Vendor

Vendor Overview

A Vendor, also known as a Supplier, forms part of your supply chain management and refers to anyone who supplies goods or services to another entity i.e. to other companies (commonly referred to as B2B), to consumers (B2C) or to Government (B2G). SapphireOne CRM offers the tools to effectively track and manage your Vendors.

Customer Relationship Management (CRM) is a process in which an organisation administers its interactions with its contacts (Clients, Vendors, etc). CRM software helps companies stay connected to contacts, streamline processes and drive sales through the development of a customer-centric business culture.

SapphireOne CRM is fully integrated into every aspect of the SapphireOne application and collects Contact, Client and Vendor data from a range of different communication channels, including a companies website, telephone, email and marketing materials. For example, feedback from technical support calls can help provide direction for marketing products and services to that particular client in the future. 

SapphireOne CRM gives businesses the ability to learn more about past, present and potential Clients and Vendors in order to improve customer relationships and retention. As an example, through the analysis of Client buying behaviour, a company might be able to determine that a client base has not been recently purchasing a particular SKU inventory. After analysing client data in SapphireOne CRM, the company can use this opportunity to better focus their marketing strategy to this subset of clients.

Vendor Benefits of SapphireOne CRM

With SapphireOne CRM Vendors are better supported on a daily basis with real-time information in a timely manner. Below are the eight core benefits of SapphireOne CRM.

  1. Identifying a businesses most profitable Vendors.
  2. Fully integrated across all companies and departments within the one data file.
  3. Superior supply chain team effectiveness and efficiency.
  4. Targeted and responsive pricing.
  5. Tailored products and services.
  6. Improved Vendor services.
  7. Personalised targeted messaging.
  8. All SapphireOne products and services linked by both Vendors and Clients.

Vendor Inquiry Overview

SapphireOne’s Vendor Inquiry screen is the single repository for all master Vendor information. There are many additional pages available in a Vendor Inquiry.

When opening a Vendor Inquiry the user is displayed with a list of the basic details of each Vendor, including ID, Name and Address as well as the Telephone number and Main Contact.

To obtain full details for the Vendor you can Look by selecting a Vendor and then selecting  . To Modify a Vendor item, you can double click on the Vendor, you can click on the Vendor once and select the  icon or use keyboard shortcut. Both screens look the same but only by selecting Modify can you amend the data. To create a new Vendor item, click on the New  icon or use the keyboard shortcut.

SapphireOne retains strict audit control and therefore does not allow the deletion of Vendors, however SapphireOne does allow them to be made inactive providing certain criteria are met. 

All inquiry screens have the option to Customise the list of items that are displayed on screen. The Custom Inquiry Option allows you to select the data fields that are displayed, and the order in which the columns of data are displayed across the screen. While a list of Sales Invoices has been used to demonstrate this here, any type of inquiry may be customised within SapphireOne.

The list below is the Standard Inquiry list.

 

When the ‘Swap to Custom Inquiry‘ button in the lower left hand corner of the screen is selected SapphireOne will display the default Custom Screen as seen below. This Custom List screen gives the user user two main options when organising the order that the data is displayed:

  1. To add or remove the data field columns that are displayed on screen. To add or remove a column, go to the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen you can right click on the column lines and select from Delete, Move Left or Move Right. Further information on the Setup screen is documented below.
  2. To change the order in which the data field Columns are displayed. To change the order of the columns, go to the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen you can right click on the column lines and select from Delete, Move Left or Move Right. Further information on the Setup screen is documented below.

Once the user has customised the Custom Inquiry screen, the screen view will become unique to the user and each time the user logins they will be shown the same custom view. The user also has the option to select and save unlimited custom views. This can be done in the ‘Setup’ screen as documented below.

The Inquiry screen below is the initial Custom Inquiry screen which may be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To commence setting up your Customised List screen, select the Setup button as seen above. The Setup screen will be displayed as seen below.

From this screen the user is able to add and remove columns of data as required. Almost every field within the SapphireOne data tables is able to be included in the Custom List screen if the user is authorised.

There are a number of menu items across the top of the screen. These are as follows:

  • Reset to Default – Selecting this button will set the display back to default as determined by SapphireOne. When a new data field is selected SapphireOne will add it to the right hand side of the columns of data. You can then click on the field heading and drag it to wherever you want across the screen.
  • Show Related Record – You can also add related fields from other tables. Clicking on the checkbox at the top of the screen, allows you to choose a related record and a mini view of the related record for the chosen record will be displayed for the currently selected record. You will need to select the fields displayed.
  • Favourite Set – You can use this option at the top left of the screen to save a custom created screen for later use. For example, you can have a simplistic Inquiry screen for general use, and a more complex screen view when auditing certain information.

