Purchase Vendor Invoice

Purchase Vendor Invoice Overview

The SapphireOne Purchase Vendor Invoice is your formal record of the confirmation of the receipt of goods, services and/or inventory from your vendor/supplier. This will have been formed as part of the original Order Vendor Invoice (OVI), which also has a Delivery and Arrival process, detailing inventory arrival into your warehouse or business.

As part of the arrival process it will be converted to a Purchase Vendor Invoice (PVI). That Purchase Vendor Invoice (PVI) will contain all the line items that were delivered by your Vendor, and those lines will contain information such as Inventory IDs, Inventory descriptions, the number of units, the quantity, the rate that you’ve agreed to pay your Vendor, any discounts that have been applied to each line by your Vendor or the appropriate taxes.

SapphireOne also allows the user at each line level to link the Purchase Vendor Invoice (PVI) to a Job Project or to an Asset as part of the inventory management. If you’ve set up the weight for each inventory item, it will automatically show the total weight that you’ve received, the number of cartons, how many products will be in a carton, how many will be in a pallet, and you’ll also have a secondary weight as well.

SapphireOne also supports a Wine Equalisation Tax (WET) and it is able to manage the tariffs and duties that may have been incurred on each line. You also have a on-cost factor on each line of inventory and an on-cost to each inventory item. The final cost is then presented as part of the SapphireOne Purchase Vendor Invoice (PVI). 

SapphireOne also contains the Document Management System (DMS). Typically, the user would scan a copy of the delivery docket and the finalised Purchase Vendor Invoice (PVI). The final Purchase Vendor Invoice (PVI) may come in the form of an email and that email would be attached. It can also be sent as a PDF and the SapphireOne PDF capture can be utilised as a function within SapphireOne, to the Purchase Vendor Invoice (PVI).

SapphireOne also has the ability to retain a tag on the Purchase Vendor Invoice  (PVI). On that tag, you can customise to meet your own requirements. It also contains the functionality to import lines, so if the Vendor has sent an Excel spreadsheet we can import that directly into the Purchase Vendor Invoice (PVI) as part of it. The user can also create a layered style and move the lines appropriately.

On the fourth page of Purchase Vendor Invoice (PVI) is a Shipping Information where we can manage all the related information to how it was shipped i.e. the Vessel name, Status, Ship Date, ETA, what day it came into store, the number of pallets loaded, the pallet volume and the temperature it was shipped at.

There is also a Load Type, that can be tracked as well the voyage number, the document number and the manager notes, and then you can track information on each container and you have a number of custom alphanumeric fields, which are in addition with every Purchase Vendor Invoice (PVI) within SapphireOne.

The Types of inventory within the Purchase Vendor Invoice (PVI) being Non-diminishing, Normal, Serial, Batch, Item, Activity, Hire, Asset, Voucher and General Ledger, and all this can be managed within the inventory line items.

The Purchase Vendor Invoice (PVI), also commonly referred to as a Vendor Order, is the second item on the SapphireOne Inventory Purchases Data Entry menu. An Order Vendor Invoice is a formal order for goods and/or services that you provide to your Vendor in order to complete a Vendor Order. It is also where SapphireOne formalises the payment and shipping terms.

The Purchase Vendor Invoice (PVI), also commonly referred to as a Vendor Purchase, is the fourth item on the Inventory Purchases data entry menu. The Purchase Vendor Invoice data entry screen allows for easy entry of stock purchases into SapphireOne.

Purchase Vendor Invoice Navigation

Details Page

Details Area

• Vendor ID – Is a linked field and the user can use the Wildcard “@” or “?” options to search for the correct ID, or simply type part or all of the ID with the appropriate wild card to search for the Vendor ID.
• Contact – Accept the default contact person or select the contact person you wish to attach to this vendor invoice.
• Address 1 – This field is the mailing address which automatically populates from the vendor record.
• Address 2 – This field is the mailing address which automatically populates from the vendor record.
• Alternate delivery address – You can type in an alternative delivery address. Delivery instructions can be manually entered into a Purchase Vendor Invoice within the Delivery Instructions field. This gives the SapphireOne user the ability to manually enter delivery instructions for a specific order into the Purchase Vendor Invoice and it can automatically be entered into the Sales Client Invoice if required. Clear instructions are very important when shipping items to various locations.
• Delivery address from defaults – A Vendor may have an automated delivery address if there is a default address already existing within the Vendor. If there is no existing Delivery Address, the user can manually enter the delivery details and it can be pulled through to the Sales Client Invoice (SCI) if required. If you have alternative delivery addresses saved in the client address page you can select them from a drop-down list.
• Copy Mailing address to the delivery address – The user also has the ability to select one of the two green drop-down arrows within the mail to and deliver to address boxes. By selecting the green arrow, the user will be presented with a new screen providing all the additional multiple delivery addresses for that vendor within the client inquiry. The SapphireOne user can add unlimited multi-delivery addresses per vendor. This is also replicated in Clients. Copy the mailing address to the delivery address field by selecting the green arrow.
• Document Paperclip – Scan and attach any documents relating to the Purchase Vendor Invoice.

Information Tab Area

The Purchase Vendor Invoice Information Tab area is used to display extra information about the current entry. You have the ability to view the information here, not alter it. Click on the Information Tabs to select the details you would like displayed.

