Sapphire Tools Index

Common Tools

Tool / Article Link Description
Apply Formula The Apply Formula tool is used to batch modify fields within the entire global scope of SapphireOne utilising the application of a custom formula.
Query By Formula The SapphireOne Query by formula tool allows the user to execute and also save a query on a transaction inquiry subset using a specified custom formula.
Quick Report The SapphireOne Quick Report editor is made available by SapphireOne for the purpose of creating ad-hoc reports in the Design and Application environment.
XML Table Export The SapphireOne XML Table Export tool enables the user to save the current transaction inquiry to an XML (Extensible Mark-up Language) document.
Re-Index The SapphireOne Re-Index tool will delete the existing indexes from your data file and will create new indexes. We recommend running prior to month end.
Write SapphireOne Write Pro offers SapphireOne users an advanced word-processing tool, fully integrated with your SapphireOne database.
View Sapphire View tool is a functionality and form area that enables the SapphireOne user to embed spreadsheet features and word processor documents in their forms.
Sapphire Custom Report The Sapphire Custom Report feature allows users to create a myriad of different reports from all available data tables and fields from within SapphireOne.
Sapphire Custom List Report The Sapphire Custom List Report contains preexisting report templates which allow users to quickly create reports of different dataset lists in SapphireOne.

Specific Tools

Tool / Article Link Description
Add to Batch SapphireOne provides the ability to add a batch number to a group of Receivables or Payables transactions that can be queried, sorted and searched at any time.
Add Uniform Leave The SapphireOne ‘Add Uniform Leave’ Tool is used when an employee or group of employees need a common type of leave to be added to their Working Transactions.
ADI Time Import The SapphireOne ADI Time Import Tool imports a text file that records Employee Names, Allowance Types and Allowance Hours within a working transaction.
Allocate 0 or 100% The Allocate 0 to 100% Tool enables the SapphireOne user to efficiently elect to fully allocate or unallocate multiple transactions in a quick and dynamic way.
Allocate Task Inventory Within SapphireOne Planning Quote functionality in Job Project we have provision for the selection of Inventory items that can be allocated to the Job project.
Allocation The SapphireOne Allocation Tool enables the user to select a particular transaction and either allocate or unallocate or reallocate that particular transaction.
Analysis for Allocation Audit The purpose of the Analysis of the Allocation Audit tool is to provide the SapphireOne user with a detailed analysis of allocations that may have discrepancies.
Back Orders Process The Back Orders Tool allows for the management and updating of Back Orders in SapphireOne displaying all Back Order Transactions and items yet to be delivered.
Batch Email SapphireOne user has the ability to email sales and purchase transaction types from within the inquiry screen and they will be emailed directly from SapphireOne
BrandScope ATS BrandScope partnership provides the SapphireOne client with access to a global wholesale marketplace and a direct B2B connection to Clients and Vendor partners.
Bulk Change Pay Period Date The SapphireOne Payroll/HR Working Transactions Bulk Change Pay Period Date tool is used when a number of employee’s pay dates are to be altered or changed.
Cancel Temporary Removal From BAS Temporarily Removal BAS Sapphire Tool is used to undo the removal of specific transactions from the BAS, using the Temporarily Remove from BAS SapphireOne Tool.
Change Password The SapphireOne Change Password tool has been specifically designed for changing passwords and enabling the user to set up an unlimited number of passwords.
Clone SapphireOne Clone functionality allows the user/s to quickly and efficiently clone various SapphireOne data tables and sources within the SapphireOne data file.
Clone to Location SapphireOne Clone Inventory to Location functionality allows the user to quickly and efficiently clone inventory to a new location in the SapphireOne data file.
Convert to SCI or PVI The user should be aware that this tool has been added as a convenient means to convert the currently highlighted OCI or OVI that remains unopened to an SCI or PVI.