Unless the user has been granted access to Payroll any Vendors that have a Class of SUPER entered will not be displayed in the list of Vendors nor will any of the related transactions be displayed. For payroll officers there is a specific Super Vendor Inquiry in Payroll mode which has exactly the same complete functionality as this Vendor Inquiry here.

SapphireOne does not allow the deletion of Vendors however they may be made inactive provided that the vendor has NO outstanding transactions, in other words a zero balance!
If the Vendor has been made inactive the user will have to go to the tools icon on the main toolbar, select the down arrow to display the tools drop down menu, and select the Include Inactive option
If any transactions are auctioned against an inactive Vendor the Vendor is at that point automatically made active again. This allows old or inactive Vendors to be tracked with ease.  To make a Vendor inactive de-select the checkbox (Upper right-hand corner of the Vendor Inquiry screen), and the Vendor will no longer appear in the Vendor Inquiry list unless as mentioned above, the user asks for Inactive Vendors to be listed.

The Australian Business Number or ABN is the key to the Australian Tax System. The Vendor must supply an ABN number to you before you make any payment for the supply. Alternatively they may elect to also supply their Tax File Number. (TFN). There are exceptions to this rule for further details on the exceptions that may be applied please refer to the ATO web site for more details.
These tax number details are stored on the second Page of the Vendor Inquiry More Details
They are in the Tax Details area and this area is in two sections as documented in a later page in this section. The upper section is used when an ABN is supplied. The lower section is used when the Vendor supplies their TFN.
The Australian Business Number or ABN is the key to the new Tax System. An ABN must be quoted to you before you make any payment for the supply. To assist in the initial verification process, a Custom Function has been included. To access this function select go to: Utilities \Utilities \ Custom Functions.
Then select the Financials Tab.Then from there select Check Vendor ABN.

Any data entry field that has a light blue background is a linked data entry field. If you do not know the exact ID to enter, the user may replace some or all of the characters with the “@” or “?” characters. SapphireOne will then display a much shorter list for the user to select the correct ID from. For example,if the user enters “K@” SapphireOne will display all records beginning with K.

When a data entry field heading is underlined this indicates that once an ID has been entered the user may then click on the underlined heading. SapphireOne will then do a specific query for the ID as entered and display a list with just the single item in it. The user may then view or modify the item as normal.

Vendor Inquiry Details Page

When first Looking or Modifying a Vendor Inquiry the Details page is the first page the user is presented with. You can change the Page you are viewing by navigating to the Page drop-down menu on the left hand side of the SapphireOne Toolbar.

 

Vendor Area

  • ID – The Vendor ID is the very first item to be created in the Vendor Inquiry screen. SapphireOne recommends establishing a criteria before entering any Vendor ID’s, as once saved these ID’s may not be deleted i.e. SapphireOne can be entered as Vendor ID SAPONE. Once the ID has been created it will become the default Vendor ID for the Client. Under normal circumstances the Vendor ID will not be changed or modified, however it can be amended by going to Utilities > Utilities > Sapphire Tools > Change ID. Only an authorised user can modify a Vendor ID.  
  • Name – The name of the Vendor will be entered here. The Vendor Name can be modified at any time.
  • Area – This data entry field is used for grouping clients for reporting purposes. For example, if you wished to group your clients by a rating system i.e 1-9 or A-E, you would use the Area field. 
  • Class – This data entry field is used to assign the Vendor to a Vendor Class. These should be set up before any Vendor is is created in SapphireOne. To create a Vendor Class go to Accounts / Payables / Class Inquiry.
  • Rep – This data entry field is used to assign a particular sales representative to the Vendor. Sales Representatives are set up through the Inventory screen. This is also important as Sales Reps can be limited to only viewing their own Vendors. This is an optional field.
  • Risk – When the data entry field is selected that SapphireOne will pop a risk chart enabling the user to select a risk from 1 through to 25.
  • Company – SapphireOne will by default enter the Company that the user is logged into and this may not be altered by a user logged into a specific company. 
  • Job Project – The Vendor may be linked to a Job Project if a Job Project ID is entered into the data entry field. Job Projects are set up in the Job Project Inquiry screen. This is an optional field.
  • Department – The entry of a department is optional depending on a number of factors. One factor would be if reports are to be generated at the department level. This is an optional field.
  • Service Center – When the Services Function is used there is provision for the selection of a Service Center. In the Services Function There is a data entry field for the selection of a Vendor which has a light blue background so it is a searchable field. Then when searched it will only display those vendors that have this checkbox selected,. If the address has been entered correctly SapphireOne will also display on Google maps the location when the button is selected.
  • Open Item & Active Check Boxes – The checkbox when a new Vendor is created is automatically set as Active and its state may be altered to Inactive at any time provided that the Vendor has a ZERO balance. It is not advised to change these checkboxes as this can cause confusion in the Vendor datafile which can not be easily altered at a later point.

