Job Project

  • Contracts
  • Milestones
  • Adding Activities or Inventory Items
  • Job Projects Billing Page
  • Job Project Clients Page
  • Job Projects Vendors Page
  • Job Projects Direct Summary Page
  • Job Projects General Ledger Page
  • Job Project Resources Page
  • Job Project Inventory Page
  • Job Project Keywords & Notes
  • Risk Register Page - Job Project Inquiry
  • Job Project GL Budget Page
  • Gantt Chart - Job Project Inquiry
  • Job Project Plant Costing
  • Action Page
  • Documents Page
  • Digital Assets Page
  • Tracking Notes Page
  • Tracking Notes Area 
  • Tabs Area
  • Events Tab
  • History Tab
  • Job Project Overview

    Job Project may be considered as any operation or group of operations pertaining to the management of a business related task. Job Project management software provides a set of integrated features that allow an organisation to collect, track and analyse business activities and profitability across Job Projects of any scale.

    The functionality typically includes tools that allow for agreed upon time frames, planning, quoting, budgeting and billing, as well as the management of inventory, resources, documents and digital assets, activities, allocation of plant assets, Clients and Vendors. Retention management is also a key component of Job Project software for both Vendors and Clients, where a fixed amount or percentage and release date is mutually agreed upon at the commencement of the Job Project.

    Data visualisation tools can assist with interpreting multiple factors of large data sets. One example of such a tool is a Gantt Chart which graphs tasks against time to assist with Job Project time management. This helps to ensure goals are achieved throughout the project lifecycle and ultimately results in profitability. The Gantt Chart also allows for the synchronisation of resources and activities to ensure that there is no overlap or double booking of resources. Risk Register assessment tools can also be utilised towards this end by providing a repository to capture all identified threats and opportunities relating to the project for consideration.

    The SapphireOne Job Project is utilised for any activity where costs and/or income needs to be tracked and calculated. The Job Project may be a large scale project, or as small as a single Job. In either case, a record of both costs and income is a requirement. The user has the ability to manage and revise budgets at a Job Project level, which may be reported through a Profit and Loss (P&L) and/or a Balance Sheet. In addition, the user has the ability to report on Projects at a Project Parent level, Project Child Level and Project Class level.

    The Planning / Quote functionality in SapphireOne gives the user the opportunity to plan a project by splitting it into a number of tasks, activities or projects. The basic Costing and Billing details of each may then be monitored. It can be used to compare Expected Costs with Actual Costs, as well as Expected Billing and Actual Billing amounts. The Planning / Quote functionality also displays the quantity and dollar amounts of non-tracked items as well as a total amount of Orders and Purchases that have been processed for the Job Project to date.

    SapphireOne Job Project incorporates Plant Costs functionality, commonly used for all mining, constructing, designing, developing, permitting, and testing the applicable plant and other equipment purchased by an organisation that is responsible for the plant. SapphireOne Job Projects is also fully integrated with SapphireOne Contact Relationship Management (CRM) functionality to help Project Managers stay connected with all relationships related to the Job Project, including Vendors, Clients, Resources, Employees and other interested parties.

    SapphireOne’s Job Project is the central repository for all revenue and expenditure based within your SapphireOne application. Once set up, the Job Project will be the central location for all transactions for that particular Job Project whether that be Inventory Transactions, Job Project Based Transactions or Account Transactions. All interactions will be monitored with the inbuilt Job Project Relationship Management (CRM) within the SapphireOne Job Project, and a complete history of all Transactions is stored for the life on the data file. 

    SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.

    You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.

    As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.

    Dictation and Speech to Text Procedure

    This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.

    Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line. The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.

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

    SapphireOne has a total of 20 unique pages within a Job Project Inquiry. Each one of these pages has a very advanced interface relating to a particular heading of these 20 pages. The 20 pages are as follows. First we have the Details page where we store the Job Project ID, which can be a sequential or alphanumeric description. This page contains Project, Grouping, Credit Control, Client Link, Client Retention, Billing Cycle, Miscellaneous, Deadlines and Contacts (CRM). More Details displays the post and physical address, Balance Brought Forward, Guarantee, Cartesian Coordinates, Locations, Invoice Text and Job Project Brief. The next page is Custom page containing 12 alpha fields, 8 Real fields, 8 Date and Time fields, 14 Client Custom fields and 2 Client Text field. Planning/Quote page contains the ability to plan the Job Project with unlimited tasks, the basic cost and billing of each task within the Job Project. There is also the ability to Clone Plan from another Project. Billing gives a repository for all Job Project based transactions providing an insight into Type of transaction, Activity, Actual Quantity, Actual Rate, Allocated Quantity, Allocated Value, Allocated %, Write off Value and Write Off %. The Clients page provides the ability to add a single client to a Job Project alternatively you can add unlimited numbers of clients linking to a particular Job Project. The Vendors page provides the ability to add a single vendor to a Job Project alternatively you can add unlimited numbers of vendors linking to a particular Job Project. The Direct Summary page displays the Total to Date Values and Months to Date Values providing Charge, Cost and Profit for each, Transaction Values of Clients, Cash, Vendors and Adjustments, and Period Values including Period, Cost, Charges and Profit. General Ledger page provides a list of all transactions at the general ledger level detailing GL Account, ID, Date, Sequence, Period, Type, Debit, Credit, Status and Include All. Resources provides a list of all resources on the Job Project listing the Date, Resource ID, Activity, Type, Allocated Amount, Allocated Value, Time, Unit Cost, Charge Amount and Include All. The Inventory Page provides a list of all inventory purchased against a particular Job Project detailing the Inventory ID, the Project ID, the name of the Company sold to or purchased from, the Delivery and Arrival Date, Period, Quantity, Rate and Total. The Keywords & Notes page presents unlimited keywords per Job Project and unlimited notes per Job Project. Risk Register lists Risk ID, Notified Date, Title, Type, Risk Category Proximity, Response Category, Risk Owner and Close. GL Budget details the GL Account, Name, Class, Actual, Budget and Revised Budget. Gantt Chart is a graphical interpretation of all activities and resources, and timelines. It includes Header, Task, Status, Days Estimate, Days Actual, Start Estimate, Start Actual, Finish Estimate and Finish Actual. Additionally, there is a calendar graphical view of the Budget, Actual and Over Budget. The Plant Costing page provides a register of all Assets utilised within the Job Project, the Asset ID, Asset Name and the Rate. Action is a complete list of all actions for this client. Documents (DMS)  is a record of all attached documents to this client. Digital Assets provides unlimited digital assets. These may be PDFs, videos, photographs, JPEG, RAW, and HEIC any type of digital asset attached to your client. Tracking Notes are used for almost any Job Project where activities, tasks and resources have to be tracked and reported on. 

    Job Project Details Page

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

    Project Area

    This area displays basic information about the Job Project such as the ID, Description, Area and Class.

    • ID – By default SapphireOne will automatically create a sequential Job Project number. If this functionality is not required the user may go to Master Defaults and deselect the project number checkbox. If this is done the user will then have to manually enter in a new Job Project ID when any new Job Project is established. SapphireOne recommends establishing an ID naming convention before entering any Job Project ID’s, as once saved these new Job Project ID’s cannot be deleted or reused. However it can be amended by going to Utilities > Utilities > Sapphire Tools > Change ID.
    • Description – Enter in a Description or Name for the Job Project. Unlike the ID above, the Job Project Name may be altered at any time.
    • Area – This field’s drop down menu is customisable. It allows the user to create a drop down list to select from for any desired purpose.
    • Class – All Job Projects may be assigned to a Class. This enables additional Searching, and Reporting for Job Projects within the assigned class. For example, reporting a Profit & Loss or Balance Sheet by Class.
    • Status – The status is set by selecting from the drop down list as follows.
      • Active – When the Job project is first created it will be set by default as Active.
      • Hold – Hold will prevent any further processing of any transactions for the Job Project.
      • Finished – The Job Project will no longer be listed in any list of Job Projects, and if linked to a Parent, will no longer be displayed in the Parent Job Project.
    • Risk – A risk may be entered with a value of 1 to 25 depending on the severity.
    • Company – SapphireOne will automatically enter the company that the user is logged into when this Job Project was created.
    • Department – This is an optional field as the entry of a department is dependant on a number of factors. For example one factor might be if Job Project reports are to be generated at the department level.
    • Document Paperclip – Clicking on the Paperclip will display the Document Management dialog box. See below for details.

    SapphireOne Document Management System (DMS) includes a Paper Clip icon on all data entry and inquiry screens and allows users to attach relevant documents or files to every transaction or record. Additionally, every data entry and inquiry screen within SapphireOne also contains a separate Page specifically for managing documents related to the transaction i.e. version control.

    The red colour of the paper clip indicates that there are currently 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 record.

    SapphireOne Document Management functionality can store any type of file or document, and an infinite number of documents may be stored for an unlimited amount of time. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files.

    Within SapphireOne Master Defaults, there are settings available for the user to restrict the size of each individual document, and also to select where the documents are to be stored – within the data file itself or in a seperate folder. These options may be altered by going to Utilities > Controls > Master Defaults > System Page. Within the Documents area in the right hand corner of SapphireOne Page, there is a provision for the user to set the ‘Document Size Limit’ (the default size is 10Mb). There are also two radio buttons where the user can select ‘Store with Data File’ as part of the data file, and ‘Store as Files’ seperate to the data file.

    To attach a document to a transaction, select either the or Paperclip icon and the following Document List window will be displayed.

    How to Attach Documents Using SapphireOne Paperclip

    Documents can be attached using SapphireOne 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. If SapphireOne detects that the document name already exists, a pop-up will be displayed alerting the user. Alternatively, the user can also select the Plus icon to select a document to upload from the local computer.

    Once a document has been attached, the user has the ability to rename any document by right clicking on the file and selecting Rename as seen above. Renaming documents will ensure that document names remain consistent across all records.

    Documents Area within Document Management System (DMS)
    • Open – When the button is selected, SapphireOne will open the currently selected document for viewing.
    • Update – When the button is selected, SapphireOne will display a pop-up which asks the user if they want to Import a New Version of the currently highlighted document. This functionality allows users to update and keep records of different versions of the same document. When the new version has been selected, the user will be asked to enter in a new version number. The new version will now be the document available, and all previous versions will be recorded and available within the History area of Document List screen. The new version of the document will still be linked to any transactions that the old version was.
    • Scan – 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.
    • Save – The Save button allows the user to save the currently highlighted document to the disk.
    • Link Documents – The Link Document button allows the user to link the currently highlighted document to another transaction or multiple transactions in the data file. A pop-up will be displayed allowing the user to make their selection. You can learn more about Linked Documents in the Links Area documented below.
    • Link Existing Documents – The Link Existing Documents 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. You can learn more about Linked Documents in the Links Area documented below.
    • Delete – The Delete button when selected will delete the currently highlighted document.
    • Plus – 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.

