Client Inquiry Overview
SapphireOne’s Client Inquiry function in Accounts mode is a vital tool for efficiently managing all customer sales within the SapphireOne application. Once a Client is set up in SapphireOne, it becomes the central repository for all transactions associated with that specific Client.
Look, Modify or create a new Client record
Upon accessing a Client Inquiry, the initial page displayed is a list of Clients already set up, where users can perform the following actions:
- Selection – Once they have selected or highlighted a Client, users have the following choices.
- New – By clicking the button on the main toolbar, users can initiate the process of creating a new Client’s master record.
- Keyboard Shortcut – Use the keyboard shortcut Control/Command N.
- Look – Select the Look button to look at or view a Client’s details without modifying them.
- Modify – Users can update a Client’s information by either double-clicking on the Client’s line in the list or selecting/highlighting a client and then clicking the Modify button.
- Keyboard Shortcut – Or use a keyboard shortcut of Control/Command Look or Modify.
- New – By clicking the button on the main toolbar, users can initiate the process of creating a new Client’s master record.
All screens above appear identical as documented above, but data can only be amended when the New or Modify options are chosen.
It is essential to highlight that the knowledge base articles use the term Master Record. When a Client is opened and saved in SapphireOne, it becomes the Client’s Master Record, capturing all relevant and essential information for that particular Client. The Client’s Master Record then plays a pivotal role throughout SapphireOne, serving as a comprehensive and definitive reference for that specific Client. 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 Client, they are based on the most current information available in the Client’s master record. Therefore, ensuring the accuracy and completeness of the Client’s master record is crucial for maintaining consistency and reliability in all Client-related activities within SapphireOne.
Locations for accessing a Client Inquiry
For the convenience of users, the Client 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 Client Inquiry is accessed, it leads to the same Client Inquiry function within SapphireOne. Therefore, users can access the Client Inquiry function from various modes in SapphireOne.
The Client Inquiry function has been documented from the Accounts mode article only in knowledge base. If you have accessed this Client Inquiry function from Inventory or job Projects modes in the knowledge base, you can click on this Client Inquiry link to read the article.
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:
- Centralised Data Management – All contact information is consolidated in one place, ensuring easy access and efficient organisation.
- Comprehensive View of Contacts – Gain a holistic perspective of Clients and Vendors, facilitating a deeper understanding of their needs and preferences.
- Improved Customer Relationships – Build stronger and more meaningful relationships with Clients and Vendors, fostering loyalty and satisfaction.
- Data-Driven Decision-Making – Utilise data insights to make informed decisions, enhancing operational efficiency and business performance.
- Streamlined Marketing Efforts – Targeted marketing campaigns can be devised, ensuring more relevant messaging and increased engagement.
- Optimized Sales and Purchasing Processes – Efficient sales and purchasing workflows lead to improved productivity and revenue generation.
- Identification of Profitable Clients & Vendors – Analyse Client & Vendor data to identify the most profitable partnerships and opportunities for growth.
- 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.
Client Inquiry Pages
- Details – Contains Client ID, Name, Address, Contact, etc., and unlimited CRM contacts.
- More Details – Additional client information (Last Transaction, Loyalty Points, Tax Details, etc.)
- Custom – Features various fields – 12 alpha, 8 Real, 8 Date and Time, 14 Client Custom, and 2 Client Text. These are field headings that can be modified according to the users requirements.
- Current Balances – Includes Balances and Payment Performance accordingly.
- FX Balances – Displays an aged view of transactions, notes, contacts in the client’s home currency.
- Credit Control – An interactive view of aged transactions, balances, notes.
- Terms – Contains Payment Terms, Discount, Payment Defaults, Credit Card Defaults, Internal Credit Control, General Ledger Defaults Controls, EDI Settings, Control Log.
- Transactions – Lists all current transactions.
- History – A comprehensive record of every transaction for the client.
- Sales Analysis – Presents a graphical representation of sales by product or service and allows users to select a date range.
- Sales – Displays sales from Inventory and Job Projects mode, with the option to include history.
- Keywords & Notes – Offers unlimited keywords and notes per client.
- Address: Contains unlimited multi-delivery or billing addresses per client, including post or physical details, marketing, keywords, notes.
- Price Book – Connects to SapphireOne’s and client specific Price Books.
- Period Balances – Records the current period +1, +2, +3, and turnover by period with unlimited history.
- Standing Sales – A complete list of all standard transactions.
- Job Project – Stores all linked Job Projects.
- Email Log – Chronicles all client email interactions with SapphireOne.
- Rating – Can be linked to an electronic campaign where clients rate the company.
- Action – Lists all Client actions.
- Documents – (DMS): Records all documents attached to the client.
- Digital Assets: Unlimited linked digital assets, e.g. PDFs, videos, photographs, JPEGs, RAW files.
Master Default Settings for all Clients
- Master Defaults – In SapphireOne, the Master Defaults feature allows users to set default values when creating new Clients. These default values serve as a starting point for setting a new Client up. However, users still have the flexibility to modify these default values as needed. Along with the default values, additional details specific to the Client can also be entered and saved. This ensures that each Client’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 Client Inquiry and selecting a specific Client, you will be viewing their Master Record. Any changes made to the client’s Master Record 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 Client information.
- Inactive Clients – The user should be aware that if a transaction is created for an inactive Client or Vendor, SapphireOne will automatically reactivate them. Inactive clients 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.
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.
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:
- 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.
- 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.
Upon initially Looking or Modifying a Client Inquiry, the Details page is the first one presented to the user. To view different pages, navigate to the Page drop-down menu located on the left-hand side of the SapphireOne Toolbar.
Client Area Data Entry
- ID – The Client ID is the initial item entered in the Client Inquiry screen. It is important to establish ID criteria before entering any Client IDs because they cannot be deleted or reused once saved. The created ID becomes the default and can be modified using Sapphire Tools. The SapphireOne Client ID can consist of up to 12 alphanumeric characters.
- Name – Enter the Client’s name. It can be modified anytime.
- Area – Clients can be grouped for reporting purposes, allowing for convenient organisation based on a rating system such as 1-9 or A-E. The SapphireOne Client Area accommodates alphanumeric characters, giving flexibility in assigning and categorizing clients.
- Class – Assign the Client to a Client Class. This is vital for organising Clients into distinct groups such as Prospects, Inquiry, and Client. The SapphireOne Client Class ID allows for up to six alphanumeric characters.
- Rep – This field is optional. Assign a designated Sales Representative to the Client. For example, Sales Reps may have restricted access, limiting them to view only their assigned Clients. The SapphireOne Rep ID can consist of up to six alphanumeric characters.
- Company – By default, SapphireOne automatically enters the Company ID that the user is logged into when creating this new Client record. The SapphireOne company ID is comprised of up to eight alphanumeric characters.
- Job Project – A Client can be linked to a Job Project, which is an optional field. The SapphireOne Job Project ID allows for up to 12 alphanumeric characters.
- Department – It is optional to enter a department, and the decision may depend on various factors such as the requirement to generate reports at the department level. The SapphireOne Department ID can contain up to eight alphanumeric characters.
- Carrier – If necessary, you can enter a carrier for the Client. The data entry field is highlighted with a light blue background, allowing the user to directly input the carrier ID or utilise wildcards to replace parts of the carrier ID. Sapphire One will automatically insert the carrier ID into any transactions generated for this Client. Additionally, accurately entered addresses will be displayed on Google Maps.
- 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 Client 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.
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 or 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.
Links Area within Document Management System (DMS)
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:
- Select/highlight the document you wish to link.
- Click the Link Document button.
