5. A Guide To First time Operation of SapphireOne

First time Operation Overview

For those embarking on their first time operation of SapphireOne, the following is a valuable reference that provides step-by-step instructions for setting up the software and performing common tasks, helping users quickly become proficient in using the system.

The way you launch SapphireOne depends on the operating system you’re using.

MacOS  SapphireOne can be found in the Applications menu.
Windows SapphireOne can be found in the All Programs section of the Start Menu. 

Shortcut Icon

To facilitate easy access to the program in both cases, create a shortcut on the desktop or taskbar. The shortcut name can be left as assigned by SapphireOne or customised by the user.

Tutorial Data file

SapphireOne includes a sample data file called Bondi Blue Demo Inc. that lets you explore various modes of operation, such as Job Projects, Payroll/HR, Asset Management, Document Management, CRM (Contact Relationship Management), calendars, and Sapphire Actions, before creating your own file. The data file is based on a fictional retail company, Bondi Blue Demo Inc., which trades in goods and services. To select the data file you’d like to open, refer to the section on changing the default data file.

First Time Mode

For new users, there are two main steps: creating a new company data file and customising it to meet your company’s needs. First Time mode is a specialised feature designed specifically for this purpose.

One of the features of First Time mode is its Wizard tool that allows you to easily create a new company data file. Additionally, there are a set of menus available that you can use to customize your data file according to your company’s specific requirements.

Once the initial setup is complete, you will enter a Preliminary First Time Mode that guides you through a series of screens to ensure accurate and ordered data entry. If this process is interrupted and SapphireOne is closed, the data file will return to the point where the interruption occurred upon next access.

After completing the Preliminary First Time Mode, you can access the normal First Time Mode where you can navigate through menus in any order. These menus offer tools to import data related to Clients, Vendors, Inventory, Projects and General Ledger directly into SapphireOne, providing a structured and logical way to enter your company information.

First Time Mode is a unique feature in SapphireOne that lets you bypass the usual accounting rules, simplifying the process of entering your company’s data. With First Time Mode, you can enter your information without having to worry about setting up double-entry journals and account structures. This makes it easy to capture your company’s current state without getting bogged down by the technicalities of accounting. Whether you’re new to accounting or just starting out with SapphireOne, First Time Mode is a powerful tool that can save you time and effort.

Changing the Default Data File

Should you ever need to change the data file you are working with (eg: open a backup data file) there are two ways this can be achieved. 

Changing the Default Data File – Option 1

MacOS – Hold down the Option key and double click on the SapphireOne icon and continue to hold the Option key down as SapphireOne loads. This will bring up a screen which allows you to select an existing database or create a new database. 

Windows – Double click on the SapphireOne icon and then immediately after hold down the Alt key and continue to hold the Alt key down as you are starting SapphireOne. 

The PC is different to the Mac. If you hold down the Alt key as you double, click the PC will display the properties screen for the shortcut instead of allowing you the option of creating a new data file or selecting an existing one as seen below. 

When the Dialog Box titled Open Data file appears as seen to the right locate the file you wish to use then click on the Open button. 

Changing the Default Data File – Option 2

If the Open Data file dialogue does not appear, quit SapphireOne and rename your current data file, typically located in the same folder, from SapphireOne to another name. A suggestion is to simply add a single letter to the end of the file name as this will allow you to remember and alter the name back to the original name if necessary. This new name will force SapphireOne to ask you to locate a new data file as per Option 1 above. 

The main reason SapphireOne defaults to the original data file is because the Option key (for MacOS), or the Alt key (for Windows) was not held down to the extent required. Hold it down until the Open Data File dialogue screen appears.

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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