Asset Inquiry

Asset Inquiry Overview

In SapphireOne an asset is any tangible or intangible resource that is owned and operated by an organisation with the potential to produce economic benefits. An asset is used to generate revenue, and retains a value of ownership that can be converted into a cash amount. Your asset will form part of your SapphireOne balance sheet. For example, SapphireOne fixed assets include property, machinery, equipment, computers, vehicles, trademarks, intellectual property, artworks and more.

The SapphireOne Asset Inquiry provides a centralised data entry point for all assets, providing full control over your Asset database. Once the list of Assets is on screen the user is able to view or modify existing assets. A new asset may be added to SapphireOne by typing ‘Command/Ctl N’ or selecting the New icon on the main toolbar.

Assets Details Page

Assets Area

  • ID – Enter an ID for the new Asset. The user should note that ID’s can not be reused in SapphireOne. It is recommended that planning is done before entering an ID as it may not be altered or deleted.
  • Name – Enter the name of the Asset. Unlike the Asset ID this name may be altered at a later date.
  • Risk – If required, click on the Risk field to bring up the SapphireOne graphical risk chart that is colour coded from 1 (Green) to 25 (Red).
  • Class – Select a Class for the Asset if required. Assets may be grouped under classes for additional filtering and sorting when reports are generated. This is not a compulsory field.
  • Company – SapphireOne will enter the company that the user is logged into when the Asset record is being created.
  • Department – Select a Department for this asset if required. Assets may be grouped under departments for additional filtering and sorting when reports are generated. This is not a compulsory field, however SapphireOne General Ledger accounts are set up at the Department level.
  • Job Project – If a Job Project is entered and depreciation is run it will then be linked to the Depreciation Expense Account for the particular Job Project.
  • Type – Select the Asset Type from the dropdown menu. The Type selection is directly linked to the third page of the Asset Inquiry. If the Type is not entered here, the Category Details page will not be displayed and SapphireOne will instead display an alert that the Asset has not been categorised.
    • The options from this menu are as follows: Not Categorised, Computer Equipment, Plant Equipment, Motor Vehicles, Property/Land, Artwork, Photographic and Film Equipment and Other Equipment.

Grouping Area

The Grouping Area includes three tags which are by default named Tag1, Tag2 and Tag3. These are default headings and the user may go to: Utilities / Controls / Master Defaults / Assets Page and rename them as required.

These three tags are also shown as part of the details displayed when the list of Assets is on screen. These tags are mainly used for reporting and reconciling the Assets details. When a detailed query is executed they form part of the list of Available Fields when a Detailed Query is run. When a Quick Report is executed they are listed as part of the Master Table.

Valuer General Area

The Date of Valuation and actual Value can be recorded here. These values are automatically updated by the creation of a Valuation Journal.

Details Area

  • Purchase Price – Enter in the Purchase Price of the asset.
  • Purchase Date – Enter the date of the purchase.
  • Start Depreciation At – Enter the date that depreciation is to start at. Usually it will be the date of purchase.
  • Warranty Expiry Date – Enter the date that the warranty will expire.
  • Serial Number – Enter the serial number for the asset.
  • Disposal Date – When an Asset Disposal Transaction is created, SapphireOne will enter in the date that the disposal was created in the Disposal Date data entry field.
  • % Sold – When an incomplete sale or disposal is processed SapphireOne will enter the percentage that has been sold or disposed of in the % Sold field.
  • Do Not Purchase Check Box – When this checkbox is selected SapphireOne will not automatically create a Purchase transaction for the new Asset when it is saved with the tick. A purchase transaction will have to be manually entered by a user for the new Asset at a later time.

Location Area

  • ID – If Locations for assets have been set up enter the location ID here.
  • Contact – Enter a contact ID here.
  • Physical – Enter the physical location of the asset here. Click on the Underlined Physical heading for a map view as seen below.

A common feature available throughout SapphireOne is the ability to obtain a map view from a Physical address record. This is achieved by clicking the “Physical” heading highlighted below. This functionality is also included on Sapphire Webpack and the Sapphire Custom Webpack.

This feature is device/platform agnostic and will utilise your default Mapping application within either an app or web browser.

Loan Liability Area

This area allows you to record details of any General Ledger account set up as a loan account that has been used to purchase this particular asset. This specific functionality in SapphireOne has been added so that specific loan accounts may be setup for the purchase of Assets. The linking of the General Ledger account setup details to this are in the Asset Inquiry are as follows.