- The Files pop-up window will be displayed.
- From the File drop-down menu, select the item you want to link the document to.
- 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:
- Confirm that you wish to import a new version of the document by selecting “Yes.”
- The user will then be prompted to choose the updated document to open.
- After selecting the updated document, a secondary dialogue will appear, asking the user to enter an alphanumeric value for the new version.
- 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
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:
- Access the record in SapphireOne.
- De-select the Active checkbox on the first page usually the Details Page.
- 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 Data Entry
The Grouping Area on the Client Inquiry screen includes three default tags: Tag, Tag2, and Tag3. Users have the flexibility to customize and rename these tags according to their specific requirements. To learn more about managing these tags, please click on the toggle below.
Note that many of the Tag Headings are user-configurable, so you can rename them to suit your needs.
To rename Tag Headings, follow these steps:
- Navigate to Utilities > Controls > Master Defaults.
- Select the appropriate function’s page.
- Click on the Tag Headings menu to open it.
- Double-click on the heading you wish to rename.
- Enter the new name for the heading and click OK.
- To create customised tag drop-down menus, simply enter a new item that is not currently on the list and then tab away. SapphireOne will prompt you to add the new tag to the list.
- To remove a tag, hold down the Control or Command key and select the tag you want to remove. You will be asked to confirm its removal from the list.
SapphireOne has a tag named HOLD integrated into it. When this tag is selected, the transaction cannot be posted until the HOLD tag status is removed or changed to a different status other than HOLD.
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 Clients. These tags serve the purpose of reporting and reconciling Client 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 the upper section of the Address area, you will find a drop-down menu that provides three options for automatically used addresses for the Client. By default, SapphireOne displays the Standard address option.
Furthermore, there are provisions for entering Statement or Invoice addresses by selecting from the drop-down menu. It’s important to note that these addresses are interdependent on each other, meaning changes made to one address may affect the others. Therefore, updating the Standard address, for example, could impact the Statement and Invoice addresses associated with the Client.
It’s important for users to be aware that the addresses entered in SapphireOne will be automatically included in any hard-coded reports within the software. This means that the addresses will be printed or displayed as per the predefined format of the reports.
Address Fields and Features in the Standard Address Area
- Copy Button – This button enables users to transfer Postal Address details to the Physical Address area in the Standard Address selection on the previous page. It also allows for the copying of the Invoice Mailing address to the Invoice Delivery address on the Invoices address screen displayed above.
- Standard Address – Within the Standard address field area, the Country field is pre-configured, providing users with the option to select the required Country code. This enables users to easily specify the country associated with the standard address for accurate and standardized client data management.
- Postcode field – The Postcode field in the Standard address area is designed to accommodate up to eleven characters, meeting current international standards. This allows users to enter postal codes or ZIP codes of varying lengths, ensuring compatibility with different countries’ addressing systems.
- Delivery Instructions – The Standard address field area in SapphireOne includes a designated space for entering specific Delivery Instructions for each individual Client. This allows users to provide any special instructions or details related to the delivery of goods or services to the Client’s location.
- Other Data Entry Fields – The Address area in SapphireOne also includes provisions for storing additional contact information as follows.
- Telephone Numbers – This includes fields for the main Telephone number & the Mobile Number.
- Email Address – The client’s email address is crucial for seamless email communication, particularly for sending remittances and invoices. Multiple email addresses can be entered by using a comma (,) without spaces between them. To learn more about setting up emails and understanding the email procedures in SapphireOne, please refer to the knowledge base article dedicated to Email procedures for detailed instructions and guidance.
- E-Statements – Within SapphireOne, there is a dedicated field to capture the Email address specifically designated for statements. This field allows users to input the email address to which electronic statements will be sent..
- URL – The provided area within SapphireOne’s Address section includes a space for storing the Client’s URL (Uniform Resource Locator), also known as the website address. Users can input the relevant URL associated with the client in this field.
- SpliceCom – If the SpliceCom telephone system is installed, is installed and integrated with SapphireOne, users can take advantage of a convenient feature. By clicking the telephone button associated with a contact’s phone number, SapphireOne will prompt the SpliceCom system to initiate a call to the entered number.
SapphireOne Mapping Feature – Apple/Google Maps
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.
The Contacts area displays a list of Client Contact Details, limited to contacts linked to a They currently selected Client. To Look or modify Client contact details, simply double-click on the Client in the contact details area. This will open up the Client Contact Details page as a new screen.
There are four buttons above the client contact list for managing the Contact list as follows:
- New – Selecting the New buttonn will initiate the creation of a new contact, bringing up a new screen to allow entry of all contact details. Users must complete all required fields. Any contacts created here under the Client Inquiry function will automatically be linked to this Client.
- Delete – Highlighting a contact and selecting the Delete button will remove the selected contact.
- Link – This Link button is for updating contact links. It is strongly recommended that new contacts be added from within the function they are to be linked to, in this case, a Client Inquiry. This will automatically create the link to the client being modified.
- Full-Screen – This Full-Screen button allows users to view the list of contacts in full-screen mode, which is beneficial when viewing large contact lists.
There is a Contacts item on both the Inquiry Pallet drop-down menu, and the General drop-down menu when using Workbook mode. This Contact item in Workbook mode displays all contacts within the data file. Any contacts created there must be manually linked.
Importing Contacts into a Client
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.
- Commencing – Begin by clicking on the Import Contacts button.
- 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.
- 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.
- Item Selection – After choosing the desired item from the Link Contact pop-up, simply double click on your selection or click on the button. This action confirms your selection takes you to to the next step, the Select Contacts screen
- 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 Button. the checked contacts will be entered into the required contact area for the selected Vendor.
- 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 the 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 serves as a comprehensive repository of internal credit information and additional details pertaining to the Client. This page provides valuable insights and in-depth information, allowing for a more thorough understanding of the Client’s profile and credit history.
Last Transaction Area
This area is non-editable and automatically populated with details extracted from various sections of SapphireOne. It includes essential information such as the amount of the Last Receipt, the date of the Last Transaction, and the most recent modification date of the Client details. Users cannot directly interact with this area, as it serves as a summary of the latest activities and updates related to the Client.
Loyalty Points Area
The Loyalty Points Area is a non-editable section that automatically displays and updates details extracted from the client’s current loyalty points. Users cannot directly modify the information within this area, as it serves as a summary of the Client’s loyalty points status. It provides an at-a-glance view of the accumulated loyalty points without requiring manual input from the user.
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.
- Exempt on Special Rules Checkbox – This checkbox is directly linked to the Periods and Taxes page within a Company Inquiry. In this context, the checkbox is associated with the tax exempt area within the tax codes section. When this checkbox is selected, SapphireOne will use the data entered into that area to establish a tax-exempt setup for special rules related to specific periods or taxes.
- Operation – By checking the Exempt on Special Rules checkbox, SapphireOne implements the tax-exempt configuration based on the data provided in the designated area. This ensures that special rules pertaining to tax exemptions are applied as intended for the specified periods or taxes, streamlining tax management and compliance for specific scenarios.
- 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.
- Price Round to Checkbox – This checkbox provides the option to round prices to a specific number for each individual Client. By selecting this checkbox, users can enable price rounding for the particular Client in question.
- Data entry Field – This Data Entry Field allows users to input the desired rounding figure or amount. When a value is entered in this field, SapphireOne will automatically round the prices for that specific Client to the specified figure or amount, ensuring consistency in pricing and simplifying transactions.
- Facsimile No – This field is designated for entering fax numbers. Users can input fax numbers associated with the respective entity or contact within this section. It serves as a specific location to store and manage fax contact details for easy reference and communication purposes.
