Invoices Report

Invoices Report Overview

The Invoices Report screen in SapphireOne Inventory Sales Mode is used to produce reports on all Client Invoice data within SapphireOne. Invoices can be printed direct to serial prints and on different paper options included Letterhead Paper, Plain Paper, Plain PrePrinted Paper and Custom Advanced options.

When the Invoices Report is selected from the Inventory Sales Reports Menu, SapphireOne will present a print dialog screen for the user to select and customise the criteria and data they would like included within the report.

The user can select from the Print Destination, Report Type, Report Sort Order and Report Selection drop-down menus to determine the preferred report layout. Reports are created using a combination of the selected metrics.

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for anybody doing data entry within SapphireOne. Any data entry field that the user can type into using a keyboard, they can use this feature.

They can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client and they have just made a phone call to that particular client using the Softphone technology, this will automatically date and time stamp the contact and the phone number you called to. As soon as the call is completed or finished, the user has the ability to use the Speech to Text (Windows) function or Dictation (MacOS) function and dictate into the memo field of the CRM contact, adding as much description as they require.

This functionality applies across every single Data Entry screen. For example, if the user is entering a Vendor Invoice (VI) and they want to add a memo within the Vendor Invoice (VI), the user can 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 General Ledger account line, the user can utilise this feature to quickly add the information they need to add. Additionally, if you’ve got an interview with an employee and after the interview process is completed the user is able to make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool and it’s something that we at SapphireOne as well as our clients utilise daily. It is a massive timesaver. 

Print Destination Menu

The Print Destination Menu allows the user to choose the destination for the Report, and select from the options Printer, Custom Report and Quick Report.

Printer  Tells SapphireOne to send the report straight to the Printer. 
Email This allows the user to email the report directly from SapphireOne.
Custom Report  This allows the user to create a custom designed report. Once selected SapphireOne will use this option on the Print Destination menu. 
Quick Report  Selecting this option will open the Sapphire Quick Report function. 

Report Types Menu

Selecting the Report Type option will enable the user to print different layout styles of the report.

Plain Paper  This will print a Standard SapphireOne Invoice onto blank sheet of paper. It will print everything including all lines and any graphics. 
Plain Preprinted  This will print only the text onto the paper, with the lines and graphics already pre-printed on the paper. 
4010 Preprinted  This is for dot matrix printers with the boxes already in a pre-set format. 
Direct-1  This drives a serial printer directly using the settings defined in Utilities Mode allowing any style of pre-printed paper to be used. This is set up within Utilities > Controls > Direct Print Layouts. 
Direct-2  This drives a serial printer directly using the settings defined in the Utilities Mode allowing any style of pre-printed paper to be used. This is set up within Utilities > Controls \ Direct Print Layouts.
Letterhead  Prints the Invoice directly onto letterhead paper. This is set up in the Utilities Mode . This is set up within Utilities > Controls > Direct Print Layouts. 
Freeman  This is a customised report that has been created for exporting to the freeman application. 
SR Invoice–1  This prints the Invoice as defined by SuperReport 1.  Utilities > Controls > Super Report Layouts. 
SR Invoice-2  This prints the Invoice as defined by SuperReport 2.  Utilities > Controls > Super Report Layouts.
Advanced  This allows you to specify the number of copies and paper type prior to printing.
Quick Reports  This allows you to create a customised simple report. 
Custom Reports  This allows you to create a customised advanced level report. 

Report Sort Order Menu

The Report Sort Order Menu allows the user to select from various sorting methods and criteria to organise data in different sequences while still maintaining the same fundamental report format. The user can sort data by:

No Sort This will not apply any additional data sorting to the report.
By ID This will sort the order of the data by inventory ID.
By Type This will sort the order of the data by transaction type.
By Date In This will sort the order of the data by the date the transaction was created.
By Date Due This will sort the order of the data by the due date of the transaction.
By Internal Ref This will sort the order of the data by the Internal Reference Number of the transaction.
By Sequence Number This will sort the order of the data by the Sequence Number of the transaction.
By Period This will sort the order of the data by the Period of the transaction.

Report Buttons

Background Button Selecting this button allows the user to run the report in the background of the SapphireOne server, allowing the user to continue with other tasks while the report is generating.
Print Button Select this to Print the Report.
Cancel Button Select this to Cancel the Report.
Record List Button Selecting this button brings up a list of all inventory items within the users SapphireOne data file. The user can then use the ‘command/F’ and ‘ctrl/F’ search function to search for the inventory item to be printed.
Options Button The Options Button allows for even further customisation of the Report.
Queue Button Selecting this button will put the report in a Queue, allowing the user to select the time and day for the report to run and print.
Inventory-Sales-Invoices

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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