Palettes

Palettes Overview

SapphireOne Palettes functionality allows the user working with SapphireOne Server or Sapphire Singleuser, to simultaneously have more transaction screens, data entry screens and inquiry screens open at the same time.

This is the same procedure as when a user has multiple functions open when using Mac, or Windows based platforms. An unlimited number of screens can be opened from within the SapphireOne and Sapphire applications, with your user being able to access additional screens from any of the five palettes.

The first palette icon seen is the star in the blue circle. This will provide your favorites data entry screens or favorite transaction inquiry screens and will put that in order on the most commonly opened of your favorites. Once opened, it is unique to each user so that user will have their own unique favorites listing, which will be unique to the user login and password and then a next icon across which is the blue circle with the paper and a pencil is a list of major inquiry screens as follows.

Favour Access

Favourites

Inquiries

Inquiries
Palettes

Inquiries contains 30 screens and they are as follows:

Clients, Vendors, General Ledger, Inventory, Inventory Locations, Matrix, Serial Batch, Price Book, Job Projects, Manifest, Importer, Documents, Document Manager, Passwords, Tracking Notes, Contacts, Actions, Calendar, Employees, Resources, Assets, Account Transactions, Inventory Transactions, Time Transactions, History Account Transactions, History Audit Lines, History Bank Reconciliations, History Inventory Transactions, History Sales Lines and History Payroll/HR.

Data Entry

Data Entry

Reports

Reports

Palettes – Data Entry Overview

SapphireOne Data Entry palette is the third blue icon, which is a piece of paper with a plus symbol in the bottom right hand corner. By clicking on this icon you will be able to select a range of the most commonly used Data Entry screens in Accounts mode, Inventory mode and Job Projects mode.

Then we have two additional Data Entry modes at the bottom of the palette Leave Request for employees to populate their own leave requests, and PDF capture, which allows both Vendor Invoices (VI) and Order Client Invoices (OCI) to be dragged and dropped. All the data entry as well as the Document Management is created from the drag-and-drop feature within PDF capture.

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. 

Palettes – Reports Overview

SapphireOne Reports palette provides reports on Orders, Invoices and Purchases from inventory mode. The following section in the palette is titled Dashboards where a SapphireOne user can create a new Dashboard providing the user access to all data table and fields within SapphireOne that the user has ability to access. This is controlled by the user Setup and the user has the ability to create their own graphical dashboards based on a series of matrixes.

The next Dashboards are Clients, Client Total, Closure Ratings, Employee Engagement Index, Income Statement, Inventory Quote, Sales Rep – this will be available if the SapphireOne user has been setup as a Sales Representative , Sales Pipeline, Test Dashboard, Top 10 Moving Inventory Items and Top 10 Selling Inventory Items.

SapphireOne Palettes – Splicecom Softphone

Contact

When selecting the phone icon from the dashboard this will answer the incoming phone call if connected with the Softphone. It will automatically populate the phone number and the CRM contact sitting behind that phone number.

Palettes streamline user access to regularly used SapphireOne features. It also facilitates the opening of multiple SapphireOne functions concurrently to enhance workflows. The palettes are provided with the end user in mind, creating a very convenient user interface allowing for unlimited data entry and inquiry screens to be open simultaneously. The five palettes provided are as follows:

Favourites Favourites The Favourites Palette provides access to the users most commonly used features. Initially a new user will find this menu unpopulated, however over time SapphireOne will be able to assess which features to place here based on the users usage.
Inquiries Inquiries The Inquiries Palette is almost entirely made up of inquiry functions. Some of the exceptions include Account, Inventory and Time transaction inquiries, which all provide a convenient grouping of transactions for the selected group. The user will find these inquiries very useful when looking for un-posted transactions as they list all Transactions. The last five items from Transactions through to History Payroll are for the viewing of historical transactions.
Data Entry Data Entry The Data Entry Palette is almost entirely made up of data entry functions. For the users convenience these have been listed in four groups as follows: Accounting, Inventory, Job Projects and Workbook
Reports Reports The Reports Palette has two groups. The first group contains three commonly used reports that are also available from within the function that creates them. In a new data file, the second group normally only contains the single item New Dashboard. 
Contact Softphone The Softphone Palette will allow the user to answer any incoming calls and will pop open the relevant contact screen in relation to the incoming caller. This feature will additionally log the details of the call within the contact, allowing for quick and easy access to all incoming call information..

All functions that are listed within a palette may be directly opened by the user. SapphireOne does not require that a particular inquiry or function is first opened. 

Unless the user has permission set in Utilities > Controls > System Controls, by a SapphireOne admin user, they will not, by default be provided access to all functions in the Palettes.

Users should be aware that any items or transactions opened using the Palette will be locked to other users on the network. Those users will be allowed read only privileges and will be unable to modify the data entry item currently opened by using the Palette options. 


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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