- Default GL Code – This field allows the recording of a Default General Ledger (GL) Code account number. When a Default GL Code is set for a Client here, it will automatically populate the GL Code field for any Client Invoices entered in Accounts & Inventory mode. This feature streamlines the invoicing process by automatically applying the specified GL Code to relevant transactions, ensuring accurate accounting and consistent financial reporting.
- Currency – The Currency drop-down list allows the selection of the currency in which the Client conducts their trades. This drop-down menu is available exclusively during the creation of a NEW Client. However, after a single transaction has been executed against this Client, the Currency drop-down menu will be permanently removed. Therefore, it is essential to choose the appropriate currency during the initial setup to ensure accurate currency management for all subsequent transactions with the Client.
User Defined Area
Users have the option to rename these field headings according to their preferences. This can be accomplished by navigating to Utilities / Controls / Master Defaults / Client, where custom heading names can be assigned to each of the four user-defined fields. This feature empowers businesses to tailor the data entry and retrieval process to suit their unique needs, maximising the utility of the software and streamlining data management tasks. This area provides the flexibility to set up four custom fields based on specific requirements.
The first two fields are indexed, enabling them to appear in the Find Command/Ctrl F screen, facilitating swift searching for secondary data. Additionally, all four fields can be queried using the Detailed Query Command/Ctrl Y, allowing for comprehensive and detailed data analysis.
Serial Shipping Container Code (SSCC) Area
Area consists of simple data entry fields that are used for capturing relevant SSCC information. These fields serve as a means of recording and storing SSCC data associated with specific shipping containers or packages.
- Number – In the Number field, users have the option to set up a starting number by directly entering the desired value. This feature allows for manual configuration of the initial number from which subsequent numerical sequences or series will commence.
- For instance, if users wish to start numbering a series of items, transactions, or documents from a specific number, they can input that starting number directly into this field. The software will then use this specified value as the beginning point for generating subsequent numbers automatically.
- Prefix – In addition to setting up a starting number, users have the option to add a Prefix to the number if required. The Prefix is a string of characters that will be appended at the beginning of the generated number.
- Suffix – Users can also include a Suffix to the number if needed. The Suffix is a sequence of characters that will be added at the end of the generated number.
- Ignore Levy Rules Checkbox – This area features an important functionality called the Ignore Levy Rules checkbox. By selecting this checkbox, SapphireOne will be instructed to disregard any levies that have been configured for this specific Client. This means that the Client will be exempt from any levies set up in SapphireOne, and these levies will not be applied to transactions involving this Client.
- Ignore Royalty Rules – This checkbox in the enables users to direct SapphireOne to exclude any royalty rules that have been configured for this specific Client. By selecting this checkbox, SapphireOne will not apply any royalty-related calculations or charges that have been set up in the system to transactions involving this client.
- Pallet – The Pallet Data entry field is closely integrated with the web pack marketing function offered by SapphireOne. For more detailed information about this feature and its extended capabilities, it is recommended to contact SapphireOne support directly at 02 8362 4500. The support team will be able to provide comprehensive assistance and insights into how the Pallet function operates in conjunction with the web pack marketing feature, ensuring a better understanding and utilisation of the system’s capabilities.
Periodic Invoice Area
This area is a crucial feature in SapphireOne that efficiently handles scenarios where customers make repeated purchases of the same items on a daily or weekly basis. These recurring sales result in multiple Sales Client Invoices (SCI) being generated over time. To simplify the payment process, payment terms are set up for the Clients on a recurring basis, often based on specific periods.
SapphireOne’s periodic Invoicing functionality plays a pivotal role in streamlining the management and processing of these recurring transactions. It automates the generation and tracking of invoices within the defined payment periods, allowing for seamless and consistent invoicing and payment collections. By using periodic invoicing, businesses can optimize their invoicing process, improve cash flow management, and provide a convenient and predictable payment schedule for their Clients. This feature proves especially beneficial for businesses with customers who make regular and ongoing purchases on a fixed payment cycle.
Setting Up Periodic Invoicing
To configure a Client for Periodic Invoicing, users need to enter relevant data into the Periodic Reference area within the Client’s Master Record. Once the data entry fields are set up, SapphireOne will generate all future invoices for that Client as periodic invoices.
In this Periodic Invoice Area, it’s worth mentioning that each periodic invoice will be assigned a unique number, which can be viewed in a Company Inquiry for easy reference and tracking.
When using the Periodic Invoice function from Inventory mode, only invoices marked as periodic will be displayed. However, it’s important to note that these periodic invoices can still be treated as normal invoices if necessary, providing the flexibility to handle them like regular transactions when required.
By leveraging the Periodic Invoice Area, businesses can streamline invoicing processes for recurring sales, ensuring smooth management of periodic invoices while maintaining the option to treat them as standard invoices if needed. This feature is especially beneficial for Clients with regular payment schedules and repeated purchases.
Periodic Invoicing Data Entry
- Period – This field provides various options for setting the frequency of invoices generated for a Client in the Periodic Invoice Area. Users can choose from the following options, Daily, Weekly, Fortnightly (Every two weeks), Monthly or None.
- None – If this option is selected, the invoices will still be generated periodically, but they will require a manual entry for the invoice date. In other words, SapphireOne will mark the invoices as periodic, but the user will need to manually specify the date for each individual invoice.
- Output – This field is a valuable feature designed to facilitate efficient invoice identification and processing within the Periodic Invoice Area. It automatically assigns a predetermined internal reference number to each invoice generated through periodic invoicing.
- Details – By using the Output field to generate unique internal reference numbers for the periodic invoices, users can streamline their invoicing workflows and easily distinguish one invoice from another. This internal reference number serves as an identifier that aids in record-keeping, tracking, and management of the periodic invoices.
Invoice Reference Area
This area within the Clients section allows for the assignment of a unique prefix and number to each Client. This functionality facilitates the automatic generation of invoices with the correct prefix and sequential number, streamlining the invoicing process and ensuring a consistent and organised approach.
For instance, if the Client is IKEA, invoices can be automatically generated with reference numbers like IKEA0001, IKEA0002, IKEA0003, and so on. The system will increment the number accordingly as each new invoice is generated for the client.
By utilising the Invoice Reference Area, businesses can create customised invoice references for each Client, enhancing professionalism, and making it easier to manage and track invoices for different clients. This feature saves time and effort in invoice generation while also providing a clear and uniform system for organising invoice records.
General Message Area
This General Message Area allows users to enter comments or information about a specific Client. This message will automatically trigger an alert when a new transaction is created for that Client. By entering relevant details in this area, users can provide important notes or reminders about the Client, ensuring that any pertinent information is brought to the attention of employees processing transactions for that Client.
When the General Message Area is left empty, no alert message will be displayed during transaction creation for that Client. However, by utilising this feature, businesses can effectively communicate critical information related to the Client, enhancing communication and promoting better customer service. The alert system helps users stay informed and make well-informed decisions when interacting with the Client’s transactions, improving overall efficiency and accuracy in Client management.
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:
- Write down the exact names of the headings you wish to modify.
- 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.
- 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.
- For each heading:
- Highlight the name.
- Enter your new name in the lower data entry field.
- Click the Update button to save the changes in SapphireOne.
Current Balances Page
The Current Balances page provides a summary of the Client’s current aged balances. This page presents an overview of the outstanding balances owed by the Client 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 Client.
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.
