SapphireOne modes are organised into eight distinct operational modes, which can be accessed from the modes listbox menu on the toolbar or through Keyboard Shortcuts using the Function (F) keys. The modes are arranged in SapphireOne as follows:
| F1 | Accounts |
| F2 | Inventory |
| F3 | Job Projects |
| F4 | Assets |
| F5 | Payroll/HR |
| F6 | Management |
| F7 | Utilities |
| F8 | Workbook |
These modes are thoughtfully designed to group all the necessary tools for related business tasks in a logical manner. This chapter offers an overview of the functionalities available in each mode. Guidance on how to obtain help for these modes can be found in the subsequent articles.
Accounts – SapphireOne Modes
Accounts Mode equips you with the necessary tools to manage Accounts Receivable, Accounts Payable, and General Ledger. It also enables you to view and modify your company’s data through reports and dashboards, giving you real-time insights into your financial position.
Accounts Receivable
The Receivables menu assists in tracking amounts due to your business for goods and services sold. Apart from the standard tools for inquiries on clients, transactions, and allocations, SapphireOne offers various reporting tools, such as Client Details (multiple types), Labels, Aged Balances (credit control or terms-based, as of a specific period), Transactions, Bank Deposits, and Statements.
Accounts Payable
The Payables menu aids in monitoring amounts owed to suppliers for purchased goods and services. Besides the standard tools for inquiries on vendors, transactions, and allocations, SapphireOne provides several reporting tools, including Vendor Details (multiple types), Labels, Aged Balances (credit control or terms-based, as of a specific period), Transactions, Cheques, Remittances, and Statements.
General Ledger
The General Ledger menu lets you observe the impact of transactions on your company’s financial activities. While every transaction is recorded in the General Ledger, nothing is committed until the posting is finalized. You can set up budgets for various accounts here to facilitate analysis. Along with the standard tools for inquiries on vendors, transactions, and allocations, the General Ledger Menu offers several reporting tools, such as Chart of Accounts, Transactions, Classes, Departments, Trial Balance, Income Statement, Balance Sheet, and a comprehensive Transaction Report.
History
The History menu allows you to review your transaction and invoice data, enabling you to reprint historical invoices. It also grants access to Audit Lines and Allocation Lines.
Options
The Options menu comprises items for searching and sorting data while using an Inquiry Screen. All functions in this menu can be selected using keyboard shortcut keys.
Inventory – SapphireOne Modes
Inventory Mode offers a comprehensive system for managing sales, purchases, and inventory. SapphireOne stands out from most financial inventory software due to its activity-based approach. It includes various ways to view and manipulate data through reports, graphs, and real-time inventory updates.
Sales
The Sales menu offers tools for invoicing and monitoring goods sold. Additionally, you can input a sales transaction as a quote, transform it into a sales order, and then into an invoice without the need to re-enter any data.
Purchases
The Purchases menu facilitates the monitoring of acquired goods. You can input a Purchase Transaction as a Requisition, convert it to a Purchase Order, and subsequently into an Invoice, all without the need to re-enter any data.
Inventory
The Inventory menu assists in managing your inventory, providing complete tracking of all stock movements, along with Serial and Batch tracking capabilities. This feature is essential for businesses like computer, clothing, and department stores, among others.
Manager
The Manager menu consolidates common tasks for seamless control of operations within SapphireOne. Its purpose is to serve as a central administrator for various functions to be performed on the data. To ensure the proper functioning of the Manager options, SapphireOne necessitates some preliminary information setup before using these features.
POS
The Point of Sale (POS) menu is designed to streamline and simplify sales transactions in retail environments. It offers an intuitive interface for processing sales, managing customer information, and tracking inventory levels in real-time. The POS menu ensures quick, accurate, and efficient transactions, enhancing the overall customer experience while providing valuable insights into sales trends and performance for better decision-making and business growth.
History
The History menu provides the ability to review past transaction and invoice data, allowing for the reprinting of historical invoices. Additionally, it grants access to Audit Lines and Allocation Lines, ensuring you have a comprehensive view of your historical financial activities.
Options – SapphireOne Modes
The Options menu features items that facilitate searching and sorting data while using an Inquiry Screen. All functions within this menu can be conveniently accessed using keyboard shortcut keys, enhancing efficiency and ease of use.
