Vendors - Empower Partnership Growth with SapphireOne's Features

  • Credit Control Page
  • Terms Page
  • Transactions Page
  • History Page
  • Purchases Analysis Page
  • Purchases Page
  • Keywords & Notes Page
  • Address Page
  • Period Balances Page
  • Job Project Page
  • Email Log Page
  • Action Page
  • Documents Page
  • Digital Assets
  • Image File Format
  • Compression
  • Image Dimensions
  • Considerations for Adding Digital Assets
  • 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.

    SapphireOne incorporates a built-in Contact Relationship Management (CRM) system that diligently monitors all interactions across Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, and Workbook. It maintains a comprehensive history of all contacts throughout the entire duration of your data file.

    The CRM functionality in SapphireOne is specifically designed to efficiently track and manage interactions with various contacts, including Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, Workbooks, and all contacts. Users can easily record and log various communication activities, such as emails, phone calls, meetings, notes, and actions associated with each contact.

    By leveraging SapphireOne CRM, your organisation gains a deeper understanding of past, present, and potential Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees and Workbook leading to analysis of Client buying behavior improved relationship management and customer retention. For example, through analysis of Client buying behavior, an organisation may identify that its Vendor base has not recently supplied a particular SKU inventory.

    SapphireOne’s CRM (Contact Relationship Management) is seamlessly integrated into every aspect of the SapphireOne application, providing users with a powerful tool to manage and organise contact details for Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, and Workbook data. The CRM module efficiently gathers data from various communication channels, including the company’s website and the inbuilt SapphireOne Softphone. It records all outgoing and incoming telephone calls associated with a contact, ensuring a comprehensive interaction history.

    The CRM module also manages emails, and it can be integrated with external tools like Mailchimp for monitoring email campaigns to contacts. It tracks when emails are sent, opened, and how many times they are opened. Additionally, all interactions with contacts are automatically recorded, streamlining communication tracking and simplifying follow-up processes.

    Users have the convenience of adding actions to contacts, which are automatically populated within the SapphireOne calendar. This feature ensures that important actions and follow-ups are never missed, enhancing productivity and time management.

    SapphireOne CRM allows users to attach an unlimited number of documents and digital assets to each contact. Whether it’s contracts, proposals, or multimedia files, this capability ensures all relevant information is readily accessible and organised, making collaboration and decision-making more efficient.

    Summarising the Benefits of SapphireOne CRM

    SapphireOne CRM delivers enhanced daily support to both Clients and Vendors by providing real-time information, enabling timely decision-making. The core benefits of SapphireOne CRM encompass centralized data management, offering a comprehensive view of contacts, fostering improved customer relationships, facilitating data-driven decision-making, streamlining marketing efforts, and optimizing sales and purchasing processes. Below are the eight core benefits of SapphireOne CRM:

    1. Centralised Data Management – All contact information is consolidated in one place, ensuring easy access and efficient organisation.
    2. Comprehensive View of Contacts – Gain a holistic perspective of Clients and Vendors, facilitating a deeper understanding of their needs and preferences.
    3. Improved Customer Relationships – Build stronger and more meaningful relationships with Clients and Vendors, fostering loyalty and satisfaction.
    4. Data-Driven Decision-Making – Utilise data insights to make informed decisions, enhancing operational efficiency and business performance.
    5. Streamlined Marketing Efforts – Targeted marketing campaigns can be devised, ensuring more relevant messaging and increased engagement.
    6. Optimized Sales and Purchasing Processes – Efficient sales and purchasing workflows lead to improved productivity and revenue generation.
    7. Identification of Profitable Clients & Vendors – Analyse Client & Vendor data to identify the most profitable partnerships and opportunities for growth.
    8. Seamless Integration – The CRM is fully integrated across all company departments within a single data file, facilitating smooth collaboration and information sharing.

    In summary, SapphireOne CRM empowers businesses by offering tailored services, responsive pricing, and personalized messaging. It creates a cohesive ecosystem where all products and services are linked through contacts for all functions within SapphireOne. This synergy leads to superior supply chain effectiveness and overall operational efficiency, resulting in improved business performance and customer satisfaction.