• Vendor – Displays Vendor details including ABN, Total Owing, Credit Remaining, Owing + Un-posted, Warning Message, Turnover, Credit terms, Product, Last Transaction Date etc.
• Invoices – Displays a list of recent purchase invoices.
  • A purchase invoice can be copied by using right click and selecting ‘Copy Transaction’.
  • By selecting a historical transaction and then right mouse clicking you can Copy Invoice, Copy Lines and Open in Inquiry which will open the selected transaction in the new inquiry screen.
• Lines – When a transaction line is selected, this tab displays history of the Inventory item. Included in each transaction is the Qty ordered and Amount, Sequence N°, any Discount Code and percentage allocated, Date and Type.
• Inventory – When a transaction line is selected, this tab displays inventory details such as available stock, stock on order, standard price, next arrival date, default Vendor.
• Pricing – When a transaction line is selected, this tab displays PriceBooks which apply to the item for this Vendor.
• Items – When a transaction line is selected, this tab displays additional inventory details.
• Controls – This tab displays information about the transaction such as the date it was created and who created it. This Tab also displays the total value and percentage of the allocation.
• Allocation – This Tab displays any allocation of the Invoice to a Vendor Payment or Credit. It shows the allocated dollar amount and the allocated percentage.
• Add/Deduct – This tab displays additions and deductions details.
• Error Code – Displays any error code such as negative stock, batch error and period error.

Tracking Area

The Purchase Vendor Invoice Tracking Details area stores tracking details relating to the current Date, Delivery Date, Invoice No, Sales Rep and Carrier.

• Date In – Is the date that this Order has been entered on SapphireOne (usually SapphireOne date).
• Arrival – Is the expected arrival date.
• Order No. – External reference number.
• Invoice No. – Internal reference number and automatically generated.
• Rep ID – Sales representative ID.
• Period – Period matching the date, set in company controls.
• Bay Swap – This button allows the user in warehouse management to swap bays of where the Inventory is located.

Transaction Lines Area

As you enter a transaction, a summary of the transaction appears in a single line in the Transaction Lines Area.

• Inventory – Is a linked field and the user can use the Wildcard “@” or “?” options to replace part of the ID to do a limited search for the correct ID.
• Notes – Unassigned text field for maintaining a relevant record associated with the transaction.
• Unit – Populates the unit details as entered in the inventory item, for example Set, Each, Ctn, Kg, etc.
• Quantity – The amount of Inventory order.
• Rate – This is the Line Item default rate. You can enter in a new rate but note this is the rate excluding tax.
• Discount – Enter any Discount percentage allocated.
• Tax Code – You may accept the default code or enter in a new tax code.
• Tax % – For example Australia, USA, New Zealand and other countries, the Vendor Tax Code controls the rate. In Australia, the Inventory file will override on GST free or exempt items as required.
• Tax Amount – This will automatically populate with the total amount of tax for each individual line.
• Total – This is the total cost for each individual line item including any tax.
• Arrival Ex-Tax – This is the cost before Tax. There are two locations within a Vendor Order where the Ex-Tax value is displayed. In the Line Entry area where it is displayed on a line by line basis, and in the Totals area at the bottom of the screen as a value for the entire order. This is for users who are arriving orders and need to be able to view the Ex-Tax pricing within the Order.
• Project – Is a linked field and the User can use the Wildcard “@” or “?” option to search for the Project ID. SapphireOne will display the Project Name.
• Project Retention % – Amount of the project costing allocated to this invoice.
• Don’t Print – Select Don’t Print to stop the line from printing on the Invoice. The amount from this line is still included in the total value of the Invoice.
• Weight/Area – This field displays the total weight or area x order quantity. The user may enter the total weight required which will automatically update the order quantity.
• Carton – Displays the total cartons: quantity multiplied by the carton quantity set in Inventory details.
• Pallet – Displays the pallet quantity (quantity multiplied by the pallet quantity set in Inventory details).
• 2nd Unit – Displays total 2nd unit (quantity multiplied by 2nd unit quantity set in Inventory details).
• Tariff – The Tariff ID number will display in this field. This is set up in the SapphireOne Manager Menu.
• Duty – This is the Duty amount that may be either a fixed dollar amount or a percentage. This is set up in the SapphireOne Manager Menu.
• Duty % – Is the duty amount as a percentage.
• On Cost Factor – The On Cost Factor is calculated as (Cost of Goods and services + On Costs) / Cost of Goods and services. This is automatically populated or you can insert manually the amount.
• Final Cost – Is the Final Cost of Inventory ordered including Tariff, Duties and On Cost Factors.

Transaction Footer Area

The Purchase Vendor Invoice Transaction Footer is the information bar along the bottom of the screen and allows the user to easily check critical details of the transaction.

• Sequence – Is the automatically generated unique Sequence number.
• Batch – The Batch field shows the total for all orders entered in the current group.
• Amount – Total Amount is the Tax free amount of the order.
• Arr Ex-Tax – This is the cost before Tax.
• Weight/Area – Weight/Area is the total weight or area of all lines entered on the order.
• Carton – Is the calculated total quantity of Cartons.
• Pallets – Is the calculated total quantity of Pallets.
• Discount – This Discount box allows the user to apply an overall discount percentage to the order.
• Tags – The user can mark this transaction with a tag if required. To add a new Tag category, type the name of new tag into the tag box on the screen and then hit the tab key. Then select ‘Yes’ from the pop-up window to confirm. Alternatively, if you wish to remove a Tag from the list, simply select the drop-down menu and click on the name of the Tag you wish to remove whilst simultaneously holding down the Command (MacOS) or Control (Windows) key. Then select ‘Yes’ from the pop-up window to confirm the deletion from your current list. 
• Access to More Functions Button –
  • Export Lines – Export Lines allows the user to export the lines from any inventory or job project base transactions. This allows the user to export lines, then the client or vendor receives an email with a text file attachment, which they can then import into their SapphireOne ERP.
  • Discount – Allows for the generation of an overall discount on the transaction based on either a fixed dollar value or a percentage.
• Zoom for Current Linked Record Button – Clicking on the icon once minimises the header for a reduced screen view showing only transaction lines. The icon will then change to maximise, and by clicking on it again it will return the screen to the standard view.