    Details Area within Document Management System (DMS)

    When a document is selected within the Documents area, the Details area will automatically populate to display additional information about the document, including the Title of the document and the Type of file.

    Notes Area within Document Management System (DMS)

    The Notes area is for entering any notes related to the document. The user can select the green clock icon to create a time and date stamp for every note added.

    The Notes area will also keep an automatic user log when any changes are made to the document. For example, if the document is renamed or new links are created. SapphireOne will record the date, time and user that made the modifications.

    Document Details Area within Document Management System (DMS)

    The Document Details area contains additional information relating to the selected document, and will automatically populate when a document is selected from the list. This includes the date and time the document was appended, the document number and the user who added the document.

    History Area within Document Management System (DMS)

    The History area displays a record of the complete version history of the selected document. SapphireOne keeps track of all version changes and will automatically display the documents history within this area.

    The History area will automatically update as new versions of the document are imported when selecting the Update button  . When a new document version is imported, all previous versions of the document will be recorded and available to view within the History area. This enables the user to always view the most recently updated version of the document, however still keep a complete record of the document history.

    The Links area is used to link documents to particular areas or transactions within SapphireOne. The links area can also be used to view all linking information related to the document. For example, if the document was imported using a function with SapphireOne, the links area will have a line containing this linking information.

    To add in additional links to a document, select the document and then select the Link Document icon. The Files pop up window will be displayed. From the File drop down menu, select what you want to link this document to. Then within the Value data entry field, enter in the details (ID). As this data entry field has a blue background, it is user searchable by entering the wildcard ‘?’ or ‘@’ symbols. 

    Updating a Document within Document Management

    The procedure for updating a document is as follows.

    1. When the update button is selected the user will be asked to confirm they would like to import a new version.
    2. Upon confirmation the user will then be asked to choose the updated document to open.
    3. Upon selection a secondary dialogue will prompt the user for the entry of an alphanumeric value for the new version.
    4. Select OK.

    Document Management using SapphireOne Documents Inquiry

    As well as SapphireOne Document Management Paperclip functionality, SapphireOne Documents Inquiry function within SapphireOne Workbook Mode gives users the ability to view a repository of all documents and files stored within the SapphireOne data file. Users have the ability to add New documents, Modify, View or Delete existing documents from within the Documents Inquiry screen.

    Any revisions made to a document within the Documents Inquiry screen will be updated across all areas that the document is linked to across SapphireOne, and similarly any modifications made to documents within the SapphireOne Paperclip Document List window will be reflected within the Documents Inquiry window. For example, if a document is renamed within a transaction Paperclip Document List screen, the document name will also be reflected when viewing the document in the Document Inquiry screen.

    You can learn more about SapphireOne Documents Inquiry functionality within the Documents Inquiry article.

    Document Control within Document Management

    As an example, we have an inventory item with documents attached (installation instructions and a packing checklist amongst others). We add this inventory item to a sales order, manufacture, ship, completely finish the job. One year later we might have a revision of this inventory item along with all the Documents (DMS). Understandably, we don’t want to have to make a whole new inventory item for the revision, just update the DMS that are attached. We update the inventory item with all the new documents, ready for the next sale. When we refer back to the original completed Sales Client Invoice or Job Projects Client Invoice, we will we see the documentation as it was when the Job Project, Sales Client Invoice or Job Projects Client Invoice was completed, or the documents as they are now. In the example above where we have elected to produce an Order Client Invoice (OCI) with the current installation instructions and packing checklist. This will automatically flow into the finished Sales Client Invoice once the OCI has been delivered.

    In the example above we have both the current and historical documents attached. As a SapphireOne user has the ability to edit the list and if they choose not to store the historical document and simply select the Minus button and they can delete the historical document. We also have the ability to modify the existing dociument keeping a log file of each and every time the document has been revised.

    Grouping Area

    The Grouping area displays a number of Tags which may be customised by the user. The Grouping Area includes three tags, which are by default named: Tag, Tag2 and Tag3. The user may go to Utilities > Controls > Master defaults > Job Projects Page and rename the Tag headings as required. There is also a provision for the linking of a Parent Job Project to this Project.

    • These same three tags are also displayed as part of the details displayed when the list of Clients is on screen. The tags are mainly used for reporting and reconciling Clients details.
    • When a detailed query is executed they form part of the list of Fields.
    • When a Quick Report is executed they are listed as part of the Master Table and all SapphireOne report writers have these fields accessible.
    • All tags can be used within the Custom Inquiry screen.

    Unlike some other areas of SapphireOne these tags in a Job Project are not linked to a Job Project Class.

    Note that a tag with the name of HOLD is built into SapphireOne. When it is selected the transaction may not be posted until the tag status of HOLD is removed or altered to something other than HOLD.

    • Many of the Tag Headings are user configurable.
      • The Tag Headings may be re-named by going to:
        Utilities \ Controls \ Master Defaults \ then select the appropriate functions Page
    • Initially all of the tag menus are blank. This means that the user is able to create customised tag drop down menus as required.
      • These drop-down menus are created by entering an item that is not on the list, then (tab away). SapphireOne will ask if you want to add the new tag to the list.
      • To remove a tag, hold the Control or Command key down and then select the tag that you want to remove. You will be asked if you want to remove it from the list.
    • Parent Project – This data entry field must be left blank if the Job Project is not to be linked to a Parent.
      • However, if this Job Project is to be linked to a Parent Job Project the link must be established here in a Job Project Inquiry.
      • The Parent Job Project must already be set up so that the Parent Job Project’s ID may be entered into this field.
    • Parent Project Name – Once a Parent Job Project has been created and the ID entered, it is then known as a Child Job Project by SapphireOne. 

    Client Area

    In a Job project a Client may be entered as required. This area now displays information about the Client such as the ID, Name, Area and Class. 

    • Client ID – The Client ID is entered here. SapphireOne recommends establishing a criteria before entering any Client ID’s, as once saved these ID’s may not be deleted e.g. SapphireOne can be entered as Client ID ‘SAPONE’. Once the ID has been created it will become the default Client ID for the Client. Under normal circumstances the Client 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 Client ID.
    • Contact – The first contact in the list of contacts for the Client will be displayed here.
    • Phone – The Clients telephone number will be displayed. If the SpliceCom telephone system plug-in has been installed, selection of the Call button, will initiate a call to the telephone number from within SapphireOne. 
    •  Client Job Project No – If the Client has provided a Project number it may be entered here. 
    • Retention Terms – If retention terms have been mutually agreed for either Client or Vendor, the period that they are set up for must only be set in days. Once the number is entered SapphireOne will add the suffix “days“.
      • The user enters the percentage amount along with the number of days until the payment is due. When a Sales Client Invoice (SCI) or Job Client Invoice (JCI) is raised, and a Job Project is assigned to it, the total amount owing will split across two invoices when posted. One Invoice will display the retained amount and the other will display the remainder due.
      • The retained amount Invoice’s due date will reflect the number of days assigned in the ‘number of days until payment due’ field, located in the Job Project.
      • This functionality is available for a CI, SCI and a JCI. 
    • Purchase Order – If a specific number is to be used on all invoices for the project, it may be entered here. SapphireOne will automatically enter that number into all invoices. The user may alter it if required on a transaction by transaction basis. 

    Credit Control

    If a Client is entered into the Client Area, SapphireOne will access the Clients Master Record and display their credit details here. This display of the Clients Total Due, Credit Limit, Remaining Credit, Last Billing Date and Invoice Number is in real time.

    Client Retention

    • Total % – This refers to the suggested value of the client retention to be charged for the Job Project. Based on this, the user can manually decide the percentage per invoice in the Percentage invoice field below.
    • % Per Invoice – When data entry is performed the Percentage Per Invoice auto fills the retention value on the individual line. This Percentage will be applied to all invoices for the Job Project.
    • Update From Budget – Selecting this button will pre-fill the Total Percentage field based on the previous budgeting set up within the Planning / Quoting Page of a Job Project.
    • Owed – This relates to the amount retained.
    • Practical Completion – This refers to the practical date in which the Job Project is expected to be completed except for minor defects. This can be entered as a percentage or a date.
    • Defects Liability Expiration – Job Projects require that Defect Liability Insurance is taken out. The Projects Defects Liability expiry date may be entered here as a percentage or a date.

    Billing Cycle

    This area has two data entry fields. They are directly linked to any time sheets that are used in the Job Project.
    This area is also directly linked to the Open Billing Run tool on the Tools drop down menu when a Job Project Inquiry list is on screen.

    • Start – The Start date is the date the Billing cycle will begin.
    • Days – This refers to the number of days within the Billing Cycle.
      • When negative days are entered it will be billed from the following month. For example, -10 will be 10th of every month, -31 will be the 31st for a long month. But for a shorter month it will be the last day. For February it could be the 28th if it is a leap year.
      • For any new JCI’s with a Job Project set up with the bill cycle details entered, SapphireOne will change the delivery date to the end of the billing cycle. This is calculated from the start date as entered. 

    On the More Details page of the JCI, all the transaction lines between Date In and Delivery Date of the transaction will be loaded. The user can then click on the Auto button to allocate all of them. 

    When time sheets are imported, SapphireOne looks for all time sheets before the calculated finish date. Any that have been missed or not included from earlier billing runs will be included as well.

    When the list of Projects is on screen SapphireOne will display all items for all Projects in the list of transactions and Time sheets. To display only the transactions and time sheets for a single Job Project the user will have to highlight a single Job Project and use the Command G keyboard shortcut to have just the single Job Project in the list on screen.

    Misc Area

    This area has three data entry fields for the entry of a Sales Rep and a Carrier if required. 

    • Sales Rep – If required for the Job project a sales rep may be entered here. They may be reported on and used in custom reports.
    • Carrier – A Carrier may be entered here. They may be reported on and used in custom reports.
    • Activity – A custom rate for an activity may be entered here.

    Deadlines Area

    In this area Start, Estimated Finish and Actual Finish dates may be entered.
    A date picker is available to simplify the entry of a date.

    Contacts Area CRM

    When SapphireOne CRM contacts is first selected from the drop down menu SapphireOne displays a complete list of contacts.