    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.

    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.

    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 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.

    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:

    1. 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.
    2. 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.

    Unless the user has been granted access to Payroll any Vendors that have a Class of SUPER entered will not be displayed in the list of Vendors nor will any of the related transactions be displayed. For payroll officers there is a specific Super Vendor Inquiry in Payroll mode which has exactly the same complete functionality as this Vendor Inquiry here.

    SapphireOne does not allow the deletion of Vendors however they may be made inactive provided that the vendor has NO outstanding transactions, in other words a zero balance!
    If the Vendor has been made inactive the user will have to go to the tools icon on the main toolbar, select the down arrow to display the tools drop down menu, and select the Include Inactive option

    If any transactions are auctioned against an inactive Vendor the Vendor is at that point automatically made active again. This allows old or inactive Vendors to be tracked with ease.  To make a Vendor inactive de-select the checkbox (Upper right-hand corner of the Vendor Inquiry screen), and the Vendor will no longer appear in the Vendor Inquiry list unless as mentioned above, the user asks for Inactive Vendors to be listed.

    The Australian Business Number or ABN is the key to the Australian Tax System. The Vendor must supply an ABN number to you before you make any payment for the supply. Alternatively they may elect to also supply their Tax File Number. (TFN). There are exceptions to this rule for further details on the exceptions that may be applied please refer to the ATO web site for more details.

    These tax number details are stored on the second Page of the Vendor Inquiry More Details
    They are in the Tax Details area and this area is in two sections as documented in a later page in this section. The upper section is used when an ABN is supplied. The lower section is used when the Vendor supplies their TFN.

    The Australian Business Number or ABN is the key to the new Tax System. An ABN must be quoted to you before you make any payment for the supply. To assist in the initial verification process, a Custom Function has been included. To access this function select go to: Utilities \Utilities \ Custom Functions.

    Then select the Financials Tab.Then from there select Check Vendor ABN.

    In SapphireOne, any data entry field with a light blue background is a linked data entry field. If you don’t know the exact ID to enter, you can replace some or all of the characters with the @ or ? characters. SapphireOne will then display a shorter list of records to select the correct ID from. For example, if you enter K@, SapphireOne will display all records beginning with K.

    Moreover, if a data entry field heading is underlined, it indicates that once an ID has been entered, you can click on the underlined heading. SapphireOne will then perform a specific query for the entered ID and display a list with only a single item in it. You can then view or modify the item as normal.

    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 > Payables > Class Inquiry section. 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.

    Paperclip Management Saves Time with Easy File Attachment

    The SapphireOne Document Management System (DMS) features a convenient Paper Clip button on all data entry and inquiry screens. This enables users to attach relevant documents or files to every transaction or record. The system also includes a dedicated page for managing documents related to a specific transaction or record, providing robust version control of the attached documents.

    The color of the paper clip serves as a visual indicator of the status of the attached documents. A red paper clip indicates that there are no documents currently attached to the transaction or record, while a green paper clip indicates the presence of one or more attached documents. Additionally, the word “Items” is preceded by the number of attached documents, providing a clear and concise representation of the current status.

    SapphireOne’s Document Management System is highly versatile and can accommodate a wide range of document types, including Adobe Acrobat, spreadsheets, word processing documents, photo files, JPEGs, CSV files, HEIFs, and MP4 files. With the ability to store an unlimited number of documents for an indefinite amount of time, the system provides users with a comprehensive and efficient solution for managing all their important files and documents.

    Master Defaults

    In SapphireOne, users have the flexibility to control the size of individual documents and determine where they are stored through the Master Defaults settings. These settings can be accessed by navigating to Utilities > Controls > Master Defaults > System Page.

    Within the Documents area of the SapphireOne page, there is a Document Size Limit setting with a default size of 10 MB, which can be adjusted as needed. Additionally, users can choose to store the documents either as part of the data file or as separate files, by selecting the appropriate option from the two radio buttons provided.