There is a paper clip in the top right hand corner of the first page of all data entry and all inquiry screens within SapphireOne. Within all data entry and inquiry screens there is also a separate page just for managing documents i.e. version control.

The red colour of the paper clip indicates that there are no documents attached to this transaction. When a document has been attached, the paperclip will turn green and the word Items will be prefixed by the number of documents currently attached to this transaction or relevant record. An infinate number of documents may be attached to a transaction or record at any time.

In either case to add a document, select either the or paperclip, and the following Document List pop-up will be displayed.

Please note, the Document List screenshot below is identical for both Mac and Windows users.

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

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

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

Making a record Inactive will remove the record from the standard inquiry list with SapphireOne.

For example, if you have a client that has a zero balance and you no longer transact with this client, you can make the Client Inactive so that they no longer appear on your stranded Client Inquiry. A second example would be if an employee is no longer employed with the company, you can use this feature to make the employee inactive within SapphireOne.

In SapphireOne the deletion of records is not available for audit purposes. For example, in a Client or Vendor Inquiry, the deletion of a Client or Vendor is not permitted.

How to make a record Inactive in SapphireOne

When a list of items is on the screen, select the small drop-down just to the right of the Tools icon. A drop down list will be displayed with the Include Inactive function on it.

When any record in SapphireOne is initially created, the checkbox is automatically set as Active. When certain conditions are met a record may be made Inactive by un-selecting the checkbox.

To make a Clients and Vendor Inactive the criteria is that they must have a zero balance. For other items in SapphireOne there are different criteria, Inventory items for example must have zero stock. When an attempt is made to deactivate an item SapphireOne will display a warning to the user if the deletion is not allowed.

How to view Inactive records in SapphireOne

When using the Find ‘Command/Ctrl F’ function within SapphireOne, you have the ability to select ‘All Records’ from the drop-down which will include all Active and Inactive records within your search.

Grouping Area

The Grouping Area in the Vendor Inquiry screen includes three tags which are by default named: Tag, Tag2 and Tag3. These tags are default headings and the user may go to Utilities / Controls / Master defaults / Vendors Page and rename the tags as required.

These same three tags are also displayed as part of the details displayed when the list of Vendors is on screen. These tags are mainly used for reporting and reconciling Vendor details.

When a detailed query is executed they form part of the list of Fields when a Detailed Query is executed.

When a Quick Report is executed they are listed as part of the Master Table and all SapphireOne report writers have these fields accessible.

Address Area

The Address Area has two address options to select from in the drop-down menu, the Standard Addresses and Order addresses.

Standard Addresses
  • Standard – This option from the drop down menu is for the storing of business addresses for the Vendor.
    • SapphireOne currently has provision for storing of two business addresses, their Postal Address and Physical Address. If the Postal address is entered, this may be transferred to the Physical address area by selecting the arrow.
  • Telephone Numbers – There is provision for the entering of the Main Phone and Facsimile numbers for the Vendor in this area.
  • Email Address – When an email is to be sent by the SapphireOne automatically it will commence here in a Vendor Inquiry as the first precedence when an Invoice or Remittance is sent to be by email.
    • Any email address entered into the Email data entry area on as seen above, is used by SapphireOne for the To field in the email. The user should be aware that there are additional locations within the SapphireOne system where SapphireOne will check for email addresses.
    • When the To button is selected, in an email, this Address List appears as a pop up, allowing you to make a selection from a List of email addresses.
    • For your convenience they are grouped under tabs namely, Clients, Vendors and Contacts.
    • Selecting the checkbox nearby will allow the SapphireOne to group emails to the Vendor and send them as a batch. 

The Vendors email address inserted here is essential for the correct functioning of the email process when emailing Remittances and Invoices. Unlimited email addresses can be entered by putting a comma ( , ) with no spaces between emails.
 

For further information on sending emails please refer to the Navigation and Procedures.

Order Addresses

To enter an address into this address data entry field select Orders from the address drop down menu. The address area will alter allowing the entry of an address that will be inserted to any Order or a Purchases that are raised.

The user should remember that these addresses will be printed on any reports that are hard coded into SapphireOne. Allowances will have to be made for the number of lines and character wide the address will be.

