Services - Empower Clients With Unique Service Numbers

Services Inquiry Overview

The SapphireOne Services Inquiry function, also commonly referred to as a Warranty Management Solution, allows for the tracking of the inventory warranty process with each unique inventory serial number. It gives the user the ability to link a Client to a service by providing the Client with a unique service number, and to link a Vendor as a subcontractor and allocate the service to that Vendor.

The user also has the ability to track all inventory items used in the service through either the Service Center or Vendor / sub-contractor. The user can search for the nearest Service Center to their location through the SapphireOne’s built in mapping solution. The user also has the ability to keep track of all past services by storing unlimited historical service records on the particular client or inventory item.

The items are initially listed in order of entry with the most recently dated 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 service items. You may also Modify by double clicking on the line item to bring up the Services Inquiry Details Page.

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:

  1. 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.
  2. 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.

digi

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.

Services Inquiry Details Page

Service Details Area 

  • ID – Each Service entry will be given a unique ID automatically populated by SapphireOne.
  • Company – SapphireOne will automatically populate the Company that the user is logged into.
  • Inventory – The user may enter in an Inventory ID or related serial number for the related transaction.
  • Serial Number – SapphireOne will automatically populate the serial number linked to the entered Inventory ID.
  • Linked Detail and Search Invoice Button – Once you have entered the Inventory ID you have the ability to link related invoices to the Service Inquiry. Select the Search Invoice Button to search for and attach the related invoice. You can review all linked invoices by selecting the underlined Linked Detail heading.
  • Type – The Type is user definable and the user has the ability to enter any criteria required for the service inquiry. If the user enters something that is not on the list SapphireOne will ask the user if they want to add it. To Delete an item select the item and then Command/Control click on it. 
  • Status – The Status is user definable and the user has the ability to enter any criteria required for the service inquiry. If the user enters something that is not on the list SapphireOne will ask the user if they want to add it. To Delete an item select the item and then Command/Control click on it. 
  • Reference – The Reference is user definable and the user has the ability to enter any criteria required for the service inquiry. If the user enters something that is not on the list SapphireOne will ask the user if they want to add it. To Delete an item select the item and then Command/Control click on it. 
  • Area – The Area is user definable and the user has the ability to enter any criteria required for the service inquiry. If the user enters something that is not on the list SapphireOne will ask the user if they want to add it. To Delete an item select the item and then Command/Control click on it. 
  • Entered – This displays the SapphireOne user who entered the Service Inquiry, including the date and time.
  • Details – Enter any notes or details related to the particular Service Inquiry.

Client Information Area

Enter the Client ID.

This Client ID refers to the client that is the current owner of the product. SapphireOne will automatically populate the remaining Client details based on the entered information. These details can be modified by the user if required. 

Service Center Area

This area is used to link a particular Service Center to the Service Inquiry.

By selecting the Find Nearest Service Center button the user can search for the nearest Service Center to their location through the SapphireOne’s built in mapping solution.

While the Vendor data entry field has a light blue background and is a searchable field, the list of Vendor that is displayed to the user is filtered. The only Vendors that will be displayed in this list will be Vendors that have the Service Center checkbox marked in the Vendors Inquiry screen.

Service Events Area

All events related to the inventory item that is in for Servicing and/or Warrant may be recorded in the Service Events area. 

Select the button to display a dialog pop-up for the user to insert the details for this service item. Select the button to delete the line. Double clicking on an existing line will open it for modification.

Spare Parts Used Area

The Spare Parts Used area allows the user to keep track of all spare parts of inventory used during the service.

Select the button to display a dialog pop-up for the user to insert the spare parts used. Select the button to delete the line item. Double clicking on an existing line will open it for modification.

Service Related History Area

The Service Related History Area displays a Historical list of all events relating to the service item. 

Actions Page

Action Page Overview

The Action Page is a versatile tool that can be added to major records and transaction tables. It includes various actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps, as well as All Day Notifications. This provides users with a centralised location to manage and organise their tasks, meetings, and notes, improving efficiency and productivity.

The Action Page allows users to use the add or delete buttons to add or delete actions as required. Simply select the relevant button to add or delete an action.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes a sequence number, title, type, action, user, privacy settings, status, tag, and link fields.

  • Sequence – SapphireOne automatically generates a unique sequence number for each action.
  • Title – Enter a title for the action.
  • Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
  • Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
  • User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
  • Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
  • Status – The user has three options: Open, Hold, and Completed.
    • Open – Action is open and active.
    • Hold – Action is active, but no alarms will be active.
    • Completed – Action is now Inactive and won’t be displayed in any list of actions.
  • Tag – Users may attach a tag to an action, which will create a permanent tag within the drop-down. To add a new tag, type the name of the new tag into the tag box and press the tab key. Select “Yes” from the pop-up window to confirm. To remove a tag from the list, click on the tag name while holding down the Command (MacOS) or Control (Windows) key. Select “Yes” from the pop-up window to confirm the deletion.
  • Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.

Check List Area

SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.

