Welcome to your comprehensive guide to initiating operations with SapphireOne. This document is designed to provide you with detailed instructions for setting up and navigating SapphireOne efficiently, ensuring a smooth transition for your organisation.
New SapphireOne users are encouraged to acquire the necessary skills in a Sandbox (practice) environment by utilising a non-live data file. They have the option to use SapphireOne’s test data file, create a copy of the live data file, or start with a new data file. It is advisable to work on a duplicate of the selected data file so that the original can be easily restored if needed. Instructions for accessing and using the test data file can be found in the ‘Testing’ section of the Knowledge Base.
Launching SapphireOne
Depending on your operating system, the method to launch SapphireOne varies:
- For MacOS Users – Locate SapphireOne in the Applications menu.
- For Windows Users – Find SapphireOne in the All Programs section of the Start Menu.
Creating a Desktop Shortcut
To streamline access to SapphireOne, we recommend creating a desktop or taskbar shortcut. You may retain the default name provided by SapphireOne or personalise it to your preference.
Utilising the Testing Data File
SapphireOne provides a test data file that will be instrumental in understanding the trading of goods and services within SapphireOne. Documentation on how to acquire and utilise the testing data file can be found in the Testing category of this Knowledge Base. To select this or another data file, please follow the instructions documented later in this article to change the default data file.
First Time Mode Overview
As a new user, you will primarily engage with two processes: creating a new company data file and tailoring it to your organisation’s specifications. First Time mode is crafted to assist you in these tasks.
- Wizard Tool – This feature simplifies the creation of a new company data file.
- Customisation Menus – Use these to adjust the data file to align with your organisation’s unique needs.
Preliminary First Time Mode
Upon completing the initial setup, you will enter the Preliminary First Time Mode. This mode presents a sequence of screens to facilitate accurate data entry.
Should you exit SapphireOne during this process, the data file will resume from the last point of activity.
Navigating First Time Mode
After the preliminary phase, you will have access to the standard First Time Mode. Here, you can explore menus in any sequence, importing data related to Clients, Vendors, Inventory, Job Projects, and the General Ledger. This structured approach allows for a logical and efficient entry of your company information.
First Time Mode is particularly advantageous as it bypasses conventional accounting rules, enabling you to input your organisation’s data without the complexities of setting up double-entry journals and account structures.
Changing the Default Data File
There may be occasions when you need to switch the data file you are working on. Here are two methods to accomplish this:
Option 1
- MacOS – Press and hold the Option key while double-clicking the SapphireOne icon. Continue holding the Option key until the Open Data File dialogue appears, allowing you to select or create a database.
- Windows – Double-click the SapphireOne icon and immediately hold down the Alt key. Continue holding the Alt key until the Open Data File dialogue appears, allowing you to select or create a database.
Option 2
If the Open Data File dialogue does not prompt, exit SapphireOne and rename your current data file, typically found in the same folder. Adding a letter to the end of the file name is a simple way to differentiate it. Upon relaunching SapphireOne, the system will request you to locate a new data file as described in Option 1.
In conclusion, by following this guide, you should be well-equipped to begin your journey with SapphireOne. Should you require further assistance, our dedicated support team is ready to help you navigate any aspect of SapphireOne. We are committed to ensuring that your experience with SapphireOne is both productive and enjoyable.
For further assistance or to discuss your specific requirements with a SapphireOne Management Consultant, please contact us at +61 2 8362 4500 or email Sales. We are here to support you every step of the way in your implementation journey.
You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.