    To attach a document to a transaction, simply click on either the Paperclip Green or Attach-Red-Button Paperclip button. The Document List window as seen below will be displayed allowing the the user to select the desired file to attach.

    How to Attach Documents Using SapphireOne Paperclip

    SapphireOne also provides users with the convenient Drag & Drop functionality to attach documents. To use this feature, simply drag a document from your local computer into the Document List screen and it will be attached automatically. This streamlined process saves time and effort and makes it easier to manage your important files and documents within SapphireOne.

    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

    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 button to select a document to upload from the local computer.

    SapphireOne’s document management system provides users with the ability to easily manage their attached documents. After a document has been attached, the user has the option to rename it by right-clicking on the file and selecting Rename This feature is useful for maintaining consistency in document names across all records and helps to keep the system organized and efficient.

    Documents Area within Document Management System (DMS)
    • Open – By clicking on this button, the document will be opened for viewing, allowing users to review its contents without having to leave the SapphireOne system. This feature provides a convenient and streamlined way to access and review important documents within the context of the larger document management system.
    • Update – When this button is selected an alert is displayed allowing the user to import a new version of a highlighted document, enabling version tracking. After selecting a new version, the user enters a version number. The latest version becomes available, with previous versions accessible in the History area. The updated document remains linked to associated transactions.
    • Scan – This option in SapphireOne provides users with the ability to scan a document directly into the data file and link it to a transaction. This feature requires access to a local or network scanner, and the appropriate scanner and software must be installed on the local machine or network. By using the Scan option, users can quickly and efficiently digitize physical documents and associate them with the relevant transactions within SapphireOne.
    • Save – This button in SapphireOne allows users to save the currently highlighted document to disk. This feature provides a convenient way to export a copy of the document for backup or further use outside of the SapphireOne system. By clicking the Save button, users can easily access a digital copy of their important documents and ensure that they are properly preserved and accessible.
    • Link Documents – With SapphireOne, users have the ability to link a highlighted document to one or more transactions within the data file. To do this, the user simply clicks the “Link” button, which will bring up an alert allowing them to make their selection. This feature provides a convenient way to associate important documents with multiple transactions, ensuring that all relevant information is easily accessible from one central location. For more information about linked documents, refer to the Links Area documentation provided by SapphireOne.
    • Link Existing Documents – SapphireOne provides users with the ability to link existing documents in the data file to the current transaction or record. To do this, the user simply clicks the Link Existing button, which will bring up an Alert allowing them to choose from a list of available documents. This feature provides a convenient way to associate existing documents with additional transactions, ensuring that all relevant information is easily accessible from one central location. For more information about linked documents, refer to the Links Area documentation provided by SapphireOne.
    • Delete – This option in SapphireOne allows users to remove the currently highlighted document. By clicking the Delete button, the selected document will be removed from the system, providing users with a simple way to manage their attached documents and ensure that only relevant and up-to-date information is stored within the system.
    • Plus – SapphireOne includes a search function that makes it easy for users to select a document saved on their local computer. This feature provides a convenient way to quickly locate and attach the desired document, streamlining the process of adding and managing important files within the SapphireOne system.

    Details Area within Document Management System (DMS)

    The Details area within SapphireOne’s Document Management System (DMS) provides users with additional information about the selected document. When a document is selected in the Documents area, the Details area will automatically display the title of the document and the type of file. This information helps users to quickly identify and manage their important files and documents, providing a more efficient and organized system for document management.

    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 button 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 within SapphireOne’s Document Management System (DMS) provides additional information about the selected document. This area automatically displays information such as the date and time the document was added, the document number, and the user who added the document. This information helps users to quickly understand the context of the selected document and provides a comprehensive history of the document’s status and interactions within the system. The Document Details area is a valuable resource for managing and tracking important documents within SapphireOne.

    History Area within Document Management System (DMS)

    The History area within SapphireOne’s Document Management System (DMS) provides a record of the complete version history of the selected document. SapphireOne tracks all version changes and automatically displays the document’s history in this area.

    As new versions of the document are imported using the button, the History area will be automatically updated, ensuring that all previous versions of the document are recorded and available for viewing. This enables users to access the most recent version of the document, while still maintaining a complete history of all versions.

