Where Used: Accounts > Receivables & Payables, > Transactions > Batch Add and Remove
Batch Add and Remove Overview for Accounts Mode
For either Receivables or Payables transactions, the SapphireOne user has the ability to Add a unique batch number to each record in a subset of those transactions. If the transaction already has a batch number, the Batch Remove functionality may be used to remove previously entered batch numbers.
The ability to add a batch number at a later date gives the end SapphireOne user flexibility to add an additional field that can be queried, sorted and searched by at any time. This unique batch number is useful as a reference to indicate a relationship between individual records for purposes such as reconciliation.
Other Areas of SapphireOne
Other areas of SapphireOne has inbuilt functionality where certain types of transactions will have a batch number automatically added to them. One example is when the SapphireOne user is generating Vendor payments by EFT. SapphireOne will automatically enter a batch number, the same as when we’re doing client receipts and we’re doing them as a single batched deposit. It will automatically add a batch number to a group of client receipts. For example, the part that may have been payed on credit cards will be batched, and it’s in a batch group. It may be a part of a series of cheques, and you will physically take those to the bank and the group of cheques will be given a unique batch number.
Adding Batch Numbers
To use this tool.
- From a list of transactions highlight the ones that intend to be part of a Batch.
- Select Options > Show Subset (Ctrl + G).
- Select
Tools from the Sapphire toolbar and then ‘Batch > Add’. - From the alert enter the desired batch number.
- Select OK.
Within an individual record the result will appear under the Controls tab of each individual transaction.
The following image is an example of the custom screen configured to display the Batch number in the second column.
In SapphireOne, all inquiry screens provide the option for customisation of the displayed item list. The feature, called Custom Inquiry, lets users choose the data fields to be shown and the sequence of data columns across the screen. The user can save infinite custom views. While a client list is used as an example to follow, any inquiry type can be customised in SapphireOne.
The Standard Inquiry Screen
The Standard Inquiry Screen in SapphireOne provides a foundational view of data, presenting a set of column fields for each record. This screen is designed to offer a straightforward and efficient way to access and review essential information.
The list above represents the standard inquiry list, displaying a fundamental set of data fields for each client record and includes two buttons as follows:
- Swap to Custom Inquiry – When the user selects the ‘Swap to Custom Inquiry‘ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Inquiry Screen, which is documented below.
- Show/Hide Audit Lines – Toggle the Audit lines panel open. This panel will display at the bottom of the Inquiry screen, benefiting workflow by providing an immediate view of the critical details for a selected line.
The Custom Inquiry Screen
When the user selects the ‘Swap to Custom Inquiry’ button from the Standard Inquiry, SapphireOne will display the default Custom Inquiry Screen, as shown below. This screen provides the user with a customisable view of the data set, which is maintained per user and for each particular inquiry.
The options available from the Custom Inquiry Screen are as follows:
- Swap to Standard Inquiry – Return the view to a standard Inquiry.
- Method List Box – This list box, in conjunction with the adjacent operator list box, allows for calculations to be performed across all rows of the displayed data. The results are displayed adjacent to the operator list box.
- Operator List Box – Select an operator to apply to the method selected using the method list box.
- Setup Button – The Setup button will open a modal screen with functionality to customise the Custom Inquiry, as documented in the following section.
- Export Button – Open the data set in CSV format in the devices default spreadsheet application.
The Custom Inquiry Setup Screen
The Custom Inquiry setup screen allows for the customisation of the data view, which is maintained per user and for each particular inquiry. Once the user has customised the Custom Inquiry screen, the screen view will be maintained in subsequent sessions and is unique to the current user account. This screen also provides the option to select and save an unlimited number of custom views per user.
The Custom Inquiry setup screen provides the following functionality:
- Favourite Sets – This option enables the user to save a custom-created screen for future use. For instance, the user can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
- Row Height – Adjust the table row height to the users preference.
- Show Related Record – This option allows the user to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, the user can select a related record, and a view of that related record for the chosen entry will be displayed for that currently selected record. The user will need to select the fields to be displayed.
- Reset to Default – Reset the display to the default view configuration as established by SapphireOne.
The Custom Inquiry setup screen provides the user with two main options for organising the data displayed:
- To remove or relocate a column – Right-click on the column lines and choose from Delete, Move Left, or Move Right.
- To add a column – Locate the desired data set in the list and double-click on it to add it to the custom view as a new column. Edit the location as described above if required. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
Customising inquiry screens in SapphireOne allows for a tailored data view that meets the users specific needs. By leveraging the Custom Inquiry feature, the user can enhance their workflow efficiency and ensure that critical information is readily accessible.
Removing Batch Numbers
The procedure for the removal of batch numbers is virtually identical to adding Batch numbers.
- From a list of transactions select/highlight the ones that are to have their batch numbers removed.
- Select Options > Show Subset or use the (Command + G (Mac OS), Ctrl + G (Windows) shortcut.
- Select Tools from the Sapphire toolbar and then ‘Batch > Remove’.
- The alert will state how many transactions will have their batch number removed.
- From the alert Select OK.