Invoices Report

Invoices Report Overview

The Invoices Report in SapphireOne Job Projects Mode is used to produce reports on all Client Invoice data within SapphireOne. Invoices can be printed direct to printer and on various paper options including Letterhead Paper, Plain Paper, Plain Pre-Printed Paper and Custom Advanced options.

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

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

Print Destination Menu

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

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

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. 

Invoices Report Types Menu

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

Plain Paper  This will print a Standard SapphireOne Invoice onto blank sheet of paper. It will print everything including all lines and any graphics. 
Plain Preprinted  This will print only the text onto the paper, with the lines and graphics already pre-printed on the paper. 
4010 Preprinted  This is for dot matrix printers with the boxes already in a pre-set format. 
Direct-1  This drives a serial printer directly using the settings defined in Utilities Mode allowing any style of pre-printed paper to be used. This is set up within Utilities > Controls > Direct Print Layouts. 
Direct-2  This drives a serial printer directly using the settings defined in the Utilities Mode allowing any style of pre-printed paper to be used. This is set up within Utilities > Controls \ Direct Print Layouts.
Letterhead Paper Prints the Invoice directly onto letterhead paper. This is set up in the Utilities Mode . This is set up within Utilities > Controls > Direct Print Layouts. 
Custom Invoice–1  This prints the Invoice as defined by SuperReport 1.  Utilities > Controls > Super Report Layouts. 
Custom Invoice-2  This prints the Invoice as defined by SuperReport 2.  Utilities > Controls > Super Report Layouts.
Landscape This will print directly in landscape format.
Advanced  This allows you to specify the number of copies and paper type prior to printing. Addition details below.
Discontinued Inventory This will include Inventory items that have been flagged as discontinued.

Advanced Printing Options

The Advanced print option is under the Report Type drop-down selection menu item. Once this option is selected and printing is initiated SapphireOne will display the Invoice Print Settings dialog as seen below. Using this advanced print option an invoice may be printed with many different methods.

Mix and match is allowed of any type of reports but when any selection of report is made the user is advised to check the method and copies carefully. Please note that SapphireOne will by default select Plain Paper and 1 as the default printing options as seen below.

  1. Print Selection – First highlight an item then click in the first column with the tick header.
    • There are at present 8 options split up into 3 basic groups. Make your selections by placing the cursor in the first column and clicking once.
    • Once this is done a for a Mac or a + symbol will be displayed indicating that the print item has been selected.
  2. Method – Next left click on the cell at the junction of the highlighted line and the Method column.
    • SapphireOne will display a menu with 9 options from Plain Paper, the default through to Landscape.
    • Select the print method that is required.
  3. Prints – Then while the item is still highlighted click in the Prints column.
    • A menu will be displayed which allows for the direct entry for the number of prints required from 1 through to 11. Numbers other than these may be entered by selecting the Other option from this menu.
  4. Email – Provided emails have been correctly set up in SapphireOne the user may select this checkbox which tell SapphireOne to sent the invoice as an attachment to an email instead of printing it.

Report Sort Order Menu

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

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

Report Buttons

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

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

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