Client Invoice

Client Invoice Overview

The Client Invoice screen is the second drop-down item in the Accounts Receivables ‘Data Entry’ menu. This data entry screen is the transaction area used for recording Client payments.

When you enter a valid Client ID into the invoice, the client details are automatically populated from the Client’s Master File. If prices and discounts have been set up in the Client’s Master File or Price Book they will be displayed on screen.

Transactions Area within Client Invoice

How to enter details in the Client Invoice Transactions Area

• Client ID – The Client ID is a linked field where the Wildcard characters may be used ( @ or ? ) options.
• Order Number – Enter the Client Order Nº if applicable. In SapphireOne this is called an External Reference Nº that is alpha numeric.
• Invoice N° – SapphireOne Accounting Software will automatically generate an Invoice Nº sequentially based on a sequential number from the Internal Numbers page as set up in Company Inquiry. You can overwrite this when required.
• Total – Enter the Total Cost of the transaction including Tax. If the Client is dealing in a foreign currency, the appropriate currency and tax will be displayed. These are set up in the Client’s Master File.
• Date In – SapphireOne Accounting Software will automatically enter in today’s date . To select an alternative date, click on the underlined Date In for a pop-up calendar or manually type in the date.
• Period – SapphireOne Accounting Software will automatically enter in the current Period or the Period relating to the manual Date you entered.
  • To select a different period, click on the underlined Period for a pop-up period list.
  • Some Periods may not appear on the list as they may be locked (i.e. Transactions for the period are complete and have been locked by a user in master defaults).
• Due Date – SapphireOne Accounting Software will automatically enter in the due date according to the Clients terms which are set up in the Client’s Master File. This may be altered if required by clicking on the underlined Due Date for a pop-up calendar or manually type in the date.
• Discount – SapphireOne Accounting Software will automatically enter in a discount for the Client which are set up in the respective Client’s Master File.
  If there are no discount terms set up for the Client in their master default file, the Discount area will appear as 0.00%. If a discount is manually entered by a user, the amount will be displayed as a percentage in the Discount field.
  • How to set up a Client Discount:
    • Go to Mode drop-down menu in the top left corner and select Accounts.
    • In the top tool bar under Receivables select Client Inquiry.
    • Open on the Client you would like to modify.
    • Go to Page drop-down menu in the top left corner and select Terms.
    • Enter the Discount Details in the Section provided.
  • How to alter the discount in the current Invoice ONLY:
    • By percentage – Simply type over the new percentage for the discount. SapphireOne will re-calculate the dollar amount.
    • By dollar amount – Select the button and manually type in the dollar amount (minus the $ sign) for the discount. SapphireOne will re-calculate the percentage.
• Days – SapphireOne Accounting Software will automatically enter in the number of days for prompt payment discount which are set up in the Client Master File.
• Memo – Enter any data or notes.
• Document Paperclip – Scan and attach any documents relating to the Client Invoice.

Information Tab Area within Client Invoice

The Client Invoice Information area is used to display additional information about the current transaction. You may only view information here, not alter it. Click on the different Information tabs to select the details you would like displayed. The Information tabs will change automatically and display the data relevant to the tab.

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

Standing Transactions Area within Client Invoice

The Client Invoice Standing Transactions are used to set up recurring transactions and controls how often the record is to be created for each period. A Standing Transaction is usually given a Start Date and a Finish Date.

Standing Transactions can only be created if the previous periods Standing Transactions are posted.

If a Standing transaction Stop Date is 00/00/00, SapphireOne will keep creating the transaction until the user manually alters or deletes it.

