Company Inquiry Overview
SapphireOne’s multi-company Company Inquiry supports unlimited numbers of companies within the one Sapphire One data file whether this is single user or client server. The beauty with the SapphireOne multi company is that each company can be operated in a uniquely different tax jurisdiction and also unique currency per company. Also within the one company the user has the ability to run an unlimited number of currencies. The purpose of multi-company is to manage those entities that trade in various locations as well as various industries.
Once you are a SapphireOne user and you are running multiple companies to within the one data file, the user has the ability to be able to have various logins. For example, you may choose to have a master login where you can login to all your companies from the one user login, and then the ability within Financial Reporting to report those companies as consolidated, and you can consolidate all the companies into one P&L or Balance Sheet or you may group them by different demographics e.g. country code or however you like to do so. This is a standout functionality within the SapphireOne application to be able to slice and dice your multiple companies in whatever way the user requires once the user has them all set up within the one data file.
Typically a multi-company will either be referred to as the parent company or the corporate group. This is an industry term that refers to a multi-company ultimately controlled by one parent entity. These corporate structures or parent companies can have a wide and diverse range of reporting requirements based off various international tax treaties and they may have structured the companies in various tax free structures i.e. Dutch Sandwich.
The Company Inquiry function within SapphireOne Utilities mode is where Companies are set up within the users SapphireOne data file.
For both single or multi company data files the details for any Company in the data file are entered here in this Company Inquiry. This includes details such as Company Name, ABN, Tax Numbers, Postal and Physical Address, and the Departments and Contacts linked to the Company.
When opening the Company Inquiry, the user is presented with a list of Companies set up within the users Company data file.
To create a new Company profile, select Company Inquiry from Utilities Controls menu, and then select the New button from the SapphireOne main toolbar.
Company Details Area
The Company area is where all the key information about the company is entered.
- ID – Enter the Company ID.
- Company Name – Enter the Company Name.
- Area – A user creatable list as in all other areas of SapphireOne.
- Trading Name – Enter the Company Trading Name.
- ABN – Enter the Company Australian Business Number.
- Tax No. B – Some companies have a secondary Tax number that can be entered here for reference.
- Starting Month for Financial Year – Enter the starting month the companies financial year will begin.
- Opening Period – Enter the companies opening financial period.
- Created – SapphireOne will automatically log the date the Company was most recently modified, as well as the SapphireOne user who modified the inquiry.
- Modified – SapphireOne will automatically log the date the Company was created, as well as the SapphireOne user who created the Inquiry.
- Active Checkbox – The active checkbox will be automatically selected when setting up a new company. Within SapphireOne you do not have the ability to delete Company records, instead you can deselect this checkbox to make the Company no longer active. One you deselect this checkbox, a data entry point will appear and ask for a finish date to be entered for the company.
SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for anybody doing data entry within SapphireOne. Any data entry field that the user can type into using a keyboard, they can use this feature.
They can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client and they have just made a phone call to that particular client using the Softphone technology, this will automatically date and time stamp the contact and the phone number you called to. As soon as the call is completed or finished, the user has the ability to use the Speech to Text (Windows) function or Dictation (MacOS) function and dictate into the memo field of the CRM contact, adding as much description as they require.
This functionality applies across every single Data Entry screen. For example, if the user is entering a Vendor Invoice (VI) and they want to add a memo within the Vendor Invoice (VI), the user can simply dictate the memo. Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account when the user is completing data entry using a General Ledger, there’s always a unique memo field for each General Ledger account line, the user can utilise this feature to quickly add the information they need to add. Additionally, if you’ve got an interview with an employee and after the interview process is completed the user is able to make notes about the employee.
Speech to Text or Dictation is an extremely powerful tool and it’s something that we at SapphireOne as well as our clients utilise daily. It is a massive timesaver.
The Address area is where the companies primary contact details are entered.
- Postal – Enter the company postal address. The address entered here will be used in all documents created by SapphireOne.
- Physical – Enter the company physical address. The address entered here will be used in all documents created by SapphireOne.
