Standing Transactions

Standing Transactions Overview

The Standing Transactions Inquiry screen within SapphireOne Payroll/HR Mode is the permanent reoccurring record of an employees normal pay. The Standing Transaction only reflects any permanent arrangements that you have for your employees pay or hours worked once their employment data has been entered by the Pay Roll officer. This includes arrangements that do not change, such as an employees base Salary or Wage, or if for example a car allowance is given to an employee on a permanent basis.

This functionality has been added to the Payroll function as a convenience for the Payroll/HR officer, so that the actual transactions that go to make up an employee’s pay may be checked from within the Payroll function itself.

Any modifications made within the Standing Transactions Inquiry screen to any employee will remain permanent, and will keep the employee’s data current for all subsequent pay runs. Any updates or modifications required for a current pay run, such as Sick Leave, Holiday Leave, Allowances, etc are made within the Working Transaction Inquiry screen, and as such will not change the data stored in this Standing Transaction record.

If there are no Standing Transactions entered or set up for an employee, the employee will not be displayed in any Pay Runs. When a new employee starts, the Payroll/HR office will need to open the employees Standing Transaction file and enter in a minimum of data such as a Salary or a Wage.

When opening the Working Transactions Inquiry screen the user is presented with a list view of all employees Standard Transactions. Highlight an employee and use the Modify icon to open the employee files and make adjustments. Select the Green Tick icon to save the Standing Transaction.

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.

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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.

Setting up Standing Transactions for Employees

Standing Transactions for employees must be entered when any new employee commences employment. These details are updated when there are any changes to his employment record that has to be made permanent. For example, a car allowance is given on a permanent basis.

Until you have set up Standing Transactions for an Employee, that employee will not be displayed in the list when you do a Payrun.The first Standing Transaction set up for any employee would normally be some type of payment in the form of a Salary or Hourly pay with a set number of hours declared for each pay period.

Alternatively, an Hourly Pay rate may be declared with zero hours for each pay period. This would mean that the employee would receive nothing until their Working Transaction file was modified by the Payroll Officer to reflect the actual number of hours worked each pay period. This is useful when an employee works varying numbers of hours for any given pay period.

Standing Transactions Details Page

Information Tab Area

The Information Tab area at the top of the Standing Transactions Details page includes four seperate tabs all containing various Payroll/HR information and details that have been set up for the Employee. The Tabs include Employee, Allowance, Miscellaneous and Log.

Select the appropriate Tab to display the required information. These Tabs allow for reading and viewing only of all employee details, and any modifications can be made within the corresponding Employee Inquiry screen.

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 timesaver.

Payslip Details Area

The user may enter a message here that will be printed on the payslip itself.

Standing Paysheet Area

The Standing Paysheet area is for the entry of all employees Standing Transactions such as Salary, Superannuation, Allowances, etc.

Select the icon to add a new working Paysheet line and the icon to delete a Paysheet line. When a line is selected the details are displayed above the line entry area and may be modified as required. 

Once all of the line items have been entered into the Standing Pay sheet area the user is advised to select the Recalc Button. This will cause SapphireOne to calculate the pay and insert any items that are to be included in the employee’s pay, such as RDO and PAYG tax.

In each and every Payrun executed each Employee’s Standing Pay details here will be loaded into the Working Transactions inquiry file.

Summary Area

  • ID – SapphireOne will automatically display the Employee ID.
  • Name – SapphireOne will automatically display the Employee Name.
  • Gross – This displays the Gross value of the Standard Transaction.
  • Total Net – This displays the Total Net after taxes and deductions of the Standard Transaction.
  • Recalc Button – This button is for the purpose of visually displaying to the user how SapphireOne will calculate the pay when the Payrun is finally executed. Any running alterations to the Working Paysheet will require the selection of this buttons to visually check that the pay sheet has been correctly calculated.
  • Company Split Button – Selecting this button allows a detailed Costing Split to be used for the selected line. Either a Department or Project Costing split can be set up if desired from this single screen.

How to Split Pay between Departments and Projects

There are two ways to split a pay between Departments and Projects. These include:

  1. By adding an additional line within the Working Paysheet area of the Standing Transaction to seperate the pay into two lines between Department and Project. Please note that this will only split the actual Pay in hours and not any other items such as RDO, Union Fees etc. that also appear in the employees’ Pay Sheet. To create a, for example 60% to 40%, across the employee’s entire pay, please see the second method as outlined below.
  2. By selecting the Company Split button found in the bottom right hand corner of the Standing Transactions Inquiry. Selecting the Company Split button allows a detailed Costing Split to be used for the selected item. Either a Department or Project Costing split can be set up if desired from this single screen as seen below.

The user can first select the  button to add a line. Then enter a percentage into either the Department or Project data entry field and enter the percentage for that line. For a 2-way split, two lines will be needed that add up to 100%. Using Project or Departmental costing allows the journals transferred to SapphireOne to be split between the selected costing areas.

Actions Page

Action Page Overview

The Action Page is a versatile tool that can be added to major records and transaction tables. It includes various actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps, as well as All Day Notifications. This provides users with a centralised location to manage and organise their tasks, meetings, and notes, improving efficiency and productivity.

The Action Page allows users to use the add or delete buttons to add or delete actions as required. Simply select the relevant button to add or delete an action.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes a sequence number, title, type, action, user, privacy settings, status, tag, and link fields.

