General Ledger Inquiry Overview
The General Ledger Inquiry forms the backbone of your organisation and gives the SapphireOne user the ability to view information contained in each individual General Ledger account. All Assets must be linked to General Ledger accounts, and the General Ledger accounts must be set up before attempting to set up Assets. This is the same General Ledger Inquiry screen found in SapphireOne Accounts Mode.
This General Ledger Inquiry screen will only display General Ledger accounts in the Master or local currency. For the Foreign Exchange General Ledger details please refer to the SapphireOne FX General Ledger Inquiry screen.
Listed in the image below are General Ledger Account ID’s with Names that are assigned to them. When read in conjunction with the Class of the account these explain the purpose of the General Ledger account and the type of information it will contain.
The second last ‘Side’ column shows the default side of the General Ledger that these accounts operate on – either Credit ‘Cr’ or Debit ‘Dr’. This helps indicate what financial information each account will contain.
The last ‘Balance’ column displays the current balance for that General Ledger account.
Once a General Ledger account has been highlighted and either Viewed or Modified , the Page menu will be available so you can then access additional information on each account.
In the SapphireOne General Ledger Inquiry screen you are not able to Delete any General Ledger accounts for audit reasons.
However, the user does have the ability to make any General Ledger account Inactive. During normal operations SapphireOne will only print the accounts that are active.
How to Customise the Inquiry Screen
The General Ledger Inquiry window lists all General Ledger accounts for the Company the user is currently logged into, by default in the order of the General Ledger ID in ascending order. You can change the sort order by simply clicking on any of the column headings. You can also change the selected column by re-clicking the column heading to change it from ascending to descending, or vice versa.
You can adjust the order of the columns by clicking on the column and dragging to the left or right. Like other List Windows, you can re-organise the information displayed by highlighting and using functions from the Options Menu.
You also have the ability to swap to a Custom Inquiry Screen as detailed below.
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.
General Ledger Inquiry Details Page
General Ledger Area
Enter the Account ID, Account Name, and Department ID.
The Company is listed as 0 as an example. This ID is drawn from the set up of your Company in Utilities > Controls > Company.
SapphireOne appends the Department ID to the end of the Account ID to determine the Full Account ID. For example as 1000-0.
It also sets the Active check box. General Ledger accounts may be made inactive if the user wishes. SapphireOne will not allow any General Ledger account to be set to inactivate if it determines that they are essential to the correct operation of SapphireOne. A pop-up will warn the user of this.
Care should be exercised when General Accounts are de-activated as once they have been made inactive SapphireOne will not be able to access these accounts for data entry purposes until they have been re-activated again.
Even if the accounts are inactive, the user still has several options when printing reports from Sapphire Standard Financials. These are to ‘Include In-active without nil balances‘ or to ‘Include All‘ General Ledger accounts which will include all active and in-active General Ledger accounts.
Reporting Groups Area
Enter the Class ID.
From the Class file the Group and Report positions are read. They control the structure of your Income Statement and Balance Sheet.
Please note that General Ledger Classes should be established before General Ledger accounts are set up. You can create these classes by navigating to Accounts > General Ledger > Class.
Data Entry Controls Area
This is where you place the entry on either the Debit or Credit side of the account.
Selecting the Debit or Credit side here is only a preference for the trial balance and entering payments and receipts.
You can use the Time and Date stamp to add the Time and Date and make notes about your action. You can also highlight the text in the notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.
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.
General Ledger Inquiry More Details Page
The More Details Page gives further access to additional areas of account information.
The General Ledger Inquiry Custom area allows for the entry of custom classes and works the same as other Custom Pages within SapphireOne. It contains a set of data fields that the user is able to customise to their liking and keep unique information in for a particular record.
You can customise the names of any field by navigating to Utilities > Controls > Change Names.
User Defined Area
The User Defined area allows for the entry of user defined information.
General Ledger Inquiry Balances Page
The General Ledger Inquiry Balances page tracks the current year General Ledger balances for an account which can have up to 30 accounting periods within one year. It also includes the balances for the previous year.
Selecting the ‘Find Period Audit Line‘ button allows you to select a period. It will then display a breakdown to all audit lines used to make up the balance for that period.
General Ledger Inquiry Budgets Page
The General Ledger Inquiry Budgets page allows you to create budgets for a General Ledger account.
The dropdown ‘Fill Next Years Budget To Revised‘ allows you to select different actions. Use the ‘Budget Fill‘ button to complete the action you have chosen.
General Ledger Inquiry Loan Page
The General Ledger Inquiry Loan page allows you to set up a loan associated to this General Ledger account. Once set up it will generate a journal periodically based on the instalment dates.
The General Ledger Inquiry Analysis page gives you the ability to examine a line graph of your Current, Last and Next balances.
Audit Lines Page
The Audit Lines page provides a breakdown of all audit lines that make a General Ledger account balance. By default this will include all un-posted transactions.
- Exclude Unposted – This excludes un-posted transactions from the display.
- Look Transaction – You may select an Audit line and look at the transaction that created them.
- Open in Inquiry – This open an inquiry window for all audit lines currently displayed.
- Complete History Checkbox – Displays all audit lines for this General Ledger account.
- Recent History Checkbox – Displays the last 12 month audit lines for this General Ledger account.
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.