Statements Report

Statements Report Overview

The SapphireOne Statements report allows you to print Vendor statements which will enable you to cross check against goods and or services you have received from a particular Vendor. An opening Balance is displayed for each Vendor and each Invoice is condensed to a single line. The Invoice Totals along with Allocations and a running Balance are shown as well. 

Statements Report Page

Statement 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 Popup 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.
Text File Selecting this option will open the report in a text file.

Report Type Popup Menu

Selecting the Report Type option will enable the user to print different layout styles of the report as listed below.

Condensed This report allows for the printing of Vendor statements to allow them to be cross-checked against the goods/services received from the Vendor. All balances are displayed in Local currency including Vendors trading in FX. 
FX Condensed Same as above but for Vendors trading in FX their balances are now displayed in the FX currency that they trade in. 
As at Period Statement  This function enables the user to print statements based on an ending period. A pop up will ask for the entry of a period when choosing to print.
As at Date Statement  This function enables the user to print statements based on a date. A pop up will ask for the entry of a date when choosing to print.

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 This will not apply any additional data sorting to the report.
By ID This will sort the order of the data by inventory 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 Sort and order balances by dollar value.
By Department Sort and order balances by department.

Report Selection Menu

The Report Selection Menu allows for additional sorting of report criteria.

Balances Only This will print out all of the Clients balances
Unposted Balances Included Report includes all active Clients balances including any un-posted transactions and those Clients who do not have a zero balance.
All Records This will display all records.
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.

Report Types

The report below was produced using FX Condensed as the Report Type.

Accounts-Payables-Statements-FX Condensed

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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