- Country Dropdown – It is critical that a country is selected from the drop-down menu. From the country, as selected SapphireOne determines the Local Currency, Tax Rates in the Periods & Taxes window, and will automatically load default Allowances for Payroll.
- Main Telephone – Enter the main company contact number.
- Second Telephone – Enter the second main company contact number.
- FreePhone – A facility for an additional telephone number.
- Facsimile – Enter the Facsimile number.
- URL – Enter the companies website URL.
- Primary Email – Enter the companies primal email contact.
- Preferred Contact – Select the preferred contact at the Company.
Any Departments linked to this Company will be displayed here. The user may view or modify the Department by double clicking on an existing Department.
Additionally, by selecting the New Button, the user has the ability to create new Departments and link them the company here. New Departments can also be created within the SapphireOne Department Inquiry function and linked to the Company.
All Contacts link to this Company will be displayed here. The user may view or modify the Contact by double clicking on an existing Department.
Additionally, by selecting the New Button, the user has the ability to create new Contact Inquiries and link them the company here. New Contacts can also be created within the SapphireOne Contact Inquiry function and linked to the Company.
More Details Page
The second page of the Company Inquiry is the More Details Page. This page contains information that must be entered correctly as SapphireOne will refer to this page for details when performing a number of functions.
This area cannot be modified. The ID and Company Name are inserted from the ID and Company Name entered on the previous Details Page.
Electronic Media Area
The information entered in this area is used in a number of functions within SapphireOne when an electronic file is to be created. In each of the cases below, a suitable electronic file is created that may be presented to the appropriate institution as required. The process is as follows.
- Generating an electronic file for sending to the ATO – Go to Payroll/HR > Reports > Payment Summary and from the print dialog window select a Report Type of Electronic Media. This will create a file in a format that is required by the ATO, that you would send to them electronically. (This file is ATO specific).
- Generating an ABA electronic direct credit text file for sending remittances to your bank – Go to Accounts > Payables > Cheques then select Print Cheques. Then from the print dialog pop up select Report Type of Remittance, then a Report Method of ABA file for EFT.
- Generating an EFT electronic direct credit text file in Payroll/HR automatically – Go to Payroll/HR > Payroll/HR > Payrun and from the print dialog window select the Direct Credit File checkbox in the Set up Reports window while doing a payrun. Alternatively you may do this after the payrun has been completed by going to Payroll?HR > Reports > Money Reports then selecting a Report Type of Direct Credit File.
Electronic Media Area (ATO Related)
- Corporate Gateway – If you have a Corporate Gateway you may enter an optional Corporate Gateway ID here.
- Supplier Contact – Enter the name of the person who the ATO should contact if there is a problem with the file. This is compulsory.
- Payer Contact – Enter the name of the person who is contactable within the ATO.
- Contact Work Phone – Optionally enter the work phone number of the person who is contactable within the ATO.
- Contact Work Email – Optionally enter the email of the person who is contactable within the ATO.
- Branch Number – This field is where you may enter an optional Branch ID if you have one.
- Signature – This field is where you may enter a text and image of the signature to be used on the Payment Summary. This may need approval by the ATO.
- Employer Exempt from FTB – Some employers like charities are exempt from FBT.
Electronic Media Area (ABA Related)
- Bank Abbreviation – This field is limited to a three-character ID field and this should be provided by your bank or financial institution.
- ABA ID – This field is your unique number provided by your bank. (Limit six Characters)
- ABA User ID – The ATO will provide a user ID which may be entered her.
- Processing Indicator – This field is an optional field your bank may require. (Limit of two characters and ask your bank for the details as it may not be required).
- Bank Account – This field specifies the bank account to be debited. The 1st field is the BSB and the 2nd field is the Account number. (NB: No spaces or other Characters allowed)
- Header Notification – This will be utilised on your Bank Statement Memo. (Only used in Payroll/HR for the creation of the direct credit file).
- Line Notification – This will be utilised on your employees Bank Statement Memo. (Only used in Payroll/HR for the creation of the direct credit file).
- Media For Bank File – Select the required option for your Electronic Media payment.
- Previous System ID –
List Pay Area
This area is used by SapphireOne when List Pay is used.