Job Projects – SapphireOne Modes
Job Projects Mode offers tools to monitor costs, resources, and inventory related to specific projects. These projects could include construction sites, government grants, legal matters, assembly, or manufacturing. A project can be defined as a primary aspect of your business with built-in specifications.
Costs
The Costs menu is a streamlined version of the Payables menu in Accounts Mode, including only the items relevant to Job Projects.
Resources
The Resources menu assists in managing people or equipment associated with a project, providing tools for Time Sheets, Activities and Time Lines.
Inventory
The Inventory menu allows you to allocate stock to a specific project.
Job Projects
The Job Projects menu is central to this mode, enabling you to track costs and payments associated with a particular project. Once a Job Project is entered into SapphireOne, there is no need to re-enter the information. Incoming costs and payments can be allocated to the project.
History
The History The History menu enables you to review transaction and invoice data, allowing for the reprinting of historical invoices. Additionally, it grants access to Audit Lines and Allocation Lines.
Options – SapphireOne Modes
The Options menu includes items for searching and sorting data while using an Inquiry Screen. All functions within this menu can be accessed using keyboard shortcut keys for enhanced efficiency.
Assets – SapphireOne Modes
Assets mode equips you with the necessary tools to manage assets within your business effectively. This encompasses the handling of Asset Control and Asset Depreciation to ensure accurate tracking and valuation of your company’s assets.
Inquiry
The Inquiry menu offers a consolidated set of functions that enable comprehensive control over your Asset database and the depreciation of your assets..
Transactions
The Transactions menu is the place to make any alterations to an asset and where the generation of monthly depreciation transactions takes place.
Reports
The Reports menu grants access to in-depth reports and summaries for your assets. These encompass Asset Details, Asset Valuation, Depreciation, Historical Depreciation, and Transaction reports, providing valuable insights into your assets’ performance and value.
Assets
The Assets menu serves as a centralised hub for managing and tracking your company’s assets. It simplifies the process of adding, modifying, and organizing assets, ensuring accurate and up-to-date information is readily available.
History
The History menu features a single item, the Asset Transactions Inquiry which presents a list of all historical transactions in the database for easy reference and review.
Options – SapphireOne Modes
The Options menu provides items for searching and sorting data while using an Inquiry Screen. All functions within this menu can be conveniently accessed using keyboard shortcut keys, enhancing efficiency and ease of use.
Payroll/HR – SapphireOne Modes
Payroll/HR mode offers access to all standard data activities necessary for a Pay Run, ensuring smooth and accurate payroll processing.
This includes functionalities such as employee data management, payroll calculations, tax and superannuation contributions, leave management, and payment processing. HR-related tasks such as onboarding new employees, maintaining employee records, and managing performance and training can also be handled within this mode.
With its intuitive interface and automated processes, Payroll/HR Mode simplifies payroll and HR management, saving time and minimizing errors. Its comprehensive reporting capabilities provide valuable insights into employee performance and payroll expenses, helping to optimise decision-making and strategic planning.
Payroll
This is the main operations area of your Payroll. The items on this menu provide access to all regular activities in processing a Pay Run.
Reports
The Reports menu contains a range of items that provide comprehensive details on all aspects of your payroll and employee transactions, offering valuable insights and facilitating efficient record-keeping and reporting.
The reports available in Payroll/HR Mode cover a wide range of topics, including but not limited to, payroll summaries, employee earnings, taxes and superannuation contributions, leave balances and accruals, and employee performance and training. These reports can be generated on demand or scheduled to run automatically, ensuring that the latest information is always available to stakeholders.
In addition to providing detailed information on payroll and employee transactions, the Reports menu in Payroll/HR Mode also facilitates compliance with regulatory requirements, such as tax and superannuation reporting, and supports auditing and other compliance activities.
Overall, the Reports menu in Payroll/HR Mode is an essential tool for any business looking to manage its payroll and HR functions effectively, providing critical insights and supporting informed decision-making
Administration
The Administration menu features a centralized group of functions that provide full control over your payroll and employee databases. These functions are mainly inquiry-based and ensure that you have complete oversight and control over your payroll and employee data.
Key features of the Administration menu include:
- Employee Details: View and manage employee details, including personal information, employment history, and contact details.
- Payroll Setup: Configure payroll settings and preferences, including tax tables, superannuation contributions, and payment frequencies.
