Parent & Child Clients & Vendors Overview
Allocations for Parent & Child Clients & Vendors will fail if these are not set up correctly. Both of these relationships are set up on the Terms Page of either a Client or a Vendor. The user should be aware that Client and Vendor Enquiries may be selected from a number of modes within SapphireOne.
Both Client and Vendor enquiries are documented in the Accounts Mode article, so we will use this to document setting up the relationship. Navigate to: Accounts > Receivables > Client > Terms Page.
Setting Up Parent and Child relationships for Clients and Vendors
Setting up Parent and Child relationships for Clients and Vendors in SapphireOne is crucial to ensure proper allocation of transactions and maintaining accurate accounting records. This guide provides an overview of the process for setting up these relationships using the Terms Page for both Clients and Vendors.
- Access the Terms Page for Clients and Vendors: To set up the Parent and Child relationships for Clients and Vendors, you need to access the Terms Page within SapphireOne.
- Go to the main menu and select “Accounts.”
- Under “Accounts,” choose “Receivables” for Clients or “Payables” for Vendors.
- Click on “Client” or “Vendor” according to your requirement.
- Open the required Client or Vendor record, then click on the “Terms” tab.
- Set up Parent and Child Relationships:
- Parent Client/Vendor: In the Terms Page, locate the “Parent” field. To designate a Client or Vendor as a Parent, leave this field empty.
- Child Client/Vendor: If you want to designate a Client or Vendor as a Child, enter the Parent Client or Vendor’s unique identifier (ID) in the “Parent” field.
- Save your Changes: After setting up the Parent and Child relationships, click the “Save” button to save the changes.
- Verify the Relationship: To ensure the Parent and Child relationship is set up correctly, you can perform a Client or Vendor inquiry. As mentioned, the Client and Vendor inquiries are documented in the Accounts Mode article. Follow the instructions in the article to perform an inquiry and verify the relationship.
By setting up Parent and Child relationships for Clients and Vendors accurately, you can ensure that SapphireOne allocates transactions and maintains your accounting records correctly. This will help in producing accurate financial statements and reports for your business.
The Terms Page can be located as the eighth option in the Page menu.
Terms Page Controls Area
The Controls area on the Terms page is where you establish the Parent-Child linking account. Specifically, for a Client, it is the Linked Client data entry field. Alternatively, for a Vendor, this is the Linked Vendor data entry field.
Be cautious when setting up Parent-Child relationships, as any existing transactions in SapphireOne for either the Parent or the Child will cause the Linked Client/Vendor data entry field to become locked. All allocations will need to be cleared before creating or removing any existing Parent-Child relationships.
Setting Up A Parent Child or Vendor
When setting up a Client or Vendor to be a Parent, the Parent ID must be entered accordingly.
For example, if ARCGRO was to be established as a Parent, ARCGRO would have to be entered into the Linked Client data entry field for a Client, or the Linked Vendor data entry field for a Vendor.
For a Parent, the Client or Vendor is linked back to itself.
If SapphireOne detects that this is occurring, an alert will be displayed asking for confirmation that it is to be established as a Master or Parent.
If there are any transactions in SapphireOne that will affect this Client or Vendor relationship, an additional alert will be displayed.
Setting Up A Child Client or Vendor
To set up a Child Client or Vendor, follow the steps above and enter the Parent ID in the Linked Client or Vendor data entry field. The Child will be immediately linked to the Client or Vendor as entered.
For example, in Bondi Blue, KENSUP is a Parent. KENSUPBL Blacktown, KENSUPPY Pymble, and KENSUPSU Sutherland are all children of the Parent KENSUP.