Transactions - Unlock Your Potential with Advanced Features

Transactions Inquiry Overview

The Accounts Receivables menu encompasses four inquiry screens that grant access to crucial Client information. The initial screen is the Transactions Inquiry, which offers a comprehensive list of all existing Client and receivables transaction records.

Transactions Procedure

The initial listing of transactions follows their entry sequence, with the latest transaction appearing at the top. Yet, you possess the ease of modifying the sorting order swiftly by clicking on any column heading. Moreover, clicking the column heading once more enables you to toggle between ascending and descending orders for the chosen column. Furthermore, should you desire to personalize the column arrangement, you can achieve this by clicking on a column and dragging it either to the left or right.

Similar to other list windows, you have the option to re-organize the displayed information by highlighting and utilizing the functions from the Options Menu. In this list, you can View or Look at all transactions. Furthermore, you can Modify transactions that are currently un-posted.

Upon selecting the button within a standard inquiry, the screen bifurcates into two sections. Upon choosing a line from the upper segment, the lower section unveils the audit lines constituting the presently chosen transaction. The button operates as a toggle to modify the display accordingly. It’s important to note that this functionality is unavailable when the customized list is in use.

The Delete option is specifically accessible for items that are both un-posted and un-allocated. If you opt to delete one or all transactions, a confirmation alert will appear, prompting you to confirm the action. Conversely, you can also choose to cancel one or all transactions. It’s important to note that if you endeavor to delete items that have already been posted or allocated, a cautionary alert will be displayed, indicating that the transactions which have already undergone posting or allocation will not be removed.

Removing Allocations and Deleting Transactions with Existing Allocations

When a transaction has allocations made against it, you can remove those allocations by using the Allocations Inquiry feature. Alternatively, you can go to Sapphire Tools and select ‘Allocate 0%’. After successfully removing the allocation linked to the transaction, you can proceed to delete the transaction following the process outlined above, but please note that this deletion is only applicable if the transaction is un-posted.

Choosing between a Standard Transaction Inquiry and a Custom Transaction Inquiry Screen

All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.

The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:

Swap to Custom Inquiry

When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:

  1. To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
  2. To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.

Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.

The Inquiry screen below is the initial Custom Inquiry screen, which can be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.


From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.

The screen features several menu items across the top, which include:

  • Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
  • Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed.
  • Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.

Posting Transactions in the Transaction Inquiry Screen

To post transactions from the Transaction Inquiry screen, you can select the Posting option from the Sapphire Tools drop-down menu. This tool is named Post Transactions.

It’s important to note that selecting this option will post all transactions listed in the screen. If you want to post only a selection of transactions, you can highlight them and press the ‘Command/Ctrl G‘ keys to Show Subset. Alternatively, you can use the Options Tool and select ‘Show Subset’ to display only the selected transactions.

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.

Transaction Types

The Transaction Inquiry Window displays several transaction types, each represented by a two-letter code.

The first letter of the code indicates the transaction’s origin:

C:  Client Transactions  M:  Monetary (Cash) transactions

The second letter indicates indicates what the transaction is:

R:  Money Receipted I:  Invoice Transactions
C:  CreditTransactions  J:  Journal Transactions 
F:  Refund Transactions

Using this coding system, the following transactions are identified as CR for Client Receipt, CI for Client Invoice, CC for Client Credit, CJ for Client Journal, CF for Client Refund, and MR for Money Receipt.

Status Codes

Each transaction is assigned a Posted Status code that is displayed in the Control Tab of the transaction. The various codes are outlined below.

Name.  Status Nº.  Details. 
Ent:  -2  Un-posted Lines updated (Modifiable). The line has been entered correctly and is ready to be posted.
No:  Un-posted (Modifiable). SapphireOne is preparing to post the transaction.
Yes:  Posted. The line has been correctly entered and has been posted.
Wait:  Waiting to be posted.
Err:  -1  Error in posting (Modifiable). The system will not post until the error has been corrected. 
Work:  12  Currently Processing un-posted. The line is being posted now. 
Lock:  Record in use while trying to update. The transaction will post in the next posting run.
Hist:  The record is now in History. 
Rec:  Waiting to be Reconciled but already posted. 
Later:  Waiting to be posted via the activity Queue button. 

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

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