Copy an Unlinked Contact to Client or Vendor SapphireOne Copy Contact to either a Client or Vendor is a tool that is accessed from your Contact/CRM inquiry and this will be useful in a number of scenarios.
Create Adjustment Note A SapphireOne Adjustment Note is required if you have previously issued and/or been requested to issue a Tax Invoice for a supply of a taxation adjustment note.
Create MP from Expensify CSV Expensify is an app which will stores your receipt images using character recognition and will be converted to SapphireOne Money Payment (MP) as a cash payment.
Create Star Track Dispatch DIN Star Track Dispatch file is suitable for integration into the Start Track system. Generating the .DINS will be a timesaver within your logistics in SapphireOne.
Create Toll Dispatch DAT SapphireOne Create Toll Dispatch DAT tool will create a Star Track Dispatch note and is invaluable for creating dispatch electronically directly to Star Track.
Custom Modify The Sapphire Custom Modify tool allows the user to make changes to posted records. These are Date in, Date Due, External Reference, Tag, Check Status, and Memo.
Custom Modify Log SapphireOne Custom Modify Log will track any changes that have been made to a transaction. The user wants to be able to go and identify the change that was made
Custom Report to PDF SapphireOne Custom Report to PDF falls under the Export title and is designed for generating a Sapphire Custom Report to PDF within SapphireOne Inventory mode.
Debug SapphireOne Debug tool has been designed specifically for the SapphireOne Price Book inquiry and is used for the purposes of debugging and updating Price Books.
Decrypt TFN’s By default all Tax File numbers held within SapphireOne are encrypted. If the Decrypt TFN’s tool is used this will unEncrypt the SapphireOne Tax File Number TFN
Do Not Pay SapphireOne Do Not Pay tool enables the user to elect to exclude some employees from a particular pay run and does not want pays to be processed at this time.
Duplicate SapphireOne Duplicate inventory tool simply and efficiently duplicates an inventory item or a group of inventory items, a common shortfall within ERP offerings.
Encrypt TFNs The SapphireOne Encrypt TFN tool protects the Tax File Number identity for client’s employees and the privacy of the data contained within SapphireOne datafile.
ETA Sapphire ETA tool has three functions available for users and is one of the collapsed items in the tools menu. The three sub items are Update, Export and Import
Export Action List The SapphireOne Export Action List tool enables the user to export selected Action pages information and relevant records, and generating it into a spreadsheet.
Expiry Date SapphireOne Expiry Date tool enables the user to set a new expiry date or change an expiry date on all or selected inventory items with serial or batch numbers.
Expiry Increase The SapphireOne Expiry Increase tool enables the user to extend the expiry date timeframe by a selected amount of days on a single or multiple inventory item/s
Export Activity Quantity by Period SapphireOne Export Activity Quantity by Period tool enables the user to export Job Project Activity quantities on a period by period basis is exported CSV file.
Export ATP The Sapphire Export ATP tool enables the user to export a customised spreadsheet report containing a specific ID and start date from Job Projects General Ledger
Export ATP Summary The Sapphire Export ATP tool enables the user to export a customised spreadsheet report containing a specific ID and start date from Job Projects General Ledger
Export Inventory Budget Balances Sapphire export inventory budget balances tool will use Job projects. This tool will export Inventory Budget Balances on a period by period basis to a CSV file.
Export Inventory Income and Expenditure Sapphire Export Inventory Income and Expenditure tool will export a CSV file to the local hard drive SapphireOne will then open it and display the exported file
Find Valid TFNs SapphireOne Find Valid TFNs tool enables the user to search within the SapphireOne employee record and locate any Tax File Numbers that are determined as valid.
Find Invalid TFNs SapphireOne Find Invalid Tax File Number (TFN) tool enables the user to search within the employee record and locate any Tax File Numbers determined as invalid.
Generate Vendor Order The Sapphire Generate Vendor Order tool enables the user to create an unposted Vendor Invoice with the particular inventory items required for that transaction.
