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.
All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.
The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:
Swap to Custom Inquiry
When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:
- To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
- To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.
The Inquiry screen below is the initial Custom Inquiry screen, which can be modified by the user.
Custom Inquiry Screen ‘Setup’ Function
To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.
From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
The screen features several menu items across the top, which include:
- Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
- Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox
at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed. - Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
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.
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