    • When SapphireOne CRM contacts is accessed from an Inquiry, all Contacts in SapphireOne with a status of Active will be listed as can be seen in the screenshot below.
    • It should be noted that contacts, when accessed here in a SapphireOne CRM contacts Inquiry, and from the Palette, the Main tool bar operates as normalThe user simply highlights a contact and uses, Look , Modify or New from the main toolbar. When changes are to be Saved use the Save icon
    • Highlighting a contact and selecting the Delete button on the main toolbar will remove the selected contact. In addition from within a table you can use the Minus button for the same result.
    • Selecting the Add button on the main toolbar will start the creation of a new contact. In addition from within a table you can use the Plus button for the same result.

    Contact Types

    The following is a list of tables that the SapphireOne CRM contacts are stored within. This includes Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address. Ultimately all contacts are stored in one table in Workbook > General > Contacts. Each contact stored in the workbook contacts will be denoted by a link to the unique table that the contact is stored within. When creating a unique contact from within the Contacts Area of a Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address that contact will then form a permanent part of that particular record within the table.

    Differences in the Lists of Contacts

    When the Details Page is displayed from a Client Inquiry, the SapphireOne CRM contacts area will only list the SapphireOne CRM contacts for the selected Client. And for a Vendor only SapphireOne CRM contacts for the currently selected Vendor will be listed in the SapphireOne CRM contacts Area.
    When SapphireOne CRM contacts is accessed using the the SapphireOne CRM contacts from either here in Workbook Mode or from the Inquiry Palette, all contacts in SapphireOne are listed as may be seen in the screenshot below.

    These differences are apparent when a new SapphireOne CRM contact is created here in Workbook Mode or from the Inquiry Palette where virtually all data entry fields are blank. Whereas if a new SapphireOne CRM contact is created from a Client or Vendor inquiry for example, a number of the data entry fields are filled in for you as well as some you are not aware of such as linking to the Client, Vendor or Address . (Lookup Details area). 

    While all existing SapphireOne CRM contacts may be viewed, or modified from the Inquiry Palette, it is not recommended that they are created here. You may create SapphireOne CRM contacts here but SapphireOne will be unable to automatically establish the link to the function as it does not know the function to link to.

    The user will have to enter the linking details manually Clients or Vendors etc. 

    When a SapphireOne CRM contact is created from this function, e.g. a Client Invoice, the Link to that particular Client is set up automatically by SapphireOne. Unlike the storing of Documents, there is no provision for setting up a Link by the user in the contact screens as is not unnecessary. 

    The link is displayed in the Type column and is displayed by SapphireOne in the Lookup Details area in the data entry screen. It is not User modifiable. 

    Actions and Documents may also be linked to any Contact.

    Contact Area

    • ID – This is a number automatically entered by SapphireOne. When creating transactions for Clients or Vendors the first contact in the respective client list will be entered in the Contact field as a number with the name of the Contact following. If a different SapphireOne CRM contact is to be used, entering the ‘@’ or ‘?’ symbol will display a list of all the contacts for that Client or Vendor allowing a selection to be made. (This is linked with the Lookup data entry field just below).
    • Mailout Checkbox – Select if this contact is to receive mail outs.
    • Active Checkbox – will automatically be selected for a new SapphireOne CRM contact. If a contact is not used deselect it.

    When the list of contacts is on screen there is, a Sapphire Tool named Toggle Active. This will toggle the Active check box seen above to un-ticked. Any contacts that are not ticked will be ticked. This will be applied to ALL contacts in the list on screen and not just the highlighted ones.

    • Paperclip – Documents may be linked to a specific contact within either a Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address record.

    SapphireOne Document Management System (DMS) includes a Paper Clip icon on all data entry and inquiry screens and allows users to attach relevant documents or files to every transaction or record. Additionally, every data entry and inquiry screen within SapphireOne also contains a separate Page specifically for managing documents related to the transaction i.e. version control.

    The red colour of the paper clip indicates that there are currently 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 record.

    SapphireOne Document Management functionality can store any type of file or document, and an infinite number of documents may be stored for an unlimited amount of time. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files.

    Within SapphireOne Master Defaults, there are settings available for the user to restrict the size of each individual document, and also to select where the documents are to be stored – within the data file itself or in a seperate folder. These options may be altered by going to Utilities > Controls > Master Defaults > System Page. Within the Documents area in the right hand corner of SapphireOne Page, there is a provision for the user to set the ‘Document Size Limit’ (the default size is 10Mb). There are also two radio buttons where the user can select ‘Store with Data File’ as part of the data file, and ‘Store as Files’ seperate to the data file.

    To attach a document to a transaction, select either the or Paperclip icon and the following Document List window will be displayed.

    How to Attach Documents Using SapphireOne Paperclip

    Documents can be attached using SapphireOne 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. If SapphireOne detects that the document name already exists, a pop-up will be displayed alerting the user. Alternatively, the user can also select the Plus icon to select a document to upload from the local computer.

    Once a document has been attached, the user has the ability to rename any document by right clicking on the file and selecting Rename as seen above. Renaming documents will ensure that document names remain consistent across all records.

    Documents Area within Document Management System (DMS)
    • Open – When the button is selected, SapphireOne will open the currently selected document for viewing.
    • Update – When the button is selected, SapphireOne will display a pop-up which asks the user if they want to Import a New Version of the currently highlighted document. This functionality allows users to update and keep records of different versions of the same document. When the new version has been selected, the user will be asked to enter in a new version number. The new version will now be the document available, and all previous versions will be recorded and available within the History area of Document List screen. The new version of the document will still be linked to any transactions that the old version was.
    • Scan – 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.
    • Save – The Save button allows the user to save the currently highlighted document to the disk.
    • Link Documents – The Link Document button allows the user to link the currently highlighted document to another transaction or multiple transactions in the data file. A pop-up will be displayed allowing the user to make their selection. You can learn more about Linked Documents in the Links Area documented below.
    • Link Existing Documents – The Link Existing Documents 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. You can learn more about Linked Documents in the Links Area documented below.
    • Delete – The Delete button when selected will delete the currently highlighted document.
    • Plus – 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.

    Details Area within Document Management System (DMS)

    When a document is selected within the Documents area, the Details area will automatically populate to display additional information about the document, including the Title of the document and the Type of file.

    Notes Area within Document Management System (DMS)

    The Notes area is for entering any notes related to the document. The user can select the green clock icon to create a time and date stamp for every note added.

    The Notes area will also keep an automatic user log when any changes are made to the document. For example, if the document is renamed or new links are created. SapphireOne will record the date, time and user that made the modifications.

    Document Details Area within Document Management System (DMS)

    The Document Details area contains additional information relating to the selected document, and will automatically populate when a document is selected from the list. This includes the date and time the document was appended, the document number and the user who added the document.

    History Area within Document Management System (DMS)

    The History area displays a record of the complete version history of the selected document. SapphireOne keeps track of all version changes and will automatically display the documents history within this area.

    The History area will automatically update as new versions of the document are imported when selecting the Update button  . When a new document version is imported, all previous versions of the document will be recorded and available to view within the History area. This enables the user to always view the most recently updated version of the document, however still keep a complete record of the document history.

    The Links area is used to link documents to particular areas or transactions within SapphireOne. The links area can also be used to view all linking information related to the document. For example, if the document was imported using a function with SapphireOne, the links area will have a line containing this linking information.

    To add in additional links to a document, select the document and then select the Link Document icon. The Files pop up window will be displayed. From the File drop down menu, select what you want to link this document to. Then within the Value data entry field, enter in the details (ID). As this data entry field has a blue background, it is user searchable by entering the wildcard ‘?’ or ‘@’ symbols. 

    Updating a Document within Document Management

    The procedure for updating a document is as follows.

    1. When the update button is selected the user will be asked to confirm they would like to import a new version.
    2. Upon confirmation the user will then be asked to choose the updated document to open.
    3. Upon selection a secondary dialogue will prompt the user for the entry of an alphanumeric value for the new version.
    4. Select OK.

    Document Management using SapphireOne Documents Inquiry

    As well as SapphireOne Document Management Paperclip functionality, SapphireOne Documents Inquiry function within SapphireOne Workbook Mode gives users the ability to view a repository of all documents and files stored within the SapphireOne data file. Users have the ability to add New documents, Modify, View or Delete existing documents from within the Documents Inquiry screen.

    Any revisions made to a document within the Documents Inquiry screen will be updated across all areas that the document is linked to across SapphireOne, and similarly any modifications made to documents within the SapphireOne Paperclip Document List window will be reflected within the Documents Inquiry window. For example, if a document is renamed within a transaction Paperclip Document List screen, the document name will also be reflected when viewing the document in the Document Inquiry screen.

    You can learn more about SapphireOne Documents Inquiry functionality within the Documents Inquiry article.

    Document Control within Document Management

    As an example, we have an inventory item with documents attached (installation instructions and a packing checklist amongst others). We add this inventory item to a sales order, manufacture, ship, completely finish the job. One year later we might have a revision of this inventory item along with all the Documents (DMS). Understandably, we don’t want to have to make a whole new inventory item for the revision, just update the DMS that are attached. We update the inventory item with all the new documents, ready for the next sale. When we refer back to the original completed Sales Client Invoice or Job Projects Client Invoice, we will we see the documentation as it was when the Job Project, Sales Client Invoice or Job Projects Client Invoice was completed, or the documents as they are now. In the example above where we have elected to produce an Order Client Invoice (OCI) with the current installation instructions and packing checklist. This will automatically flow into the finished Sales Client Invoice once the OCI has been delivered.

    In the example above we have both the current and historical documents attached. As a SapphireOne user has the ability to edit the list and if they choose not to store the historical document and simply select the Minus button and they can delete the historical document. We also have the ability to modify the existing dociument keeping a log file of each and every time the document has been revised.

    • Name – The normal entry of First name and Surname are entered here.
    • Position – This is a user created drop down menu.
    • Lookup – This is linked to the data entry field.
    • Area – This is a user created drop down menu. 

    All SapphireOne CRM contacts for any function such as a Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address are assigned a number as seen on the previous page. If a name such as Ken is entered here, a search may then be done for contact number of 000095 or Ken. SapphireOne in both cases will find the same contact because to it 000095 and Ken is the same contact. Some thought will have to be given to exactly what is the be entered into the lookup field. 