In addition to the detailed information on aged balances, the Current Balances screen also features a Balances graph, which provides a visual representation of the Client’s financial status in the form of a Column chart. This graphical representation helps users quickly assess the Client’s financial standing and identify trends or anomalies in their balances. The combination of detailed data and graphical representation in the Current Balances page aids in effective financial analysis and decision-making for managing Client accounts.
FX Balances Page
This page provides users with a comprehensive view of foreign exchange (FX) information related to the Client’s balances. This page displays details about the Client’s balances in different currencies, reflecting their foreign currency transactions.
New ClientsFX currency Limitation
When creating a new Client in SapphireOne, you can set the specific currency in which the client trades on the More Details Page. However, it is important to be aware that once a single transaction is processed for this Client, 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 Client. Subsequent foreign exchange (FX) balances will be displayed relative to this base currency, providing a consistent reference point for all financial activities involving the client.
The Client Inquiry FX Balances Page is valuable for monitoring the impact of foreign currency transactions on the Client’s overall financial position. It enables easy tracking of balances in various currencies and facilitates better understanding and analysis of the Client’s international trading activities. This information is particularly essential for businesses dealing with Clients engaged in foreign currency transactions, as it allows for effective management of currency risks and ensures accurate financial reporting for multinational operations.
When viewing the FX page for a specific Client, like USAABC, users should focus on the Type column, which is the third column from the left in the transaction lines area. In this Type column, for Clients engaged in foreign currency trading, the currency type will be added as a suffix to the transaction type. For example, a Client Invoice in USD will be displayed as CI USD.
Apart from transaction details, the Aged area in the top right-hand corner of the screen will show aged balances in the selected currency. This section includes crucial information such as Current, 30 Days, 60 Days, 90+ Days, and Total Due balances. These aged balances represent outstanding amounts for transactions categorised and is based on the number of days they have been due.
This comprehensive display of foreign exchange information and aged balances empowers users to efficiently manage and monitor the financial position of Clients engaged in foreign currency trading. It facilitates better decision-making and provides insights into overdue payments, assisting businesses in maintaining healthy cash flow and effective credit management.
Client Transaction Details Footer
- Discount % – This field shows the percentage of discount given to the Client on their transactions, helping to track and understand the extent of discounts offered during their dealings with the business. It provides valuable information for financial analysis, ensuring transparency and accuracy in recording discounts and evaluating their impact on the Client’s overall transactions.
- % FX – This field provides valuable information about the prevailing exchange rate used for converting foreign currency transactions into the base currency. For FX Clients, who engage in transactions in foreign currencies, this exchange rate is crucial for accurately calculating the equivalent amounts in the base currency for financial reporting and analysis.
- Discount Days – This field provides essential information about the duration during which the discount is valid for the Client’s transactions. It indicates the time frame within which the Client can normally avail the offered discount on their purchases or invoices. The discount period is usually specified in terms of days, indicating the number of days the Client has to make the payment and receive the discount benefit..
- Look Button – When users click on the button for a specific transaction, SapphireOne will display the detailed information and contents of that particular transaction. This feature is particularly useful for quickly accessing and reviewing transaction details without the need to open the entire transaction entry form.
- Print Source Button – By clicking on the button, SapphireOne generates a printout of the transaction details that are currently selected or highlighted on the screen. The printed document will include the contents of the selected transaction, and the printed date will be set to today’s date.
Credit Control Page
This Page displays comprehensive information about the Client, including their current Transactions, Balances, Contact Details, and Notes. This user-friendly screen is designed for real-time Credit Control, enabling users to set notes and alarms as reminders for managing credit effectively.
By clicking on the column headings, the user may sort any column into ascending or descending order. Highlighting a transaction and then selecting one of the buttons across the bottom of the screen allows for more detailed viewing of the data.
The top-right corner of the screen displays the Aged section, which includes the Opening Balance, Current, 30 Days, 60 Days, 90+ Days, and Total Due. When selecting any of these underlined headings, an immediate filtering for the ageing of the displayed transactions is performed.
- Terms Based Checkbox – Alternatively, you can modify the data displayed in the Aged Balances area by selecting the checkbox in the center of the screen. When you click on the checkbox, a pop-up will be displayed, asking you to enter the date for this term-based display of transactions for the client. This feature allows you to view transactions based on a specific date range or term, providing greater flexibility in analyzing the client’s financial information.
- Credit Stop Checkbox – This checkbox places the Client on stop credit. This prevents users from processing any new transactions for the client until their account is brought back within their credit limit.
- Master Default – This checkbox is linked to the Stop Invoices data entry on the Credit Stop checkbox on the Clients Credit page of Master Defaults. If the Master default checkbox is not selected, users will only receive a warning that the Client is on Credit Stop but will still be allowed to raise invoices for the Client. However, once the Master Default checkbox is selected, users will not be allowed to raise any invoices for any Client placed on Credit stop. This ensures strict compliance with credit limits and prevents further invoicing until the credit issue is resolved.
The Credit Control screen contains eleven buttons located in the footer of the screen, each serving specific functions. When a user selects a record within the Credit Control screen that is linked to an Inventory Mode Transaction, the first two buttons on the list below, Open Invoice, and Print Invoice buttons will only then become active:
Credit Control Buttons
- Open Invoice Button – To email invoices to customers, select/highlight the desired transaction from the list, click on the button. Then double-click the invoice shown and then choose the small arrow next to the button on the main toolbar. This reveals a drop-down menu with various print options, including Email. Enter the recipients’ email addresses if needed, and select the report type to attach before sending the email.
- Print Invoice Button – Selecting this button immediately displays the print dialog alert, allowing users to print or reprint linked invoices as needed.
- Look Button – This button displays transaction details when selected.
- Retrieve Linked Button – This button retrieves linked transactions that have been moved into History via allocation into current. When the button is clicked, the user will be presented with an alert confirming this action.
- Load Button – This button in SapphireOne triggers an alert prompting the user to enter a date for a statement. Once a date is provided, and the button is selected, SapphireOne generates and displays a statement for the specified Client, showing all transactions up to the entered date.
- Reload Screen: Selecting this button resets the screen to its original view.
- Statement Button – This button displays the Client Statement Reports print dialog popup, giving the option to print statements or email them.
- Allocation Button – This button provides a shortcut to Client Allocation function. SapphireOne will check to see what un-allocations transaction that the Client And display them from the allocation screen.
- Usage – Highlight a transaction from the list and then select Allocation from Tools menu. The Allocation page will then be displayed, enabling the user to immediately allocate the transaction.
- Find Button – This button displays a detailed query function for performing detailed searches. This feature allows users to conduct comprehensive searches and find specific information with more precision.
- Open Button – This button performs a specific search for historical transactions in SapphireOne for the selected client. This button helps users quickly access and view past transactions related to the Client, providing a convenient way to track and review their transaction history.
- Process Receipt Button – This button allows users to process payments directly from the Credit Control screen. This feature streamlines the payment processing workflow, making it convenient for users to handle payments for the selected transactions efficiently and is documented immediately below.
Processing Clients Receipts from within the Credit Control Page
After selecting the button, SapphireOne will display a Process Receipt screen with all of the data entry fields required to process a Client Receipt (CR), as seen below.
Receipt Detail area
In this area, some limited details about the Client are displayed. The first two fields the Clients ID and name are not editable, while the second two fields, Date and Paid To for the Bank account, can be edited by the user if required. This allows users to make necessary changes to the Date and Paid To fields as needed for accurate record-keeping and payment processing through to the required bank account.
Credit Card Setting area
Credit card payments can be entered in this Credit Card Setting area. This area displays the required data entry fields for the entry of Credit Card payments as follows:
- First Name – Enter the credit card owners first or Christian name.
- Last name- Enter the credit card owners Last Name or Surname.
