Tax Scale - Uncover the Potential of Payroll/HR Tax Rates

Tax Scale Overview

SapphireOne supports various tax jurisdictions for Payroll/HR. We establish these as tax rates within a tax jurisdiction. Typically, a tax rate for Payroll/HR is a ratio expressed as a percentage at which a person is taxed. A number of similar tax rates are merged together into a tax scale. For PayRoll/HR this is personal taxation.

SapphireOne Tax Scales represent a percentage turned into a formula (y = ax – b). The purpose of the Tax Scale function is to give SapphireOne users the ability to easily import various tax rates and automatically apply the tax rates to employees based on the tax scale.

Each financial year a new set of tax rates and scales can be released by Taxation Offices worldwide. The appropriate Tax Scales must be imported into SapphireOne before any PayRuns are completed for the NEW financial year.

When a Payrun is executed SapphireOne will look for the most recent set of Tax Scales and apply those for the Payrun. If the current Financial years Tax Scales have not been imported, SapphireOne will use last years Tax Scales which may be incorrect if updates have not been made.

As each year’s Tax Scales are imported the old Tax Scales should be deleted. Select the Date From column heading to sort by Date and the list will be sorted accordingly. This will enable a simple bulk select of the Tax scales to be removed by highlighting the scales and selecting the Delete button.

You may also create your own custom Tax Scales for different countries by selecting the New button and creating new Tax Scales as outlined below.

All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.

The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:

Swap to Custom Inquiry

When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:

  1. To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
  2. To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.

Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.

The Inquiry screen below is the initial Custom Inquiry screen, which can be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.


From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.

The screen features several menu items across the top, which include:

  • Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
  • Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed.
  • Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.

Tax Scale Area

  • Date Active From – Enter the date that the Tax Scale is active from.
  • Scale – Enter the ID used to refer to this specific Tax Scale.

Notes Area

Any notes that are required may be entered here. 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.

Dictation and Speech to Text Overview

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 time saver.

Rates Area

The Rates Area gives you the ability to enter your own custom Tax Rates for your selected tax jurisdiction. Select the + icon to add a new tax rate, and the – icon to remove the Tax Rate when no longer required.

To enter a flat tax rate, use 0 for dollar and enter the percentage as cents in a dollar, i.e. 48% is 0.48.

Please note that the amounts entered into the Tax Rate are on a weekly basis.

How to Import Tax Scales into SapphireOne

To import Tax Scales into SapphireOne, navigate to Utilities > Utilities > Sapphire Functions.

From there you may select the PayRoll/HR tab, and then select ‘ImportTaxRates TCP’ to automatically import Tax Scales directly from SapphireOne FTP server.

You may also select ‘ImportTaxRatesText‘ to manually import the Tax Scales from a text file.

Select OK to complete the process.

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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