Transactions Report

Transactions Report Overview

The Client Transactions Report gives you the ability to generate a list of all outstanding transactions via a variety of different criteria and fields contained within your SapphireOne Client data profiles. A large range of different report types necessary for business are available within the Transactions function that can be easily selected by the user to fit their needs.

Transactions Report Page

Transactions Reports Options

When selecting the Transactions Report, you are presented with the above print dialog pop-up enabling the selection of items required in the report. The user can select from the Print Destination, Report Type and Report Sort Order drop-down menus to determine their preferred Transactions Report layout. Reports are created using a combination of the selected metrics. The user also has the option to create custom reports using SapphireOne Quick Reports or Custom Reports. 

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

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

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

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

Print Destination Popup List

The Print Destination Menu allows the user to choose the destination for the Report, and select from the options which include Printer, Custom Report, Quick Report and Labels.

Printer  Tells SapphireOne to send the report straight to the Printer. 
Email This will result in SapphireOne emailing the Transaction Report to an entered email as a CSV file.
Custom Report  This allows the user to create a custom designed report. Once selected SapphireOne will use this option on the Print Destination menu. 
Quick Report  Selecting this option will open the Sapphire Quick Report function. 

Report Type Popup Menu

When Printer is selected from the Print Destination Popup Menu, the Report Type Popup Menu gives you the ability to create 8 different Transaction Report Types depending on your specific reporting requirements. This includes:

  1. Plain Paper – This report is a one page report designed for receipts only.
  2. Transaction Audit – This report gives the Tracking Details of the transaction and the value. It also includes Sub-Lines showing where the transaction was allocated.
  3. Discount Due – This report gives the details of Discounts due to the Client on each transaction. This includes the number of days the discount is limited to, the percentage amount and the actual amount in dollars.
  4. One Line FX – This report gives the Tracking Details of Foreign Currency transactions and its value.
  5. Audit FX – This report is as above for the One Line FX report but also includes the Sub-Lines showing where the Foreign Currency transaction was allocated.
  6. One Line Transaction – Gives the Tracking Details of the transaction and the value.
  7. Wide Transaction Audit – Landscape version of the Transaction Audit report above.
  8. Credit Memo – This option allows you to create a credit memo when required.

Report Sort Order Popup Menu

The Report Sort Order Popup Menu allows the user to select from various sorting methods and criteria to organise data in different sequences while still maintaining the same fundamental report format. The user can sort data by:

  • No Sort – No sorted performed, the report is printed as it is in the list on screen.
  • By Account ID – Sorted and totalled by each General Ledger Account ID.
  • By Type – Sort and order transactions by Type.
  • By Date In Sort and order transactions by Date In
  • By Date Due – Sort and order transactions by Date Due.
  • By Internal Ref – Sort and order transactions by Internal Reference.
  • By Sequence N° Sort and order transactions by Sequence Number.
  • By Discount Expiry Date – Sort and order transactions by Discount Expiry Date.
  • By Entered FX – Sort and order transactions by Entered FX.

Report Selection Area

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

Active Only This will include the client information excluding inactive clients in the report
All Records This will include the client information from active and inactive clients in the Report.

Report Selection Popup Menu

The Report Selection Popup Menu gives you the ability to select which client transaction data you would like to report on, allowing you to get more granular and specific with your reporting capabilities.

Unposted Only This option creates a report for all transactions that are not posted and have not been transferred to the GL.
Allocatable and less than 100% This option creates a report for transactions that have not yet been allocated at 100%.
All Records This option creates a report for transactions that have not yet been allocated at 100%.

Data Range Selection Area

The Data Selection Area allows users to select the precise client data they wish to include and exclude in the report.

Data Selection This dropdown menu has several options such as Sequence State, Type and Period.
Data Metric This dropdown menu allows users to select the metric to include or exclude data such as equals, not equal to, less than or greater than.

Report Buttons Area

The Report Buttons area provides the user with following necessary functions for controlling the processing of the current report.

Print Button Select this to Print the Report.
Cancel Button Select this to Cancel the Report.
Record List Button Selecting this button brings up a list of all inventory items within the users SapphireOne data file. The user can then use the ‘command/F’ and ‘ctrl/F’ search function to search for the inventory item to be printed.
Options Button The Options Button allows for even further customisation of the Report. Further details are outlined below.
Queue Button Selecting this button will put the report in a Queue, allowing the user to select the time and day for the report to run and print.
Background Button Selecting this button allows the user to run the report in the background of the SapphireOne server, allowing the user to continue with other tasks while the report is generating.

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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