.
      • Column or Stage Selection – The user must first select select the column and then select the button in the top right-hand corner of the Flow area. SapphireOne will place the word User in the column that was selected.
      • Multiple Stages – Repeat the procedures above for each column or stage in the work flow function. From now on once one of the stages in the line has been selected, it will alter to the orange colour as seen below.
    • Stage Selection – The user must now select each stage in sequence and for every stage set up the following details.
      • Stage – SapphireOne will add a suffix of the stage number to the name Stage. The user may then enter in a column heading name for the stage if required.
      • Type – The user has 2 choices here, Approve or Notify. If approve is selected the user will have to proceed through the approval process before the Work Flow error will be removed for them. If notify is selected the user will only have to open the transaction for viewing.
      • Number – The number entered here indicates the number of users that have to approve this transaction before the WF error is removed from the transaction. Zero means none and 5 means five. Be careful here as the default is usually not wanted so a number will have to be manually entered.

    Party Group

    For each stage this area sets up the users and what tasks they are to perform for this Work Flow function.

    • Type – This will determine how the workflow rule will be applied.
      • User – When this option is selected a data entry field will be displayed allowing the user to enter in a selected users ID linking the rule to a single selected user. Once a user ID has been selected SapphireOne will display the selected users ID.
      • Level – When this option is selected the Change button will be displayed. When it is selected SapphireOne will display the organisational chart allowing the user to select an organisational level for this rule to be applied to. Once a level has been selected SapphireOne will display the name of the level selected.
      • Creator –  When this option is selected, SapphireOne will allow the creator of the transaction to process the transaction.
    • Authorisation Required checkbox – This checkbox is crucial in relation to the Workflow Rules function. When selected, SapphireOne will enforce the WF error for the selection made in the Link radio buttons. If it is not selected SapphireOne will allow the user to create and save transactions as listed without a WF error as normal. However they will also receive the active message pop up dialog when there are transactions within SapphireOne created by other users that meet the criteria as set up in the Workflow rule.
      • Selected – Restricted saving of the selected transactions with WF error.
      • De-Selected – All transactions saved normally and permission to approve selected transactions.
    • Hierarchical Authorisation Checkbox – If this checkbox is selected, SapphireOne will allow anyone above the level that has been entered for the stage to authorise the transaction. 
    • Notes – Finally enter any notes for this workflow entry. 

    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 timesaver. 

    Checking for WF Transactions

    User Work Flow Alert – For any user that is required to approve any work flow transactions there will be an additional button displayed at the right-hand end of the tool bar as seen here .

    When the user selects this button SapphireOne, will display an alert dialog indicating how many work flow transactions that require their attention for processing. 

    Organisation Levels and Mixed Permissions

    Note that the Organisation Levels referred to here are from the Organisation Chart function on the controls drop-down menu. 

    When Organisational Levels are used when setting permissions for Workflow Rules, the Levels are not hierarchical in the level above a user will not have automatic authorisation permissions granted. If this was allowed everyone above the working level would be viewing authorisation alerts including the General Manager or CFO. 

    Authorisation may only be assigned at a particular level by selecting the Authorisation Required checkbox for any user or groups of users in SapphireOne. 

    If authorisation permission is to be set at the User Level the users should not have the Rules Level set in their user file on the first page of a user Inquiry the Details Page. Care will also have to be exercised when Organisation levels are used with users at a user by user basis. 

    Probably be the most common error when setting up this function is the setting up of a conflict. For example, authorisation has been granted for Sales Managers and Authorisation Required for the user SapphireOne Sydney who is also in the Sales Managers group. That is a direct conflict must be avoided at all costs as the user has been included as part of the Sales managers level. 

    Do not mix permissions. Make certain that a specific user who may not authorise transactions does not also form part of any organisational level that may authorise transactions. 

    Workflow In Operation (Restrictions)

    A user creates a transaction and saves it. SapphireOne determines that a workflow rule is to be enforced as it has determined that for the type of transaction there is a rule that is broken and the check box has been selected. SapphireOne will then proceed to save the transaction with a status of err for error. The error code will be WF for Workflow and this means that a user with the appropriate authorisation rule in place has to approve it which will remove the error code enabling further processing of the transaction as documented on the previous page. 

    From SapphireOne setup we have two types of users who will require authorisation or be able to authorise transactions. 

    1. User who starts or creates the Transaction. The users ID will be recorded by SapphireOne and they will be the only user to receive the Active Message pop up for the transactions that they actually create. Until a user actually creates a transaction they will not receive any Active Message authorisation pop ups. OR Specific Users for example, SONE0 SapphireOne Syd. I.e. a new staff member and the management wants to check certain transactions before they are processed. Again, they will be the only users to receive the Active Message pop up only for the transactions that they actually create. 
    2. User Level. This is different as this will be a group of users who have the same Rules Level set in the first page of their User Access Inquiry. Once a transaction has been created by a single member of the Rules Level Group all of the users in the same group would receive the Active message pop up. For example, if there is more than one user with a Level of Sale Manager set in their user file they would all be presented with the Active message pop up. 