    The History area provides a valuable resource for tracking the evolution of a document and understanding how it has changed over time. By having a complete record of the document’s history, users can easily review past versions and understand the context of the changes that have been made.

    The Links area within SapphireOne’s Document Management System (DMS) is used to link documents to specific transactions or areas within SapphireOne. This area provides a comprehensive view of all linking information related to the document, including any functions used to import the document into SapphireOne.

    By linking documents to transactions and areas within SapphireOne, users can easily associate important information and files with the relevant transactions, providing a more organized and efficient system for document management. The Links area is a valuable resource for understanding the relationships between documents and transactions within SapphireOne.

    To add additional links to a document in SapphireOne, follow these steps:

    1. Select/highlight the document you wish to link.
    2. Click the Link Document button.
    3. The Files pop-up window will be displayed.
    4. From the File drop-down menu, select the item you want to link the document to.
    5. In the Value data entry field, enter the necessary details (ID).

    Note that the Value data entry field has a light blue background and is searchable by entering the wildcard symbols ‘?’ or ‘@’, making it easier to find the information you need. By linking documents to specific transactions and areas within SapphireOne, users can create a more organized and efficient system for document management.

    Updating a Document within Document Management

    The process for updating a document in SapphireOne is straightforward:

    After clicking the “Update” button in SapphireOne, the user will be asked to confirm if they would like to import a new version of the document:

    1. Confirm that you wish to import a new version of the document by selecting “Yes.”
    2. The user will then be prompted to choose the updated document to open.
    3. After selecting the updated document, a secondary dialogue will appear, asking the user to enter an alphanumeric value for the new version.
    4. Enter the desired value for the new version and select “OK.”

    By following these steps, SapphireOne will replace the previous version of the document with the updated document. It will also maintain a complete record of all previous versions in the History area. This process ensures that the most up-to-date information is always readily accessible within the SapphireOne system.

    Document Management using SapphireOne Documents Inquiry

    In addition to SapphireOne’s Document Management Paperclip functionality, SapphireOne Documents Inquiry function in Workbook Mode provides users with a centralized repository of all documents and files stored within the SapphireOne data file. This function gives users 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 automatically updated across all areas where the document is linked within SapphireOne. 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 updated document name will be reflected when viewing the document in the Documents Inquiry screen.

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

    Document Control within Document Management
    Paperclip Management

    In this example, we have an inventory item with documents attached, such as installation instructions and a packing checklist. The item is added to a sales order, manufactured, shipped, and the job is completed. SapphireOne’s Document Management Paperclip functionality allows for easy attachment and access to all relevant documents throughout the entire process, from sales order to completion. This improves efficiency and helps ensure all relevant information remains consistently available and up-to-date.

    A year after the completion of the job, a revision of the inventory item is made, along with updates to its associated Documents (DMS). To keep the information organized and up-to-date, it is not necessary to create a new inventory item for the revision. Instead, the documents and files can be easily updated using SapphireOne’s DMS file that are attached.

    By using the Update button within the DMS, users can import a new version of the document and SapphireOne will automatically keep track of all version changes, ensuring that the most recent information is readily available. This process saves time and effort by allowing users to simply update the documents and files, rather than creating a new inventory item for each revision.

    In SapphireOne, when referring back to the original completed sales client invoice or job projects client invoice, the associated documents and files will be displayed in their original state or as they have been updated. The user has the option to view the documents and files as they were at the time of completion or as they currently are, providing a comprehensive and accurate record of all relevant information.

    In the screen shot above, both the current and historical documents are attached to the inventory item. As a SapphireOne user, you have the ability to edit the list and choose to delete the historical document by simply selecting the Minus button.

    Additionally, you also have the ability to modify the existing document, keeping a log file of each and every time the document has been revised. This ensures that a complete and accurate record of all revisions to the document is maintained, allowing you to easily reference the most recent version or any previous versions as needed.

    The ability to manage both current and historical documents, as well as the option to modify and delete them, provides users with a flexible and efficient solution for document management within SapphireOne.