    • Look Up – Any SapphireOne CRM contact created in the Address Page of a Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address must have an entry in this field, so as to display it in the first column of the list when the button is selected, when changing the address in a transaction. The list displays the data entered into the Lookup field in the first column, followed by the address in the second column. 
    • Code – data entry field is another field which can be manually set and used for extra reporting, e.g., the area the contact works in, Admin, Sales etc. 
    • The fields Company, Rep, Class and Link are all entered from information in the Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address master records. If the SapphireOne CRM contact is created here by accessing the Inquiry Palette they will all have to be entered manually. 
    • Order – Entering a number in the field specifies where the contact will be in the contact list on the Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address inquiry screen number one being at the top of the list. If you already have a list of contacts, you will have to check the list first then make a decision as to where in the list you want this any new contacts placed. Also SapphireOne will by default enter the contact with the lowest order number into any transactions for that Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address and Vendor Multiple Address

    Address area 

    • Provision is made for the entry of both a Postal and a Physical address. Using the Up arrow will copy the Postal address details to the Physical address fields. 

    SapphireOne Mapping Feature – Apple/Google Maps

    A common feature available throughout SapphireOne is the ability to obtain a map view from a Physical address record. This is achieved by clicking the “Physical” heading highlighted below. This functionality is also included on Sapphire Webpack and the Sapphire Custom Webpack.

    This feature is device/platform agnostic and will utilise your default Mapping application within either an app or web browser.

    Lookup Details area

    • Of particular interest, here is the Type data entered by SapphireOne. This contact was created while modifying a Client so SapphireOne has automatically set as the Type code as CLLink. (CL = Client and Link = link). 

    Phone Details area 

    • The details in this area are self-explanatory. The labels associated with the fields in the left hand columns cannot be altered. However, the labels associated with the fields in the right hand column may be altered as required by the user. To do this go to: Utilities > Controls > Master Defaults > System. The feature is located in the Contact Phone Titles area on the right hand side.
    • Anywhere in SapphireOne that you see the Call icon next to a telephone number means that if you have the appropriate software installed, SapphireOne will dial the number. The icon will turn red indicating that a call is in progress. Clicking on the red icon to hang up the call. 

    Notes area

    • This area can be used to make permanent notes or reminders when you deal with Contacts. When you click on the button a time stamp will be created at the beginning of the notes section [Command] places it at the end, and you can input the note straight away.
    • Selecting the Expand button will make the notes screen maximise. You can click the same button again to minimise the notes the same as with the list of contacts.

    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.

    As mentioned at the beginning of the section on the contacts the Page Menu below the mode menu in the top left hand corner of the screen has additional items on it. 

    • Details: The screen described earlier in this article. 
    • Actions: Is documented later in this manual and may be accessed from individual functions or directly from the Inquiries Palette
    • Custom: This Page seen below, allows you to set a number of custom fields, these include fields for pictures, numbers and alphanumeric characters. 

    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.

    While this screen shot is from an Asset, the procedure for the user to customise this page is exactly the same no matter what function the Custom Page resides in. All of the data entry fields in these Custom Pages may be used in reports in the same manner that other data entry fields are reported on in SapphireOne.

    1. First write down the exact names of the headings that you want to change on the Custom Page. Then go to: Utilities / Controls / Change Names. Please note that you will receive a warning that only one user is to be logged in when this procedure is being executed.
    2. The Change Names function dialog box as seen to the left will be displayed. Next refer to your list of names and scroll down the list until you find them.
    3. One at a time, highlight the name, then enter in your new name in the lower data entry field. After you enter each one you must select the button to write the new name into SapphireOne.

    Job Project More Details Page

    The More Details Page provides additional details about the Project. It displays addresses and balances related to the project to date. It can be found by going to Job Projects > Job Projects > Job Project Inquiry > More Details.

    Address Area

    This area is where the postal and physical address of the Job Project may be entered.

    • Postal – SapphireOne will automatically fill the Postal address of the Client, from the Clients master record.
    • Physical – The user may enter the Physical address of the Project if this is different from the client address. If the physical address is the same as the postal address, the user may use the Arrow button to transfer the Postal address across to the physical address.

    SapphireOne Mapping Feature – Apple/Google Maps

    A common feature available throughout SapphireOne is the ability to obtain a map view from a Physical address record. This is achieved by clicking the “Physical” heading highlighted below. This functionality is also included on Sapphire Webpack and the Sapphire Custom Webpack.

    This feature is device/platform agnostic and will utilise your default Mapping application within either an app or web browser.

    Balance Brought Forward Area

    This area displays balances brought forward for Activities, Inventory and Billing for this Job Project.

    • Cost Activity – Displays costs for the Job Project up to the current date.
    • Cost Inventory – Displays the cost of inventory used in the Job project up to the current date.
    • Billing – This displays the total billing issued for the Job Project up to the current date.

    Guarantee Area

    The Guarantee area is a customisable area, where the user can record guarantees, warranties, certifications and standards e.t.c for a particular Job Project. For example, if you are undertaking a construction of Building Works and you have a Guarantee/Warranty such as the Home Owners Warranty Insurance where you provide a copy of the certification, it may be recorded here. You may also have certification of particular products that you’ve used. For example the R-value (the building industry term for thermal resistance per unit area) of a particular installation of plaster sheeting.

    This area has two drop-down menus where the items that are in the drop down menus may be added to it or deleted from it by the user.

    • Copy Last Year’s Actual Into Budget.
    • Copy This Year’s Budget into Next Year.
    • Copy This Year’s Actual into Next Year.
    • Copy Budget to Revised.
    • Copy Revised to Budget.
    • Swap Budget and Revised.
    • Print & Email – These two buttons have been provided to print or email guarantee forms. These guarantee forms are then produced using the Custom report functionality. They may however be used for any other purpose as the Custom Report function allows the building of any type of report as required.

    Cartesian Coordinates Area

    Some projects when first started, do not have a street address so Cartesian map coordinates are used.
    Other Projects may not have an address associated. These may be entered here to assist with locating the Job Project.

    Invoice Text Area

    Any text entered into this field will be displayed in the same area on all Job Project invoices for this project. It can be found on the first page immediately below where the Job Project ID is entered.

    Project Brief Area

    This entry field allows you to enter a comprehensive description of the Job Project.
    This data is not entered on any transactions for the Job Project and does not appear on any transactions that are generated from the project.

    Locations Area

    If a Job project has multiple locations they may be added here. The list is unique to this Job project and is created by the user.

    • Select the button and a pop up will ask the user to enter in a location.
    • Highlight a location and select the button to remove it.

    Job Project 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.

    While this screen shot is from an Asset, the procedure for the user to customise this page is exactly the same no matter what function the Custom Page resides in. All of the data entry fields in these Custom Pages may be used in reports in the same manner that other data entry fields are reported on in SapphireOne.

    1. First write down the exact names of the headings that you want to change on the Custom Page. Then go to: Utilities / Controls / Change Names. Please note that you will receive a warning that only one user is to be logged in when this procedure is being executed.
    2. The Change Names function dialog box as seen to the left will be displayed. Next refer to your list of names and scroll down the list until you find them.
    3. One at a time, highlight the name, then enter in your new name in the lower data entry field. After you enter each one you must select the button to write the new name into SapphireOne.

    Planning / Quote Page

    The Planning / Quote page gives you the opportunity to plan a project by splitting it into a number of Tasks. The basic Costing and Billing details of each task within the Project may then be monitored. It can be used to compare Expected Costs with Actual Costs, as well as Expected Billing and Actual Billing amounts. This Page displays the quantity and dollar amounts of non-tracked items as well as a total amount of Orders and Purchases that have been processed for the Job Project to date.

    The Planning / Quote Page can be located by going to Job Projects > Job Projects > Job Project Inquiry > Planning / Quote Page.

    For example, a Fabrication company has six different stages for a Job Project to be completed. These six include Cutting, Fabrication, Weld-Out, Coating, Packaging and Ready to Ship. The Fabrication company can use the Planning / Quote page to set up each stage of the Job Project and keep track of each stages progress.

    The company has the ability to track and report on the length of time that a job stays in each stage by adding timesheets reporting on the date and number of hours spent within each stage. As seen in the example below, one time sheet has been added to the Cutting stage demonstrating that two hours has been spent to date on this stage.

    Please note for the purpose of this article from now on we will be referring to the area on the left hand side of the Planning / Quote page as the Project Planning area. The right hand side of this page will now be be referred to as as the List Area.

    Activities and Inventory items are only added at the Task or Milestone levels which are displayed on the left in the Project Planning area. As each Task, Contract or Milestone is selected, the Activities or Inventory items already entered will be displayed on the right in the List area as seen above. When the user views these Items higher levels in Planning area, in the list area they will be consolidated from the levels below them that contain these items. Some limitations are imposed on the user when managing these items at these upper levels. i.e at the task header level or the project level.

    • Within the Project Planning area the user may create Task Headings, Tasks, Contracts and Milestones for the Project, then group individual Tasks in or below them.
    • As each Task Heading or Task is selected on the left, the Activity, Inventory or Resource based items will be displayed in the List Area on the right hand side. Milestones and Contracts may also be added and modified in the same manner as above.

    Across the top of the Planning / Quote screen is a single data entry field and a number of large buttons.

    The Standard Markup data entry field is used to enter in a standard markup for the Job project.
    Stock Markup, Expense markup, Total Cost and Total Billing totals, are drawn from data that has been entered into Items in the Job Project so far as seen above.

    Establishing the Hierarchy under the Job Project

    These Task Headers, Tasks and Milestones seen in the left hand column of the screenshot above, operate in the same manner as system folders.

    • Tasks – If the Job Project is simple and straight forward, Tasks may be created directly under the Project Heading. Once the Project heading is selected all Activities and Inventory Items will be displayed in the List Area.
    • Task Headers – If additional separation and planning is required Task Headers may be created, and Tasks entered under these Task Headers. This may be seen in the screen shot above as two Task Headings have been created, Header 1 and Header 2.
      • Additional Tasks – If required Tasks may be created under Tasks and Milestones.
    • Milestones – Milestones for the project may be entered under Task Headers and Tasks. These will be displayed in red italics.
    • Contracts – Any Contracts for the project may be entered under the Contracts item
    • Inventory & Activity items – Any Tasks that may have Inventory and Activity based items added to them are flagged in Blue Italics for easy identification by the user.
    • Limitations – Apart for space requirements on reports, there is no limit to the names given to all items or to the number of Task Headers, Tasks, or Milestones that may be set up in a SapphireOne Job Project.

    Task Headers, Tasks and Milestones

    SapphireOne automatically creates all the ID’s for Task Headers, Tasks and Milestones when these are created by the user. These are in numerical order and are displayed at the top of the screen.
    While the user will be able to select from the planning function, for example, where to place these items, SapphireOne automatically inserts the unique numerical ID that it has created for the new items.
    When an item is entered into a transaction and it is assigned to a task, SapphireOne will automatically enter in the unique numerical ID for it as well.

