Balances Report

Balances Report Overview

The SapphireOne Balances report provides a prompt and comprehensive overview of a business’s outstanding finances to Vendors via highly automated formation of Credit Informations (balances) reports. To access the Balances function, users must simply go into Accounts Mode and open the Payables Menu. SapphireOne automatically updates users datafiles in realtime so Balance reports use concurrent data without need for manual input.

Balances Report Overview

Balances Options

The user can select from the Print Destination, Report Type, Report Sort Order and Report Selection drop-down menus to determine the preferred report layout. Reports are created using a combination of the selected metrics.

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for anybody doing data entry within SapphireOne. Any data entry field that the user can type into using a keyboard, they can use this feature.

They can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client and they have just made a phone call to that particular client using the Softphone technology, this will automatically date and time stamp the contact and the phone number you called to. As soon as the call is completed or finished, the user has the ability to use the Speech to Text (Windows) function or Dictation (MacOS) function and dictate into the memo field of the CRM contact, adding as much description as they require.

This functionality applies across every single Data Entry screen. For example, if the user is entering a Vendor Invoice (VI) and they want to add a memo within the Vendor Invoice (VI), the user can 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 General Ledger account line, the user can utilise this feature to quickly add the information they need to add. Additionally, if you’ve got an interview with an employee and after the interview process is completed the user is able to make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool and it’s something that we at SapphireOne as well as our clients utilise daily. It is a massive timesaver. 

Print Destination Menu

The Print Destination Menu allows the user to choose the destination for the Report, and select from the options Printer, Custom Report and Quick Report.

Printer  Tells SapphireOne to send the report straight to the Printer. 
Custom Report  This allows the user to create a custom designed report. Once selected SapphireOne will use this option on the Print Destination menu. 
Quick Report  Selecting this option will open the Sapphire Quick Report function. 
CSV Selecting this option will open the report in a CSV file.

Report Type Menu

The Report Type Popup menu gives you the ability to choose from 16 different report types to best suit your specific reporting requirements. Below is an overview of each Report Type, and what each type can be used for:

Printing Report Types

  • Standard Balances – This report shows the Standard Aged Balances.
  • Un-posted Values – This report includes the un-posted values in the Standard Aged Balances Report.
  • Credit Control – This report adds information about last receipt date and amount, contact, position and phone details.
  • Wide – Balances – This report allows for the print of the reports in a wide format increasing the amount of Balance Data displayed.
  • Wide – Un-posted – Allows the printing of the reports in wide format increasing the amount of Balance Data displayed, including un-posted.
  • Wide – Credit Control – Allows the printing of the reports in wide format increasing the amount of Balance Data displayed, including Last Receipt details.
  • As at Period Balance – This report gives the Client Balances as at a particular period in time. This should agree with the Balance Sheet Control Account for the same period.
  • As at Date Balance – This report gives a balance report based upon current transactions.
  • As at Detailed – This report gives a balance report based upon 7, 14, 21, 30, 60 and 90 days. This report also provides the Client’s agreed terms.
  • As at Detailed Unallocated – This report prints balances for each client that are overdue and are also unallocated as of the entered date.
  • As at Detailed Unallocated Periodically – This report prints balances for each client that are overdue and are also unallocated for a chosen period.
  • Cash Flow – This report allows you to specify a given date prior to viewing balances to aid in cash flow projections.
  • Cash Flow Detailed – This report allows you to specify a given date prior to viewing balances and transactions to aid in cash flow projections.
  • Sales Analysis – This report gives a brief Sales Analysis of each Client.
  • Sales Analysis Full – Gives full details of the Sales Analysis.
  • Total Due Check – Simple Report that only prints: Total Due, Historical Total and Current Total.
  • Standard Balances (Landscape) – This is the same as the Standard balances report, but in landscape format with extra room for Company name.
  • Payment Performance – This prints a report in the form of a chart for the selected Clients displaying their payment performance as a percentage for payment term periods.
  • Balances with Average Pay Days – This report prints out for the selected, Clients the average time in days it takes a Client to make payment.
  • Standard Balances in FX Currency – Prints the balances in both the Local and FX currencies.
  • Support – Gives full details on the Accounts, Receivables, Balances and Support data.

Report Sort Order Menu

The Report Sort Order Menu allows the user to select from various sorting methods and criteria to organise data in different sequences while still maintaining the same fundamental report format. The user can sort data by:

  • No Sort No sorted performed, the report is printed as it is in the list on screen
  • By ID – Sorted and totalled by each General Ledger Account ID.
  • By UDF-1 – Sorted and totalled by UDF-1.
  • By UDF-2 – Sorted and totalled by UDF-2.
  • By Class – Sorted and totalled or grouped by Class.
  • By Total Due Ascending – Sort and order balances by ascending dollar value.
  • By Total Due Descending Sort and order balances by descending dollar value
  • By Area – Sort and order balances by the area value.
  • By Control Account – Sort and order balances by control account
  • By FX type – Sort and order balances by FX type.
  • By Rep – Sort and order balances by Rep type.
  • By Company Sort and order balances by company.
  • By Parent – Sort and order balances by parent.
  • By Department – Sort and order balances by department.

Report Selection Menu

The Report Selection Popup Menu also allows you to select which Vendors balance data you would like to report on, allowing you to get more granular and specific with your reporting capabilities.

Balances Only This will print out all of the Vendors balances
Unposted Balances Included Will print out a report which includes all active Vendors balances including any un-posted transactions and those Vendors who do not have a zero balance.
All Records This option will tell SapphireOne to print balances for all active Vendors currently in SapphireOne including those with a zero balance.
All Records Include Inactive This will display all records, including inactive items.

Report Buttons

Background Button Selecting this button allows the user to run the report in the background of the SapphireOne server, allowing the user to continue with other tasks while the report is generating.
Print Button Select this to Print the Report.
Cancel Button Select this to Cancel the Report.
Record List Button Selecting this button brings up a list of all inventory items within the users SapphireOne data file. The user can then use the ‘command/F’ and ‘ctrl/F’ search function to search for the inventory item to be printed.
Options Button The Options Button allows for even further customisation of the Report.
Queue Button Selecting this button will put the report in a Queue, allowing the user to select the time and day for the report to run and print.

Record List

When in the Balances selection of Payables, users can now select the Record List button and be shown an Aged Balances report for all Vendors. 

From within this report, users can double click on a Vendors record and be directed to the Credit Control page of that Vendors file. By double clicking on the first record in the list above A.J.White the user is immediately direct to the credit control page for that Vendor. 

If 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. 

Default Report

This is a report produced using the Bondi Blue Demo using the default settings of a Report Type of Standard Balances and a Report Sort Order of by ID. 

When comparing balances here with those in your General Ledger the Report Selection drop-down menu will have to be set at All Records. This is because the General Ledger Inquiry will use All Records when it is run. 


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

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