- User Security: Manage user access and permissions to ensure that only authorized personnel can access sensitive payroll and employee data.
- Payroll History: Access and review historical payroll data, including pay runs, tax contributions, and superannuation payments.
- Backup and Restore: Backup and restore payroll and employee data to ensure that your data is secure and recoverable in the event of a system failure.
- System Maintenance: Schedule and perform routine system maintenance tasks to ensure optimal system performance and data integrity.
The Administration menu in Payroll/HR Mode is a crucial tool for managing and controlling your payroll and employee data. It enables you to ensure that your data is accurate, secure, and compliant, supporting effective decision-making and strategic planning.
History
The History menu in Payroll/HR Mode provides access to all transactions that have been processed through payroll, including a range of summaries and reports for easy review and analysis.
The available summaries and reports enable you to view and monitor historical payroll transactions, such as pay runs, tax contributions, and superannuation payments. You can also generate a range of reports on employee earnings, leave balances, and performance, providing valuable insights into your payroll expenses and employee performance.
The History menu is an essential tool for managing and tracking payroll data, enabling you to easily access and review historical transactions for auditing and compliance purposes. It also facilitates effective decision-making and strategic planning by providing valuable data and insights into your payroll expenses and employee performance over time.
Options – SapphireOne Modes
The Options menu in Payroll/HR mode includes items for searching and sorting data when using an inquiry screen, providing quick and efficient access to the information you need.
All functions within the Options menu can be accessed using keyboard shortcut keys, enhancing usability and productivity.
The Options menu features a range of helpful tools, including filter and sort options, as well as the ability to customize columns and save inquiry settings for future use. These tools enable you to quickly and easily find and review the payroll and employee data you need, streamlining your workflow and saving you time and effort.
Management – SapphireOne Modes
Management Mode is a powerful toolset that provides essential functions for analyzing, managing, and auditing your business, giving you a clear and comprehensive view of your company’s financial health at any given time.
With Management Mode, you can accurately forecast for the future and identify trends, providing valuable insights that support effective decision-making and strategic planning. The mode also enables you to review historical data, allowing you to analyze past performance and identify areas for improvement.
Key features of Management Mode include:
- Budgeting and Forecasting: Plan for the future by creating detailed budgets and forecasts that take into account anticipated expenses, revenue, and other factors.
- Financial Reporting: Generate comprehensive financial reports that provide a clear picture of your company’s financial performance, including balance sheets, profit and loss statements, and cash flow reports.
- Analytical Tools: Use advanced analytical tools to gain insights into your business’s performance, such as variance analysis, trend analysis, and ratio analysis.
- Audit Trails: Track changes to financial data over time, ensuring compliance with regulatory requirements and facilitating internal auditing.
- Data Management: Manage and organize financial data efficiently, ensuring that it is accurate, up-to-date, and easily accessible.
By providing a complete picture of your company’s financial health, Management Mode enables you to make informed decisions that support your business’s growth and success.
Analysis
The Analysis menu in Management mode is a vital tool for scrutinising the current state of your business. It provides a range of essential tools that enable you to review and analyze key financial data, including statement of position, monthly activities, cash movements, and account movements.
By using the tools available in the Analysis menu, you can gain insights into the financial health of your business, identifying trends, areas of concern, and opportunities for improvement. This allows you to make informed decisions and take action to optimize your business performance.
Key features of the Analysis menu include:
- Statement of Position: View a detailed snapshot of your company’s financial position, including assets, liabilities, and equity.
- Months Activities: Analyse monthly financial data, including revenue, expenses, and cash flow, to identify trends and areas for improvement.
- Cash Movements: Monitor and track cash flow, ensuring that you have sufficient cash on hand to meet your business’s needs.
- Accounts Movements: Review and analyse account transactions, such as deposits, withdrawals, and transfers, to ensure accurate record-keeping and compliance with regulatory requirements.
- Analytical Tools: Use advanced analytical tools, such as ratio analysis and trend analysis, to gain insights into your business’s financial performance.
By using the Analysis menu in Management Mode, you can gain a deeper understanding of your business’s financial position, identify areas for improvement, and make informed decisions that support your business’s growth and success.
Management
The Management menu in SapphireOne provides a real-time overview of your business’s financial health, allowing you to reconcile your accounts as if they have already been processed through the General Ledger, including transactions waiting to be posted. This enables you to gain an accurate picture of your company’s financial position without having to wait for the usual processing of information to be completed.