Dates and Times Area

  • Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
  • Completed – Entering a completion date for an action deactivates it, and it will no longer appear in action lists.

Alarm Area

Never forget a task again – set up alarms to send reminders via email at specific dates and times. Users can also receive email notifications with the provided email address.

Recurring Area

If necessary, the alarm can be set to recur at intervals selected from the Type drop-down menu. Additionally, the recurring period can be defined by date.

Notes Area

Click the green clock button to add time and date stamps to your notes. You can also customise the font, style, color, and background color of the text in the Notes area by highlighting it and right-clicking.

Invite Attendees Area

In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them an email notification if their email addresses are provided. Additionally, you can manage and track attendees’ RSVP status in real-time.

Documents Page

The Documents Page is used to store and record documents and information relating to data entry, transactions and master tables.

Documents Area

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

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

Please note that when creating a new record in SapphireOne, you are unable to attach a document until the record has an entered ID.

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 local computer or device).
  • When the button is selected SapphireOne displays a popup 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 scanner, and following the usual prompts allows the user to Scan a Document Directly into the data file and link it to this transaction. (The appropriate scanner with software must be installed on the local computer, device or network).
  • The Save button allows the user to save the currently highlighted document.
  • The Link Document button allows the user to link the currently highlighted document to other transaction or transactions in the data file. A popup 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 popup 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 transaction or record.
  • When the Add button is selected SapphireOne will display a search function allowing the user to select a document that is currently on the local computer or device.

Details Area

The Title and Type of the document are displayed in the Details Area.

Last Modified Area

The documents area keeps a record of the Time and Date of when the document was last modified in addition to who initially added it.

Links Area

The links area allows you to record links to other places this document has been attached to. You can add and remove Links using (+) and (-) .

History Area

The history area records changes made to the document.

Notes Area

Any relevant notes which relate to the document may be recorded here. Clicking the green clock icon will add a date/time stamp.

Digital Assets Page

The Digital Assets Page enables users to attach an unlimited number of media files to almost any record in SapphireOne. Only the digital assets that have been entered by users for the selected record will be listed from the page menu in the selected record.

It should be noted that there is a Digital Asset item in Workbook mode on the General drop-down menu as well. This Digital Asset item lists all digital assets within the data file as a complete list. While very limited modifications are allowed from this list, it is very handy for getting an overall view of the digital assets in the data file. SapphireOne has provided the search function, enabling the user to search for a specific digital asset.

The key to successful image optimisation for performance is finding the perfect balance between the lowest file size and acceptable image quality. There are three things that play a huge role in image optimisation:

Image File Format

For most website owners, the three image file formats that matter the most are JPEG, PNG, and GIF. Choosing the right file type is crucial in image optimisation. To simplify things, JPEGs are ideal for photos or images with lots of colors, PNGs are recommended for simple images or transparent images, and GIFs are suitable for animated images only. PNG images are uncompressed, making them higher-quality, but also much larger in file size. JPEGs are a compressed file format that slightly reduces image quality to provide a significantly smaller file size. GIFs only use 256 colors along with lossless compression, making them the best choice for animated images.

Compression

Image compression plays a significant role in image optimisation. Various types and levels of image compression are available, and the settings for each will depend on the image compression tool you use. Most image editing tools such as Adobe PhotoshopON1 Photo, GIMP, Affinity Photo, among others, have built-in image compression features. You can also save images normally and use web tools such as TinyPNG or JPEGmini to compress images before uploading them to SapphireOne. Although they require some manual effort, these two methods allow you to compress images efficiently.

Image Dimensions

When you import a photo from your phone or a digital camera, it usually has a high resolution and large file dimensions (height and width). These photos typically have a resolution of 300 DPI and dimensions starting from 2000 pixels or more. Although high-quality photos are perfect for print or desktop publishing, their dimensions can still be optimised. Reducing the image dimensions can significantly decrease image file size. You can resize images easily using image editing software on your computer.

To illustrate the impact of image optimization, let’s consider an example. We optimized a photo with a resolution of 300 DPI and image dimensions of 4900 x 3200 pixels. The original file size was 1.8 MB. We selected the JPEG format for higher compression and adjusted the dimensions to 1200 x 795 pixels. The resulting file size was reduced to just 103 KB. That’s a remarkable 94% reduction in file size from the original.

Choosing the Digital Assets option from the Page menu in a record displays a list of digital assets currently stored in the data file for the selected record.

This screen, as well as any subsequent screens, will overlay the existing screen displayed in your major table. This feature facilitates the attachment of digital assets to your Master Record, providing an efficient way to manage and organise media files associated with your data.

  • To add a picture, simply click the Add button. 
  • To delete a picture, select the Delete button. 

Considerations for Adding Digital Assets

Adding digital assets can impact your data file size and system performance. It is important to consider the following:

  • Storage capacity: Assess your storage capacity to ensure it can accommodate an increase in file size.
  • System performance: Adding a large number of media files can potentially slow down your system. Evaluate the impact on system performance before attaching a significant number of digital assets.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

Was this helpful?

Previous Article

Manifest Vehicle

Next Article

Rebate