    The hierarchy for these are as follows:

    • Job Project Level – At the Job Project level, the list displays all Activities and Inventory items in all Tasks.
    • Task Headers – These are setup directly under the Job Project. At the Task Header Level, the list displays all Activities and Inventory items in the Tasks setup under it.
    • Tasks, Contracts & Milestones – Tasks, Contracts and Milestones may be setup directly under the Project Header or under a Task Header. If a Task, Contract or Milestone is selected/highlighted the only Activities and Inventory Items displayed will be those in the selected Task, Contract or Milestone.

    Please note that the button must not be used from an existing project.

    • To use this feature, a user must first enter a Start Date in the start date field on of the new project’s Details Page, prior to clicking on the button on the Quote/Planning page of the new Job Project.
    • Then from the new project select the button. An alert will be displayed asking for the exact ID of the Job project that is to be used to clone from. Any existing project within the data file can be used as a template to auto-fill the planning & quote details. The search field provided is wildcard searchable so the use of wildcard in the ID is functional.

    When a Task Header, Task, Contract or Milestone is added to the Planning / Quote page, care should be exercised as these levels will have to be planned carefully.

    Cloning & Deleting
    • Cloning – All Tasks, Contracts and Milestones may be cloned. Select/highlight the required item and right click > select the Clone option from the right click drop-down menu.
    • Deleting – All Task Headers, Tasks, Contracts and Milestones may be deleted by selecting the Remove Task Header, Task, Contract or Milestone from the right click context menu.

    Consolidation of Costs and billing

    Costs and Billing are calculated and displayed at each of the three levels and are accessed using the procedure outlined earlier in this article. Costing and Billing commences initially at the Task level from Inventory and Resource based items as they are added.

    Creating, Viewing or modifying Task Headers, Tasks, Contracts and Milestones.

    Initially the user has to select Add for any of the items above from the drop down menu, an alert will ask for a name, then select the Create button.

    Once the item has been created select Modify, to View or Modify the item.

    There are three levels at which consolidation is carried out.
    1. Task Contract or Milestone – At the Task, Contract or Milestone level.
    2. Task Header – At the Task Header Level.
    3. Project – At the project level

    Adding a Task Header, Task, or Milestone in a Project

    For added user convenience many of the items on this Planning / Quote page may be Viewed, Modified, Deleted or Added by using either the right mouse click context menu option, or holding down the control key and left clicking on the item.
    While the context menu remains the same across this Planning /Quote page, there will be different items in the drop down list that are disabled depending on what level the user has selected.

    When the user right clicks on a Task Header, the items that are not relevant are disabled in the context menu.
    For a Task, SapphireOne will display different items disabled in the context menu.

    Since effectively all three levels, Project, Task Header and Task all have the same data entry procedure and display exactly the same data, we will only document the Task level here.
    First select a Task and right click on it. From the drop-down list select Modify Task.
    Milestones are different and much simpler. They will be documented at the end of this section on Tasks.

    If Tasks are grouped under a Task Header, Costing and Billing may also be viewed at the Task Header level. They may also be viewed at the Job Project level by selecting the same Modify button when either the Task Header or the Job Project is highlighted.
    If the Job Project is a Child of a Parent Project, the Costing and Billing values will also flow through to the Parent Project.

    Project Task Area

    The Project Task area is where the basic details for the task are entered.

    • ID – SapphireOne will enter an ID automatically for the Task.
    • Prefix – The user may enter a Task Prefix as required, this will require some planning.
    • Name – Enter a Name for the task.
    • Project – The Project ID and Name will be entered by SapphireOne.
    • Follow Task – When creating a new task this will be blank.
      • Select A – When the user makes a selection from the Select list SapphireOne will display an alert asking where this this new task will be placed. The location will then be displayed after the Follow Task heading.
    • Active – When a new task is created the Active check box will be selected.

    Cost to Date Area

    SapphireOne maintains a running record of scheduled costs against actual costs assigned to a task up to the current date.

    Schedule Area

    The Schedule area is where all dates may be entered for the Job Project.

    • Estimated Start – Enter an estimated start date.
    • Start – Enter the actual start date.
    • Estimated Finish – Enter the estimated finish date.
    • Finish – Enter the actual finish date.
      • When the Finish Date is entered by a user, SapphireOne will automatically set the Progress Actual % bar immediately below at 100%.

    These dates determine where the task is displayed on the project Gantt chart.

    Progress Area

    This area has two progress bars. The first bar, Estimated %, is set by SapphireOne, while the second bar, Actual %, may be adjusted by the user with the entry of a number in the adjacent data entry field.

    • Estimated % – The Estimated Percentage Progress bar is automatically calculated by SapphireOne and is derived from the Estimated Start and Estimated finish dates entered by the user in the Schedule area above.
    • Actual % – The Actual Percentage Progress bar value is entered by the user.
      • Data entry field – This data entry field, at the end of the progress bar, is where the user may enter in a percentage of the actual progress for the project as a percentage.

    Cost To Date Area

    The details in this area are not modifiable. They are calculated from figures entered into the Job Project to date.

    • Planned Value (PV) – Planned value is the amount of costs that were scheduled to be incurred by the task at the current point in the task’s duration.
      • Planned value is calculated by SapphireOne as the total budgeted cost (including stock) divided by the number of days assigned to the Task, multiplied by the number of days/hours.
    • Earned Value (EV) – Earned Value is the estimated value of the work actually accomplished to date.
      • SapphireOne calculates this value as follows – Percentage of the work completed (Actual % bar value) multiplied by the budgeted cost of the Task.
    • Actual Cost (AC) – The Actual Cost is the actual amount of funds that has been spent to date.
      • This is derived from the assigned time sheets and stock costs (the stock costs are divided by the number of assigned task days/hours and then multiplied by the number of days that have passed).

    Performance Index Area

    The Performance Index area allows the user to monitor project performance based on cost and schedule performance indices.

    • Cost (CPI) – Cost displays how many cents we are getting out of every dollar spent on the task. If the amount is greater than one dollar the costs are less than budget, if the amount is lower than one dollar, the costs are higher than budget. Cost is calculated in SapphireOne using values from the Cost to Date area as follows – Earned Value divided by Actual Cost (EV / AC).
    • Schedule (SPI) – Schedule displays how a task is progressing against what was originally planned as a percentage value. If the value is higher than 100% the task is ahead of schedule, if it is below 100% the task is behind schedule. Schedule is calculated in SapphireOne using values from the Cost to Date area as follows – Earned Value divided by Planned Value (EV / PV)

    Cost Forecast Area

    The Cost Forecast area displays the difference between cost estimates and actual billing amounts to date.

    • At Completion – The At Completion value displays the amount the task is estimated to cost based on current values (as of now, how much do we expect the project to cost). SapphireOne calculates this value as – Total Cost Budget divided by Cost (CPI).
      • Based on the Costs to Date figures the Cost Forecast section projects where the task will be at the end of the project based on current progress.
    • To Complete – The To Complete value estimates as of now, how much more the task is going to cost to complete.
      • SapphireOne calculates this value as – At Completion minus Actual Cost (AV).
    • Total Cost Budget – This is the total amount budgeted to complete the task. This figure is derived from the Budget Total field in the Costings area of the task window.

    Costing Area

    The Costing and the Billing areas are probably the two most important areas within Job Projects.
    Costs for Job Projects resources are entered at the task level as Activities or Inventory in the Costing & Planning page.
    These values are summarised in the Costing area of the Task window.

    Task Costing area values are consolidated at the task header level.
    Task header Costings are consolidated at the Child Job Project level and Child Job Project Costings are consolidated at the Parent Job Project level.

    • Estimate Column – The Estimate column is for tweaking budget values.
      • Note that the values entered here do not update the budgeted values.
      • To do this the user must update the amounts allocated within the Inventory and Activities assigned to the task.
    • Budget Column – The values displayed here are derived from the amounts allocated to Activities and Inventory items assigned to the task.
    • Actual Column – The amounts displayed here are the actual costs incurred for the task.
      • These are derived from posted time sheets, posted purchase, vendor invoices (PVI) or posted stock allocations (JGJ).

    Billing Area

    As with costs, billing values for project resources are entered at the task level as Activities or Inventory in the Costing & Planning page. These values are summarised in the Billing area of the Task window.

    • Task Billing area values are consolidated at the Task Header level.
    • Task Header billing values are consolidated at the child Job Project level.
    • Child Job Project billing values are consolidated in the Parent Job Project.
    • Estimate Column – The Estimate column is for tweaking budgeted values
      • The values entered here do not update the budgeted values. To do this the user must update the amounts allocated within the Inventory and Activities assigned to the task.
    • Budget Column – The values displayed here are derived from the amounts allocated to Activities and Inventory items assigned to the task.
    • Actual Column – The amounts displayed here are the actual billed amounts assigned to the task. These values are assigned when a sales client invoice (SCI) or a Job Project Invoice (JCI) is posted.

    Notes Area

    Any notes, reminders or descriptions e.t.c may be entered in this area.

    At the bottom of the screen there are four buttons which perform the following functions.

    • Recalculate Button – If any changes are made to an Activity or Inventory item linked to this task, selecting this button will tell SapphireOne to immediately recalculate all values in the task.
    • Fill Estimate from Budget Button – When this button is selected SapphireOne will fill budget estimates from the budget. This is used to verify that an updates budget has been correctly linked into the task.
    • Timesheet Button – To accurately assess an Actual progress % to a task, the user can select the timesheet button at the base of the task window.
      • This will open a list of all timesheets that have been assigned to a task in the timesheet inquiry screen.
      • Swap the view to custom inquiry, then select Complete Percent and Max to auto calculate the Actual progress %.
    • Sales Line Button – When the Sales Line button is selected, SapphireOne will display a list of all Sales Lines linked to this task.

    Contracts

    Contracts may be recorded against any Task Header, Task or Milestone in the Planning / Quote Project Planning Area. These may include a written or spoken agreement, especially concerning employment of professional service providers and contractors.

    The process of assigning a contract to a Task Header, Task or Milestone is as follows.

    1. Right click on the Task Header, Task or Milestone in the project planning Area and select ‘Add Contract”.
    2. A dialogue window will open. Name the contract and select “Create Contract”.
    3. Fill out the remaining fields as required. The values of which are outlined below.