More Details Page

Text Details Area

The SapphireOne Text Details area is for adding additional unlimited text information regarding the quote.

Delivery Instructions Area

The SapphireOne Delivery Instructions area is for adding additional unlimited Delivery Instructions regarding the quote.

Standing Transactions Area

• Scheduled – The user has the ability to schedule all transaction types on a Weekly, Fortnightly, 30 Day, Monthly, Yearly or Other basis.
• Start/Next Date – Enter the next Start date of the next scheduled transaction. Click on the underlined heading to bring up the SapphireOne Calendar and select your date.
• Stop Date – Enter the Stop date of the next scheduled transaction. Click on the underlined heading to bring up the SapphireOne Calendar and select your date.

Transaction Details Area

• Date Due – This is another date field that can be added to the quote.
• PAYG – Pay As You Go is withholding tax. Percentage is automatically applied if applicable.
• Discount % – This refers to a Prompt Payment Discount. If your Vendor is offering you a prompt payment discount, you can enter the discount in this field and it will automatically apply it if paid during the agreed upon time frame. Enter the percentage amount into the first field and the number of days into the second.
• Auto Allocate to Project – Selecting this will automatically allocate all lines to the pre assigned project of the particular Vendor.
• Browse Signature Button – This allows the user to enter an image of the Clients Signature into the Client Signature text box below. When using SapphireOne’s Web Pack on a iPad, selecting this button will allow the user to sign the text box directly.
• Signature Text Box – If provision for digital signatures has been set up the signatures will be displayed/stored in this Signature data entry field.
• Footer Details Text Box – This is an additional information box for the user to include any additional fields or information to the Footer of the transaction.
• Order Message Text Box – This is an additional information box for the user to include any additional messages or information related to the transaction.

Payment Details Area

• EFT – Enter the dollar amount that is being paid by Electronic Funds Transfer.
• Card – Enter the dollar figure amount that is being paid on the Clients Credit Card.
• Cheque – Enter the dollar figure amount that is being paid by Cheque.
• Cash – Enter the dollar figure amount that is being paid by Cash.
• Account – Enter the dollar figure amount that is being allocated to their Client Account Balance.
• O/B – Any amount that has not yet been allocated will be displayed here to ensure that the amount is always balanced.

Cash Details Area

• Total – This is the total sum amount of the dollar amounts entered in above Payment Details area.
• Payment – This is a sum total of the different types of payments.
• Cash Change – The amount to be returned to the Client in the form of Cash.

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.

Layout Style Page

The Layout Style screen allows you to set up and format exactly how and what will be printed on Invoices. This screen, as seen below opens over the top of a page from the page menu, and must be closed by selecting either the Process or the Cancel button.

Items on this screen perform the following functions.

• Invoice Lines Order/Style – This drop-down menu changes the rules for calculating the Invoice value either with the default tax, or without Duty or Tax. 
• Up and Down Buttons – These two buttons allow for the movement of one or more highlighted line/s up or down within the Invoice at a time. 
• Minus Button – This button removes the selected lines from the invoice.
• Standard, Quote, Order and Invoice Radio Buttons – These four radio buttons allow for the selection of the type of document that is to be printed. 
• No Totals Checkbox – If you select No Totals it will automatically turn off printing of all amounts.
  • This can also be done on a line by lie basis if required.

There is a difference between the Mac shown here and the PC in the way that they display your selections. The Mac shown here uses a tick but the PC uses the + symbol. 

The columns on the right-hand side of the screen after the Total, control the line details that will actually be printed on the document. These columns themselves are NOT printed. By default, the system will print everything however the user may select any combination of what NOT to print. 

Please note the groupings across the top of the screen perform the following functions.

• Line Details and Printing – These two items display to the user what SapphireOne will print.
  • These details are also there so that the user can see what they are going to print or not print.
  • If nothing is ticked to the right of Total, everything will be printed. See the table below for clarification.
• Don’t Print and Total – Select any of the five items that you do not wish to be printed on the invoice.

Layout Style Print Omit Settings (Client Invoice Example)

Selecting the Line option, will tell SapphireOne not to print the Line details, all other items for the selected line will be printed.
Selecting the Qty option, will tell SapphireOne not to print the Line Quantities for the selected line item, all other items will be printed.
Selecting the $ option, will tell SapphireOne not to print the $ Totals for the individual line item all other items will be printed.
When the This setting will not print the Total Quantities for the selected line item all other items will be printed.
When this $ is selected SapphireOne will not print the Total $ amount including tax for the selected line item, all other items will be printed.
When all 5 items are selected, that line in the transaction will not be printed at all. It will not be on the invoice when it is printed.

Manifest & Shipping Page

Manifest & Shipping Page Overview

Since this Shipping page is directly linked to a Manifest Inquiry, it will not be documented here again. To read complete documentation for this function please go to a Manifest Inquiry. The documentation in this article will document the Shipping page, and discuss how it is directly linked to the Manifest Inquiry functionality.

When an item is ready to be shipped the user has two options. Either option may be used as it depends entirely on the users requirements at the time of shipping. This page could be used to directly ship items to your customers, or it may be used in conjunction with a Manifest Inquiry which offers both additional functionality, as well as grouping deliveries to a common transport method, truck, aircraft or a company like Australia Post or TNT.