Destination Area within Client Invoice

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

How to enter details in the Destination Area

• Account – This is a linked field and the User can use the Wildcard ( @ or ? ) options to search for the Account ID.
• Account Name – Once the Account ID is selected, SapphireOne Accounting Software will automatically populate this field with the account name.
• Net Amount – Type in the Net Amount. This is the amount minus tax OR TAB though and enter in Total Amount. SapphireOne will either forward or reverse calculate the tax as required.
• Tax Code – These should not normally be altered by the user and are entered by SapphireOne as they are setup elsewhere in SapphireOne. The user can select a Tax Code from the drop-down menu or enter in manually if required.
• Amount – SapphireOne Accounting Software will automatically populate this field with the appropriate tax as a dollar amount based on the tax code selected.
• Total – If the User has entered in the Net Amount, SapphireOne will automatically populate this field of the total amount based on the amount and tax amount. The user may also enter the total including tax and SapphireOne will re-calculate the amount.
• Project – Is a linked field and the User can use the Wildcard [ (@ or ? ) and TAB ] option to search for the Project ID. A retention can be set by the project, which will automatically apply a retention. The percentage retained is displayed, and this may be altered on an invoice by invoice basis if required. View Project ID
• Project Name – Once the Project ID is selected, SapphireOne will automatically populate this field with the Project Name.
• Notes – Any additional information relating to each transaction line can be inserted here.
• Transaction List – All of the lines in the transaction are displayed here. It is a convenient list which displays only the basic details of each transaction. You cannot edit from this list. To view or modify any line in this Line Listing area- select the line, the details will then be displayed for you to view or modify in the other relevant areas.
• Company – This button is only visible if you have multiple companies set up in your SapphireOne data file. It will direct you to a new screen where you can manage and allocate percentages or fixed amounts across the various companies.

Transaction Footer Area within Client Invoice

The Client Invoice Transaction Footer is the information bar along the bottom of the screen, and allows you to check the critical details of a transaction. These details include:

• Sequence – SapphireOne Accounting Software automatically generates a sequence number.
• Batch – SapphireOne automatically generates the batch total. This is the total of all the client invoice that have been entered at any given time.
• Out of Balance – SapphireOne Accounting Software automatically generates the Out of Balance Total. The Out of Balance amount must be 0.00 to enable the saving of a record.
• Rules Level – This is a linked field. The User can click on the Rules Level and a pop-up Organisation Chart will appear. Select the Level you would like to apply and hit ok.
• Tag – A drop down menu allows the User to mark the record with a tag.To add a new Tag category, type the name of new tag into the tag box on the screen and then hit the tab key. Then select ‘Yes’ from the pop-up window to confirm. Alternatively, if you wish to remove a Tag from the list, simply select the drop-down menu and click on the name of the Tag you wish to remove whilst simultaneously holding down the Command (MacOS) or Control (Windows) key. Then select ‘Yes’ from the pop-up window to confirm the deletion from your current list. 
• Access to More Functions Button –
  • Export Lines – Export Lines allows the user to export the lines from any inventory or job project base transactions. This allows the user to export lines, then the client or vendor receives an email with a text file attachment, which they can then import into their SapphireOne ERP.
  • Discount – Allows for the generation of an overall discount on the transaction based on either a fixed dollar value or a percentage.
• Zoom for Current Linked Record Button – Clicking on the icon once minimises the header for a reduced screen view showing only transaction lines. The icon will then change to maximise, and by clicking on it again it will return the screen to the standard view.

Custom Page

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

Action Page

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

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

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

Documents Page

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

Documents Area

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

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

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

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

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

Details Area

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

Last Modified Area

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

Workflow Page

Workflow Page Overview

The Workflow Rules function is accessed from various areas of SapphireOne as follows.