Furthermore, the data available in the Management menu can be exported for use in other applications, such as Excel, providing greater flexibility in reporting and control.
Key features of the Management menu include:
- Real-time Overview: Get an up-to-the-minute view of your business’s financial position, allowing you to identify trends and areas for improvement quickly.
- Reconciliation: Reconcile your accounts in real-time, including transactions waiting to be posted, to ensure that your financial data is accurate and up-to-date.
- Export Functionality: Export financial data for use in other applications, such as Excel, for enhanced reporting and analysis.
- Flexibility: Use the data available in the Management menu to make informed decisions and take action to optimize your business’s performance.
By providing a real-time overview of your business’s financial health and the ability to export data for use in other applications, the Management menu in SapphireOne enables you to make informed decisions quickly and easily, supporting your business’s growth and success.
Audits
The Audits menu in SapphireOne provides an essential tool for auditing your business’s financial transactions. It allows you to print audit trails for your Receivables, Payables, and General Ledger transactions, providing an invaluable record of all changes made to your financial data.
By printing audit trails using the tools available in the Audits menu, you can track changes made to your financial data over time, ensuring that your business remains compliant with regulatory requirements and facilitating internal auditing. This provides increased transparency and accountability, allowing you to identify errors or discrepancies and take corrective action quickly.
Key features of the Audits menu include:
- Audit Trails: Print audit trails for Receivables, Payables, and General Ledger transactions, providing an accurate record of all changes made to your financial data.
- Compliance: Ensure compliance with regulatory requirements by tracking changes made to your financial data over time.
- Internal Auditing: Facilitate internal auditing by providing a detailed record of all financial transactions.
- Transparency: Increase transparency and accountability by providing a clear and accurate record of all financial changes.
By using the Audits menu in SapphireOne, you can ensure that your business remains compliant with regulatory requirements and that your financial data is accurate and up-to-date. This enables you to make informed decisions and take action to optimize your business’s performance, ensuring its continued success.
General Ledgers
The General Ledger menu in SapphireOne provides a range of essential tools for managing your business’s financial data, including the ability to create multiple Foreign Currency General Ledgers.
By using the tools available in the General Ledger menu, you can gain a complete overview of your business’s financial position, track transactions over time, and ensure compliance with regulatory requirements. The ability to create multiple Foreign Currency General Ledgers enables you to manage financial data across different currencies, providing increased flexibility and accuracy.
Key features of the General Ledger menu include:
- Multiple General Ledgers: Create multiple General Ledgers to manage financial data across different currencies, providing increased accuracy and flexibility.
- Transaction Tracking: Track transactions over time, ensuring that your financial data is accurate and up-to-date.
- Compliance: Ensure compliance with regulatory requirements by maintaining accurate financial records.
- Reporting: Generate detailed financial reports, such as balance sheets and profit and loss statements, to gain insights into your business’s financial performance.
By using the General Ledger menu in SapphireOne, you can gain a complete overview of your business’s financial health, manage financial data across multiple currencies, and make informed decisions that support your business’s growth and success.
Options – SapphireOne Modes
The Options menu in SapphireOne provides a range of essential tools for searching and sorting data when you are in an Inquiry Screen. These tools enable you to quickly and easily find the information you need, improving efficiency and productivity.
By using the functions available in the Options menu, you can customize your inquiry screens to suit your needs, sort data by various criteria, and search for specific records using keywords or other filters. Furthermore, all functions in the Options menu can be accessed using keyboard shortcut keys, providing even greater efficiency and ease of use.
Key features of the Options menu include:
- Customization: Customize your inquiry screens to suit your needs, displaying only the data that is most relevant to you.
- Sorting: Sort data by various criteria, such as date or amount, to quickly identify trends or anomalies.
- Searching: Search for specific records using keywords or other filters, improving efficiency and productivity.
- Keyboard Shortcuts: Access all functions in the Options menu using keyboard shortcut keys, providing greater efficiency and ease of use.
By using the Options menu in SapphireOne, you can improve your efficiency and productivity when working with financial data, ensuring that you have the information you need to make informed decisions and optimize your business’s performance.
Utilities – SapphireOne Modes
Utilities Mode in SapphireOne is a collection of essential tools for managing the operation of the software itself. This mode provides a range of specialized tools that are typically used on an occasional basis, enabling you to maintain the software and optimize its performance.