- Authorised – The Authorised data entry field should have the authorised name of the bank account to be debited entered.
- List Pay User – The List Pay User data entry field should have the user Name to be entered.
- Contact – The Contact data entry field should have the Payroll/HR contact in your company entered. SapphireOne will automatically insert the Contact name used in the ATO Magnetic Media Area however you may alter this if necessary.
- Send to Fax –
If the Use Below Information for ABA file checkbox is selected in any General Ledger Account that is also a bank account SapphireOne will use the ABA details as entered into the General Ledger Account!
Payroll/HR Tax Area
- Registration – Enter the registration number to be used by SapphireOne for Payroll/HR tax.
- Tax Rate – Enter the Tax rate to be used by SapphireOne for Payroll/HR tax.
- Threshold – Enter the threshold to be used by SapphireOne for Payroll/HR tax.
- Contact First Name – Enter the first name of the contact to be used by SapphireOne for SuperStream details.
- Contact Surname – Enter the Surname of the contact to be used by SapphireOne for SuperStream details.
- SSCC Prefix – The details as entered into this area are used by SapphireOne for shipping details. When a prefix is entered here SapphireOne will add this Prefix to all Serial Shipping Container Codes. (SSCC)
SBR BAS Area
The credentials and details as entered into this area are used by SapphireOne for accessing the ATO website when a BAS is being lodged. Details may be found on their web site here.
- KeyStore File – Upload the AUSkey keystore file obtained from the Australian Tax Office.
- KeyStore Password – The password that the user has created on the ATO web portal.
- Contact – The contact established on the ATO web portal.
- Branch Code – The Branch code provided to your organisation by the ATO.
The BAS functionality that this SBR BAS credentials are used for are accessed by navigating to Management > Analysis > Tax Calculation.
Payslip Message Area
Enter any message you would like included on the Payslips sent from this Company.
- Update Employees – Any updates the user would like to
Enter any additional notes related to the Company.
Pictures may be loaded into Pictures 1 & 2 areas by selecting the Load Image button. When Sapphire Reports is active the user may link to the pictures as installed here.
Any test the user would like include on the email payslip is entered here. For example an email signature.
Background Image Area
This field allows the assignment of a background image specific to the company the user is logged into. This is useful for branding and /or identification.
There are five areas within SapphireOne where emails may be sent on a company wide basis. SapphireOne also records a log of all emails sent. The log includes both successful and failed emails as may be seen in the screenshot below.
Default Emails Area
When SapphireOne is asked to generate and send emails, a return address is required to be inserted into them. Five separate return email addresses may be set up in a Company Inquiry for, Accounts Receivables, Accounts Payables, Inventory Sales, Inventory Purchases and Payroll/HR.
For this From email address, SapphireOne looks in three places in the following order.
- In a User Inquiry – If an email is found for the logged in user, SapphireOne will use it for all single emails that generates for the logged in user.
- Here in a Company Inquiry – If the user does not have any email details entered, SapphireOne will look here There is provision for entering five email return addresses from five different areas within SapphireOne.
- System Controls – If SapphireOne is unable to get the email addresses form the User file or a Company Inquiry it will fall back to system controls as a last resort.
For Batch emails SapphireOne only looks at step 2 and step 3. It does not look at any email details entered into a user Inquiry.
If the same email address is required for all users, leave the Email area in all of the individual user files blank and enter the email addresses that all users are required to use into the Emails Page of a Company Inquiry.
For each email group the options are as follows.
- Email Address – Enter the return address email.
- Username – Enter the account Username.
- Password – Enter the account password.
- BCC Address – As well as an Email Address the user is also able to enter in a BCC Address as well.
- Edit Signature – SapphireOne will display a screen which allows user to enter in text as a signature. This text will then be emailed along with any text created and any attached documents. This may also be set up for individual user in a User Access Inquiry.
Email Log Area
SapphireOne keeps a log of all outgoing email. The details kept are Date, Time, To, From, BCC, Title and the email status.
Control Accounts Page
Control Accounts provide the main structure for your SapphireOne. They must be carefully checked and balanced as you set up for operations. These are grouped under four tabs, System, Default, Payroll/HR and Assets.
