Show Reports

Show Reports Overview

The SapphireOne ‘Show Reports’ functionality gives you the ability to report dynamically on all your Accounts Receivables data within the SapphireOne interface. Rather than creating a PDF report or printing a hard copy as we have seen in the other four Accounts Receivables reporting options – Details, Balances, Transactions, Statements –  the Show Reports function allows you to pick your criteria and create an interactive report in real-time on your screen. 

Show Reports Page

Show Reports Options

Users can choose how they would like to organise their report by selecting their preferences in the dropdown ‘Query’ and ‘Display’ fields at the top of the reporting window.

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

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

This functionality applies across every single Data Entry screen. For example, if the user is entering a Vendor Invoice (VI) and they want to add a memo within the Vendor Invoice (VI), the user can simply dictate the memo. Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account when the user is completing data entry using a General Ledger, there’s always a unique memo field for each General Ledger account line, the user can utilise this feature to quickly add the information they need to add. Additionally, if you’ve got an interview with an employee and after the interview process is completed the user is able to make notes about the employee.

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

Query Field

The Query Field contains the Depart Popup Menu, the To field box and the Query Button.

Depart Popup Menu

The ‘Depart’ drop-down menu gives you the ability to choose from ‘All’ departments to individual ones.

To Field Box

Users can enter the end period for the balance report here. This box can be automatically populated with the current date by selecting the Use Period button in the bottom left of the screen.

Query Button

The Query Button provides users with a dedicated query function that allows for searching reports for virtually anything that is in the data file.

Display Field

The Display Field contains the Grouping, Sort, Column By and Breaking Popup Menus plus Sort by Greater Than or Less Than (< or >) and Recalculate Button.

Grouping Popup Menu

By selecting Grouping, you can select how you would like your clients to be displayed in the report – by ID, Class, Department, Area, State, Customisable Tags, or by Quotes.

Sort Popup Menu

There is also an option to ‘Sort’ the list ascending or descending by selecting the > button just to the right of the data entry field. The direction of the > on the button will indicate the sort order.

Column By Popup Menu

The ‘Column’ can also be sorted by ‘Aged’ debtors or the individual client ‘Terms’.

Breaking Popup Menu

The Breaking Popup Menu allows users to select None or Transaction Details in order to break up the report menu.

Recalculate Button

Upon entry the Recalculate Button must be selected so that SapphireOne will do an initial calculation for the default settings in the report. When any changes are made it must also be selected so SapphireOne can re-calculate the report using the new selections as made by the user.

Report Buttons

There are several buttons at the bottom of the Show Reports Page that allow for automated use of the current period, cancelling, exporting and printing of the current report.

  • Use Period – Selecting this button will automatically fill the “To” Field box with the current date or period.
  • Cancel – Selecting this button will cancel the processing of the current Report.
  • Export to HTML – Selecting this button will export the current Report as a HTML file.
  • Export to CSV – Selecting this button will export the current Report as a CSV file.
  • Print – Selecting this button will open the printing interface for the current report.

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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