1. Manifest Inquiry – For the required Customer Sales, create a Manifest entry.
   • Shipping Page – Once the Manifest data entry has been completed, most of the details in the Manifest area in the Shipping page,will be entered from the Manifest function itself.
   • Shipping Details area – The Shipping details Area is then entered as normal for a Customer Sale that is to be shipped.
2. Shipping Page Directly – Use the shipping Details on this page to set and establish the shipping procedure. The Manifest area is used by direct entry where allowed as required.

The manifest inquiry where if affects this shipping page, will be documented first, followed by the entry of data into the Shipping Details area. If you are only using the shipping functionality, skip ahead to these details as the procedure for both is the same.

This page or screen, opens over the top of a page from the page menu, and must be closed by selecting either the save button on the cancel button on the main toolbar. To look at the Manifest entry that this transaction is part of go to Inventory > Manager >Manifest.

Once this transaction has been entered into a Manifest record, the details from the manifest record will also be displayed in the Manifest area on this screen.

Data entry using Manifest.

The following items are entered by data entered into the manifest function, some may be altered by the user. Some of his data is also directly drawn from the Inventory items in the invoice as well as the linked invoice.

Manifest area

• Carrier – Entered from Manifest.
• Vehicle – Entered from Manifest.
• Dispatch Date – Entered by Manifest but can be altered by the user here.
• Notes – Any notes written into the Manifest Inquiry will be displayed on all transactions linked to the Manifest.
• Manifest Sequence – This will display the automatically generated Manifest sequence number which will be displayed for all transactions linked to a Manifest entry.
• Timeslot – Entered by Manifest but can be altered by the user here. Some deliveries have a set Time slot allocation and this must be strictly adhered to.
• Cartons – These are entered in to the Inventory Item itself, and the details flow through the manifest into the Manifest & Shipping page here. They may not be entered or altered here.
• 4 Custom Fields – These 4 headings may be changed by the user, and data may be entered into the data entry field associated with each field as required.
• Temperature – Entered by Manifest but can be altered by the user here. Both numbers and characters may be used.
• Con Note – Can be entered in a Manifest Inquiry but the user may alter it here as required.
• Picked by – Can be entered in a Manifest Inquiry but the user may alter it here as required.
• Vehicle – The vehicle field is directly linked to the Manifest Vehicle Inquiry function. 

Shipping Area

• Notes Data Entry fields – There are three data entry fields where notes may be added to the shipping details.
  • Consign1 & 2 – There is provision for the entry of 2 consignment notes for printing and adding to the boxes as required.
  • Consign_by – This data entry field may be used for any purpose but the most common purpose being for the recording of who was the consignee of the order.
• Consign_Boxes checkbox – There is also a place to insert the Number of Boxes that make up this Order.
• Print Box Labels – Select this button will tell SapphireOne to print the required box labels for the consignment. 
• Ship From data entry field – This is a location as set up in the data file. This is used mainly when stock is held in a bonded location and duty/import tax is only due when stock is removed from that bonded location. Reports can then be generated using the data in the Ship From data entry field for duty/import tax payments.

This function is for the linking of at present either of two vehicle tracking systems provided by external vendors and until these are setup it will not display any data. 

For further information please check with SapphireOne support staff 

Plain Paper

Following is an example of the effect of adding the Shipping Details information from the screenshot above to a Plain Paper printer report.

Letter Head

Following is an example of the effect of adding the Shipping Details information from the screenshot above to a Letter Head printer report. 

Action Page

The Action Page is a separate table that can be added to the major records and transaction tables. This includes 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 plus All Day Notifications.

You can Add or Delete Actions . If you double click on an existing Action it will open, ready to be modified.

• Diary Area
  • Sequence – SapphireOne will automatically enter in a unique sequence number.
  • Title – Enter in a title for this action.
  • Type – Use the user customisable drop down menu to enter in a type. This will then form a permanent type within the drop-down.
  • Action – Use the user customisable drop down menu to enter in an Action. This will then form a permanent action within the drop-down.
  • User – SapphireOne will enter in the user who is creating this action although, this may be altered if required.
  • Private – If this check box is selected SapphireOne will only allow the User as entered to view or modify this action.
  • Status – The user has three options.
    • Open – Action is open and active.
    • Hold – Action is active but no alarms will be active.
    • Completed – Action is now Inactive and will not be displayed in any list of actions.
  • Tag – A tag may be attached to an action. This will then form a permanent tag within the drop-down. To add a new Tag category, type the name of new tag into the tag box on the screen and then hit the tab key. Then select Yes from the pop-up window to confirm. Alternatively, if you wish to remove a Tag from the list, select the drop-down menu and click on the name of the Tag you wish to remove whilst simultaneously holding down the Command (MacOS) or Control (Windows) key. Then select Yes from the pop-up window to confirm the deletion from your current list. 
  • Link – When created from within a transaction or a record, a link to the transaction or record is automatically created by SapphireOne. When created from the Options Menu, Palette or Workbook, the user will have to select from the drop down menu if the action is to be linked to an item or function. There are 12 items on this list from Clients to Manager.
• Check List area – A user created check list for creating actions. A check box is provided so that a user can selected them off as they progress.
• Dates and Times Area:
  • Start/Finish – You can set an action to have a Start and a Finish time, or select the check box for an all Day option.
  • Completed – Once an action has a completed date entered it will no longer be active and displayed in any lists of actions.
• Alarm Area – An alarm can be set to email someone at a certain date and time, or send your user a reminder and/or email if the email has been entered.
• Recurring Area – If necessary the alarm may be set to at set periods established by the Type drop down menu. The recurring period may also be set by date if required.
• Notes Area – You can select the Green clock icon to add Time and Date stamps to your notes. You can also highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.
• Invite Attendees Area – You can invite multiple attendees to your event and keep track of if they have accepted or rejected your invite. These attendees can be notified by email if the email has been entered.