- Credit Card number – Enter the credit cards 16 digit number without spaces
- Expiry – Enter the credit cards Expiry Date.
- Security Code – Enter the Credit Cards security code. This is usual a three digit number located on the rear of the card.
Immediately below the receipt details and credit card settings areas, the user will find a list of invoices ready for payment. Each invoice will have a checkbox at the right-hand end of the line. To select the invoices for payment, users need to click on the checkbox corresponding to each transaction listed. Once they have selected one or more invoices using the checkboxes, they can then click the button located in the bottom right hand corner of the screen.
Upon clicking the button, SapphireOne will display an alert asking for confirmation to Create Client receipt now? Any necessary alterations can be made to the Client Receipt until it is posted.
The Terms page serves as the primary Credit Control Screen, enabling you to establish payment terms and credit limits for individual Clients. By default, SapphireOne provides pre-entered information on this screen, accessible by going to: Utilities / Controls / Master Defaults / Clients Credit.
In the Master Defaults section, specifically within the Clients Credit Page, there is a Defaults area where default payment terms can be set for new Clients. However, it is important to note that the information displayed on the current screen has already been entered by SapphireOne. You have the flexibility to modify these details on a Client-by-Client basis as needed. Furthermore, any information entered on this page will take precedence over the details initially entered by SapphireOne in the Master Defaults.
For more information on System Controls and Master Defaults, please refer to the Utilities Reference articles. It should be noted that the details entered by SapphireOne have been altered in the screenshot below, and the settings entered here will be used for this Client only.
Payment Terms Area
- 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 the payment is overdue 30 days from the invoice date.
- -31 Days – Enter -31 (with the minus symbol) into the displayed data entry field if payment is due at the end of the next month.
- 60 Days – Enter 60 Into the displayed data entry field, if payment is due 60 days from the invoice date.
- -61 Days – Enter -61 (with the minus symbol) into the displayed data entry field when payment is due 60 days from the end of the following month.
- 45 Days – Enter 45 Into the displayed data entry field, if payment is due45 days from the invoice date.
- –45 Days – Enter -45 (with the minus symbol) into the displayed data entry field if payment is due at 45 days from the end of the following month.
If the Client has been set up as Cash on Delivery or Prepaid, SapphireOne will not allow an order (OCI) to be converted to a sale (SCI) until the payment details have been correctly entered on the More Details page of the transaction. This ensures that the payment terms are met before finalising the sale and helps maintain accurate records for cash-on-delivery and prepaid transactions.
Auto Credit Stop After
This feature in SapphireOne calculates the credit stop terms by considering the oldest invoice entered for the Client and the Date it was entered. It then monitors the number of days specified in the terms data entry field along with the number of days set in the Auto Credit Stop After data entry field. This combined period determines when the credit stop action will be automatically applied if the payment terms are not met within this time frame.
In Master Defaults, the Auto Credit Stop After setting can be configured for all Clients. If a Client’s credit balance is not rectified within the specified time frame, users will not be able to raise any invoices for that Client. This feature ensures strict adherence to credit terms and helps maintain a healthy credit management process for the organization.
The Auto Credit Stop setting can be configured on a Client-by-Client basis or in Master Defaults for all Clients. When processing transactions, SapphireOne will first check the Auto Credit Stop setting on the individual Client’s record. If it is set to zero (disabled) for that specific Client, then the system will look for the configuration in Master Defaults to determine the credit stop terms.
In SapphireOne, the Prompt feature allows you to set up individual Prompt Payment Terms for a Client. Prompt is entered as a Percentage, and Discount Within is defined and entered as within a specific number of Days.
This configuration then becomes the default prompt payment discount for the Client. By using this feature, businesses can offer incentives to Clients for making prompt payments, which can help improve cash flow and strengthen Client relationships.
Shipping Drop Down Menu
This Drop Down Menu offers the user a selection of 11 options for the shipping procedure to the Client. Additional options will be included in this list as requested by users. This feature allows for flexibility in choosing the appropriate shipping method based on the client’s requirements, ensuring smooth and efficient order fulfillment and delivery processes.
This area provides the option to set up discounts and price codes specifically for individual Clients. This feature enables businesses to offer personalised discounts and pricing arrangements to Clients based on their specific needs and preferences, fostering stronger Client relationships and enhancing customer satisfaction.
- Product Discount % – Entering a number up to the 2nd decimal place will apply a discount to all products purchased by the Client. This feature allows businesses to provide customised discounts to Clients on their purchases, enhancing the flexibility of pricing and promotions based on individual client requirements.
- Price Code – This data entry field enables you to select a specific Price Code to be used for all Inventory items related to this Client. Once the Price Code is set, it will apply to each individual inventory item within the Inventory Inquiry Standard Prices area. This feature simplifies the process of managing pricing arrangements for different Clients, ensuring consistent and accurate pricing for the selected inventory items associated with the client.
- Lookup – This data entry field is linked to the Price Book when a price code beyond the standard ones is being used. This feature allows users to access and utilise custom price codes from the Price Book, providing greater flexibility in setting up unique and tailored pricing arrangements for specific clients or scenarios.
Payment Defaults Area
This area allows you to set up the Client’s normal payment method as follows:
Bank Account Details
This section includes the Bank, Branch/BSB, Account Number, Swift Code, and Drawer information. It’s important to note that any spaces or dashes in the BSB number will be automatically removed by SapphireOne. This ensures that the bank account details are accurately recorded in the system, reducing the risk of errors during data entry and facilitating seamless financial transactions for the client.
Preferred Payment Method.
The selection made from the drop down menu in this area determines the automatic selection of the Payment Type by SapphireOne when the Client makes a payment. Choosing the correct Preferred Payment Method will help minimize Payment Type errors and streamline data entry when users create receipts for the Client in the future. This feature simplifies the payment process and ensures accurate recording of payment information, reducing the likelihood of payment-related mistakes and improving overall efficiency in financial transactions.
Modifying automatically entered information
All of the details mentioned above, including Bank Account and Preferred Payment Method, will be automatically inserted by SapphireOne from the Client’s master file, reducing the need for manual data entry. However, even after SapphireOne inserts these details, you can still modify them on individual transactions if necessary while entering the transaction. This feature provides flexibility in making specific changes to payment details for particular transactions, ensuring accurate and up-to-date information for each transaction.
Credit Card Defaults Area
In this area, you can enter the Client’s credit card details, including the credit card number, expiry date, and security code. When processing a receipt and selecting the payment type such as Credit Card, SapphireOne will automatically insert these credit card details into the Client’s receipt. This feature saves time and minimises data entry errors, making the payment process more efficient and secure.
The Internal Area is primarily used when a branch of a company is treated as an internal Client. In this case, an Order Client Invoice (OCI) can be generated and processed like a normal OCI, which upon conversion creates a Transfer.
Please note, it is not recommended to enter any data into this area unless the Client is intended for internal transfers. In addition, SapphireOne has created the Internal Client functionality so that another department or branch can create an OCI that appears in the standard pick list. However, when the transaction is converted, it becomes a Transfer General Ledger Journal Entry (TGJ) instead of a Sales Client Invoice (SCI).
An advantage of using the Internal Client feature is that Price Book records can be set up against the Inventory Items as Margins on Last Cost, using the Internal Client as a price book reference. The difference in these set prices will be On-Costed to the Inventory item in the TGJ transfer, providing clear cost tracking and inventory management.