Key features of Utilities Mode include:
- Software Maintenance: Use the tools available in Utilities Mode to maintain the SapphireOne software, ensuring that it is up-to-date and operating at peak performance.
- Data Backup and Restoration: Backup and restore your data as needed, ensuring that your financial data is always secure and accessible.
- Data Repair: Repair any corrupted data, ensuring that your financial records remain accurate and up-to-date.
- Security: Ensure the security of your financial data by setting user permissions and access levels.
By using the tools available in Utilities Mode, you can ensure that the SapphireOne software is operating at peak performance, maintain the security of your financial data, and optimize your business’s performance. Whether you need to backup and restore data, repair corrupted files, or manage user permissions and access levels, Utilities Mode provides the tools you need to get the job done quickly and efficiently.
History – SapphireOne Modes
The History menu in SapphireOne provides a range of essential tools for reviewing your transaction and invoice data, enabling you to reprint historical invoices and access audit lines.
By using the tools available in the History menu, you can review your financial records over time, ensuring that your records are accurate and up-to-date. You can also reprint historical invoices as needed, providing a valuable record of your business’s financial transactions.
Key features of the History menu include:
- Transaction Review: Review your financial records over time, ensuring that your records are accurate and up-to-date.
- Historical Invoices: Reprint historical invoices as needed, providing a valuable record of your business’s financial transactions.
- Audit Lines: Access audit lines, providing a detailed record of all changes made to your financial data.
By using the tools available in the History menu, you can ensure that your financial records are accurate and up-to-date, and that you have access to a complete record of your business’s financial transactions.
Controls – SapphireOne Modes
The Controls menu in SapphireOne provides a range of essential tools for customising your system settings and security. By using the tools available in the Controls menu, you can set default settings for new clients, vendors, and inventory items, change menus and field names, and customise the format of your various reports.
Key features of the Controls menu include:
- System Settings: Customise your system settings and security to meet the specific needs of your business.
- Default Settings: Set default settings for new clients, vendors, and inventory items, ensuring that your data is consistent and accurate.
- Menu and Field Customization: Change menus and field names to suit your business’s specific needs.
- Report Customisation: Customise the format of your reports to provide the information you need in the format you prefer.
By using the tools available in the Controls menu, you can ensure that SapphireOne is configured to meet the specific needs of your business. This can help improve efficiency and productivity, ensuring that your financial data is accurate and up-to-date, and that you have the information you need to make informed decisions and optimise your business’s performance.
Utilities – SapphireOne Modes
The Utilities menu enables you to access custom functions and tools. It also allows you to add new plug-in keys as necessary.
Options – SapphireOne Modes
In SapphireOne, the Options menu includes tools for searching and sorting data when you are using the Inquiry Screen. All of the functions on this menu can be accessed using keyboard shortcut keys, providing quick and easy access to the tools you need.
Workbook – SapphireOne Modes
Workbook Mode in SapphireOne enables you to customise the software to suit your workflow. With Workbook, you can gather your most frequently used tools or functions from all modes under one convenient menu without the need to change modes.
When using Workbook Mode, even though you are accessing and using functions from other modes such as Accounts through to Utilities, SapphireOne will continue to display Workbook as it operates in this special mode. This provides a streamlined and efficient workflow, allowing you to access the tools and functions you need quickly and easily without having to switch between modes.
General
The General menu in SapphireOne provides a range of important functions and tools to support the overall operation of the software. These tools are not specific to any particular mode, but are designed to enhance the overall functionality of the system. The General menu in Workbook Mode includes features such as User Management, Backup and Restore, Import and Export, Print Centre, Sapphire Web Pack, and Security. By accessing the General functions and tools in Workbook Mode, you can manage and maintain your system efficiently, ensuring that it operates smoothly and effectively. This can help you save time and reduce errors, allowing you to focus on your core business activities.
Options – SapphireOne Modes
The Options menu provides a range of tools for searching and sorting data. These tools include functions for filtering data based on specific criteria, sorting data in ascending or descending order, and searching for specific keywords or phrases.
Additionally, all of the functions on the Options menu can be accessed using keyboard shortcut keys, making it easy to quickly navigate and access the tools you need. By using the search and sort functions available in the Options menu, you can easily find and manage your data, saving time and improving productivity.
You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.
You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.