  • Sequence – SapphireOne automatically generates a unique sequence number for each action.
  • Title – Enter a title for the action.
  • Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
  • Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
  • User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
  • Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
  • Status – The user has three options: Open, Hold, and Completed.
    • Open – Action is open and active.
    • Hold – Action is active, but no alarms will be active.
    • Completed – Action is now Inactive and won’t be displayed in any list of actions.
  • Tag – Users may attach a tag to an action, which will create a permanent tag within the drop-down. To add a new tag, type the name of the new tag into the tag box and press the tab key. Select “Yes” from the pop-up window to confirm. To remove a tag from the list, click on the tag name while holding down the Command (MacOS) or Control (Windows) key. Select “Yes” from the pop-up window to confirm the deletion.
  • Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.

Check List Area

SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.

Dates and Times Area

  • Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
  • Completed – Entering a completion date for an action deactivates it, and it will no longer appear in action lists.

Alarm Area

Never forget a task again – set up alarms to send reminders via email at specific dates and times. Users can also receive email notifications with the provided email address.

Recurring Area

If necessary, the alarm can be set to recur at intervals selected from the Type drop-down menu. Additionally, the recurring period can be defined by date.

Notes Area

Click the green clock button to add time and date stamps to your notes. You can also customize the font, style, color, and background color of the text in the Notes area by highlighting it and right-clicking.

Invite Attendees Area

In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them an email notification if their email addresses are provided. Additionally, you can manage and track attendees’ RSVP status in real-time.

Documents Page

Documents Page Overview

The Documents Page centralises document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents Area

The Documents Page simplifies file management by allowing various document types to be attached via drag and drop, including PDFs, spreadsheets, photos, and more. It provides a centralised location for document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents can only be attached once the corresponding record has an assigned ID.

Documents List Screen Options

There are eight buttons on the Document List screen, as follows:

  1. Open – Allows viewing of the currently selected document.
  2. Update – Prompts the user to import a new version of the selected document while maintaining links to any associated transactions.
  3. Scan – Accesses a scanner for scanning documents directly into the data file and linking them to the current transaction (requires a compatible scanner with software).
  4. Save – Saves the currently selected document.
  5. Link Document: Enables linking of the selected document to other transactions in the data file, presenting a popup for user selection.
  6. Link Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
  7. Link Existing Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
  8. Delete – Deletes the currently selected transaction or record.
  9. Add – Displays a search function for selecting a document from the local computer or device.

Details Area

The Details area allows users to add a custom name, description, and tags to each document, enabling easy search and location of specific documents. These details can be customised to meet the specific needs of the user or organisation, further improving the efficiency and organisation of the Documents Page.

Last Modified Area

The Last Modified section displays the date and time when the document was last modified, as well as the user who made the changes. This feature helps maintain accountability and enables efficient tracking of document modifications.

History Area

The History area records changes made to the document, including the date, time, and user who made the changes. This provides a valuable tool for tracking and managing document revisions.

The Links area allows users to record links to other places where the document has been attached. Links can be added or removed using the (+) and (-) buttons, providing an efficient way to manage and organise related documents.

Notes Area

The Notes area allows users to add any relevant notes related to the document. Clicking the green clock button will add a date/time stamp, further improving document tracking and management.

Digital Assets Page

The Digital Assets Page enables users to attach an unlimited number of media files to any major table record in SapphireOne.

Choosing the Digital Assets option from the Page menu within a major table record displays a list of digital assets currently stored in the data file.

This screen, as well as subsequent screens, will overlay the existing screen displayed in your major table. This feature facilitates the attachment of digital assets to your master record, providing an efficient way to manage and organise media files associated with your data.

  • To add a picture, simply click the Add button. 
  • To delete a picture, select the Delete button. 

Considerations for Adding Digital Assets

Adding digital assets can impact your data file size and system performance. It is important to consider the following:

  • Storage capacity: Assess your storage capacity to ensure it can accommodate an increase in file size.
  • System performance: Adding a large number of media files can potentially slow down your system. Evaluate the impact on system performance before attaching a significant number of digital assets.

The key to successful image optimisation for performance is finding the perfect balance between the lowest file size and acceptable image quality. There are three things that play a huge role in image optimisation:

Image File Format

For most website owners, the three image file formats that matter the most are JPEG, PNG, and GIF. Choosing the right file type is crucial in image optimisation. To simplify things, JPEGs are ideal for photos or images with lots of colors, PNGs are recommended for simple images or transparent images, and GIFs are suitable for animated images only. PNG images are uncompressed, making them higher-quality, but also much larger in file size. JPEGs are a compressed file format that slightly reduces image quality to provide a significantly smaller file size. GIFs only use 256 colors along with lossless compression, making them the best choice for animated images.

Compression

Image compression plays a significant role in image optimisation. Various types and levels of image compression are available, and the settings for each will depend on the image compression tool you use. Most image editing tools such as Adobe PhotoshopON1 Photo, GIMP, Affinity Photo, among others, have built-in image compression features. You can also save images normally and use web tools such as TinyPNG or JPEGmini to compress images before uploading them to SapphireOne. Although they require some manual effort, these two methods allow you to compress images efficiently.

Image Dimensions

When you import a photo from your phone or a digital camera, it usually has a high resolution and large file dimensions (height and width). These photos typically have a resolution of 300 DPI and dimensions starting from 2000 pixels or more. Although high-quality photos are perfect for print or desktop publishing, their dimensions can still be optimised. Reducing the image dimensions can significantly decrease image file size. You can resize images easily using image editing software on your computer.

To illustrate the impact of image optimization, let’s consider an example. We optimized a photo with a resolution of 300 DPI and image dimensions of 4900 x 3200 pixels. The original file size was 1.8 MB. We selected the JPEG format for higher compression and adjusted the dimensions to 1200 x 795 pixels. The resulting file size was reduced to just 103 KB. That’s a remarkable 94% reduction in file size from the original.


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