Grouping Sapphire Grouping tool enables the user to group matrix inventory and label a group accordingly, and is used by apparel, equipment and manufacturing industries.
Hire Calendar For hired inventory items SapphireOne has provided a Gantt chart so that the user is able to see at a glance exactly when any Inventory item has been hired out.
Import (Price Book 2) SapphireOne Import tool allows the user to import new Price Book entries as raw data into the SapphireOne datafile overwriting existing entries with new values.
Import Price Break (Price Book) Once a SapphireOne user has set up the price book they can use the import price break tool, allowing them to set up a variety of prices for clients and vendors.
Import Prices (Inventory) Sapphire Import Prices tool enables the user to import pricing on inventory and efficiently change the prices of inventory directly from a spreadsheet document.
Include Deleted Selecting the Include Deleted tool function from the Sapphire Tools menu will tell SapphireOne to display any deleted items/records as well as the normal items.
Include Finished The Sapphire Include Finished tool enables the user to view a list of all Job Projects contained within the SapphireOne data file that have a status of Finished
Include Inactive The Sapphire Include Inactive tool enables the user to view all inventory records and items that have a status of inactive, typically not displayed in the list.
Label Print Per Line Quantity The Label Per Line Quantity Writer is a very versatile label design function that provides users with various ways to create and print custom labels as required
Last Arrivals The Sapphire Last Arrivals tool enables the SapphireOne user to display the last arrivals and is used in conjunction with barcode scanners.
Leave Calendar The Sapphire Leave Calendar tool enables the user to view employee leave entries within a daily, weekly or monthly calendar within the SapphireOne application.
Load Delivery Run The SapphireOne Load Delivery Run tool is used within Manager Manifest Inquiry and enables the SapphireOne user to add Delivery Run to the Manifests you choose.
Location Change The SapphireOne Load Delivery Run tool is used within Manager Manifest Inquiry and enables the SapphireOne user to add Delivery Run to the Manifests you choose.
Locked Record Sapphire Locked Record tool enables the user to view the status of a Transaction that has been automatically locked preventing the user from posting the record.
Make Inactive The Sapphire Make Inactive tool enables the SapphireOne user to select a single or group of Vendors, Clients or Inventory Items that they wish to Make Inactive.
Mark Finished Sapphire Mark Finished tool enables the SapphireOne user to efficiently and simply mark a single Job Project or group of Job Projects as Finished and completed.
Matrix Table Sapphire Matrix Table Tool enables the user to check the level of inventory items or stock in a graphical style matrix table also known as a Colour-Size matrix.
Merge Invoices The Sapphire Merge Invoices tool enables the user to merge un-posted invoices for the same Client or Vendor and generate one invoice from all open transactions.
No ABN Summary Sapphire No ABN Summary tool enables the user to produce a report of all Vendors who do not have an Australian Business Number (ABN) entered in the master file.
No Sale Item SapphireOne No Sale Item enables the user to search a list of inventory items that have had no sales within a particular timeframe i.e. monthly, quarterly, etc.
Open Billing Run The Sapphire Open Billing Run tool enables the SapphireOne user to display a list of selected transactions that are ready for billing within Job Projects.
Open Linked Audit Lines Sapphire Open Linked Audit Lines tool enables the user to display the audit lines for a particular Client Transaction and view the individual transaction lines.
Open Linked Invoices The Sapphire Open Linked Invoices tool enables the user to view any invoices that are linked to the selected transaction list currently displayed on the screen.
Open Linked Serial Batch The Sapphire Open Linked Serial Batch tool enables the user to view linked serial or batch inventory items within a transaction from History Sales Line Inquiry.
Open Linked Tracking Notes Sapphire Open Linked Tracking Notes tool enables the user to view all Tracking Notes entered by a SapphireOne user that are linked to a particular Job Project.
Open Linked Transactions The Sapphire Open Linked Transactions tool enables the SapphireOne user to view all linked transactions to the highlighted transaction or group of transactions.