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.

Workflow Page

Workflow Page Overview

The Workflow Rules function is accessed from various areas of SapphireOne as follows.

• Workflow Rule Creation – The only location where these Workflow Rules are created is here in:
  Utilities > Controls > Workflow Rules and is documented in this article.
• Inquiry Lists – From most Inquiry Lists in SapphireOne when a transaction is opened for viewing or modification, the user will note that there is a workflow Rules Page. The only Workflow Rules that is displayed, will the rules that are applicable the the currently opened transaction. The viewing of this workflow rules page is displayed to the user under the following restrictions.
  • User Access – While all users will be able to view any Workflow rules applicable to the currently opened transaction on screen, they will not be able to make any changes to the Workflow Rules.
  • Workflow User – If the user who is required to perform a task for the transaction, accesses this page, they will be able to Approve or Reject the transaction for further processing.
• Workflow Center – In Management mode the user will find a Workflow Center item on the main menu as follows: Management > Analysis > Workflow Center. To view the article on the Workflow Center click here.
  • User Restrictions – For any user to access this function, they will have to have the item Workflow Center, selected/ticked on the menus page in their User Access file.
  • Usage – For any user set up as documented above, will be presented with a list of all transactions in the data file, that have a workflow restriction incorporated into them. This Workflow Center functionality is provided so that a user or group of users, are able to manage all transactions that have a workflow restriction or error placed on them.

A Workflow Rule must be established before entering any transactions. The rule is written into the transaction itself upon entry and will remain even if the workflow rule applying to the transaction is deleted. If a workflow rule is altered and there are existing transactions that require the new workflow rule to be applied to them, they will have to be deleted and re-entered under the new Workflow rule.

Workflow Rules functionality enables the setting of workflow rules that will require the approval of a user, group of users, a level of users or the creator. SapphireOne has the ability to create workflow rules on any data entry type of transaction within SapphireOne. The data entry can then have any or multiples of the combination of the 12 workflow rules applied to it. For example, these include New Transactions, Modify Transaction, Deleted Transactions, Transaction Above a Particular Dollar ($) Value, Transaction Sales Under Average Cost, Transaction for Client Over Credit Limit, Transaction for Client on Credit Stop, Transaction Sales with Negative Stock, Leave Request, Tracking Notes, Bank Details and Sales under floor price.

Each workflow rule can have a unique Title and Tag established by the user. Once the transaction type, as well as the rule trigger, has been established, the user has the ability to add unique notes to each workflow rule. The SapphireOne user then proceeds to the flow, which contains stages where the they have the ability to create unlimited stages. The workflow rule can have one stage or multiple stages, often they tend to be sequential. The user can set the amount of stages they require and within each stage they have the ability to set the number of people required to Approve or Notify a workflow rule before authorisation is granted.

As an example, if you set five stages it will not progress to stage two until stage one has been approved. Within Stage 1 you may have 5 users authorised to approve Stage 1 but it will require a minimum of 3 out of the 5 users to Approve or Notify stage one before it can advance to Stage 2. This is referred to as levels within the stage. You may assign a group of people to a level and assigning a Type can be done either by User, Level or Creator. For each Type, the user also has three checkboxes which are Authorisation Required, Hierarchical Authorisation and Email notification.

Another example, if you’ve established a workflow rule around Leave Requests, Stage One may be an employee entering a Leave Request. Stage One simply moves straight to Stage Two because that’s been established. Stage Two may then be that the manager is notified. Stage Three may then include the HR department approving the leave and Stage Four may be to the original creator i.e. the employee has an email notification that their leave has been approved or not approved.

Initially these new transactions will have an error of WF for Workflow and cannot be printed, converted, emailed or posted until they are approved or authorised by the user or a group of users, level and/or creator. If they are rejected, the transactions will then remain in the list with a stratus of error indicating the continuing WF error.  They may then be left as they are and since they will remain un-posted or deleted as required. 

For each rule with a Workflow entry there must be a user or group of users setup with a restriction where they will create all or some transactions with an error code of WF.

There must also be a user or group of users set up to approve the transactions. The switch is the selection made from thetwo2 checkboxes, Authorisation Required or Hierarchical Authorisation.

Workflow Rules Details Page

Entering a New Workflow Rule

The Change button seen in the screenshot below is directly linked to the Organisation Chart function on the Controls drop-down menu. The Organisation Chart function is simply a means to place a number of users in a hierarchical group. It is documented in a separate article on Organisation Chart.

Details Area

The available options are as follows.

• Sequence – SapphireOne will enter a sequentially generated number and it may not be altered.
• Title – Enter in a Name or Title for this workflow entry.
• Tag – Enter in a Tag if required. Remember that this list of tags may be setup by the user as required.
• Company – SaphireOne should enter the company but if it does not, enter the company.
• Department – Enter a department if required. 
• Transaction – Select from the from the extensive list of transactions when the blue arrow is selected. For every type of transaction the user may then setup individual rules as required.
• Rules Trigger – Then select from the Rules Trigger list box, a rule that is to be applied. Once the selected rule is broken the workflow function will become active and activate the Workflow function.
  • Transactions – The first three rules will raise a WF error. If the user tries to Create a New Transaction, or Modify or delete a transaction.
  • Above $ – This option will raise a WF error when any transaction is over a specified dollar amount.
  • Average Cost – Any transactions under average cost will raise a WF error.
  • Credit Limit and Stop – These two options will raise a WF error when the conditions are met.
  • Negative stock – Any transaction that will take inventory into a negative stock level will also raise the WF error if this option is selected.
  • Leave Request –  If any user makes a leave request a WF will be displayed enabling the HR officer to be alerted.
  • Tracking Notes – This will generate a WF. This is used to to alert the user responsible for managing tracking notes.
  • Bank Details – This linked to SapphireOne’s G/L accounts that are bank accounts.
  • Floor Price – When this option is selected A WF error will be sent to the selected user allowing them to approve or disapprove the sale.
• Stages – Next set the number of hierarchical stages that must be navigated before the WF error is removed. Each stage will occupy a column in each row in the flow list towards. If required up to 6 stages or levels of authorisation is provided for, although 6 levels would be challenging to manage. To simplify it, the entry of the number 3 here will setup up three columns in the flow area below with default headings and that is all.