    Workflow In operation (Approvals)

    The rules for approvals is the same as for restrictions above only in reverse. For example, some planning will be required for the rules. If the organisational chart levels are used throughout and you have 100 sales staff and 1 sales manager set to authorise transactions the Active Message pop up above will be displayed to 101 users and this may not be what is wanted. 

    Setting up Rules

    The Authorisation Required check box must only be selected for any user who is permitted to authorise transactions. 

    There are three options when selecting a user or users when setting rules for authorisation and these are detailed below. 

    1. On a user by user basis so that the actual user ID will have to be entered and this could be used in two ways. For a specific user who is to authorise transactions, or to a single user that management has selected to check on all transactions created by that user before they are processed further. (New Staff).
    2. On an Organisational Level basis. This could be used when a group of users is to be selected from the organisational chart. For example, Sales Staff could be set up so that all transactions that they create would require authorisation. It should be noted that a problem could arise in that this would mean that not only will all Sales Staff not be permitted to authorise transactions, that they would then all be presented with the Active Message on the previous page for each and every transaction created by each and every user in the Sales Staff grouping and this could become annoying. 
    3. Probably the best option for setting Authorisation Rules is to use the User who start transaction option. While this could be set either way by the selection of the Authorise Required checkbox the normal procedure would be to not select the Authorise Required checkbox. SapphireOne would then require that all transactions created in SapphireOne be authorised, but the only users being presented with the Active Message pop up would be the user who created the transaction and any user that has the Authorisation Required check box selected. 

    Two events per Rule

    As seen below for each and every rule set up there must be at least two events setup. One that requires authorisation and one that does not require authorisation as seen below. It is all very well to have a WF error on a transaction, but there must be at least one staff member who can approve any WF transactions that are created. 

    Examples

    From the Organisation Chart referred to above we will discuss three scenarios. 

    1. Sales Staff – Setup users performing sales or purchases in the AccPayableStaff level.
      • The Authorisation Required checkbox is selected.
    2. Sales Managers- Set up one or more users as Sales Managers in the AccPayableMan level.
      • The Authorisation Required checkbox would not be selected.
    3.  End result – All Sales staff will create transactions with an WF error requiring the Sales Manager to approve them all. The Active Message alert will be displayed to all 100 staff members plus the Sales Manager.
    1. User Who creates the Transaction- For the user who creates the transaction.
      • The Authorisation Required checkbox is selected.
    2. Sales Managers- As above set up one or more users as Sales Managers in the AccPayableMan level.
      • The Authorisation Required checkbox would not be selected.
    3. End Result – All Sales staff will create transactions with an WF error requiring the Sales Manager to approve them all. The Active Message alert will be displayed to the user who created the transaction and the Sales Manager. Even if another user modifies the transaction the only user who receives notification messages will be the user who created the transaction and the Sales manager.
    1. User – If necessary for any transaction created, a specifically selected user may be set up to receive notifications regarding all transactions with workflow errors. This Sales Staff user must not have a Level of Sales Staff set in their user file or else a conflict will arise.
      • Select User from the Change button options.
      • The Authorisation Required checkbox is selected.
    2. Sales Managers- Set up one or more users as Sales Managers in the AccPayableMan level.
      • The Authorisation Required checkbox would not be selected.
    3. End Result – Only the Accounts manager and the entered user would receive any alerts for Workflow.

    Try and make certain that only 1 user has authorisation privileges granted and does not belong to any other group or organisational level.  If 2 specific users or levels have authorisation privileges All of them will have to authorise transactions before the WF error code is released unless they are part of an organisational level. 

    Note that a tag with the name of HOLD is built into SapphireOne. When it is selected the transaction may not be posted until the tag status of HOLD is removed or altered to something other than HOLD.

    • Many of the Tag Headings are user configurable.
      • The Tag Headings may be re-named by going to:
        Utilities \ Controls \ Master Defaults \ then select the appropriate functions Page
    • Initially all of the tag menus are blank. This means that the user is able to create customised tag drop down menus as required.
      • These drop-down menus are created by entering an item that is not on the list, then (tab away). SapphireOne will ask if you want to add the new tag to the list.
      • To remove a tag, hold the Control or Command key down and then select the tag that you want to remove. You will be asked if you want to remove it from the list.

    SapphireOne checks that each transaction entry is complete and balanced before allowing any saving operation. When the Out of Balance is 0.00 the tick, will activate in the top tool bar indicating to the user that the transaction is ready to be saved. When more than a single transaction is selected, Blue will also be displayed on the main toolbar. See below for additional details.

    You can save your Transaction in one of three methods:

    Select the Tick when it is activated. This will save the current transaction and return the user to the main tool bar or the list.
    When multiple transactions have been selected the user may click on the tick on the tool bar with the results as seen as above.
    Or
    Click on either of the the Arrows. This will tell SapphireOne to save the current transaction and open the next transaction in the list ready for data entry or modification. Also note that for what ever page is open in the transaction SapphireOne will move to the next transaction displaying the exact same page. I.e. Terms page to Terms page. Very handy when checking the same data in multiple items.
    Selecting the Enter Key on the keypad. SapphireOne will then save the current transaction and opens another transaction of the same type ready for data entry. Very handy when entering multiple transactions of the same type. I.e. Client Receipt, Client Receipt.

    Watch how to enter a Vendor Credit in SapphireOne Accounting Software


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

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