- Internal Branch checkbox – When this checkbox is selected for a Client, any orders created for this Client and subsequently processed will generate a Transfer General Ledger Journal Entry (TGJ) instead of a Sales Client Invoice (SCI). This allows the Client to be treated as an internal branch, and the transactions are recorded as internal transfers within the organisation’s accounting system. The TGJ records the transfer of goods or services between different branches or departments of the company while maintaining accurate financial records and inventory management.
- Location – This data entry field allows the user to specify the location to which the Transfer General Ledger Journal (TGJ) entry will be processed if the company holds inventory in multiple locations. This feature helps ensure that inventory transfers are accurately recorded in the system, reflecting the movement of goods between different locations within the organisation.
- Variance Account – By entering a G/L account in the Variance Account field, any variances can be stored in the specified account.
- Margin On Cost – This data entry field allows the user to enter a figure that SapphireOne will automatically add to the On-Cost figure. This feature enables businesses to apply a predetermined margin to the cost of items, facilitating accurate pricing calculations for internal transfers. By setting the Margin On Cost, companies can ensure that the cost of transferring inventory items between different locations includes the desired margin, helping to maintain profitability and consistency in internal transactions.
- Last or Average Radio Buttons – These radio buttons allow the user to select either the last or average cost method for the Margin On Cost calculations. By choosing one of these radio buttons, the user specifies which method SapphireOne should use to calculate the margin added to the cost of items for internal transfers.
Credit Control area
- Credit Limit: This data entry field sets the maximum credit limit for each Client. When the Client’s outstanding balance exceeds this limit, the user can still process new invoices for the Client. However, a warning dialog screen will appear to alert the user about the exceeded credit limit. This feature provides a safeguard against potential credit risks, ensuring that users are aware of the Client’s credit situation before proceeding with further transactions.
- Master Default Setting – In Master Defaults, there is a provision for entering a default Credit Limit for any new Client’s when they are initially created. This default credit limit will be automatically populated for new Clients. However, the user can modify this credit limit as needed for each specific Client based on their credit requirements.
- Message: This area allows you to add additional text to the maximum credit limit message that will be shown to a user when creating a transaction for a Client who has exceeded their credit limit.
- Credit Stop Checkbox – When this checkbox is selected, it halts all invoicing to the Client when they have a negative Credit Limit. Once the status is altered, SapphireOne makes a non-editable log entry into the area below the checkbox. This log shows when users have activated/deactivated the Credit Stop of a Client.
- Other areas – The log is activated from all areas where a credit stop can be applied, including Client Inquiry on both the Credit Control and Terms Pages, as well as the Allocations Inquiry screen. This ensures consistent tracking and visibility of credit stop status across different modules and screens within SapphireOne.
- Centralised Log – The log serves as a centralised record, providing a comprehensive history of when the credit stop was applied or removed for a particular Client, promoting effective Credit management and facilitating easy access to critical information for decision-making purposes.
- Order Nº Required Checkbox – When this checkbox is selected, SapphireOne prompts the user to provide an Order Number while creating a transaction for this Client. The system will not allow the transaction to be saved until an order number is entered. This feature ensures that all transactions for this Client are associated with a valid order number, promoting accurate record-keeping and facilitating smooth order management
- Do Not Ship Checkbox – Selecting this checkbox enables users to exclude a transaction from a Shipment Report on a Client invoice. This checkbox allows the user to make a transaction inactive or to hide the transaction from the shipment. Selecting the Do Not Ship checkbox halts all shipments to the Client.
- Exclude from Overdue email function Checkbox – When this checkbox is selected it removes the Client from automatically generated emails by SapphireOne if they are overdue in payments.
Master Default Settings
- Client Credit Settings page – On this page, the user can enable automatic email notifications to Clients for overdue payments. This feature helps in reminding Clients about outstanding payments and encourages timely settlement of invoices.
- BCC Sales Rep checkbox – Selecting this checkbox from the same page will cause SapphireOne to send an email to any Sales Representatives who Have been linked to the specific Client. This ensures that sales reps are kept informed about the status of the Client’s account and allows them to follow up with clients as necessary.
In the Controls Area, the user can set up or establish the control accounts for the selected Client. This feature allows for the configuration of specific control accounts related to the Client’s financial transactions and ensures accurate accounting and reporting for that Client. By defining control accounts, businesses can organise and track the Client’s financial activities more effectively, improving financial control and visibility.
- Control Default – This Data entry field allows you to enter an alternative General Ledger (GL) account instead of using SapphireOne’s default GL account for the selected Client. This feature provides flexibility in customising control accounts for specific Clients, enabling businesses to tailor their accounting setup based on individual Client requirements.
- Tax Default –This Data entry field allows the user to enter an alternative General Ledger (GL) account for tax purposes, rather than using SapphireOne’s default GL account. This feature provides the flexibility to customise tax-related accounting for specific Clients, tailoring the tax default GL account based on individual Client needs or specific tax requirements.
- Sales Default – This data entry field enables you to enter a different Sales Default account than the one provided by SapphireOne. This feature allows for customisation of the default sales account for specific Clients, accommodating varying sales structures or requirements. By specifying an alternative Sales Default account, businesses can ensure that sales transactions for the selected Client are appropriately recorded in the designated account,
- Linked Client – This feature allows the user to establish a Parent-Child linking account by entering the Parent ID. When a parent-child relationship is established, SapphireOne’s credit control will change, and there are two options available:
- Consolidated Credit Limit: If a parent-child relationship is set up, the credit limit for the child Client can be consolidated with the parent’s credit limit. This means that the credit limit for the child Client will be combined with the credit limit of the parent Client, allowing the child Client to use the credit limit of the parent.
- Separate Credit Limit: Alternatively, the user can choose to have a separate credit limit for the child client, independent of the parent’s credit limit. In this case, the child client will have its own credit limit, which is not affected by the credit limit of the parent Client.
- Payment account –This Data entry field allows the user to override the control General Ledger (G/L) accounts as set up and use the G/L account entered here specifically for this Client. By entering a value in this Payment Account data entry field, SapphireOne will utilise the designated G/L account for all payment-related transactions for this Client, regardless of the control accounts initially established.
- Flexibility – This feature provides flexibility in tailoring the G/L account used for payments for individual clients, enabling businesses to customize their accounting setup according to specific client requirements or preferences.
- No back order on this client – If the True radio button is selected for this Client, any orders for this Client that will raise a backorder component will trigger an alert to be displayed. This alert serves as a notification to the user that a backorder will be created for the Client due to insufficient stock levels, giving them the opportunity to take appropriate action or make necessary adjustments to the order.
- Ignoring alert – However, users do have the option to ignore the alert if they wish to proceed with the order despite the backorder situation. This feature helps in managing inventory and ensures that users are aware of potential backorder scenarios for the Client’s orders.
EDI Setting Area
This area is used to store the Client’s Electronic Data Interchange (EDI) details. When applying for EDI, the following details should be obtained and entered into this area:
- EDI Link: This is a unique identifier assigned by the EDI service provider to identify the Client within the EDI network.
- Ship ID – This data entry field in the Clients EDI Setting Area is specifically for storing the Shipping ID related to Electronic Data Interchange (EDI). This field allows for the recording of a unique identifier or code that is used in EDI transactions related to shipping.
- Location – This data entry field in the Clients EDI Setting Area is used for storing the location information related to Electronic Data Interchange (EDI). This field allows for recording the specific location or address details that are relevant to the Client’s EDI transactions. The Location in EDI may represent the Client’s physical address, warehouse location, or any other location-related data required for EDI transactions with trading partners.
- Order Acknowledgement – When this checkbox is selected in the Clients EDI Setting Area, SapphireOne will be instructed to generate an Acknowledgement for any orders received from this Client in the context of Electronic Data Interchange (EDI). This means that when the Client submits an order electronically through EDI, SapphireOne will automatically generate an acknowledgement to confirm the receipt of the order.