Please seek advice from your Accountant in relation to control accounts. SapphireOne does not offer any advice or accept any liability regarding control accounts established within your SapphireOne data file.
As Control Accounts are set on a company by company basis you will note that the Company ID and Name is displayed at the top of each form. Also note that in the example utilising Sapphire Bondi Blue the department extension to each G/L suffix code for Sydney is -0. Normally for each company the G/L codes are the same but the department extension reflects the company that the G/L account is for.
Both SapphireOne Control Account Details and the PayPal Map Accounts button are documented to follow.
|Main Operating Bank||The main bank account used for your SapphireOne company financials.|
|Client Control||A current General Ledger asset account used to track client balances.|
|Tax clients||A current liability account used to track Goods and Services Tax (GST) – Sales Tax / Value Added Tax (VAT) received from clients.|
|Vendor Control||A Current General Ledger liability account used to track Vendor balances.|
|Tax Vendors||A current General Ledger asset account used to track Goods and Services Tax (GST) – Sales Tax / Value Added Tax (VAT) Paid to vendors.|
|GL Rounding||A GL (General Ledger) rounding account on a company by company basis. In SapphireOne rounding, may be done on between 2 and 10 decimal places and small errors may arise occasionally. SapphireOne will then use this account to balance these transactions by transferring these small rounding errors to this GL account.|
|PayPal||This is where default general ledger accounts in various currencies are set up for PayPal transactions. PayPal transactions must also be set up in Master Defaults from the API page. (See details Below).|
|Sales||An Income General Ledger account used to track sales to Clients.|
|Purchase||An expense General Ledger account used to track purchases from Vendors.|
|Inventory||A Current Asset General Ledger account that represents the value of your inventory.|
|Inventory variance||An expense General Ledger account that hold any losses or gains due to stock adjustments etc.|
|POS Variance||An expense General Ledger account that is used to represent any losses or gains through a point of sale terminal. For example, when the wrong change has been given.|
The Default Control Accounts are documented in the table below.
|PAYG GL Account||A liability General Ledger account used to represent any PAYG (Pay as you go) tax accrued in financials. (But not Taxes relating to Payroll)|
|Retentions GL Account||A suspense General Ledger account used to track any retention on purchases or sales. (In SapphireOne retentions are used in Job Projects)|
|FX gain/loss Account||A liability or suspense General Ledger account used to represent any gains or losses when dealing with foreign currencies. (In SapphireOne a single FX Gain/Loss account is used for all FX currencies in SapphireOne).|
|Clearing Account||This General Ledger account is used in intercompany transactions.|
|Importer clearing Account||This General Ledger account is used in the function Importer as a clearing General Ledger account for imported goods.|
|Tax Paid||A current liability General Ledger account that should be the amount of tax owed to the ATO or tax office. Such as Goods and Services Tax (GST) – Sales Tax / Value Added Tax (VAT) .|
|Work in progress||A current General Ledger asset that represents the amount of Work In Progress that will eventually be sold.|
|Inwards goods Liability||Goods that have been received but not yet paid for. This is a liability General Ledger account.|
|Inwards goods variance||The variance between what you expected to pay for your inwards good and what you actually paid into your General Ledger account.|
|Inwards goods Expense||How much additional expense was incurred in paying for inwards goods? This is an expense that is added to your General Ledger account.|
|Bank charges (Expense)||The expense General Ledger account used when you pay a bank charge on money received.|
|On Cost Clearing for Standard Cost||This account is provision for an On cost Clearing General Ledger account to be set up.|
|Transfer On cost:||This General Ledger account is for the storing of any Transfer On costs.|
|Inter Company Loan||This data entry field is directly linked to a checkbox in the master defaults system page and the defaults tab . Once that checkbox is selected SapphireOne will allow journals to be created to transfer money between companies with the General Ledger account here as a holding account. It is mainly used for Job Projects when income or costs will be split between companies.|
|Discount Received||The income General Ledger account for discounts received from Vendors.|
|Discount Given||The cost of sales General Ledger account for discounts given to Clients.|
|F.X Accrual Account||Suspense General Ledger account for the holding of FX values.|
|Allocated Profit Class||SapphireOne uses the General Ledger class entered here to place current year earnings into the required position in your Balance sheet.|
