Post Sales Transactions

Throughout all Modes within SapphireOne, the Post Transactions function presents a window which contains all current transactions awaiting posting listed in date order. The Post Transaction screen can be found directly below the inquiries in all drop-downs. These transactions should have a status of entered (entered but synchronisation is not complete) or no (entered and synchronisation complete). Activities here using this Post Transactions function will carry the transactions through to a Posted Transaction which is un-modifiable updating all linked records.

This Post Transaction function screen lists all the un-posted transactions entered in this menu item for the current or prior periods. 

For all modes in SapphireOne, select the required item(s) to post by clicking on them with the mouse or use the speed buttons, Mark All or Unmark All. Once the required transactions have been selected use the Process button to post all items on the screen. Selection of either Individual or All of the transactions will increment the Batch Total in the bottom left corner.

A small (Mac) or a + (PC) will appear on the right-hand end of each items line as they are marked.
To remove a or + click on the item again. To remove all marks select the Unmark All button.
All Marked items will then be processed. 

Selecting the Look button allows the viewing of the details of any transaction currently highlighted. In addition, documents may be added to the transaction while the transaction is open for viewing 

Once the items are Posted they Can not be un-posted and no further alterations can be made to Posted Transactions. 

If there is a Work Flow and the transaction is not approved the transaction will error and will not permit posting.

Once you have selected the Process button, SapphireOne will display an alert. This alert has a number of check boxes in an Options area that allow you to Print an Audit Trail and to process either in the background or at a later time. The Process Later option may be viewed by going to: Accounts > File > Activity Queue.

  • Selecting the Process In Background checkbox may reduce the speed of SapphireOne while this function is being performed but will allow you to continue working within SapphireOne concurrently.
  • Once the Process button is selected, the items here are Posted they can not be un-posted and no alterations can be made to Posted Transactions.

Error Codes

Transactions may fail to post due to an error. Below is a list of Common Error Codes.

P: Locked PeriodL: Locked RecordC: Invalid control account
PJ: Project requiredPER: Period errorWF: Workflow Authorisation Required

To locate the error on the Transaction..

  1. Select a Transaction Inquiry from the current respective menu.
  2. Find the Transaction in the list.
  3. Select Modify 

You will find basic information on the error in the Controls Tab area and the Error Code will be displayed.

More details on the error may be found using the Error Code Tab that is displayed in the transaction in the top right-hand corner of the respective transaction.

Some transactions may display multiple errors. In this case, they will be listed with additional information under this tab.

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