Contacts Area

The Vendors area in the Vendor Inquiry screen displays a list of Vendor contact details. This list will be limited to the contacts linked to this Vendor only. 

To amend and update Vendor contact details, simply double click on the Vendor in the Contact Details area and enter the new details.

There are four icons just above the Vendor contact list for user management of the Contact list. These include:

Highlighting a contact and selecting the button will remove the selected contact. 

Selecting the button will start the creation of a new contact. This brings up a new screen to allow entry of all details for a contact. The user will have to complete all details required. Any contacts created here under the Vendor Inquiry function will automatically have a link to this Vendor.

The Link button is for the updating Contact links. It is strongly recommended that new contacts are added using the function that they are to be linked to, in this case, a Vendor Inquiry. This will automatically create the link to the client that is currently being modified.

If there are too many Contacts to comfortably view in the normal viewing mode of the Details Page of a Vendor Inquiry, select the button to view the list of contacts full screen.

The Update Contacts button is for the updating of Contact links. A pop up will be displayed asking for verification of this operation. It is strongly recommended that new contacts are added using the function that they are to be linked to, in this case, a Vendor Inquiry. This will automatically create the link to the vendor that is currently being modified.

The Open Contacts Inquiry button will perform an Inquiry for contacts linked to the currently open Vendor. It will then display them is a list enabling viewing and modification of these Vendors Contacts

There is a Contacts item on both the Inquiry Pallet drop-down menu and also from the General drop-down menu when using Workbook mode. Any contacts created there can be manually linked.

Importing Contacts

Selecting the button will display the Select Contact Master pop-up. There is a drop-down menu available for the user to select contacts.

For example, if Vendors is selected and the ‘@’ symbol is entered into the data entry field SapphireOne will display a list of Clients to choose from.

Highlight the Vendor that you want the contacts for and select OK. SapphireOne will then display a list of contacts for the selected Vendor. Tick the contacts that you want to Import and select OK.

NOTE: One or more contacts may be added at once and the contact is duplicated when imported. The contact may be copied from any function within the SapphireOne system not necessarily from another Vendor as documented here.

Vendor Inquiry More Details Page

The More Details Page holds internal credit information and additional details about the Vendor.

Last Transaction Area

This area contains details taken from other areas of SapphireOne, including the amount of the Last Receipt, the date of the Last Transaction and when the Vendor details were Last Modified.

Tax Details Area

  • Tax No – The Tax Number is the ABN of the Vendor (in Australia).
    • Note that this Tax No is underlined. Double clicking on it will tell SapphireOne to execute the default web browser on SapphireOne and to go to ABN look up. It will then automatically enter in the number as entered on SapphireOne and check if the ABN is both valid and active.
    • The user must enter the number without the spaces. When the user tabs away from this data entry field SapphireOne will automatically enter the space for you.
  • Tax Code – Enter the tax code for the Vendor For example, in Australia this would usually be S for 10%GST.
  • Tax Rate – The Tax Rate displayed depends on which Tax Code is entered. These are set up in Utilities Mode
  • Exempt Checkbox – The Exempt checkbox is used for Australian companies that deal with overseas clients. For example, selecting the Except Checkbox will mean that overseas will not be charged any Australian tax.
  • Use Checkbox – Selection of the Use checkbox tells SapphireOne to override the System Settings and to use the tax rate entered in the Tax Code data entry field here.
  • PAYG Checkbox – Selecting this checkbox will activate the data entry field allowing the withholding rate to be used with all associated vendor transactions to be entered. This is based on the Type control below.
  • ATO Branch No – If applicable enter ATO Branch Number here.
  • Type – This data entry field controls the type of PAYG Payment Summary form that SapphireOne Payroll will generate on the transfer of data.
  • TFN – If supplied this is where the Vendors Tax File Number may be recorded.If a Vendor is to be exempt to apply the principle to SapphireOne you need only select the Exempt check box.

When entering a Vendor Invoice into SapphireOne where the Vendor does not have an ABN entered, SapphireOne will automatically withhold 46.5% providing the Exempt box has not been checked. If this transaction has then been posted prior to an ABN being entered when attempting to process the Payment SapphireOne will automatically withhold the 46.5%.

If the Vendor Invoice has not been posted you may edit the Invoice after entering the ABN in the More Details screen of your Vendor Inquiry. Alternatively, if the Vendor Invoice has been posted you will need to use the Reverse Transaction function located within Sapphire Tools and re-enter the transaction after entering the Vendor’s ABN in the More Details screen of your Vendor Inquiry.