|Retentions G.L Department||Normally set to the default set of General Ledger accounts, in Bondi Blue -0 but may be set to a different department if required. Check with SapphireOne support before altering.|
|Inter-Department||This account is a suspense General Ledger account for transfers between departments.|
|Appropriation||Un-appropriated Profits or Losses for the current financial year. Once the financial year is closed the figure here is transferred to the Equity General Ledger account.|
|Equity||This General Ledger account holds the value of owner’s shareholdings in the company.|
|Issued Capital||This will display the capital issued by the company to share holders.|
|Voucher (Point of Sale)||This General Ledger account holds the value of any vouchers that are given out. There is provision for the use of these Vouchers in POS.|
|Wet Tax Account||Wine Equalisation Tax. This General Ledger account is used for the storing of the Wet Tax when the master default is set active for it.|
|Outwards Goods||This General Ledger account is for the storing of outwards goods variations in pricing. This used by The GJ’s created in relation to the Periodic invoice functionality.|
PayPal General Ledger Accounts
If multiple currencies are to be used with PayPal, USD for example, the user will have to do a General Ledger inquiry and set up the FX General Ledger bank accounts up first.
- A separate General Ledger account must be entered for every FX currency that PayPal is to be used for. To do this select the Map Accounts button and the pop up dialog will be displayed.
- Your local or master currency will be inserted by default. To modify the currency select the currency column and select the currency you want from the pick list. The same applies for the General Ledger column.
- SapphireOne displays all General Ledger accounts that are set up as bank accounts.
- Remember to set up your bank accounts in the required currencies first here then link to them. This is a final fall-back position when SapphireOne looks for a General Ledger account. For example, there are settings for default General Ledger accounts in Client, Vendors and Inventory. General Ledger ID selections made within those functions will override settings made here as they will take precedence.
The Payroll/HR General Ledger Control Accounts are documented below.
|Salaries Expense||The Expenses General Ledger account those Salaries will be paid from. This General Ledger account is only used in the simplified version of Payroll/HR Journals.|
|Salaries Payable||This liability General Ledger account Is used to represent the money that will be paid to the employee. It should finish each pay run at nil value.|
|Workers comp. Expense||The Expense General Ledger account that workers compensation will be paid from.|
|PAYG Payable||This liability General Ledger account Is used to represent the money that will be paid to the appropriate Government tax collector. It should finish the year at nil value as all money will be paid to the Government tax collector collected should be paid to the ATO. (Pay As You Go).|
|Superannuation Payable||This liability General Ledger account Is used to represent the money that will be paid to the respective Superannuation fund/ pension fund. It should finish the year at nil value. Note some companies run this in reverse and use this account for the superannuation expense.|
|Bank GL||The Bank General Ledger account used for Payroll/HR. (Note if an FX bank account is entered into the Employee Inquiry > More Details Page, it will take precedence over the bank account entered here).|
Leave accrual Journal Accounts
|Personal, Holiday and
Long Service Leave
|These General Ledger accounts are for the storing in a dollar value all leave that is owed by the company. When the leave is taken the dollar value, is reversed out of the associated General Ledger account.|
The Asset Control Accounts are documented below.
The asset General Ledger accounts are all defaults for others in greater detail at the Asset and Class level.
|Asset||The asset General Ledger account should be an asset General Ledger account and used to represent the value of all the Assets.|
|Bank||Your General Ledger bank account used in managing assets.|
|Depreciation Expense||An expense General Ledger account used to track depreciation.|
|Accum. Depreciation||A liability General Ledger account used to store the accumulated depreciation.|
|Profit/Loss on Disposal||An expense General Ledger account used to track the total loss or gain on disposal of assets.|
|Capital gain on disposal||An income General Ledger account used to track any capital gains on disposal of assets, where you have sold an asset for more than its purchase price.|
|Revaluation Reserve||An asset General Ledger account used for reevaluations and reserves.|
|Tax In||Goods and Services Tax (GST), Sales Tax or Value Added Tax (VAT) – Clients|
|Tax Out||Goods and Services Tax (GST), Sales Tax or Value Added Tax (VAT) – Vendors|
Periods & Taxes Page
This page allows for the financial periods and tax codes to be established under various tax systems. Please note that the Periods & Taxes screen is company specific.