    Time Line Area

    This is where the expected timeline that this contract is to be run for are entered.

    • Estimated Start – Enter the estimated start date for the contract.
    • Estimated Finish – Enter the estimated finish date for this contract.

    Sales or Purchases

    In this area the user may select if this contract is to be applied to sales or purchases by selecting the appropriate radio button.

    Subject

    A detailed summery of the contract may be entered here with a date and time stamp.

    Notes

    Any notes for the contract are entered here with a date and time stamp and do not appear on any reports or transactions.

    SapphireOne Document Management System (DMS) includes a Paper Clip icon on all data entry and inquiry screens and allows users to attach relevant documents or files to every transaction or record. Additionally, every data entry and inquiry screen within SapphireOne also contains a separate Page specifically for managing documents related to the transaction i.e. version control.

    The red colour of the paper clip indicates that there are currently 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 record.

    SapphireOne Document Management functionality can store any type of file or document, and an infinite number of documents may be stored for an unlimited amount of time. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files.

    Within SapphireOne Master Defaults, there are settings available for the user to restrict the size of each individual document, and also to select where the documents are to be stored – within the data file itself or in a seperate folder. These options may be altered by going to Utilities > Controls > Master Defaults > System Page. Within the Documents area in the right hand corner of SapphireOne Page, there is a provision for the user to set the ‘Document Size Limit’ (the default size is 10Mb). There are also two radio buttons where the user can select ‘Store with Data File’ as part of the data file, and ‘Store as Files’ seperate to the data file.

    To attach a document to a transaction, select either the or Paperclip icon and the following Document List window will be displayed.

    How to Attach Documents Using SapphireOne Paperclip

    Documents can be attached using SapphireOne 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. If SapphireOne detects that the document name already exists, a pop-up will be displayed alerting the user. Alternatively, the user can also select the Plus icon to select a document to upload from the local computer.

    Once a document has been attached, the user has the ability to rename any document by right clicking on the file and selecting Rename as seen above. Renaming documents will ensure that document names remain consistent across all records.

    Documents Area within Document Management System (DMS)
    • Open – When the button is selected, SapphireOne will open the currently selected document for viewing.
    • Update – When the button is selected, SapphireOne will display a pop-up which asks the user if they want to Import a New Version of the currently highlighted document. This functionality allows users to update and keep records of different versions of the same document. When the new version has been selected, the user will be asked to enter in a new version number. The new version will now be the document available, and all previous versions will be recorded and available within the History area of Document List screen. The new version of the document will still be linked to any transactions that the old version was.
    • Scan – 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.
    • Save – The Save button allows the user to save the currently highlighted document to the disk.
    • Link Documents – The Link Document button allows the user to link the currently highlighted document to another transaction or multiple transactions in the data file. A pop-up will be displayed allowing the user to make their selection. You can learn more about Linked Documents in the Links Area documented below.
    • Link Existing Documents – The Link Existing Documents 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. You can learn more about Linked Documents in the Links Area documented below.
    • Delete – The Delete button when selected will delete the currently highlighted document.
    • Plus – 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.

    Details Area within Document Management System (DMS)

    When a document is selected within the Documents area, the Details area will automatically populate to display additional information about the document, including the Title of the document and the Type of file.

    Notes Area within Document Management System (DMS)

    The Notes area is for entering any notes related to the document. The user can select the green clock icon to create a time and date stamp for every note added.

    The Notes area will also keep an automatic user log when any changes are made to the document. For example, if the document is renamed or new links are created. SapphireOne will record the date, time and user that made the modifications.

    Document Details Area within Document Management System (DMS)

    The Document Details area contains additional information relating to the selected document, and will automatically populate when a document is selected from the list. This includes the date and time the document was appended, the document number and the user who added the document.

    History Area within Document Management System (DMS)

    The History area displays a record of the complete version history of the selected document. SapphireOne keeps track of all version changes and will automatically display the documents history within this area.

    The History area will automatically update as new versions of the document are imported when selecting the Update button  . When a new document version is imported, all previous versions of the document will be recorded and available to view within the History area. This enables the user to always view the most recently updated version of the document, however still keep a complete record of the document history.

    The Links area is used to link documents to particular areas or transactions within SapphireOne. The links area can also be used to view all linking information related to the document. For example, if the document was imported using a function with SapphireOne, the links area will have a line containing this linking information.

    To add in additional links to a document, select the document and then select the Link Document icon. The Files pop up window will be displayed. From the File drop down menu, select what you want to link this document to. Then within the Value data entry field, enter in the details (ID). As this data entry field has a blue background, it is user searchable by entering the wildcard ‘?’ or ‘@’ symbols. 

    Updating a Document within Document Management

    The procedure for updating a document is as follows.

    1. When the update button is selected the user will be asked to confirm they would like to import a new version.
    2. Upon confirmation the user will then be asked to choose the updated document to open.
    3. Upon selection a secondary dialogue will prompt the user for the entry of an alphanumeric value for the new version.
    4. Select OK.

    Document Management using SapphireOne Documents Inquiry

    As well as SapphireOne Document Management Paperclip functionality, SapphireOne Documents Inquiry function within SapphireOne Workbook Mode gives users the ability to view a repository of all documents and files stored within the SapphireOne data file. Users have the ability to add New documents, Modify, View or Delete existing documents from within the Documents Inquiry screen.

    Any revisions made to a document within the Documents Inquiry screen will be updated across all areas that the document is linked to across SapphireOne, and similarly any modifications made to documents within the SapphireOne Paperclip Document List window will be reflected within the Documents Inquiry window. For example, if a document is renamed within a transaction Paperclip Document List screen, the document name will also be reflected when viewing the document in the Document Inquiry screen.

    You can learn more about SapphireOne Documents Inquiry functionality within the Documents Inquiry article.

    Document Control within Document Management

    As an example, we have an inventory item with documents attached (installation instructions and a packing checklist amongst others). We add this inventory item to a sales order, manufacture, ship, completely finish the job. One year later we might have a revision of this inventory item along with all the Documents (DMS). Understandably, we don’t want to have to make a whole new inventory item for the revision, just update the DMS that are attached. We update the inventory item with all the new documents, ready for the next sale. When we refer back to the original completed Sales Client Invoice or Job Projects Client Invoice, we will we see the documentation as it was when the Job Project, Sales Client Invoice or Job Projects Client Invoice was completed, or the documents as they are now. In the example above where we have elected to produce an Order Client Invoice (OCI) with the current installation instructions and packing checklist. This will automatically flow into the finished Sales Client Invoice once the OCI has been delivered.

    In the example above we have both the current and historical documents attached. As a SapphireOne user has the ability to edit the list and if they choose not to store the historical document and simply select the Minus button and they can delete the historical document. We also have the ability to modify the existing dociument keeping a log file of each and every time the document has been revised.

    The Action Page is a separate 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. 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. 
      • 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 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.

    Milestones

    By now the reader will have noticed that there is one item in the list that is in red and it is a Milestone.
    At both the Project level and through to the task level the user has the option of entering milestones.
    A milestone is an event on a project’s schedule which marks the completion of key activities such as the completion of a group of tasks and often align with due dates for progress payments. Milestones are established throughout a project lifecycle to assist the user in tracking the project’s progress. Actions can be assigned to a milestone which can in turn trigger a notification, create a calendar event and so forth for review purposes.

    Project Milestone Area
    • Prefix – SapphireOne will enter in the prefix automatically.
    • Name – Enter a name for the Milestone.
    • Project – The Job Project’s ID and Name will be displayed on this line.
    • Follow – Click on the Select button. A pop up will be displayed asking what Task Header or Task that the Milestone is to Follow or be placed after.
    • Contracted – The contract number may be recorded against any Task Header, Task or Milestone in the Planning / Quote Project Planning Area. These may include a written or spoken agreement, especially concerning employment of professional service providers and contractors.

    Timeline & Notes Area
    • Estimated Start – Enter an estimated start time for the Milestone.
    • Actual – Enter the actual time that it was started.
    • Estimated Time – This data entry field may be used to enter an estimated time to start the milestone.
    • Actual Time – This data entry field is for the entry of the actual time of starting the milestone.
    • Notes Area – Any notes regarding this milestone may be entered in this area.
    • Create Action – When this Create Action button is selected an action may be created for this milestone

    Adding Activities or Inventory Items

    There are four buttons at the top of the list area. If a button is not appropriate to a function it will be disabled. These buttons can have various names and states as follows.

    • Add Activity – When a Task, Task Header or Milestone is selected in the Project Planning area this button will activate to allow the user to add an activity to the Planning/Quote page.
    • Add Inventory – When a Task, Task Header or Milestone is selected in the Project Planning area this button will activate to allow the user to add an Inventory item to the Planning/Quote page.
    • Modify Activity / Modify Inventory – This button is dynamic. The button label will update based on the selection of either an Inventory item or an Activity. On application a screen will be displayed allowing the user to modify the selected item. It is the same screen that is displayed when an item is added.
    • Delete Activity / Delete Inventory – This button is dynamic. The button label will update based on the selection of either an Inventory item or an Activity. On application this button will allow you to delete the entry.

    When an Activity or Inventory item is open for modification, the Arrow buttons will activate on the main toolbar. This allows the user to move through the list of Activities or Inventory Items without having to relaunch the next item for modification. This is the same process as occurs in other areas of SapphireOne.

    There are two tabs for data entry for both Activity and Inventory item data entry.

    Activity Tab

    Once the Add Activity button has been selected, SapphireOne will display the following screen with the Activity Tab selected by default.