Miscellaneous Area

  • Facsimile No – Fax numbers can be entered here.
  • Default GL Code – Default GL Code account number can be recorded here. This will automatically enter the GL Code for any Vendor Invoices entered in Accounts mode.
  • Currency – This Currency drop-down list is where the currency that the Vendor trades in is selected from a drop-down list. This drop-down menu will ONLY be displayed when a NEW Vendor is being created. Once a single transaction has been performed against this Vendor it will be permanently removed.

User Defined Area

In this area, four user defined fields can be set up as required. The first two fields are indexed and will appear in the Find ‘Command/ctrl F’ screen to allow fast searching for secondary data. All four fields can be queried by using the Detailed Query ‘Command/Ctrl Y’.

These fields can be renamed by going to Utilities / Controls / Master Defaults / Vendors

Addition/Deduction Area

  • Ignore Levy Rules Checkbox – Selecting this checkbox will tell SapphireOne to ignore any levies setup in SapphireOne for this Vendor only.
  • Ignore Royalty Rules – Selecting this checkbox will tell SapphireOne to ignore any Royalties setup in SapphireOne for this Vendor only.

General Message Area

Any comments or information about the Client may be entered here. When a new transaction is created for the particular Client this general message will automatically appear to alert the user. If nothing is entered here, no alert message will be displayed.

Vendor Inquiry Custom Page

Custom Page

This Custom Page is where the user is able to customise both the Area and Data Field Headings. This Custom Page is available in nearly every major function in SapphireOne, including Clients, Vendors, Inventory, Job Projects, Assets and Employee inquiries.

There are various numbers of Alpha, Numeric, Date and text field headings that are available for the user to customise. When the user edits these headings it is important to consider the number of characters that will fit into the space provided on the Custom page itself. A second consideration is how the headings will fit into any reports that are produced from this 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.

Vendor Inquiry Current Balances Page

The Current Balances screen shows current aged balances for the Vendor.

Include Unposted Checkbox

The value of entered but un-posted transactions can be shown by ticking the un-posted checkbox in the center of the screen. The new values will not be visible in the chart until the screen has been re-drawn. You can force this by re-selecting the Column or Pie button radio button in sequence.

A Balances graph gives a visual appraisal of the Client’s current status as a Column chart.

Vendor Inquiry FX Balances Page

This screen displays the foreign exchange information for balances relating to the Vendor. The Currency that each Vendor trades in is set in the More Details Page when a new Vendor is first created.

We have selected USAABC for this FX page that is displayed above.

The user should note the Type column which is the third column from the left in the transaction lines area. For Vendors that trade in a foreign currency the currency Type will be added to the type as a suffix i.e. Vendor Invoice USD (VI USD).

The Aged area will display aged balances, in the top right hand corner of the screen in the currency selected, such as Current 30 Days, 60 Days, 90+Days and Total Due.

Transaction Details Footer

  • Discount % – This displays any discounts applied for the Vendor.
  • FX – This displays the current exchange rate for the FX Vendor.
  • Discount Days – This displays the number of days that the discount will be applied to.
  • Look Button – For the highlighted line selecting this button SapphireOne will display the transaction enabling the user to see what is in the transaction itself.
  • Invoice Button – At the bottom of the screen, if it is an Invoice there will be an Invoice Button. This enables the viewing of the original Invoice
  • Print Source Button – When this button is selected SapphireOne will print the currently selected transaction with today’s date on it.

Vendor Inquiry Credit Control Page

This screen displays all the Client information, i.e. all current Transactions, Balances, Contact Details and Notes.
This screen is designed for real time Credit Control and gives the user the ability to set notes and alarms for reminders.

By clicking on the column headings, you may sort any column into ascending or descending order. Highlighting a transaction brings up the allocations linked to it and this allows viewing of the data in more detail.

The top right-hand corner of the screen displays the Aged which includes the Opening Balance, Current, 30 Days, 60 Days, 90+ Days and Total Due. By selecting any one of these underlined headings in the Aged area, an immediate filtering for the ageing of the displayed transactions is performed. For example, in the screenshot below, the transactions have been filtered to display Current transactions only.

