Asset Audit Lines Overview
The Asset Audit Lines Inquiry function allows the user to view and track historical changes in Value and General Ledger accounts for all Asset transactions entered within Assets Mode. When opening the Inquiry screen the user is displayed a list of all historical changes made to the valuation of assets broken down by Period.
All Transactions listed within the Asset Audit Lines Inquiry screen are posted transactions and have therefore been moved into History Mode. The Inquiry screen includes posted transactions from past and current Periods.
These transactions are initially listed in order of entry with the most recently dated transactions at the top. 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 also 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.
From this list you can View or Look at all transactions to open the below screen and view historical details. By selecting the Print button, a Historical Transaction Report will be generated for the selected historical transaction.
All inquiry screens have the option to Customise the list of items that are displayed on page. The Custom Inquiry Option allows you to select the data fields that are displayed, and the order in which the columns of data are displayed across the screen. While a list of clients has been used to demonstrate below, any type of inquiry may be customised within SapphireOne.
The list below is the Standard Inquiry list.
When the ‘Swap to Custom Inquiry‘ button in the lower left hand corner of the screen is selected SapphireOne will display the default Custom Screen as seen below. This Custom List screen gives the user user two main options when organising the order that the data is displayed:
- To add or remove the data field columns that are displayed on screen. To add or remove a column, go to the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen you can right click on the column lines and select from Delete, Move Left or Move Right. Further information on the Setup screen is documented below.
- To change the order in which the data field Columns are displayed. To change the order of the columns, go to the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen you can right click on the column lines and select from Delete, Move Left or Move Right. Further information on the Setup screen is documented below.
Once the user has customised the Custom Inquiry screen, the screen view will become unique to the user and each time the user logs in they will be shown the same custom view. The user also has the option to select and save unlimited custom views. This can be done in the ‘Setup’ screen as documented below.
The Inquiry screen below is the initial Custom Inquiry screen which may be modified by the user.
Custom Inquiry Screen ‘Setup’ Function
To commence setting up your Customised List screen, select the Setup button as seen above. The Setup screen will be displayed as seen below.
From this screen the user is able to add and remove columns of data as required. Almost every field within the SapphireOne data tables is able to be included in the Custom List screen if the user is authorised.
There are a number of menu items across the top of the screen. These are as follows:
- Reset to Default – Selecting this button will set the display back to default as determined by SapphireOne. When a new data field is selected SapphireOne will add it to the right hand side of the columns of data. You can then click on the field heading and drag it to wherever you want across the screen.
- Show Related Record – You can also add related fields from other tables. Clicking on the checkbox at the top of the screen, allows you to choose a related record and a mini view of the related record for the chosen record will be displayed for the currently selected record. You will need to select the fields displayed.
- Favourite Set – You can use this option at the top left of the screen to save a custom created screen for later use. For example, you can have a simplistic Inquiry screen for general use, and a more complex screen view when auditing certain information.
- Method – This is the Method that was set for the Asset within the Asset Inquiry.
- Asset – This displays the Asset ID and Name.
- Sequence – This displays the unique sequence number of the transaction generated by SapphireOne.
- Date – This is the date the Asset Transaction was entered.
- Due – This will only be populated on a transaction that has been sent out to service, and refers to the due date that the asset is expected back from the service.
- Int Ref – This is the internal reference number for the Asset Transaction created by SapphireOne.
- Ext Ref – This is the external reference number for the Asset Transaction created by the user.
- Type – This refers to the Type of the Asset Transaction.
- Period – This displays the Accounting Period in which the transaction was entered in.
- Asset – This refers to the GL Account that the Asset is linked to.
- Bank – This refers to the GL Account that is used for the Bank.
- Profit/Loss – This refers to the GL Account that is used for Profit/Loss.
- Accum. Dep’n – This refers to the GL Account that was used for the Accumulation Depreciation.
- Depreciation – This refers to the GL Account that was used for the Depreciation.
- Capital Gain – This refers to the GL Account that was used for Capital Gain.
- Amount – This is the total amount of the Asset Transaction.
Please note that not all GL Accounts are used on every Asset Transaction.
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 timesaver.
Change In Value Area
This area displays the changes that occurred for this line within the transaction, such as a change in Depreciation.
- Opening Written Down Value – This displays any changes that effected the Opening Written Down Value of the Asset.
- Disposal Value – This displays any changes that effected the Disposal Value of the Asset.
- Profit/Loss on Disposal – This displays any changes that effected the Profit/Loss on Disposal of the Asset.
- Capital Gain – This displays any changes that effected the Capital Gain of the Asset.
- Additions Cost – This displays any changes that effected the Additions Cost of the Asset.
- Balancing Adjustment – This displays any changes that effected the Balancing Adjustment of the Asset.
- Depreciation This Period – This displays any changes that effected the Depreciation during this Period of the Asset.
- Depreciation This Year – This displays any changes that effected the Depreciation during this Year of the Asset.