• Single Stage – If only a single level of approval is required leave the Stage set at 1 for a single level of approval. The flow area below will display just the single item across the entire row as seen to the right.

• Multiple Stages – If more stages or levels are required enter in a number from 2 to 6. The additional stages will be added as additional columns in the flow area as seen to the right.

• Notes – Any notes for this workflow rule may be entered here.

Now that we have created a rule for a transaction we now have to select to how it is to be applied. We now enter into the Flow area the Users or the Level of users that the rule is to be applied to.

Flow Area

• New Button – To enter in a new event the following procedure must be followed.
  • Column or Stage Selection – The user must first select select the column and then select the button in the top right-hand corner of the Flow area. SapphireOne will place the word User in the column that was selected.
  • Multiple Stages – Repeat the procedures above for each column or stage in the work flow function. From now on once one of the stages in the line has been selected, it will alter to the orange colour as seen below.

• Stage Selection – The user must now select each stage in sequence and for every stage set up the following details.
  • Stage – SapphireOne will add a suffix of the stage number to the name Stage. The user may then enter in a column heading name for the stage if required.
  • Type – The user has 2 choices here, Approve or Notify. If approve is selected the user will have to proceed through the approval process before the Work Flow error will be removed for them. If notify is selected the user will only have to open the transaction for viewing.
  • Number – The number entered here indicates the number of users that have to approve this transaction before the WF error is removed from the transaction. Zero means none and 5 means five. Be careful here as the default is usually not wanted so a number will have to be manually entered.

Party Group

For each stage this area sets up the users and what tasks they are to perform for this Work Flow function.

• Type – This will determine how the workflow rule will be applied.
  • User – When this option is selected a data entry field will be displayed allowing the user to enter in a selected users ID linking the rule to a single selected user. Once a user ID has been selected SapphireOne will display the selected users ID.
  • Level – When this option is selected the Change button will be displayed. When it is selected SapphireOne will display the organisational chart allowing the user to select an organisational level for this rule to be applied to. Once a level has been selected SapphireOne will display the name of the level selected.
  • Creator –  When this option is selected, SapphireOne will allow the creator of the transaction to process the transaction.
• Authorisation Required checkbox – This checkbox is crucial in relation to the Workflow Rules function. When selected, SapphireOne will enforce the WF error for the selection made in the Link radio buttons. If it is not selected SapphireOne will allow the user to create and save transactions as listed without a WF error as normal. However they will also receive the active message pop up dialog when there are transactions within SapphireOne created by other users that meet the criteria as set up in the Workflow rule.
  • Selected – Restricted saving of the selected transactions with WF error.
  • De-Selected – All transactions saved normally and permission to approve selected transactions.
• Hierarchical Authorisation Checkbox – If this checkbox is selected, SapphireOne will allow anyone above the level that has been entered for the stage to authorise the transaction. 
• Notes – Finally enter any notes for this workflow entry. 

Checking for WF Transactions

User Work Flow Alert – For any user that is required to approve any work flow transactions there will be an additional button displayed at the right-hand end of the tool bar as seen here .

When the user selects this button SapphireOne, will display an alert dialog indicating how many work flow transactions that require their attention for processing. 

Organisation Levels and Mixed Permissions

Note that the Organisation Levels referred to here are from the Organisation Chart function on the controls drop-down menu. 

When Organisational Levels are used when setting permissions for Workflow Rules, the Levels are not hierarchical. In the level above a user will not have automatic authorisation permissions granted. If this was allowed everyone above the working level would be viewing authorisation alerts including the General Manager or CFO. 

Authorisation may only be assigned at a particular level by selecting the Authorisation Required checkbox for any user or groups of users in SapphireOne. 

If authorisation permission is to be set at the User Level, the users should not have the Rules Level set in their user file on the first page of a User Inquiry (Details Page). Care will also have to be exercised when Organisation levels are used with users at a user by user basis. 

Probably be the most common error when setting up this function is the setting up of a conflict. For example, authorisation has been granted for Sales Managers and Authorisation Required for the user SapphireOne Sydney who is also in the Sales Managers group. That is a direct conflict must be avoided at all costs as the user has been included as part of the Sales managers level. 

Do not mix permissions. Make certain that a specific user who may not authorise transactions does not also form part of any organisational level that may authorise transactions. 

Workflow In Operation (Restrictions)

A user creates a transaction and saves it. SapphireOne determines that a workflow rule is to be enforced as it has determined that for the type of transaction there is a rule that is broken and the check box has been selected. SapphireOne will then proceed to save the transaction with a status of err for error. The error code will be WF for Workflow and this means that a user with the appropriate authorisation rule in place has to approve it which will remove the error code enabling further processing of the transaction as documented on the previous page. 

From SapphireOne setup we have two types of users who will require authorisation or be able to authorise transactions. 