  • Terms Based Checkbox – Alternatively, you may alter the data being displayed in the Aged Balances area by selecting the checkbox in the center of the screen.
  • Credit Stop Checkbox – This checkbox puts the client on stop credit which prevents them from processing any new transactions until their account is bought back within their credit limit. This checkbox is linked to the Stop Invoices data entry on Credit Stop checkbox on the Vendor page of Master Defaults. If the Master default above is not selected, users will only receive a warning that the Vendor on Credit Stop, but will still be permitted to raise invoices for the Vendor. Once that has been selected, users will not be permitted to raise any invoices for any Vendor placed on Credit stop.
  • Terms Based Checkbox – Alternatively, you may alter the data being displayed in the Aged Balances area by selecting the checkbox in the center of the screen.
  • Credit Stop Checkbox – This checkbox puts the client on stop credit which prevents them from processing any new transactions until their account is bought back within their credit limit. This checkbox is linked to the Stop Invoices data entry on Credit Stop checkbox on the Vendor page of Master Defaults. If the Master default above is not selected, users will only receive a warning that the Vendor on Credit Stop, but will still be permitted to raise invoices for the Vendor. Once that has been selected, users will not be permitted to raise any invoices for any Vendor placed on Credit stop.

There are ten buttons across the lower section of the screen and the list below gives a short description of what each one does. A number of these buttons have provision for the E-Mailing of various reports to the selected Vendor. When a user selects a record within the Credit Control screen that is linked to an Inventory Mode Transaction, the Open Invoice and Print Invoice buttons will become active.

  • Open Invoice – This button is for the purpose of E-Mailing invoices to customers. The procedure is as follows:
    • First highlight the transaction in the list and then select the Open Invoice button. A list displaying the required invoice will then be displayed and the user may then view or modify it as required.
    • Open the invoice by double clicking on the invoice. Once the invoice itself is displayed the user may then select the small arrow on the right side of the Print icon on the main toolbar. All of the standard print options are displayed in the drop-down menu including the Email option.
    • From there the user is able to enter the relevant recipients if not pre-filled in and which type of report is to be attached to the email.
  • Print Invoice – When this button is select SapphireOne will immediately display the print dialog popup enabling either the printing or re-printing of the linked invoice.
  • Look – When the Look button is selected SapphireOne will display a screen showing the Transaction details.
  • Retrieve Linked – When this button is selected SapphireOne retrieves linked transactions that have been moved into History via allocation. The user will be presented with a pop-up confirming this.
  • Load – When this button is selected SapphireOne will display a pop up asking for a date to view a statements up to a specified date.
  • Reload Screen – Selecting this button will reset the screen to its original view.
  • Statement – Selecting the button will cause SapphireOne to display the Vendor Statement Reports print dialog popup. This allows the user a number of options for the printing of Vendor statements as of today’s date. It should be noted that one of the options is the provision for the E- Mailing of the statement to Vendors.
  • Allocation – This button provides a convenient short cut to the Vendor Allocation function. When a transaction has been highlighted and the Allocation button selected, SapphireOne will then check to see what Vendor is linked to the transaction that was selected, and then display any un-allocated transaction for that Client in the list. To allocate any of the transactions in the list, first highlight it, and then select Allocation from the Tools menu on the main toolbar. The standard allocation page will then be displayed enabling the user to immediately allocate the transaction.
  • Find – When this button is selected, SapphireOne will display the detailed query function enabling detailed query to be performed.
  • Open – When this button is selected, SapphireOne does a specific search for historical transactions in SapphireOne for the currently selected, Vendor.

Vendor Inquiry Terms Page

The Terms screen is the main Credit Control Screen allowing you to set payment terms and credit limits for each individual Vendor. There is some default information entered by SapphireOne in this screen and these are from the settings in: Utilities / Controls / Master Defaults / Vendor Credit.

This Vendor Credit Page in Master Defaults has a Defaults area which allows you to enter default payment terms when setting up new Vendors.

What you see in the screen above has been entered by SapphireOne from the settings in Master Defaults. When you alter the details here on a Vendor by Vendor basis the information you enter will override the details that SapphireOne enters here from Master Defaults.

Payment Terms Area

Normal

For the Normal drop-down menu field, the options available are as follows:

  • The 7 days, 14 days and 21 days drop-down data entry fields specify the normal payment terms for the Vendor.
  • The 20th and the 25th of the month following options will cause the Vendor to be overdue from the end of the current month. The user will receive a warning when the Vendor exceeds their payment terms. Depending on the manner that the Vendor record is setup in Master defaults it may be possible to override this. These settings are to be found by going to: Utilities \ Controls \ Master Defaults \ Vendor Credit Page

Below are examples of payment term settings:

  • If 30 days from invoice date, Select the: Other option and enter 30 days.
  • If due date is end of the next month, select the Other option and enter -31 days (Note the minus symbol leading the number)
  • If the due date is 60 days from the invoice date, select the Other option and enter 60 days.
  • If the due date is 60 days and at the end of the following month, select the Other option and enter -61 days. (Note the minus symbol leading)
  • If the due date is 45 days from the invoice date, select the Other option and enter 45 days.
  • If the due date is 45 days and the following month, select the Other option and enter -45 days. (Note the minus symbol leading)

If the Vendor has been set up as Cash on Delivery or Prepaid SapphireOne will not allow an order, OVI, to be converted to a purchase, PVI, until the payment details have been correctly entered on the More Details Page of the Invoice.