    Inactive Record Management

    In SapphireOne, all records are initially created with the Active checkbox selected on the first page, typically the details page, of the record.

    In SapphireOne, designating a record as inactive will result in its removal from the standard inquiry list. This principle applies across various categories in SapphireOne, not just limited to Clients and Vendors, which are used as examples in this article. For instance, if there is a former employee, you can mark them as inactive within SapphireOne if they are no longer employed by the company.

    Deleting records is prohibited in SapphireOne for the purpose of maintaining an audit trail. Instead, you have the option to mark a Client, Vendor, or any other record as inactive. This action ensures that the record no longer appears in standard inquiries while still retaining its information for future reference.

    How to Make a Record Inactive in SapphireOne

    To make a record inactive in SapphireOne, follow these steps:

    1. Access the record in SapphireOne.
    2. De-select the Active checkbox on the first page usually the Details Page.
    3. SapphireOne will display a warning to the user if the deletion is not allowed.

    How to View Inactive Records in SapphireOne

    To access the Include Inactive function when viewing a list of items in SapphireOne, the user has a number of options as follows:

    • Tools Menu – Select the small arrow located just to the right of the Tools button . This will display a drop-down list with the Include Inactive function on it if it is available.
    • Options Menu – Go to the options menu which is one of the menu selections at the top of the screen:
      • Find – Select the Find option or use the keyboard shortcut Command/Ctrl F and SapphireOne will display the Find pop-up as seen below.
      • Drop down menu – From this pop-up select the All Records option.
      • Finding – Select the Find button at the bottomof the screen. SapphireOne will now include all active and inactive records within your list on screen..

    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

    A useful feature available in SapphireOne is the ability to obtain a map view from a Physical address record. To access this functionality, click on the Physical heading in the Address Area. This feature is available throughout SapphireOne, including in Sapphire Webpack and the Sapphire Custom Webpack. With this feature, the user can obtain a visual representation of the physical location associated with the contact’s address, which can be helpful for planning and logistics purposes.

    The map view feature in SapphireOne is device/platform agnostic

    This means that it can be used on any device or platform. When the user clicks on the Physical heading in the Address Area above, the default mapping application in either an app or web browser will be utilised to display the map view. This means that the feature is not dependent on a specific mapping application or device, and can be accessed and used on a variety of platforms and devices.

    Whether using a mobile device, tablet, or desktop computer, the map view feature in SapphireOne remains accessible, providing users with a consistent experience regardless of their chosen device or platform.

    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 OK-Button 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 OK-Button 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 theOK-Button 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.

    Handling Vendor Invoices without ABN in SapphireOne

    When a Vendor Invoice is entered in SapphireOne Accounting Software without the Vendor’s ABN, SapphireOne will automatically withhold 46.5% if the Exempt checkbox has not been checked. In the case where the transaction has already been posted without the ABN, SapphireOne will continue to withhold 46.5% during the payment processing.

    If the Vendor Invoice has not been posted yet, the ABN can be entered in the More Details page of the Vendor Inquiry, and the invoice can be edited accordingly. However, if the Vendor Invoice has already been posted, the Reverse Transaction function located within Sapphire Tools can be utilised to reverse the transaction. After entering the Vendor’s ABN in the More Details screen of the Vendor Inquiry, the transaction can then be re-entered.

    Miscellaneous Area

    • Facsimile No: This is where fax numbers can be entered.
    • Default GL Code:A default GL Code account number can be recorded here. SapphireOne will automatically enter the GL Code for any Vendor Invoices entered in Accounts mode based on the default value provided in this field.
    • Currency: The Currency drop-down list allows the selection of the currency that the Vendor trades in. Please note that this drop-down menu will ONLY be displayed when creating a NEW Vendor. Once a single transaction has been performed against this Vendor, the currency selection will be permanently removed.

    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

    This Custom Page is where users can personalise both the Custom and Transaction Lines areas. This Custom Page is available in nearly every major function in SapphireOne, including Clients, Vendors, Inventory, Job Projects, Assets, and Employee inquiries.