    • Task Selection – Select the task that you want the activity to be added to.
    • Add Activity Button – Following task selection the user selects the Add Activity button. An Add Activity screen will be displayed.
    • ID – SapphireOne will automatically enter a numerical ID for this Activity item in a Job Project.
    • Activity ID and Resource ID – The Job Project task activity may be Activity based or Resource based and the data entry procedures alters for each option as follows.
      • Inventory Based – Inventory should be set up as inventory items with a type set as Activity, before they are added to any Job Projects. The entry of a resource ID is not required when they are used.
      • Resource Based – When a Resource activity is required, the user must enter the Resource ID first. They then select the Activity ID field and enter the “@” or “?” symbol. SapphireOne will then display a list limited to Activities assigned to that resource only. When a Resource is assigned to an Activity, the rates of the billing and cost will be drawn from the amounts assigned to the Activity in the Resource’s Rates page.
    • Invoiced
    • Location ID – If a user is locked to a location, the location ID will be prefilled. If the user is not locked to a location and if it is required, the location can be entered here.
    • From & To – These two fields are for the entry of start and finish dates. The user may click on the headings to utilise a date picking calendar.
    • Start & Finish – Enter the Start and Finish times.
    • Vendor ID – If the activity is to be outsourced to a Vendor, in place of assigning a Resource ID, enter a Vendor ID in the Vendor ID data entry field. The rates for billing and cost will then be drawn from the Inventory Item.
    • Qty – Enter in a Quantity for the activity. This may have been prefilled if the Start and Finish times have been entered. SapphireOne will then calculate the billing and cost totals for the activity.
    • Discount – Any Discount to be applied may be entered in the Discount data entry field.
    • Cost – SapphireOne will enter the cost based on the cost as setup in the Activity. This may be altered as required on a Activity by Activity basis.
    • Billing – SapphireOne will enter the billable cost as set up in the Activity. This may also be altered as required on an Activity by Activity basis.
    • Markup – Enter any Markup that is to be applied.
    • Total (Cost) – SapphireOne will calculate the total cost based on the data that has been entered for this Activity.
    • Total (Billable) – SapphireOne will calculate the total billable amount based on the data that has been entered for this Activity.
      • The Billing, Total Billing and Mark-Up data entry fields are linked dynamically so that updating the figures in any of them will result in the figures being updated accordingly within the other fields.
    • Do Not Print – If this check box is selected, SapphireOne will not print this activity on the invoice.
    • Sales Line Button – Selecting this button will tell SapphireOne to display any sales lines that have been linked to the project.
    • Check Resources Availability Button – When this button is selected, SapphireOne will display the Resource Gantt Calendar as seen in the screenshots below. This shows all the resources and tasks that have been assigned to the project for the entire period between the To and From dates for the activity. This enables the user to make adjustments by selecting another resource or change the dates if the resource is already assigned elsewhere. Additionally by selecting the “Show Full Details” checkbox the lines will expand so that the user can review the resource in more detail, showing each and every Job Project the Resource Activity is allocated to.

    Job Project – Qty By period Tab

    Once the Quantity by Period button is selected SapphireOne will display the screen as shown below ready for quantity data entry.

    • Include in QTY Reports – When this checkbox is selected SapphireOne will include the quantities for this activity in quantity reports for this Job Project.

    Activity Period Budget Area

    This area displays various items that are related to this Activity in a concise format enabling the user to view the essential details on the single screen. These items are for viewing only and if modification to any of these items are required, the user will have to go to the appropriate area of the Job Project to alter them.

    • Prefix or ID – This is displayed for the Task, Activity and Resource.
    • Name – This is displayed for the Task, Activity and Resource
    • Est.Start – The estimated Start dates are displayed for the Task and Activity.
    • Est.Finish – The Estimated Finish dates are displayed for the Task and Activity.
    • Budget Fill Drop Down menu – The user has two options when filling a budget. Both of these options are linked to the Update Qty button in the lower right hand corner of the screen. This will sum all budgets and update the quantities on the details page.
      • Fill Task Periods With Fixed Quantity
      • Fill Activity Periods With Fixed quantity
    • Fill Budget Button – When the Fill Budget button is selected SapphireOne will proceed to fill the budgets as requested. You will be alerted to provide a value to start with. (What is the value and what does it do?)

    Inventory Tab

    Once the Add Inventory button has be selected SapphireOne will display the following screen with the Inventory Tab selected by default.

    As with Activities, Inventory may only be added at the task level.

    • Task Selection – Select the Task that you want the Inventory Item to be added to.
    • Add Inventory Button – Following task selection the user selects the Add Inventory button. An Add Inventory screen will be displayed.
    • ID – SapphireOne will automatically enter a numerical ID for this activity item in a Job Project.
    • Inventory ID – The Inventory ID data entry field is wild card searchable using the @ symbol.
    • Standard Selling Price – SapphireOne will enter this automatically drawn from the items master record
    • Invoiced
    • Location ID – If a user is locked to a location, the location ID will be prefilled. If the user is not locked to a location and if it is required, the location can be entered here.
    • Delivery – Enter the delivery date for the item.
      • Allocated – SapphireOne will enter a quantity if there has been an allocation for the item.
      • Weight/Area – If entered into the items master record it will be displayed here.
      • 2nd Unit – If entered into the items master record it will be displayed here.
    • Vendor ID – Enter the Vendor ID if required.
    • Qty – Enter the Quantity.
    • Discount – If any discount is to be applied enter it here.
    • Do Not Print – If this option is selected SapphireOne will not print this Inventory Item on any invoices.
    • Cost – SapphireOne will enter the cost based on the cost as setup in the activity. This may be altered as required on a activity by activity basis.
    • Billing – SapphireOne will enter the billable cost as set up in the activity. This may also be altered as required on an activity by activity basis.
    • Markup – Enter any Markup that is to be applied.
    • Total (Cost) – SapphireOne will calculate the total cost based on the data that has been entered for this Activity.
    • Total (Billable) – SapphireOne will calculate the total billable amount based on the data that has been entered for this Activity. The Billing, Total Billing and Mark-Up data entry fields are linked dynamically so that updating the figures in any of them will result in the figures being updated accordingly within the other fields.
    • Sales Line Button – By selecting the Sales Line Button a History Sales Line screen will automatically be opened with a history of all Sales lines for this particular Inventory item, for this particular Job Project.

    Inventory Item – Period Budgets Tab

    This Period Budgets tab allows the user to set up budgets for the inventory item within Job Project Planning/Quote page.
    There are a number of preset options available, or the user may set up their own budget for this Inventory Item

    The dropdown ‘Fill Next Years Budget To Revised‘ allows you to select different actions. Use the ‘Budget Fill‘ button to complete the action you have chosen.

    Job Projects Billing Page

    The Billing Page displays the actual line items and cost incurred. It also shows the linking data which is from the Job Project Invoices that have been raised against the Job Project. The Billing Page can be found by navigating to Job Projects > Job Projects > Job Project Inquiry Billing.

    • Include 100% Checkbox – When this checkbox is selected SapphireOne will display all items that have had a 100% allocations made.
    • Write Off Button – The user may select a line or a group of lines, then select the Write Off Button. SapphireOne will then write off the selected items that are no longer required for the Job Project.
      • If the user does select a transaction and select the Write Off Button. An alert will ask if the user is sure.

    Job Project Clients Page

    The Clients Page is for assigning unlimited clients to a single Job Project. An example of a Job Project that may have two or more clients is a joint venture. The percentage of the total of the Job Project can be allocated across unlimited clients. The user adds a Client by selecting the Plus button at the bottom right of the screen. Retention details for each client can be stored and a history of all invoices and receipts to the clients for the Job Project can be viewed within the client record.

    The Clients Page can be found by navigating to Job Projects > Job Projects > Job Project Inquiry > Clients.

    Job Projects Vendors Page

    The Vendors Page is for assigning unlimited vendors to a single Job Project. An example of a Job Project that may have two or more vendors. The percentage of the total of the Job Project can be allocated across unlimited vendors. The user adds a Vendor by selecting the Plus button at the bottom right of the screen. Retention details for each Vendor can be stored and a history of all invoices and payments to the Vendor for the Job Project can be viewed within the Vendor record.

    Job Projects Direct Summary Page

    The Direct Summary screen allows the user to view a summary of all transactions that have been processed.
    Please note the image displays the Bathurst Mall Job Project in Bondi Blue to view Period based historical data.

    The Direct Summary page is found by going to Job Projects > Job Projects > Job Project Inquiry > Direct Summary.

    TTD Values Area

    • Charges – Total To Day Charges for the Job Project so far.
    • Costs – Total To Day Costs for the Job Project so far.
    • Profit – Total To Day Profit for the Job Project so far.

    MTD Values Area

    • Charges – Month To Day Charges for the Job Project so far.
    • Costs- Month To Day Costs for the Job Project so far.
    • Profit – Month To Day Profit for the Job Project so far.

    Transaction Values area

    • Clients – This displays the total amount for this project attributed to Client Based transactions.
    • Cash – This displays all cash used for this Project to date.
    • Vendors – This displays the total amount for this project attributed to Vendor Based transactions.
    • Adjustments – This displays the value of all adjustments made for the project to this date.

    Period Values area

    This area displays Costs, Charges and Profits on a period by period basis.

    Job Projects General Ledger Page

    The General Ledger Page lists all costs incurred for the Job Project in the Current Period. (GL Lines only).
    Since there is no current transactions for Bathurst we have selected the Include all checkbox.
    This page can be found by going to Job Projects. > Job Projects > Job Project Inquiry > General Ledger.

    • Total Costs – Total Costs for the project up untill the current time is displayed.
    • Include All – Select this checkbox to show all costs for the Job Project . This will access the Audit Line file and show all data for the Job Project (All Previous Periods instead of just the current period).
    • Exclude Unposted -By selecting the button the screen will only display posted transactions.
    • ID – The ID and Name are displayed at the bottom of the screen.

    Double clicking on a transaction line will show the GL Account detail line(s) in a new screen.

    Job Project Resources Page

    The Job Project Resource Page shows all Timesheet data relevant to the Job Project and is displayed in a similar manner to the Direct screen. When the checkbox is selected, the screen will display the G/L transactions that have arisen from these resource entries as well.

    This page can be found by going to Job Projects > Job Projects > Job Project Inquiry > Resources.

    • ID – The Job Project ID and name are displayed here.
    • Include All – When the Include All Check box is selected SapphireOne displays all resource based transactions for this Job Project.
    • Total Time Costs – This displays a value total of all time based costs for this Job Project.

    Job Project Inventory Page

    The Inventory Page screen displays all Inventory items allocated to this Job Project through the Inventory Job Projects menu.

    This page can be found by going to Job Projects > Job Projects > Job Project Inquiry > Inventory

    • ID – The Job Project ID and name are displayed here.
    • Open Inquiry – Selecting the Open Inquiry button tells SapphireOne to execute a Sales Line Inquiry for current transactions. Selecting a line and double clicking on it will display the audit lines that are linked to it.
    • Include History – By selecting the Include History checkbox, SapphireOne will also include Inventory items that are in history for a complete list.
    • Exclude Unposted – From either list above you may elect to Exclude Unposted items.

    Job Project Keywords & Notes

    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.

    • Keywords – Use Keywords to add key words for a personal search criterion.
    • Notes – The notes area functions as a diary, allowing you to enter notes.

    Risk Register Page – Job Project Inquiry

    This Risk Register page, is a repository to capture all identified threats and opportunities relating to the project for consideration.