  • Contract – Enter in the General Ledger account ID. This field is light blue so wild card ‘@’ or ‘?’ searching for the appropriate G/L account ID is an option.
  • Liability Amount – Enter in the amount of the current Liability for the Asset loan.
  • Residual Amount – Enter in the current residual amount owing for the Asset loan.
  • Repay Terms – The repayment terms will be populated by the terms as set up in the General Ledger loan account.

Description Area

 This area can be used to include a detailed physical description of the Asset. There is no character limit on the field.

Contacts Area

This includes a list of contacts associated with this Asset. See below for further information on Contact management within SapphireOne.

When SapphireOne CRM contacts is first selected from the drop down menu SapphireOne displays a complete list of contacts.

  • When SapphireOne CRM contacts is accessed from an Inquiry, all Contacts in SapphireOne with a status of Active will be listed as can be seen in the screenshot below.
  • It should be noted that contacts, when accessed here in a SapphireOne CRM contacts Inquiry, and from the Palette, the Main tool bar operates as normalThe user simply highlights a contact and uses, Look , Modify or New from the main toolbar. When changes are to be Saved use the Save icon
  • Highlighting a contact and selecting the Delete button on the main toolbar will remove the selected contact. In addition from within a table you can use the Minus button for the same result.
  • Selecting the Add button on the main toolbar will start the creation of a new contact. In addition from within a table you can use the Plus button for the same result.

Actions and Documents may also be linked to any Contact.

Contact Area

  • ID – This is a number automatically entered by SapphireOne. When creating transactions for Clients or Vendors the first contact in the respective client list will be entered in the Contact field as a number with the name of the Contact following. If a different SapphireOne CRM contact is to be used, entering the ‘@’ or ‘?’ symbol will display a list of all the contacts for that Client or Vendor allowing a selection to be made. (This is linked with the Lookup data entry field just below).
  • Mailout Checkbox – Select if this contact is to receive mail outs.
  • Active Checkbox – will automatically be selected for a new SapphireOne CRM contact. If a contact is not used deselect it.

When the list of contacts is on screen there is, a Sapphire Tool named Toggle Active. This will toggle the Active check box seen above to un-ticked. Any contacts that are not ticked will be ticked. This will be applied to ALL contacts in the list on screen and not just the highlighted ones.

  • Paperclip – Documents may be linked to a specific contact within either a Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address record.

There is a paper clip in the top right hand corner of the first page of all data entry and all inquiry screens within SapphireOne. Within all data entry and inquiry screens there is also a separate page just for managing documents i.e. version control.

The red colour of the paper clip indicates that there are no documents attached to this transaction. When a document has been attached, the paperclip will turn green and the word Items will be prefixed by the number of documents currently attached to this transaction or relevant record. An infinate number of documents may be attached to a transaction or record at any time.

In either case to add a document, select either the or paperclip, and the following Document List pop-up will be displayed.

Please note, the Document List screenshot below is identical for both Mac and Windows users.

Any type of document can be attached using the Paperclip. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files.

Documents can be attached using Drag & Drop functionality. To use this functionality simply drag a document from the local computer into the Document List screen and it will append automatically.

There are eight buttons and icons on the Document List screen. These are as follows:

  • When the button is selected SapphireOne will open the currently highlighted document for viewing. The appropriate software must be installed on the computer or device before opening.
  • When the button is selected SapphireOne displays a pop-up which asks the user if they want to Import a New Version of the currently highlighted document. The new version will still be linked to any transactions as was the old version.
  • When the Scan button is selected SapphireOne will access a local or network scanner, and following the usual prompts allows the user to Scan a Document Directly into the data file and link it to the transaction. The appropriate scanner with software must be installed on the local machine or network.
  • The Save button allows the user to save the currently highlighted document to the disk.
  • The Link Document button allows the user to link the currently highlighted document to other transaction or transactions in the data file. A pop-up will be displayed allowing the user to make their selection.
  • The Link Existing document button allows the user to link an existing document in the data file to this transaction or record. A pop-up will be displayed allowing the user to make their selection from a list of documents.
  • The Delete button when selected will delete the currently highlighted document.
  • When the Plus button is selected SapphireOne will display a search function allowing the user to select a document that is currently on the local computer.
  • Name – The normal entry of First name and Surname are entered here.
  • Position – This is a user created drop down menu.
  • Lookup – This is linked to the data entry field.
  • Area – This is a user created drop down menu. 

