Printing

Printing Overview

At SapphireOne, when we refer to printing it is a broad description that encapsulates not only the traditional physical printing of documents but also the generation of documents in various digital formats. Throughout all Modes of SapphireOne it is possible to configure and generate an extensive array of reports both pre-defined and customisable. These reporting capabilities now also include the ability to generate data entries. For example a user may elect to do an Inventory evaluation and an Inventory report that includes a Material Resource Report (MRP) tool that not only provides a forecast for inventory levels over the next 30 periods but can also simultaneously generate order vendor invoices OVI’s into the future for the supply and fulfilment of inventory via a MRP report.

It should be noted that selecting the print function directly from the file menu may be done while there is nothing open on screen. If this is done nothing will happen as SapphireOne looks to see what function is active on screen and then presents the user with the appropriate print dialog. 

Printing Procedure

Opening any report in SapphireOne results in the display of a SapphireOne report dialog with options that are relevant to the currently active function. This is used to generate report files for physical and digital output.

For other areas of SapphireOne the user can access this dialog by either selecting the Print button from the palette , Print from the File menu or using the keyboard shortcuts Command P (MacOS) or Control P (Windows).

For documentation on configuring individual report screens please refer to the relevant articles in this Knowledge base.

After the report has been configured, selecting the Print button will result in SapphireOne displaying a print driver dialog screen where users can elect to electronically or physically print the relevant document. The options available here can vary as they are dictated by the printer driver.

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

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

This functionality applies across every single Data Entry screen. For example, if the user is entering a Vendor Invoice (VI) and they want to add a memo within the Vendor Invoice (VI), the user can simply dictate the memo. Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account when the user is completing data entry using a General Ledger, there’s always a unique memo field for each General Ledger account line, the user can utilise this feature to quickly add the information they need to add. Additionally, if you’ve got an interview with an employee and after the interview process is completed the user is able to make notes about the employee.

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

Print Preview

For Mac users SapphireOne provides an addition to the Print Dialog Box once OK has been selected. This allows the user to preview a report on screen before printing it. 

You may preview the digital document on screen as a PDF prior to printing the report, which can be achieved at this stage by selecting the Print button. 

Alternatively, you may select the Cancel button and neither save or print it. In addition, there are a number of other options in this drop down menu.

It should be noted that Windows users will see a Print Preview checkbox. Once selected it will remain selected until the SapphireOne program is re started. 

Advanced Printing (Custom Reports)

A number of Custom Reports may be created from all transaction screens in SapphireOne. 

Go to the Tools dropdown menu on the main toolbar and select Custom Report. 

If there are no Custom Reports already in SapphireOne, you will be presented with a Request pop up dialog asking for a name for your new Custom Report. 

If some Custom Reports have already been saved in the data file you will be presented with

A standard blank Custom Report will open and from here you then have two options. 

  • Search for and use an already prepared Custom Report and use it as is or modify it for your use. 
  • Create your own Custom Report from a blank template. 

There are a number of Custom Reports within the installation folders when SapphireOne is installed. They are in a subdirectory under the Support folder. 

Once you have your Custom Report ready give it a name and select where you want this report saved. If you plan to create a number of these Custom Reports, it would be best to create a dedicated folder to store them in. 

Once these reports are stored on SapphireOne the will they appear when the drop down menu on the right hand side. Unless at least one report has been installed 

SapphireOne Label Design Writer

SapphireOne Label Design Writer is a versatile label design function that provides users with various ways to create and print custom labels as required. Users can access the SapphireOne Label Design Writer through all Inventory Report print dialog screens, or by highlighting an Inventory item within SapphireOne Inventory Inquiry screen and selecting the Print Icon from the SapphireOne Toolbar. When the Print Icon is selected, SapphireOne will present the below print dialog screen.

For more information please see the proceeding article: Printing-Label Design Writer.


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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