• Workflow Rule Creation – The only location where these Workflow Rules are created is here in:
  Utilities > Controls > Workflow Rules and is documented in this article.
• Inquiry Lists – From most Inquiry Lists in SapphireOne when a transaction is opened for viewing or modification, the user will note that there is a workflow Rules Page. The only Workflow Rules that is displayed, will the rules that are applicable the the currently opened transaction. The viewing of this workflow rules page is displayed to the user under the following restrictions.
  • User Access – While all users will be able to view any Workflow rules applicable to the currently opened transaction on screen, they will not be able to make any changes to the Workflow Rules.
  • Workflow User – If the user who is required to perform a task for the transaction, accesses this page, they will be able to Approve or Reject the transaction for further processing.
• Workflow Center – In Management mode the user will find a Workflow Center item on the main menu as follows: Management > Analysis > Workflow Center. To view the article on the Workflow Center click here.
  • User Restrictions – For any user to access this function, they will have to have the item Workflow Center, selected/ticked on the menus page in their User Access file.
  • Usage – For any user set up as documented above, will be presented with a list of all transactions in the data file, that have a workflow restriction incorporated into them. This Workflow Center functionality is provided so that a user or group of users, are able to manage all transactions that have a workflow restriction or error placed on them.

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

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

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

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

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

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

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

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

Workflow Rules Details Page

Entering a New Workflow Rule

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

Details Area

The available options are as follows.

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

• Single Stage – If only a single level of approval is required leave the Stage set at 1 for a single level of approval. The flow area below will display just the single item across the entire row as seen to the right.

• Multiple Stages – If more stages or levels are required enter in a number from 2 to 6. The additional stages will be added as additional columns in the flow area as seen to the right.

• Notes – Any notes for this workflow rule may be entered here.

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

Flow Area

• New Button – To enter in a new event the following procedure must be followed.
  • Column or Stage Selection – The user must first select select the column and then select the button in the top right-hand corner of the Flow area. SapphireOne will place the word User in the column that was selected.
  • Multiple Stages – Repeat the procedures above for each column or stage in the work flow function. From now on once one of the stages in the line has been selected, it will alter to the orange colour as seen below.

• Stage Selection – The user must now select each stage in sequence and for every stage set up the following details.
  • Stage – SapphireOne will add a suffix of the stage number to the name Stage. The user may then enter in a column heading name for the stage if required.
  • Type – The user has 2 choices here, Approve or Notify. If approve is selected the user will have to proceed through the approval process before the Work Flow error will be removed for them. If notify is selected the user will only have to open the transaction for viewing.
  • Number – The number entered here indicates the number of users that have to approve this transaction before the WF error is removed from the transaction. Zero means none and 5 means five. Be careful here as the default is usually not wanted so a number will have to be manually entered.

Party Group

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

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

Checking for WF Transactions

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

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

Organisation Levels and Mixed Permissions

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

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

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

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

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

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

Workflow In Operation (Restrictions)

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

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

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

Workflow In Operation (Approvals)

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

Setting Up Rules

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

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

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

Two Events per Rule

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

Examples

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

1. Sales Staff – Setup users performing sales or purchases in the AccPayableStaff level.
   • The Authorisation Required checkbox is selected.
2. Sales Managers- Set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3.  End result – All Sales staff will create transactions with an WF error requiring the Sales Manager to approve them all. The Active Message alert will be displayed to all 100 staff members plus the Sales Manager.

1. User Who creates the Transaction- For the user who creates the transaction.
   • The Authorisation Required checkbox is selected.
2. Sales Managers- As above set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3. End Result – All Sales staff will create transactions with an WF error requiring the Sales Manager to approve them all. The Active Message alert will be displayed to the user who created the transaction and the Sales Manager. Even if another user modifies the transaction the only user who receives notification messages will be the user who created the transaction and the Sales manager.

1. User – If necessary for any transaction created, a specifically selected user may be set up to receive notifications regarding all transactions with workflow errors. This Sales Staff user must not have a Level of Sales Staff set in their user file or else a conflict will arise.
   • Select User from the Change button options.
   • The Authorisation Required checkbox is selected.
2. Sales Managers- Set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3. End Result – Only the Accounts manager and the entered user would receive any alerts for Workflow.

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

Watch how to enter a Client Invoice in SapphireOne

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