    There are various numbers of Alpha, Numeric, Date, and text field headings available for users to customise. When editing these headings, it is important to consider the number of characters that will fit within the space provided on the Custom Page itself. A second consideration is how the headings will fit into any reports generated from this Custom Page.

    Custom Area

    For the existing default names provided by SapphireOne, the first number indicates the order in which it appears in the group, and the second number denotes the length of the data entry field for user input. For example, IVAlpha1_20 signifies that the Data Entry Field is the 1st data entry field in the group, and it will allow up to 20 characters. IVAlpha4_30 indicates that it is the 4th data entry field in the group with a maximum limit of 30 characters.

    In the top right-hand corner of this Custom Page, you’ll find a Link to Sequence data entry field.

    This Link to Sequence data entry field allows users to link a Sale and a Purchase to each other using the SapphireOne Back to Back function. The Back to Back function connects each inventory item on an Order to its unique Vendor or Vendors. When users convert a Quote to an Order Client Invoice (OCI), the Back to Back function simultaneously generates an Order Vendor Invoice (OVI). Both the OCI and OVI will have their respective sequence numbers linked through the entry made in the Link to Sequence data entry field on this Custom Page.

    The same applies to a Sales Client Invoice (SCI) linking to a Purchase Vendor Invoice (PVI). For example, when an OVI arrives into stock and is converted to a PVI, users will be able to identify which client order the goods should be applied to by using the sequence number entered in the Linked to Sequence data entry field.

    By clicking on the Linked to Sequence headline, SapphireOne will automatically display the linked transaction.

    Transaction Lines Area

    In the Transaction Lines area of the Custom Page, each transaction line can have its own unique set of custom header fields. This custom header facility provides users with the ability to personalise the data field headings for Notes, five Alpha-based custom headings, numeric fields, and date fields per transaction line.

    In the Transaction Lines area of the Custom Page, each transaction line can have its own unique set of custom header fields. This custom header facility provides users with the ability to personalise the data field headings for Notes, five Alpha-based custom headings, numeric fields, and date fields per transaction line.

    Changing Custom Page Headings in SapphireOne

    First, write down the exact names of the headings you want to change on the Custom Page. Then, navigate to: Utilities / Controls / Change Names. Please note that you will receive a warning that only one user should be logged in when this procedure is being executed.

    The Change Names function dialog box, as seen on the left, will be displayed. Next, refer to your list of names and scroll down the list until you find them.

    One at a time, highlight the name, then enter your new name in the lower data entry field. After entering each one, you must click the button to write and save the new name into SapphireOne.

    Custom Page Overview

    SapphireOne’s Custom page features text fields designed for versatile, user-defined purposes. Each field is assigned a variable by SapphireOne, which is displayed as the default field heading label. Users can take note of the desired field or heading variable for customisation and modify it by navigating to Utilities > Controls > Change Names. Detailed instructions on this process will be provided below.

    The Custom page is organised into the following sections:

    • Alpha – Allows letters and numbers, but cannot be used for arithmetic functions
    • Real – Allows numbers only, and can be used for arithmetic functions
    • Date / Time – Date fields store date values and can be used for date functions, while Time fields store time values and can be used for time functions
    • No Heading Defined – Features eight alphanumeric fields that cannot be used for arithmetic functions
    • Text – Accepts letters, numbers, and special characters, but cannot be used for arithmetic functions

    The data entry fields in these Custom Pages can also be employed in Sapphire Custom Reports, Quick Reports, Custom Inquiries, 4D View Pro, and 4D Write Pro Reports, just like any other data entry fields within SapphireOne.

    The example Custom Page below is from an Asset Inquiry; however, the process for customising this page remains the same, irrespective of the function in which the Custom Page is located.

    Default Variable Values

    In the default variable values defined by SapphireOne, the first number signifies the position of the field within the group, while the second number denotes the maximum number of characters for the data entry field.

    For instance, ASAlpha_1_20 indicates that it is the first data entry field in the group and can hold up to 20 characters. Similarly, ASAlpha_8_80 shows that it is the eighth data entry field in the group, with a capacity for a maximum of 80 characters.