As Periods and Taxes are set on a company by company basis you will note that the Company ID and Name is displayed at the top of each form.
System Periods Area
To update the Finish Date field select the date field at Period 1 and change the date here to reflect your new financial year.
The options are as follows.
- Auto Fill – Automatically updates the Finish Dates for each period these will be modified in accordance with the Period 1 date change. See below for Auto Fill options.
- Unlock All – Periods can be locked to prevent further changes at transaction level from occurring in that period. This button will unlock all locked lines in the list.
Auto Fill Options
The Apply to all Modules checkbox when ticked will automatically update the date across the Clients, Vendors, Timesheets, Sales Analysis, General Ledger and Projects files.
|Increment by Month||When selected will set the end date for each period to be the last day of the month.|
|30 Days||When selected will set the end dates for each period exactly 30 days apart.|
|On Set Date||When selected will set the end dates for each period on a set date. E.g. If you set the date for Period 1 to 15/7/04, the end dates for all periods following will be the 15th of the Month.|
|Increment by||When selected will allow you to set the end dates for each period in increments of the nominated number of days or calendar month end.|
Current Periods Area
The current period for each mode of SapphireOne is displayed here. They will only all be the same when in First Time mode and when creating a data file. During normal operations they will only all be the same if Period End All has been run. If Period End has been completed mode by mode the values will vary. It is essential that these are updated as part of your end of year process.
Tax Codes Area
The Tax Codes displayed in this area are drawn from the selection made in Utilities > Controls > System Controls > Company Details.
In the Tax Codes area, if the Australian or New Zealand tax system is selected, the defaults for those tax systems are initially entered here. While it is allowed to remove these it is not recommended that you do so.
Additional tax codes may be added by using the + button to add a tax code, or use the – button to remove one if necessary.
If another country has been selected, the basic tax codes for that country are inserted here, if they are installed in SapphireOne and additional tax codes may be created as required.
For any other countries all of the tax codes may be created by the user, enabling the setting up of a set of tax codes for all global tax jurascdictions.
Under the Tax Exempt heading we have the following three fields.
- Currency – Establish your master currency from the list menu of all global currencies.
- Amount – Set the amount.
- Tax Code – Set the tax code you want to use.
Internal Numbers Page
These internal numbers dictate the numbers upon which your Clients, Vendors, Inventory, Job Projects, Point of Sale, Transactions and General Ledger Journals will commence. They will then continue in sequence. This facility is provided to accomodate for the continuation of numbers previously generated using your legacy applications. The fields are not pre populated to enforce consideration and are therefore mandatory.
The Internal Numbers page is where all internal numbers within the SapphireOne data file are created and they will be company specific. Each organisation will have different internal numbers for each company in the data file. The numbers will be started at a pre-existing number from your legacy system and will increment automatically.
- ID & Company Name – As Internal Numbers are set on a company by company basis you will note that the Company ID and Name is displayed at the top of each form.
- Clients – Includes unique commencement numbers for Quick ID, Invoices Orders, Quote, Credit Memo, Journal, Adjust Note, Receipt, Refund, Periodic Invoice.
- Vendors – Includes unique commencement numbers for Invoices Orders, Credit Memo, Journal, Adjust Note, Requisition, Cheque, Refund.
- Inventory – Includes unique commencement numbers for Quick ID, Stocktake, Build, Container (SSCC).
- Point of Sale – Includes unique commencement numbers for Point of Sales, hire.
- General Ledger – Includes unique commencement numbers for GL Journal.
- Job Projects –Includes unique commencement numbers for Job Project, Timesheet – Resources, Timesheet Projects.
