Asset Transactions

Asset Transactions Overview

The Asset Transactions History Inquiry function with SapphireOne Asset Mode displays a list of all Historical Transactions relating to Assets.

All Transactions listed within the Asset Transaction 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 Single Line 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 this here, 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 the system 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:

  1. 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.
  2. 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 logins 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.

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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.

  • Asset – This displays the Asset ID and Name.
  • Notes – This displays any Notes entered that relate to the Assets Transaction.
  • Date – This is the date that the transaction was created.
  • 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.
  • Tax Code – This is the Tax Code of the Asset Transaction.
  • Type – This refers to the Type of the Asset Transaction.
  • Period – This displays the Accounting Period in which the transaction was entered in.
  • Depreciation – This refers to the GL Account that was used for the Depreciation.
  • Accum.Depr – This refers to the GL Account that was used for the Accumulation Depreciation.
  • Amount – This is the total amount of the Asset Transaction.

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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