    It can be found by going to Job Projects > Job Projects > Job Project Inquiry > Risk

    • The user can add a new risk record by using the Plus button at the bottom of the screen.
    • The user may remove a risk record by selecting the Minus button at the bottom of the screen.
    • Each Risk record registers the type, category, proximity, date registered and description of the risk.
    • Additionally, it allows the user to assign an appropriate response, a risk owner and risk actionees.
    • An event history can be maintained and actions assigned to track status and manage risks.
    • Sequence – SapphireOne will automatically generate a unique sequence number.
    • Inactive – This checkbox will only be selected if the open Risk Register is no longer active.
    • Project – The name of the Job Project is automatically displayed here.
    • Created and Modified – This will automatically display the SapphireOne user who Created and last Modified the Risk Register.
    • Title – Enter the title of the Risk Register.
    • Type – Use the user customisable drop down menu to enter in a type. This will then form a permanent type within the drop-down. Select the icon to add a new Type to the drop down menu.
    • Project Task – Click on the Select Button to view and select the relevant Project Task, Project Task Header or Mile Stone.
    • Category – Use the user customisable drop down menu to enter in a category. This will then form a permanent category within the drop-down. Select the button to add a new category.
    • Proximity – Use the user customisable drop down menu to enter in a proximity. This will then form a permanent proximity within the drop-down. Select the button to add a new proximity.
    • Email When Event Closed – When the event is closed an email notification will be automatically sent to this email.
    • Summary Tab
      • Description – This displays the Description entered on the Details Tab as outlined below.
      • Response – This displays the Response entered on the Details Tab as outlined below.
      • Events – This displays the list of Events that have been entered, as outlined on the Events Tab below.
    • Details Tab
      • Notified By – Select the SapphireOne user that is creating the note or the note is assigned to.
      • Notified Date – Select the date.
      • Description Box – Select the Green Clock icon to create a time and date stamp. Enter notes in the description box as required.
    • Events Tab – An event history can be maintained and actions assigned to track status and to manage risks.
      • Event Date – Enter the event date. Select on the underline Event Date heading to bring up the SapphireOne Calendar.
      • Type – Use the user customisable drop down menu to enter in a type. This will then form a permanent type within the drop-down. Select the button to add a new type.
      • Event Detail – Select the Green Clock icon to create a time and date stamp. Enter event details in the description box as required.
      • Select the icon to add the new event into the Event Transactions list area below. Select the event and click the icon to remove an event.
    • Actions Tab – This allows the user to add Actions against the Risk Register. Further information on adding Actions in SapphireOne is outlined in the Actions Page below.

    Job Project GL Budget Page

    These can either be created on a dynamic basis using the Excel Link feature when setting up the Job Project, or they can be created at a later date. A budget can be set for all GL accounts and periods, whether the Job Project ultimately uses that GL Account number or not. SapphireOne also allows the setting of revised budgets for each account which can be used to reflect changes.

    This page can be found by going to Job Projects > Job Projects > Job Project Inquiry > GL Budget

    When the Plus button is selected, SapphireOne will display a pop up as seen below enabling easy selection of your General Ledger accounts.

    • Selecting the period for the budgets is achieved by highlighting a G/L account, then selecting or ticking the required periods in the right-hand column.
      • These periods go up to period 30.
      • When the OK button is selected, SapphireOne will add the general Ledger account as a new line in the list.
    • When the new line is, double clicked, SapphireOne displays the General Ledger account ready for the entry of your budget details.

    Details Area

    No provision is made for data entry into this area, as it displays information about the General Ledger account selected as drawn from SapphireOne.

    Balances Area

    • The drop-down menu in this area has the following options.
      • Fill Budgets from Split amount..
      • Fill Budgets with Fixed amount.
      • Fill Revised Budgets from Split amount.
      • Fill Revised Budgets with fixed amount.
      • Copy Budget To Revised.
      • Copy Revised To Budget.
      • Swap Budget An Revised.
      • Copy Next Year’s Budget To Revised.
      • Copy Revised To Budget for Next Year.
    • When the button is Budget Fill button is selected, SapphireOne will display an alert asking for the dollar value to be entered for the budget. It will then fill the periods using the selection made from the drop-down menu above.
    • Sorting may be done by selecting/toggling the column headings.
    • The TTD is the Total To Date since the Job Project was commenced.
    • The total for all periods that the Job Project has been running.
    • When using, Excel Link the code for the TTD field is -1

    Gantt Chart – Job Project Inquiry

    The Gantt chart provides users with a visual representation of the Job Project schedule and how the project is performing against budget. To display yhis page go to Job Projects > Job Projects > Job Project Inquiry > Gantt Chart

    • Each Header Task consolidates the duration’s and status of all tasks assigned to it.
    • Milestones are displayed in red for easy identification.
    • The user can rearrange columns to suit their purpose and edit each task as required.

    Job Project Plant Costing

    Plant Costing may be set up on a Job Project by Job Project basis with the use of this Plant Costing function in a Job Project. The Plant or asset must already be in the Asset register before it is linked to a Job Project. SapphireOne will then use the rate as set here in the Job Project itself.

    The only data entry required is the selection of the plant and the rate at which it is to be set at for this Job Project.

    To display this page go to Job Projects > Job Projects > Job Project Inquiry > Gantt Chart

    Adding & Removing Plant – To add a new item select the button. To delete an item select the button.

    Plant Costing area

    • Asset – Enter the Asset ID. If the ID it is not known the use of wildcards to search for it in the ID is allowed.
    • Asset Name – Once the ID is entered the asset’s name will be displayed in the center column.
    • Rate – Enter the Rate for the plant that is to be applied for this Job Project only.

    Action Page

    The Action Page is a separate 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. 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. 
      • 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 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.

    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.

    Digital Assets Page

    The Digital Assets Page allows the user to attach unlimited media to any major table record in SapphireOne.

    Selecting the Digital Assets option from the Page menu within a major table record will display a list of digital assets currently in the data file.

    This screen and all ensuing screens will overlay any current screen displayed in your major table. The feature allows you to attach digital assets to your master record. 

    • To add a picture simply select the button. 
    • To delete a picture select the button. 

    Please note that adding digital assets can account for additional increase in your data file size.

    Tracking Notes Page

    Tracking notes may be used for almost any job or project where something has to be tracked and reported on. 

    The layout for the screen has been made very flexible so that it may be customised and used for virtually any purpose. 

    The tracking note may be linked to any Client, Vendor or Job/Project in the data file. 

    By default, SapphireOne opens up the tracking note on the Summary Tab as seen below. 

    Data entry is not allowed in the lower area when the Summary Tab is currently selected. 

    The window is in two sections, the upper section, Tracking Notes area which is displayed all the time and the lower Tabbed area which alters as the appropriate tabs are selected. 

    This enables the user to modify the data details in the lower tabbed areas while having immediate access to any details or selections that have to be entered or made in the Tracking Notes area. 

    The screenshots for the Details, Events and History tabs will only display the actual tab area itself and will not display the Tracking Notes area. 

    Use of the Green Buttons

    These drop down menus are user creatable. 

    The button both Adds an item to the drop down list and also Removes an item from the drop down menu. 

    To Add an item to the list, left click the mouse to select the button. The pop up as seen to the right will be displayed asking for the entry of a new item for the drop down menu. 

    To remove an item, select the item from the drop down menu, hold the Shift key down and left click the mouse on the button. 

    The item will be removed from the list with no further warnings. 

    Tracking Notes Area 
    • The number is generated by SapphireOne and is not alterable by the user. SapphireOne generates these numbers In ascending order and in sequence. 
    • All of Status, Type, Product, Document, Reference, Priority, Component and Custom data entry fields are user creatable drop down menus. (See above). 
    • The Client, Vendor and Project data entry fields may all be utilised to link the tracking note to a particular Client, Vendor or Project. All have a light blue background so that the entry of the @ symbol may be used to search for the correct ID to enter. 
    • If required, an employee may be entered into this tracking note. The data entry field is light blue so it is searchable when selecting the employee 
    • If necessary, a Required By date may be entered in the data entry field. As it is underlined there is a pick calendar available for the selection of a date. 
    • If a valid email address is entered SapphireOne will send an email to the entered address when this tracking note is closed is closed. 

    Tabs Area

    Notes and comments may be entered into this area. 

    There are 4 tabs to select from and these are Summary, Details, Events and History 

    • The Summary tab which SapphireOne defaults is where a brief summary of the item may be entered and is not user alterable. 
    • The Details Tab is when extended details of the item may be entered. 
    • Any Events that occur may be entered under the Events Tab. Any events that occur are listed in the area at the bottom of the screen. 
    • SapphireOne keeps a history of all that happens when this tracking note is altered in any way. 

    Data Entry Procedure
    • The data entry field is automatically entered by SapphireOne looking at the currently logged in user. This data entry field may be altered if required by the user. 
    • The is also automatically entered by SapphireOne and may be altered by the user if required. 
    • The data entry field is a user creatable drop down menu and the user must enter the data here if required. If the option is in the list just select it and if it is not in the list, select the to add the item to the pick list. 
    • The and area is where a description of the tracking note may be entered. The reader will notice that complete formatting of text styles and colours is allowed for in this data entry field. 
    • The area is where additional note and comments may be entered for the tracking note. The reader will notice that complete formatting of text styles and colours is allowed for in this data entry field. 
    • The Hardware and Software data entry fields are searchable and both of the fields are linked to the items that are listed when an Asset Inquiry is performed. 
    • The data entry filed is linked to a User Inquiry. Any active user on SapphireOne will be included in the pick list and may be selected in this data entry field. If correctly entered the user surname and first name will automatically be displayed by SapphireOne 

    Events Tab

    Any Events that have an effect on the tracking note may be entered here. 

    Three user creatable drop down menus are provided for the entry of data. 

    There is a are where notes may be entered concerning the event. 

    Data Entry Procedure

    Data entry for the events tab is very simple. 

    First select the button in the lower right hand corner of the screen to create a new event. 

    This will cause SapphireOne to enter in the current date and the user who is entering this event. 

    The only drop down menu that should have an entry is the drop down menu as this give the event a name or type. 

    Then select from or create items for the remaining tree drop down menus if required. 

    As each event is save SapphireOne displays these as list in the lower section of the window. 

    Any event may be remove from the list by selecting the button in the lower right hand corner of the window. 

    History Tab

    The details under the History Tab store details of any changes made to this tracking note. 

    As may be seen below in the screen shot below the Date, by user and some details are stored. 

    These details are kept by SapphireOne and users are not permitted to alter these details. 

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