- Split Invoices and Order Number – The user also has the option of splitting the internal numbers for Invoices and Orders. When the True radio button is selected an additional field will be displayed allowing these numbers to increment independently. This will allow all invoice numbers to increment sequentially with no missing numbers in the sequence. Any data file may have this option turned on and like the Bondi Blue data file seen to the left, both Invoices and Orders will commence at the same number.
Allowances are separately identified payments made to an employee. The allowance page is similar to a control account in a General Ledger where you establish the default allowances for your Payroll/HR data file.
Allowances are sums which pertain to anticipated costs or as payment for employment regardless of whether the employee incurs an expense.
- Assessable income to the employee.
- Possibly to be included on an employee’s payment summary.
- Superannuation may be included.
- This may form a claimable deduction against the allowance for vocational exopenses.
These allowances can be added to an employee’s final pay before or after tax is calculated. When it is added pre tax the allowance is added to the gross remuneration before tax is calculated. ie. the employment orgaination will possibly need to withhold tax.
- ID & Company Name – As Internal Numbers are set on a company by company basis you will note that the Company ID and Name is displayed at the top of each form.
Once you start a new data file and create a company, SapphireOne will create these for you based on Goods and Services Tax (GST), Sales Tax or Value Added Tax (VAT) system.Please check these immediately as they will probably have to be altered to suit the tax system the country uses.This is because when you set up a new employee SapphireOne will come here and use the details entered here to enter in preliminary details into the allowances for the new employee. Once these have been entered by SapphireOne and checked by the user they may be altered on an employee by employee basis as required.
While almost all items in SapphireOne are associated with a specific company Allowances are not. Please read below.
When initially setting up a new company, by default SapphireOne installs the Australian allowances therein. When a foreign company is set up these allowances will be displayed when the “@” or “?” wildcard symbol is inserted into any of the allowances data entry fields as seen below.
They can be used and modified as required or a completely new set of allowances be created from scratch. To view existing or create new allowances go to Payroll > Administration > Allowance Inquiry.
Ancillary or Defence Leave and Cash Out Overview
The Ancillary or Defence Leave and Cash Out functionality within SapphireOne enables the SapphireOne user to report all leave that falls under the leave category. When entering Leave within SapphireOne, the user has the ability to select and enter the relevant information for the particular leave type an employee requires.
Ancillary or Defence Leave
Ancillary or Defence Leave refers to the type of leave an employee takes when they are engaged in a volunteer program or specific community activity. This includes volunteering or participating in Australian Defence Forces, jury duty and community or emergency services (RSPCA, State Emergency services, Country Fire Authority).
Cash Out of Leave refers to an employee opting to be paid out leave entitlements instead of taking that time out from work. This includes annual leave, personal leave, long service leave, leave loading and rostered days off.
Where used: Utilities > Controls > Company > Allowances
Ancillary or Defence Leave
To take Ancillary Leave the SapphireOne user will mark it Type D or select Ancillary Leave.
Cash Out of Leave
To Cash Out Holiday, Long Service or Personal Leave, the SapphireOne user will select the Cash Out check box. The Australian Taxation Office (ATO) does not appear to distinguish between what leave is cashed out.
Phone Log Page
SapphireOne has provision for the integration of a PABX phone system into the actual data file itself. SapphireOne utilises the SpliceCom telephone system if installed. A log of all phone calls made through Sapphire One is maintained on the Phone Log Page .
SapphireOne will recognise telephone numbers in the appropriate data entry fields and display the green telephone symbol next to the telephone number. Once the telephone system is up and running you may call the telephone number from any data entry screen in SapphireOne by double clicking on the green icon.
The date, Time of call Sequence number and details of the number called are in the Name column.
The Company Reports page allows for the establishment of default report settings for all available Transaction types. This facilitates the enforcement of branding requirements and standards as well as optimising workflows by reducing repetitive set up process.
For each type of Invoice, the user may set the default opening title that is displayed when an invoice is created. By selecting from the dropdown menu as seen above on the left-hand side of the page, individual opening titles may be set up for each transaction type. The available transaction types include Build, Purchase Invoice, Purchase Order, Purchase Return, Receipt, Remittance, Sales Invoice, Sales Order, Sales Quote, Sales Return, Statement.