All SapphireOne CRM contacts for any function such as a Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address are assigned a number as seen on the previous page. If a name such as Ken is entered here, a search may then be done for contact number of 000095 or Ken. SapphireOne in both cases will find the same contact because to it 000095 and Ken is the same contact. Some thought will have to be given to exactly what is the be entered into the lookup field. 

  • Look Up – Any SapphireOne CRM contact created in the Address Page of a Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address must have an entry in this field, so as to display it in the first column of the list when the button is selected, when changing the address in a transaction. The list displays the data entered into the Lookup field in the first column, followed by the address in the second column. 
  • Code – data entry field is another field which can be manually set and used for extra reporting, e.g., the area the contact works in, Admin, Sales etc. 
  • The fields Company, Rep, Class and Link are all entered from information in the Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address master records. If the SapphireOne CRM contact is created here by accessing the Inquiry Palette they will all have to be entered manually. 
  • Order – Entering a number in the field specifies where the contact will be in the contact list on the Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address inquiry screen number one being at the top of the list. If you already have a list of contacts, you will have to check the list first then make a decision as to where in the list you want this any new contacts placed. Also SapphireOne will by default enter the contact with the lowest order number into any transactions for that Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address

Address area 

  • Provision is made for the entry of both a Postal and a Physical address. Using the Up arrow will copy the Postal address details to the Physical address fields. 
SapphireOne Mapping Feature – Apple/Google Maps

A common feature available throughout SapphireOne is the ability to obtain a map view from a Physical address record. This is achieved by clicking the “Physical” heading highlighted below. This functionality is also included on Sapphire Webpack and the Sapphire Custom Webpack.

This feature is device/platform agnostic and will utilise your default Mapping application within either an app or web browser.

Lookup Details area

  • Of particular interest, here is the Type data entered by SapphireOne. This contact was created while modifying a Client so SapphireOne has automatically set as the Type code as CLLink. (CL = Client and Link = link). 

Phone Details area 

  • The details in this area are self-explanatory. The labels associated with the fields in the left hand columns cannot be altered. However, the labels associated with the fields in the right hand column may be altered as required by the user. To do this go to: Utilities > Controls > Master Defaults > System. The feature is located in the Contact Phone Titles area on the right hand side.
  • Anywhere in SapphireOne that you see the Call icon next to a telephone number means that if you have the appropriate software installed, SapphireOne will dial the number. The icon will turn red indicating that a call is in progress. Clicking on the red icon to hang up the call. 

Notes area

  • This area can be used to make permanent notes or reminders when you deal with Contacts. When you click on the button a time stamp will be created at the beginning of the notes section [Command] places it at the end, and you can input the note straight away.
  • Selecting the Expand button will make the notes screen maximise. You can click the same button again to minimise the notes the same as with the list of contacts.

The Keywords and Notes Page is identical across all Inquiry pages in SapphireOne.

Keywords Area

The Keywords and Notes page is essentially identical across all enquiry’s in SapphireOneYou can add your own customisable keywords to the list and re-use them additionally you can add keywords that apply to this particular record. You can remove keywords from the list by holding down command MAC/Cntrl Windows.

Notes Area

You can add to a list of keywords or commonly used phrases. The clock works similarly to elsewhere in SapphireOne and simply adds a date/time stamp. From and to allow you to highlight a text box between the relevant date ranges.   

As mentioned at the beginning of the section on the contacts the Page Menu below the mode menu in the top left hand corner of the screen has additional items on it. 

  • Details: The screen described earlier in this article. 
  • Actions: Is documented later in this manual and may be accessed from individual functions or directly from the Inquiries Palette
  • Custom: This Page seen below, allows you to set a number of custom fields, these include fields for pictures, numbers and alphanumeric characters. 

This Custom Page is where the user is able to customise both the Area and Data Field Headings. This Custom Page is available in nearly every major function in SapphireOne, including Clients, Vendors, Inventory, Job Projects, Assets and Employee inquiries.

There are various numbers of Alpha, Numeric, Date and text field headings that are available for the user to customise. When the user edits these headings it is important to consider the number of characters that will fit into the space provided on the Custom page itself. A second consideration is how the headings will fit into any reports that are produced from this Custom Page.

For the existing default names as entered by SapphireOne, the first number indicates the order that it is in the group, and the second number denotes how long the actual data entry field is for the entry of user data. For example, ASAlpha_1_20 denotes that the Data Entry Field is the 1st data entry field in the group, and it will allow up to 20 characters. ASAlpha_8_80 denotes that is is the 8th data entry field in the group with a maxim limit of 80 Characters.