Auto Credit Stop After

SapphireOne calculates the Credit stop terms on the oldest Invoice in SapphireOne for this Vendor based on the day it was entered. SapphireOne then monitors the number of days set in the terms data entry field plus the number of days set in the Auto Credit stop after data entry field. This may also be setup in Master Defaults for all Vendors. Users will not be able to raise any invoices for them until the credit balance is rectified.

Auto Credit Stop may be set here on a Vendor by Vendor basis or it may be set in master defaults for all Vendors. SapphireOne will check here first and if it is set at zero disabled, it will then check in Master Defaults.

Prompt

This is also where you set up any individual Prompt Payment Terms for a Vendor. Prompt is set as a percentage, and Discount Within is set within a number of days. This then becomes a default Prompt Payment Discount for this Vendor.

Discount Area

  • Product Discount % – Entering a number (to the 2nd decimal place) in the field will apply a discount (e.g. 2.55%) to all products sold by this Vendor.
  • Lookup – This data entry field links to Price Book if a price code beyond the standard ones is being used.

Bank Details Area

This area allows you to set up the Vendor’s Bank and any account details. Most of these details will automatically be inserted by SapphireOne to help speed up the entry of these details when transactions are created for the Vendor. You may alter these details on any individual transactions if the need arises.

  • Type – Selecting a payment type option from this drop down menu tells SapphireOne the type of payments that are to be processed for this Vendor. When viewed in the list of transaction they will be flagged in the external reference column as either EFT or BPay transactions. These payments may then be easily found and then a Payment processed.
  • Payee – The Payee name is entered here.
  • Bank Name – Enter the name of the bank here, for Australia, ANZ, Westpac, Comm Bank etc.
  • BSB & Account – Enter the BSB and account numbers with no spaces.
  • Lodgement Reference – Enter a lodgement reference number if provided.

Credit Control Area

  • Credit Limit – The Credit Limit field sets the maximum credit limit for each Vendor. When this limit is exceeded you will still be able to process new invoices for this client, however you will receive a warning that the Vendor is over their credit limit in the form of a dialog screen.
  • Message – The Message area allows you to add additional text to the maximum credit limit message that will be shown to a user creating a transaction when the Vendor is over their credit limit.
  • Credit Stop – When the Vendor has a negative Credit Limit and this checkbox is ticked this halts all invoicing to the Client.
    • Once the status of this checkbox alters SapphireOne will make a log entry into the area just below the check box. This is a non-editable log that shows when users have activated and deactivated the credit stop of a client. This log is activated from all areas where a credit stop can be applied. A Vendor Inquiry on both the Credit Control Terms Pages plus also from the Allocations Inquiry Screen.
    • While you can ignore the warning dialog screen and continue to create an Invoice for the Vendor it will be saved with a Posted Status Code of err. When you look at the Invoice you will find in the Information area Controls Tab that the error code is set at CL.
  • Order No Required – Selecting the Order No required checkbox will cause SapphireOne to prompt the user for an order number as seen to the right when creating a transaction for this Vendor. Saving of the transaction will not be allowed until an Order number is entered.

Control Accounts Area

SapphireOne has the ability to set up multiple control accounts. Default Control and Tax accounts may be set in this area on a Vendor by Vendor basis. These will then override the overall control accounts set up in System Controls.

  • Control Default – This data entry field is used when an alternative GL account to SapphireOne GL account is to be used for this Vendor.
  • Tax Default – This data entry field is used when an alternative GL account to SapphireOne GL account is to be used for this Vendor.
  • Company – The data entry field is used when running a multi company or department data file and allows you to create Vendor or Client transactions for each company or location.
  • Linked Vendor – This data entry field is used to link to another vendor.
  • Payment Account – This data entry field may be used when a specific Bank account is to be used for specific Vendors. Normally the main bank account is used but if necessary a different account may be set up here. For example a Vendor does not take your normal account like American Express. The user may then set up a different account like a MasterCard or Visa account. This payment account may be setup on a Vendor by Vendor basis.

Vendor Inquiry Transactions Page

The Transactions screen shows details of the current transactions including Dates, References, Totals and Transaction types. It also shows whether or not the transaction has been posted in the Posted status column.

Double clicking onto a transaction will display the information as entered into SapphireOne including the GL Account detail lines as seen below. Note that the Invoice button is Inactive.