1. User who starts or creates the Transaction. The users ID will be recorded by SapphireOne and they will be the only user to receive the Active Message pop up for the transactions that they actually create. Until a user actually creates a transaction they will not receive any Active Message authorisation pop ups. OR Specific Users for example, SONE0 SapphireOne Syd. I.e. a new staff member and the management wants to check certain transactions before they are processed. Again, they will be the only users to receive the Active Message pop up only for the transactions that they actually create. 
2. User Level. This is different as this will be a group of users who have the same Rules Level set in the first page of their User Access Inquiry. Once a transaction has been created by a single member of the Rules Level Group all of the users in the same group would receive the Active message pop up. For example, if there is more than one user with a Level of Sale Manager set in their user file they would all be presented with the Active message pop up. 

Workflow In Operation (Approvals)

The rules for approvals is the same as for restrictions above only in reverse. For example, some planning will be required for the rules. If the organisational chart levels are used throughout and you have 100 sales staff and 1 sales manager set to authorise transactions the Active Message pop up above will be displayed to 101 users and this may not be what is wanted. 

Setting Up Rules

The Authorisation Required check box must only be selected for any user who is permitted to authorise transactions. 

There are three options when selecting a user or users when setting rules for authorisation and these are detailed below. 

1. On a user by user basis so that the actual user ID will have to be entered and this could be used in two ways. For a specific user who is to authorise transactions, or to a single user that management has selected to check on all transactions created by that user before they are processed further. (New Staff).
2. On an Organisational Level basis. This could be used when a group of users is to be selected from the organisational chart. For example, Sales Staff could be set up so that all transactions that they create would require authorisation. It should be noted that a problem could arise in that this would mean that not only will all Sales Staff not be permitted to authorise transactions, that they would then all be presented with the Active Message on the previous page for each and every transaction created by each and every user in the Sales Staff grouping and this could become annoying. 
3. Probably the best option for setting Authorisation Rules is to use the User who start transaction option. While this could be set either way by the selection of the Authorise Required checkbox the normal procedure would be to not select the Authorise Required checkbox. SapphireOne would then require that all transactions created in SapphireOne be authorised, but the only users being presented with the Active Message pop up would be the user who created the transaction and any user that has the Authorisation Required check box selected. 

Two Events per Rule

As seen below for each and every rule set up there must be at least two events setup. One that requires authorisation and one that does not require authorisation as seen below. It is all very well to have a WF error on a transaction. But there must be at least one staff member who can approve any WF transactions that are created. 

Examples

From the Organisation Chart referred to above we will discuss three scenarios. 

1. Sales Staff – Setup users performing sales or purchases in the AccPayableStaff level.
   • The Authorisation Required checkbox is selected.
2. Sales Managers- Set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3.  End result – All Sales staff will create transactions with an WF error requiring the Sales Manager to approve them all. The Active Message alert will be displayed to all 100 staff members plus the Sales Manager.

1. User Who creates the Transaction- For the user who creates the transaction.
   • The Authorisation Required checkbox is selected.
2. Sales Managers- As above set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3. End Result – All Sales staff will create transactions with an WF error requiring the Sales Manager to approve them all. The Active Message alert will be displayed to the user who created the transaction and the Sales Manager. Even if another user modifies the transaction the only user who receives notification messages will be the user who created the transaction and the Sales manager.

1. User – If necessary for any transaction created, a specifically selected user may be set up to receive notifications regarding all transactions with workflow errors. This Sales Staff user must not have a Level of Sales Staff set in their user file or else a conflict will arise.
   • Select User from the Change button options.
   • The Authorisation Required checkbox is selected.
2. Sales Managers- Set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3. End Result – Only the Accounts manager and the entered user would receive any alerts for Workflow.

Try and make certain that only 1 user has authorisation privileges granted and does not belong to any other group or organisational level.  If 2 specific users or levels have authorisation privileges All of them will have to authorise transactions before the WF error code is released unless they are part of an organisational level. 

4D View Pro Page Overview

4D View Pro is a 4D component that includes a 4D form area and specific methods. It allows you to embed advanced spreadsheet features in your projects.

A spreadsheet is an application containing a grid of cells into, which you can enter information, execute calculations, or display pictures. 4D View Pro is powered by the SpreadJS spreadsheet solution integrated in 4D.

Embedding 4D View Pro areas in your forms allows you to import and export spreadsheets documents using the 4D View Pro commands.

Import From a SapphireOne Inquiry

The values of all cells from any SapphireOne inquiry can be imported into a 4D View Pro document with ease. The procedure is as follows.

1. Open any SapphireOne Inquiry. Either standard or custom.
2. Select 4D View Pro from the Sapphire Tools menu.
3. Select the Import From Inquiry button on the bottom left corner of the 4D View Pro screen.

For complete documentation please view the complete SapphireOne Knowledge Base 4D View Pro article.

4D Write Pro Page

4D Write Pro Page Overview

4D Write Pro offers 4D users an advanced word-processing tool, fully integrated with your 4D database. Using 4D Write Pro, you can write pre-formatted emails and/or letters containing images, a scanned signature, formatted text and placeholders for dynamic variables. You can also create invoices or reports dynamically, including formatted text and images.

The key features of the product are:

• 4D Write compatibility: a 4D Write Pro object can open and convert legacy 4D Write documents while supporting most of their specific properties.
• Word processing: a 4D Write Pro object embedded in a form provides standard word-processing features, including text and style manipulation, image insertion, import and export, and much more.
• Database integration:
  • A 4D Write Pro object can display variable parts which will be filled with data from the database, or data computed by 4D.
  • 4D Write Pro documents can be stored within database fields or on disk.

