Reconciliation

Reconciliation Overview

The Reconciliation function within SapphireOne Inventory Point of Sale (POS) menu displays a list of all POS transactions that have not yet been reconciled on a till by till basis. From the Reconciliation function the user has the ability to reconcile all POS transactions simultaneously.

When Reconciliation function is selected from the POS Menu, SapphireOne will display a list all Tills currently active in SapphireOne. Double click on the selected Till and the Reconciliation screen will be displayed as seen below. POS transactions that have not yet been reconciled will be displayed in the top section of the screen. 

Details Area

The Details area of the Reconciliation screen displays a list of POS transactions within the specific till that have not yet been reconciled. In the far right column of the data entry area the user can Tick the transactions they wish to be reconciled.

Selecting the ‘Find’ button accesses the detailed Query function enabling the finding of transactions using specified criteria. 

Selecting the ‘Look’ button will cause SapphireOne to display the selected transaction for viewing.

Selecting the ‘Modify’ button will cause SapphireOne to display the Payment tab that is associated with the highlighted transaction. This enables the checking and modifying of both the Payment type and also the Payment amounts without accessing the transaction again. 

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. 

Totals Area

The Totals area is where the totals that are in the till at the time of reconciliation are totalled from all types of payments. These are credit cards of all types, Eftpos, Vouchers and Cash.

The General Ledger must be set up to hold any amounts entered into the Cash account for Variance data entry field. 

Once the ‘Process’ button has been selected SapphireOne will commence the reconciliation procedure. A pop-up will be displayed asking permission to start the reconciliation procedure, and the ‘Yes’ button must be selected to finalise the reconciliation.

The user should be aware that until the very last pop up is displayed and the ‘Yes’ button is selected, SapphireOne will not finalise the reconciliation. Once ‘Yes’ is selected SapphireOne will display the print dialog screen for the operating platform and a receipt will be printed.

The Customers Name, Opening and remaining Outstanding Balances, as well as the current Total Payment being made is displayed on the printed receipt. The user now has the opportunity to check the print out and check for any errors. 


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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