    To modify the headings on a Custom Page:

    1. Write down the exact names of the headings you wish to modify.
    2. Navigate to Utilities > Controls > Change Names. Keep in mind that when performing this procedure, you will be warned that only one user should be logged into the data file.
    3. Upon accessing the Change Names function, a dialogue box will appear. Then, refer to your list of names and scroll down the list to find the headings you want to modify.
    4. For each heading:
      1. Highlight the name.
      2. Enter your new name in the lower data entry field.
      3. Click the Update button to save the changes in SapphireOne.

    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.

    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


    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 > 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 customize credit control settings according to specific vendor requirements.

    Payment Terms Area data entry

    • 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.

    Examples of payment term settings:

    When selecting the Other item from the drop-down menu, the user has various options for custom payment terms. Upon choosing this option, a small data entry field appears to the right of the drop-down menu, where the user can enter the number of days for the payment terms.

    • 30 Days – Enter 30 into the displayed data entry field. SapphireOne will then consider our payment is overdue 30 days from the invoice date.
    • -31 Days – Enter -31 (with the minus symbol) into the displayed data entry field if our payment is due at the end of the next month.
    • 60 Days – Enter 60 Into the displayed data entry field, if our payment is due 60 days from the invoice date.
    • -61 Days – Enter -61 (with the minus symbol) into the displayed data entry field when our payment is due 60 days from the end of the following month.
    • 45 Days – Enter 45 Into the displayed data entry field, if our payment is due 45 days from the invoice date.
    • 45 Days – Enter -45 (with the minus symbol) into the displayed data entry field if our payment is due at 45 days from the end of the following month.

    If a Vendor is configured as Cash on Delivery or Prepaid in SapphireOne, enforces a requirement for payment details to be correctly entered on the More Details Page of the Invoice before allowing the conversion of an order (OVI) to a purchase (PVI). This ensures that payment arrangements with the Vendor are accurately captured for such vendors and helps maintain smooth transaction processes.

    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.


    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.

    Vendors 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.

    Vendors 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.

    • Type: 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.
    • Payee: Please enter the name of the payee.
    • Bank Name: Please enter the name of the bank (e.g., ANZ, Westpac, Comm Bank, etc.).
    • BSB & Account: Enter the BSB and account numbers with no spaces.
    • Lodgement Reference: If required, enter the lodgement reference number.

    Vendors 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.

    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.
    • 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.

    Commission area

    Before entering data into this area, it is advised 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).

    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 > 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

    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

    The Keywords and Notes page is consistent across all inquiry pages in SapphireOne. Users can add customisable keywords to the list and reuse them. Additionally, keywords can be added that apply specifically to the current record. To remove keywords from the list, users can hold down the Command key on a Mac or the Ctrl key on Windows.

    Notes Area

    The notes area serves as a diary, allowing users to enter notes and include a date and time stamp by clicking on the green clock button. Users can also customise the font, style, colour, and background colour of the text in the Notes area by highlighting it and right-clicking.

    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 Green + Square Button 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

    Action Page Overview

    The Action Page is a versatile tool that can be added to major records and transaction tables. It includes various 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, as well as All Day Notifications. This provides users with a centralised location to manage and organise their tasks, meetings, and notes, improving efficiency and productivity.

    The Action Page allows users to use the add or delete buttons to add or delete actions as required. Simply select the relevant button to add or delete an action.

    Diary Area

    The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes a sequence number, title, type, action, user, privacy settings, status, tag, and link fields.

    • 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 – Users may attach a tag to an action, which will create a permanent tag within the drop-down. To add a new tag, type the name of the new tag into the tag box and press the tab key. Select “Yes” from the pop-up window to confirm. To remove a tag from the list, click on the tag name while holding down the Command (MacOS) or Control (Windows) key. Select “Yes” from the pop-up window to confirm the deletion.
    • 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 action lists.

    Alarm Area

    Never forget a task again – set up alarms to send reminders via email at specific dates and times. Users can also receive email notifications with the provided email address.