Working with 4D Expressions

All SapphireOne table values are easily accessible for integration into a 4D Write pro document, either verbatim or utilised within a function to be dynamically processed at export. These inserted values are referred to as 4D Write Pro Expressions. The process is as follows.

1. Open any Inquiry list screen. Either standard or custom.
2. From the Sapphire Tools menu, select ‘4D Write Pro’.
3. A new document is initially provided. Alternately the SapphireOne user may open a pre-existing document by selecting File > Open from the SapphireOne main menu.
4. Place the cursor within the document at the location you would like to insert the 4D Write Pro Expression.
5. Select the ‘Insert & View’ Tab.
6. Select the ‘Insert 4D Write Pro Expression’ button ({}).

This will open the Formula Editor panel whereby a 4D Write Pro Expression can be prepared for placement in to your document.

Utilising the Formula Editor

The Formula editor provides many shortcuts for writing formulas. You can click field names, operators and commands, as well as any project methods, to add them to the formula. When you click on an item, it is automatically displayed in the editing area where you can then modify it using standard cut/copy/paste functions. You can also enter items directly in the editing area or drag and drop them from the list of items. 

The Formula editor contains the following areas.

• List of tables and fields – This area displays the fields of the table. The menu located above the list lets you set the fields to be displayed. You can use fields of the current table, those of related tables or those of all the tables. 
  Note: Tables and fields with the Invisible property do not appear in the list. For more information about this property, refer to the “Attributes” section in Table properties and Field properties.
• Operators list– The operators list lets you choose the operators to be used in the formula. The operators are grouped into themes found in the menu located above the list:
  
  Each theme displays all the available operators for the corresponding type of data or operation. For example, the assignment operator := is available for all data types. For a description of each operator, refer to the following section. 
• Commands list – The commands list contains the 4D functions that can be used in formulas, as well as any project methods allowed by the developer. The menu located above the list lets you display the commands by theme or by alphabetical order. Refer to the 4D Language Reference manual for a description of the 4D commands that appear in this menu. 
  In principle, project methods that can be used in formulas must be declared beforehand using the 4D SET ALLOWED METHODS command. However, by default, the Designer and Administrator of the database have complete access to the 4D commands and user methods in the Formula editor. It is also possible to completely disable access control for all users. These options are set on the Security page of the Database settings. 

Formula operators  

Here is a brief description of the different operators available in the Formula editor. For a more detailed description of the possibilities provided by these operators, refer to the Undefined chapter of the 4D Language Reference manual. 

• String Operators
  A and B are character strings; N is a number. 
  OperatorUseDescription:= AssignmentA:=BAssigns the value B to A+ ConcatenationA+BReturns AB* RepetitionA*NRepeats the value of A N times[[ ]] Indexes[[A]]NReturns the Nth character of A”” Empty string””Inserts a pair of quotation marks
• Numeric Operators
  X and Y are numbers.
  OperatorUseDescription:= AssignmentX:=YAssigns the value Y to X+ AdditionX+YReturns X plus Y- SubtractionX-YReturns X minus Y* MultiplicationX*YReturns X multiplied by Y/ DivisionX/YReturns X divided by Y\ Integer DivisionX\YReturns the integer division of X by Y (X and Y must be integers)% ModuloX%YDivides X by Y and returns the remainder^ ExponentiationX^YReturns X to the power of Y

Note: The modulo % operator returns significant values with numbers belonging to the long integer category (from -2^31 to +2^31 minus 1). To calculate the modulo of numbers outside of this interval, use the Mod command. 

• Date Operators
  D1 and D2 are dates; N is a number.
  OperatorUseDescription:= AssignmentD1:=D2Assigns the value D2 to D1+ AdditionD1+NReturns D1 plus N days- DifferenceD1-D2 orReturns the number of days between D1 and D2D1-NReturns D1 minus N days!//! Blank date!00/00/00!Inserts a blank date
• Time Operators
  H1 and H2 are times; N is a number.
  OperatorUseDescription:= AssignmentH1:=H2Assigns the value H2 to H1+ AdditionH1+H2 orReturns H1 plus H2H1+NReturns H1 plus N seconds, expressed in seconds elapsed since midnight- SubtractionH1-H2 orReturns H1 minus H2H1-NReturns H1 minus N seconds, expressed in seconds elapsed since midnight* MultiplicationH1*NReturns H1 multiplied by N, expressed in seconds elapsed since midnight/ DivisionH1/NReturns H1 divided by N, expressed in seconds elapsed since midnight\ Integer DivisionH1\NReturns the integer division of H1 by N, expressed in seconds elapsed since midnight% ModuloH1%NDivides H1 by N and returns the remainder?::? Blank hour?00:00:00?Inserts a blank hour
• Comparison Operators
  Z1 and Z2 can be of the string, numeric, date or time type. 
  OperatorUseDescription= EqualZ1=Z2Returns True if Z1 equals Z2# Not equalZ1#Z2Returns True if Z1 does not equal Z2> Greater thanZ1>DReturns True if Z1 is greater than Z2>= Greater than or equal toZ1>=Z2Returns True if Z1 is greater than or equal to Z2< Less thanZ1<Z2Returns True if Z1 is less than Z2<= Less than or equal toZ1<=Z2Returns True if Z1 is less than or equal to Z2
• Logical Operators
  B1 and B2 must be Booleans (expressions that are TRUE or FALSE)
  OperatorUseDescription& ANDB1 & B2Returns True if B1 is True and B2 is True| ORB1 | B2Returns True if B1 is True or B2 is True

For complete documentation please view the complete SapphireOne Knowledge Base 4D Write Pro article.

Watch how to enter a PVI into SapphireOne

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