Open Base Inventory Sapphire Open Base Inventory tool provides the SapphireOne user the ability to view a base inventory inquiry when an Inventory Locations inquiry screen is open.
Open Related Serial Batch The Sapphire Open Related Serial Batch tool enables the user to view an inventory serial batch when an Inventory Locations inquiry screen is displayed
Post Transactions SapphireOne Transaction Inquiry allows the user to post from within a transaction inquiry screen within any of the modes e.g. Accounts, Inventory, Job Projects.
Print Toll Manifest Report SapphireOne Manifest allows for various tools within the Tools drop-down menu, and one of these tools is Print Toll Manifest Report.
Query Allocated Transactions SapphireOne Query Allocated Transactions tool will display a subset within all allocated transactions of your current Payables and Receivables transaction list.
Query Linked Transactions SapphireOne Query Linked Transactions Tool is designed for Accounts History mode and displays Client Invoices (CI) linked via allocation to Client Receipt (CR).
Quick Leave Info SapphireOne Quick Leave Info Tool is designed to work within Payroll/HR Working Transactions mode and provides leave information for one or multiple employee/s.
Reload Pay SapphireOne Reload Pay Tool is designed for anybody working in Payroll/HR without having to close Working Transactions screen to go and run Start New Pay again.
Remove Duplicates SapphireOne Remove Duplicates Tool is designed for SapphireOne’s Contacts, also known as CRM, and identifies duplicates allowing the user/s to remove or delete.
Remove From Batch The Remove From Batch Sapphire tool will remove a receipt from a batch of transactions provided the receipt has not yet been reconciled.
Reorder The Sapphire Reorder tool allows the user to automatically create an Order Vendor Invoice (OVI) for inventory items that are required for reorder by the Vendor.
Resources Calendar The SapphireOne Resources Calendar tool enables the SapphireOne user to view all Resources allocated to a Job Project in a calendar/chart display e.g. employee.
Retrieve to Current SapphireOne Retrieve to Current functionality will retrieve transaction/s from History and enables the user/s to either reallocate or reverse the transaction/s.
Reverse Transaction SapphireOne Reverse Transaction tools are a very useful set off tools to be able to facilitate the automatic reversal of transactions unllocating automatically.
Sales Support The Sapphire Sales Support tool function has been provided for Sales staff requiring access to selling prices and are for the sale of single inventory items.
Serial Check SapphireOne serial numbers are assigned incrementally or sequentially to Serialised Inventory and Serial Check provides a means to identify any inventory items.
Show Parent Child Related SapphireOne Parent-Child Relationship in SapphireOne’s client and/or vendor master table record, establishes a relationship between a parent company and child.
Show Standing Transactions The ‘Show Standing Transactions’ SapphireOne tool can be used to filter and display all standing transactions only within a transaction inquiry window.
Stock Scan Count and Stock Count SapphireOne StockScanCount tool enables the SapphireOne user to do a stock count and has been designed for the adjustment of stock levels and inventory counts.
Temporarily Remove From BAS The ‘Temporarily Remove from BAS Sapphire Tool allows the user to select specific transactions and exclude them from the BAS Query.
Toggle Active, On Hold & Web Sapphire Toggle Active tool gives the SapphireOne user the ability to update a status of an inventory item or group of inventory items to Active, OnHold or Web.
Unlock The ‘Unlock’ Sapphire Tool allows users to change the status of un-posted transactions from Lock to ‘Unlock’ so that transaction can be Modified or Deleted.
Update Employee FX The Update Employee FX Sapphire Tool allows users to update the FX Rate on a selection of employee records at a time.
Updating Prices by Markup and Margin The SapphireOne Client Updating Prices by Margin and Mark Up tool enables the user to select entire sections of inventory and update the prices simultaneously.
Verify Un-posted The Verify Un-posted tool enables the SapphireOne user to search all un-posted records or selected un-posted inventory records within the SapphireOne data file.

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