Your reports can be saved or deleted by selecting Add or Remove from this menu respectively.
SapphireOne will then enter in the specific details for a Client or Vendor from the respective master files, on the line immediately below where these titles end.
The Mail To, Deliver To and Instructions fields, set the opening titles in the first Page used in Invoices Details. The Footer information is displayed under the More Details Page.
SapphireOne provides the ability to pre-define this information here as seen just above.
This pre-defined text which may be anything that user wants, will then be entered by SapphireOne at the time of entering the transactions. E.g. as seen above for the Sales Invoice as seen on the next page.
This text can be if necessary altered on a Transaction by Transaction basis at the time of data entry.
The primary purpose of this is to keep constantly entered data which is the same all the time to be automatically entered by SapphireOne to speed up the entry procedure. The user then only has to make alterations when necessary.
Plain Paper Invoice/Statement Area
When using the new SapphireOne reporting function the user may now select the colour of some of the lines within these reports to give a visual indication of what each report is.
To alter a colour, select the colour itself and the colour selection pop up will be displayed enabling the user to select a colour. Once the colour has been selected simply select the red button in the top left-hand corner of the pop up to close it and write the new colour into SapphireOne.
For Plain Paper Reports SapphireOne will use the pictures as entered into the two report data entry fields above. The Header Picture, will be inserted in the Header area while the Footer Picture will be inserted into the Footer area on the reports
Mailing Information Area
The text entered here will appear at the top of all Client statements. Be mindful of the number of characters and the number of lines utilised, as the text entered here will affect how client statements are formatted.
Client Statement Message Area
The text entered here will appear at the bottom of all Client statements. Be careful with the number of characters and the number of lines as the text entered here will affect how Client statements are formatted.
Data Entry Screens Colour Page
Since most data entry screens in SapphireOne are very similar it is easy to commence data entry in the wrong screen. It is this with intent but also to facilitate branding and customisation to the users preference, that SapphireOne provides these controls. The options allow for the alteration of the colour of the Area titles as well as the colour of the lettering in both Accounts and Inventory modes on a company by company basis.
The user is advised to check when making alterations to colours to maintain sufficient contrast between text and background.
The Action Page is a seperate table that can be added to the major record and transaction tables. This includes actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps plus All Day Notifications. The Action Page can be viewed as the equivalent to CRM functionality for every major Table within SapphireOne Accounting Software.
You can Add or Delete Actions . If you double click on an existing Action it will zoom in ready to modify.
- Diary Area
- Sequence – SapphireOne will automatically enter in a unique sequence number.
- Title – Enter in a title for this action.
- Type – Use the user customisable drop down menu to enter in a type. This will then form a permanent type within the drop-down.
- Action – Use the user customisable drop down menu to enter in an Action. This will then form a permanent action within the drop-down.
- User – SapphireOne will enter in the user who is creating this action although this may be altered if required.
- Private – If this check box is selected SapphireOne will only allow the User as entered to view or modify this action.
- Status – The user has three options.
- Open – Action is open and active.
- Hold – Action is active but no alarms will be active.
- Completed – Action is now Inactive and will not be displayed in any list of actions.
- Tag – A tag may be attached to an action. This will then form a permanent tag within the drop-down.
- Link – When created from a function a link to the function is automatically created by SapphireOne.
- Check List area – A user created check list for creating actions. A check box is provided so that a user can selected them off as they progress.
- Dates and Times Area:
- Start/Finish – You can set an action to have a Start and a Finish time, or select the check box for an all Day option.
- Completed – Once an action has a completed date entered it will no longer be active and displayed in any lists of actions.
- Alarm Area – An alarm can be set to email someone at a certain date and time, or send your user a reminder and/or email if the email has been entered.
- Recurring Area – If necessary the alarm may be set to at set periods established by the Type drop down menu. The recurring period may also be set by date if required.
- Notes Area – You can select the Green clock icon to add Time and Date stamps to your notes. You can also highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.
- Invite Attendees Area – You can invite multiple attendees to your event and keep track of if they have accepted or rejected your invite. These attendees can be notified by email if the email has been entered.