- No Invoice – When this checkbox is selected in the Clients EDI Setting Area, SapphireOne will be instructed not to print an invoice at the current stage of the transaction in the context of Electronic Data Interchange (EDI). This means that when a transaction is processed for this Client through EDI, SapphireOne will refrain from generating a printed invoice.
- Comments – Instead, the transaction will proceed without generating a physical invoice document. This feature is useful in scenarios where the Cient may not require a printed invoice at a particular stage of the transaction, such as when electronic documentation is sufficient for their needs.
- No Shipping Notice – When this checkbox is selected in the Clients EDI Setting Area for EDI, SapphireOne will not send any shipping notices to this Client.
- Comments – This means that when shipments are processed for this Client through EDI, SapphireOne will refrain from generating and sending shipping notices or notifications to the client.
- Include Product Code – When this checkbox is selected in the Clients EDI Setting Area for EDI, SapphireOne will include a product code along with the items delivered to this client in the EDI transaction.
- Comments – This means that when products are delivered to this Client and the transaction is processed through EDI, SapphireOne will include the product code as part of the electronic documentation sent to the Client.
This Log is a crucial and valuable feature within SapphireOne, providing a reliable means of tracking all changes made to the default General Ledger accounts for individual clients.
This log helps maintain a detailed audit trail of critical activities, such as credit limit adjustments, credit stop activation’s or deactivation’s, and modifications to payment terms, ensuring transparency and efficient management of client-related settings.
This Client Control Log serves a vital role in maintaining a detailed audit trail of crucial activities related to Client management. It tracks significant events like credit limit adjustments, credit stop activation’s or deactivation’s, and changes to payment terms. By doing so, the Control Log ensures transparency and facilitates efficient management of client-related settings. This valuable tool provides a clear overview of all relevant actions taken in relation to Clients, aiding in better decision-making and enhancing the overall Client’s experience.
In the footer area, both the Client’s ID and name are displayed for informational purposes only.
Print Trade Reference Button
This button is situated in the lower right-hand corner of the screen and allows SapphireOne users to print a trade reference for the Client. When the button is selected, a print dialog popup appears, enabling users to print the Trade Reference document. This feature provides a convenient way to generate and print trade references for clients, aiding in business interactions and credit management.
Additionally, the printed trade reference document includes essential information about the Client’s payment terms, average monthly sales, and the average number of days they take to make payments on their account from the invoice raise date. This data holds immense value for businesses, as it empowers them to make informed decisions about extending credit or managing Client relationships effectively. Having access to such critical details allows for better financial management and helps businesses maintain healthy cash flow and optimize credit control measures.nt.
SapphireOne’s Transactions page offers users comprehensive details about current transactions, such as dates, references, totals, and types. The Posted status column indicates whether a transaction has been posted, facilitating tracking and verification of each transaction’s status.
Filtering options streamline finding specific transactions, while column sorting allows users to arrange data in preferred order for easy access. In summary, SapphireOne’s Transactions screen is a potent tool for efficient financial management, ensuring accuracy and effective monitoring of transactions.
Double-clicking on a transaction in SapphireOne allows users to view the detailed information entered for that specific transaction. This includes the GL account detail lines associated with the transaction, providing a comprehensive overview of the transaction’s content and breakdown. This feature offers a convenient way to access and review transaction data for accuracy and validation purposes, enabling users to ensure the correctness of the information entered into SapphireOne.
Invoice Button – This button becomes active for transactions that were entered as Sales Client Invoices (SCI) or Job Client Invoices (JCI). When the button is selected, it opens the original SCI or JCI, displaying all the relevant information related to the invoice. Furthermore, by selecting the button, users can access the inventory line allocations, providing a detailed breakdown of how the items in the invoice have been allocated and accounted for. This functionality streamlines the process of accessing and reviewing invoice details, ensuring accurate record-keeping and facilitating efficient management of client transactions.
The History page in SapphireOne provides a comprehensive display of both current and historical transactions for the selected client. This screen offers users a detailed view of past and present transactions, allowing them to access critical information about the client’s transaction history. By having access to both current and historical data in one place, users can efficiently track and analyze the Client’s financial activities, making informed decisions and effectively managing Client relationships.
- Button functionality – The button in the transaction screen above serves as a convenient means to access and view the details of a specific transaction.
- Open Button – By clicking on the button, users can quickly open the selected transaction, allowing them to review its content, including transaction dates, references, amounts, and other relevant information
- Double Clicking – This provides an alternative method to access detailed information about the transaction. When a user double-clicks on a transaction, SapphireOne displays the full details of that specific transaction, including GL account detail lines and other related information. This action offers a quick way to examine and verify the content of the transaction, ensuring accuracy and completeness in the data entered into SapphireOne.
- Invoice Button – The button becomes active for transactions that were entered as Sales Client Invoices (SCI) or Job Client Invoices (JCI). When this button is selected, SapphireOne opens the original SCI or JCI, presenting all the relevant information related to the invoice.
- More Button – Users can access further details by selecting the button, which displays the Inventory Line allocations, providing a breakdown of how the items in the invoice have been allocated and accounted for. This functionality streamlines the process of accessing and reviewing invoice details, ensuring accurate record-keeping and facilitating efficient management of client transactions.
Overall, these functionalities above in SapphireOne provide seamless and efficient access to transactions, enhancing user productivity and simplifying transaction management.
Sales Analysis Page
This screen displays Sales Analysis for the selected Client.
- Line or Pie – In the chart display of the SapphireOne program, users have the option to choose between two graph formats: Line and Pie. Additionally, they can also select the numerical format by using the appropriate radio button. This flexibility allows users to customize how they view and interpret data in the chat, making it easier to analyze and present information in a way that best suits their preferences and needs.
- Qty or Total – The chart in the SapphireOne program offers two radio buttons: Qty and Total. These buttons allow users to toggle between different display options for the chart’s breakdown. When the Qty radio button is selected, the chart will show the breakdown based on the quantity of items. On the other hand, when the Total radio button is chosen, the chart will display the breakdown using total dollar amounts.
- Period Drop down Menu – eTh Period Drop-down Menu in the Sales Analysis section of SapphireOne allows users to select the specific time period for which they want to view the sales data. The drop-down menu is located on the left side of the screen. Currently, there are six pre-defined options for periods, each representing a different time frame for analysis. Additionally, there is an option labeled Up To ?? Date Old, which gives users the flexibility to define a custom time period based on their specific requirements.
- Include Unposted Checkbox- When this checkbox is selected, SapphireOne will incorporate all unposted records into the sales analysis. This means that pending or unconfirmed sales transactions will be considered in the analysis, providing a comprehensive view of the sales data, including both posted and unposted records.
- Group As Class – The checkbox in SapphireOne allows users to group inventory items by their assigned classes in the Sales Analysis page. When this checkbox is selected, the sales data will be organised and displayed based on the specific inventory classes to which the items belong.
By default, this screen displays only transactions that were entered through the Sales menu in Inventory Mode for the current period and for the selected Client (in this case, ARCRES for period 8). It’s important to note that this screen updates from the History file and therefore does not display unposted records.
To view a complete history of transactions for the selected Client, you must select the checkbox in the bottom right-hand corner.
Keywords and 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.
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.
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.
Client Inquiry Address Page
This screen displays information pertaining to the address of a particular Client. It allows for multiple addresses to be associated with a single client. The example below shows the addresses set up for ARCRES Architects Resource Group.