    Recurring Area

    If necessary, the alarm can be set to recur at intervals selected from the Type drop-down menu. Additionally, the recurring period can be defined by date.

    Notes Area

    Click the green clock button to add time and date stamps to your notes. You can also customize the font, style, color, and background color of the text in the Notes area by highlighting it and right-clicking.

    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 an email notification if their email addresses are provided. Additionally, you can manage and track attendees’ RSVP status in real-time.

    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:

    1. Open – Allows viewing of the currently selected document.
    2. Update – Prompts the user to import a new version of the selected document while maintaining links to any associated transactions.
    3. 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).
    4. Save – Saves the currently selected document.
    5. Link Document: Enables linking of the selected document to other transactions in the data file, presenting a popup for user selection.
    6. 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.
    7. 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.
    8. Delete – Deletes the currently selected transaction or record.
    9. 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.

    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.

    Digital Assets

    The Digital Assets Page enables users to attach an unlimited number of media files to almost any record in SapphireOne. Only the digital assets that have been entered by users for the selected record will be listed from the page menu in the selected record.

    It should be noted that there is a Digital Asset item in Workbook mode on the General drop-down menu as well. This Digital Asset item lists all digital assets within the data file as a complete list. While very limited modifications are allowed from this list, it is very handy for getting an overall view of the digital assets in the data file. SapphireOne has provided the search function, enabling the user to search for a specific digital asset.

    The key to successful image optimisation for performance is finding the perfect balance between the lowest file size and acceptable image quality. There are three things that play a huge role in image optimisation:

    Image File Format

    For most website owners, the three image file formats that matter the most are JPEG, PNG, and GIF. Choosing the right file type is crucial in image optimisation. To simplify things, JPEGs are ideal for photos or images with lots of colors, PNGs are recommended for simple images or transparent images, and GIFs are suitable for animated images only. PNG images are uncompressed, making them higher-quality, but also much larger in file size. JPEGs are a compressed file format that slightly reduces image quality to provide a significantly smaller file size. GIFs only use 256 colors along with lossless compression, making them the best choice for animated images.


    Image compression plays a significant role in image optimisation. Various types and levels of image compression are available, and the settings for each will depend on the image compression tool you use. Most image editing tools such as Adobe PhotoshopON1 Photo, GIMP, Affinity Photo, among others, have built-in image compression features. You can also save images normally and use web tools such as TinyPNG or JPEGmini to compress images before uploading them to SapphireOne. Although they require some manual effort, these two methods allow you to compress images efficiently.

    Image Dimensions

    When you import a photo from your phone or a digital camera, it usually has a high resolution and large file dimensions (height and width). These photos typically have a resolution of 300 DPI and dimensions starting from 2000 pixels or more. Although high-quality photos are perfect for print or desktop publishing, their dimensions can still be optimised. Reducing the image dimensions can significantly decrease image file size. You can resize images easily using image editing software on your computer.

    To illustrate the impact of image optimization, let’s consider an example. We optimized a photo with a resolution of 300 DPI and image dimensions of 4900 x 3200 pixels. The original file size was 1.8 MB. We selected the JPEG format for higher compression and adjusted the dimensions to 1200 x 795 pixels. The resulting file size was reduced to just 103 KB. That’s a remarkable 94% reduction in file size from the original.

    Choosing the Digital Assets option from the Page menu in a record displays a list of digital assets currently stored in the data file for the selected record.

    This screen, as well as any subsequent screens, will overlay the existing screen displayed in your major table. This feature facilitates the attachment of digital assets to your Master Record, providing an efficient way to manage and organise media files associated with your data.

    • To add a picture, simply click the Add button. 
    • To delete a picture, select the Delete button. 

    Considerations for Adding Digital Assets

    Adding digital assets can impact your data file size and system performance. It is important to consider the following:

    • Storage capacity: Assess your storage capacity to ensure it can accommodate an increase in file size.
    • System performance: Adding a large number of media files can potentially slow down your system. Evaluate the impact on system performance before attaching a significant number of 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.

    Was this helpful?

    Previous Article


    Next Article