If the transaction was entered as a VI as seen below the button will activate. When the Invoice button is clicked the screen on the next page will be displayed showing the original invoice entry.

More Button – Selecting the More button will display an additional page that is linked directly to the Custom Page in a Vendor Invoice as seen in the screenshot below. This area is directly linked to the Custom Page in a Vendor Invoice (Inventory) and the data entered there is then displayed here. You will find that the field headings there in the VI will be the same as the field headings here. It is on the Page menu third item on the list the Custom Page.

Selecting the either the More or Details buttons will enable the user to switch between these two pages as required. To close from either of these pages select either the cancel or save buttons on the main toolbar.

Vendor Inquiry History Page

This screen shows details of all Current and Historical transactions for the selected Vendor.

Double clicking on a transaction will display the information as originally entered into SapphireOne including the GL Account detail lines.

Selecting the Open button will tell SapphireOne to open the same Inquiry that is performed when the user goes to: Utilities / History / Transactions.

The Posted status column indicates the current Status of the Transaction. Ent means that it has been correctly entered, Yes indicates that it has been posted, and Hist indicates that the transaction has been moved into History.

Vendor Inquiry Purchases Analysis Page

This screen displays Purchase Analysis for the selected Vendor.

  • Line or Pie – The display is in both graphical as a Column or a Pie chart and numerical formats selectable by the appropriate radio button.
  • Qty or Total – The two radio buttons Qty and Total enable the chart to display the breakdown by Qty (Quantity) or Total dollar amounts.
  • Period Drop down Menu – The period that the Sales Analysis is displayed is selected by the drop-down menu on the left side of the screen. At present there are 6 options for periods, including roll your own.
  • The user may also select using the checkboxes provided to Include Unposted and to Group the inventory items by their Classes.

Vendor Inquiry Purchases Page

This Page by default only shows transactions entered through the Purchases menu in Inventory Mode for the current period for the selected Vendor.

To include a full history of Transactions for the selected Vendor you have to select the Include All Purchases Checkbox in the bottom right-hand corner.

This Page updates from the History file and therefore does not show un-posted records.

Keywords & Notes Page

The Keywords and Notes Page is identical across all Inquiry pages in SapphireOne.

Keywords Area

The Keywords and Notes page is essentially identical across all enquiry’s in SapphireOneYou can add your own customisable keywords to the list and re-use them additionally you can add keywords that apply to this particular record. You can remove keywords from the list by holding down command MAC/Cntrl Windows.

Notes Area

You can add to a list of keywords or commonly used phrases. The clock works similarly to elsewhere in SapphireOne and simply adds a date/time stamp. From and to allow you to highlight a text box between the relevant date ranges.   

Vendor Inquiry Address Page

This Page shows you the information pertaining to the address of a particular Vendor. It allows you to have more than one address for a Vendor.

You can review current address or add new ones by double clicking on the address or clicking the ‘+’ button in bottom right corner of the screen. This will bring up the below window for data entry.

These addresses may also be linked to a contact using the Lookup data entry field in a Contact Inquiry on the Details Page. This Lookup data entry field provides the Lookup names for the Address list seen above. It should be noted that while the Address and Contact forms are the same, the links that are Address here the Lookup field in Contacts operate differently.

Vendor Inquiry Period Balances Page

This screen displays the balances period by period for this Vendor as at the period end. It also displays the turnover for the current month.

Vendor Inquiry Job Project Page

Job Project Page displays all Job Projects that this Vendor is linked to. The screen is populated with consolidated data drawn from each Job Project that the Client is linked to. The data as seen below must be entered into each project before it will be displayed here.

For each Job Project a Start Date and the estimated Finish Date will be displayed. Each Job Projects Estimated Cost and Estimated Billing will also be displayed as it is entered into the Job Project. Finally, SapphireOne will display the Actual Cost and the Actual Billing at the present time.

Vendor Inquiry Email Log Page

When any email is sent from within SapphireOne a log is kept of the email. SapphireOne then filters all of these log entries and displays all emails unique to that Vendor. If the user double clicks on a log record they may then view the body of the email as it was sent.

Accounts-Receivables-Clients-Email-Log

Action Page

The Action Page is a seperate table that can be added to the major record 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. The Action Page can be viewed as the equivalent to CRM functionality for every major Table within SapphireOne Accounting Software.

You can Add or Delete Actions . If you double click on an existing Action it will zoom in ready to modify.

  • 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.
    • Link – When created from a function a link to the function is automatically created by SapphireOne.
  • Check List area – A user created check list for creating actions. A check box is provided so that a user can tick 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.

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.

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

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