You can review the current address or add new ones by double-clicking on the address or clicking the ‘+’ button in the bottom right corner of the screen. This will bring up a window for data entry as shown below.
Addresses in SapphireOne
These addresses may also be linked to a contact by using the Lookup data entry field in a Contact Inquiry on the Details Page. The Lookup 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 for Address and the Lookup field in Contacts operate differently.
Price Book Page
The Price Book Page in SapphireOne allows you to view the price book entries that have been specifically entered for the selected Client. This feature provides a comprehensive list of all pricing details and arrangements set up for the Client, ensuring transparency and easy access to their customised pricing information.
By having access to all of the Client’s price book entries, users can quickly review and manage pricing agreements, track any changes or updates, and ensure accurate and consistent pricing for the Client’s products or services. This page serves as a valuable tool for maintaining clear communication with the Client regarding pricing and ensuring that all parties are aligned with the agreed-upon terms.
Period Balances Page
This page in SapphireOne displays the balances for the selected Client on a period-by-period basis, showing the balances as of each period’s end. This provides a historical overview of the Client’s financial position over time.
Additionally, the page also presents the turnover for the current month. Turnover, in this context, typically refers to the total value of sales made by the Client within the current month.
By presenting both the period-end balances and the current month’s turnover, this page offers a comprehensive view of theClient’s financial performance, aiding in financial analysis and decision-making processes. Users can assess the Client’s financial stability and track the progress of their business activities with ease.
Standing Sales Page
The Standing Sales Page is designed to help users set up Clients who regularly order the same item or items from Inventory. This is especially useful for Clients who receive daily deliveries, where multiple transactions are created for the same Client throughout the day.
On this page, users can easily establish Standing Sales arrangements for Clients, allowing for streamlined and efficient order processing. Clients who frequently order specific items can benefit from this feature as it simplifies the ordering process, eliminates the need to re-enter the same information repeatedly, and reduces the chance of errors in data entry.
By utilising the Standing Sales Page, businesses can enhance their customer service by ensuring smooth and timely deliveries to Clients with recurring orders, thus strengthening customer satisfaction and loyalty.
Standing Sales Overview
Using a Client inquiry, Standing Sales can be set up on a client-by-client basis. To create a new Standing Sales record, click on the button, or select a record and click on the button to delete it. Double-clicking on a highlighted record allows you to modify it.
Once set up, SapphireOne will generate the OCI or SCI on the day specified as the trigger. To ensure preparedness, it is recommended to enter the order and then the due date.
In addition, the Delivery Day Delay field enables you to specify the number of days before delivery that the order is to be raised by SapphireOne. This added flexibility allows for greater customisation in the ordering process, ensuring that orders are generated and processed in a timely and efficient manner.
Standing Sales Example
Let’s take a closer look at the Standing Sales Example in SapphireOne:
Imagine a company that delivers orders from Monday to Friday. To set up standing orders for Tuesday to Thursday, the user can enter a delivery day delay of 1 day. This way, SapphireOne will raise the Order Confirmation Invoice (OCI) or Sales Confirmation Invoice (SCI) a day early, from Monday to Thursday.
However, for the order scheduled for Monday, it may need to be prepared on the last working day of the week, which is Friday. To achieve this, the user would set the Delivery Days to 3. As a result, SapphireOne will raise the OCI or SCI on the preceding Friday, allowing the company to prepare the order before the weekend for delivery three days later on Monday.
By using this setup, the company can efficiently manage its standing orders and ensure timely preparation and delivery, providing excellent customer service and ensuring a smooth order fulfillment process.
Standing Sales Data Entry
- Inventory ID – The user should input the specific Inventory ID of the item to be delivered.
- Quantity – The user needs to enter the quantity of the item(s) being shipped or provided to the recipient
- Frequency – Users can select from three options available in the Frequency drop-down menu. The selection made in the Ferquency drop-down menu will determine and alter the options available in the Day drop-down menu as follows.
- Weekly – Users can choose any of the seven days of the week (Sunday through Saturday) from the Day drop-down menu. This will set the event or task to recur on the chosen day of each week.
- Monthly – Users can select a day of the month from 1 to 31, or they can choose End of month from the Day drop-down menu. This will schedule the event or task to recur on the selected day of each month.
- Yearly – Users can enter a specific date in the format dd/mm/yy. This will set the event or task to recur on the same date each year.
- Transaction Type drop-down menu – Select if SapphireOne is to raise an Order Client Invoice (OCI) or Sales Client Invoice (SCI).
- Delivery Day Delay – To specify this Delivery Day Delay in the SapphireOne system, you should enter the number of days in the data entry field as a numeric value.
- An Example – For instance, if you want to set a delivery day delay of 1 day, you input the number 1 into the relevant field. This means that the delivery for the specific item will take place one day after the order or sales is raised, as determined by the settings selected in the Frequency menu, which was documented earlier.
- Saving – To save a newly created Client Standing Sales record in SapphireOne, you can use the icon located on the main toolbar.
Job Project Page
The Clients Inquiry Job Project Page in SapphireOne provides an overview of all the Job Projects linked to a this specific client. The information displayed on this page is sourced from each individual Job Project and must be entered into each project before it can appear here.
For every Job Project, the page shows a Start Date and an estimated Finish Date, giving a clear timeline for the project’s duration. Additionally, the Estimated Cost and Estimated Billing for each project are displayed based on the data entered into the respective Job Project.
Furthermore, SapphireOne also presents the Actual Cost and Actual Billing for each Job Project at the current time. This information provides real-time updates on the project’s progress and financial status.
By offering this comprehensive set of information, the Clients Inquiry Job Project Page allows users to track and manage various Job Projects linked to a specific Client efficiently. It enables businesses to monitor project timelines, estimated and actual costs, and billing, facilitating better project management and decision-making processes.
Email Log Page
The Clients Inquiry Email Log Page in SapphireOne provides a comprehensive log of all emails sent from within the system. The log is specifically filtered to display only the emails that are relevant to the selected client.
This log serves as a record of all email communication with the particular Client, allowing users to track and review the history of sent emails for that Client. Each entry in the log represents a unique email sent to the Client, and users can view the details of each email by double-clicking on the corresponding log entry.
By double-clicking on a log entry, users can access and view the body of the email as it was originally sent. This feature enables users to review the content of past emails, ensuring accuracy and facilitating effective communication management.
The Clients Inquiry Email Log Page offers an invaluable tool for monitoring email correspondence with Clients, aiding in maintaining a clear record of communications and fostering efficient Client communication practices within the SapphireOne system.
The Clients Inquiry Rating or Feedback Page in SapphireOne is specifically designed to record and manage feedback from Clients provided through rating systems. This page serves as a platform to collect and store Client feedback, which could be obtained through various rating mechanisms or APIs integrated with third-party services like MailChimp.
For instance, a rating system linked to an API with MailChimp could be set up to gather Client feedback and ratings on products, services, or interactions with the company. The feedback collected through this system is then recorded and displayed on this Clients Inquiry Rating Page within SapphireOne.
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.
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.
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.
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.
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 Overview
The Documents Page centralises document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.
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:
- Open – Allows viewing of the currently selected document.
- Update – Prompts the user to import a new version of the selected document while maintaining links to any associated transactions.
- 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).
- Save – Saves the currently selected document.
- Link Document: Enables linking of the selected document to other transactions in the data file, presenting a popup for user selection.
- 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.
- 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.
- Delete – Deletes the currently selected transaction or record.
- Add – Displays a search function for selecting a document from the local computer or device.
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.
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.
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 in Clients
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 Photoshop, ON1 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.
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.