SapphireOne Utilities
Controls for compliance and performance
SapphireOne Utilities centralises governance, diagnostics, and interoperability so administrators can keep data consistent and performance tight across System Settings, Security Management, Data Backup, Data Import/Export, and Customisation.
Maintain stable, organisation-wide configuration through System Settings and Customisation, setting defaults and tailoring fields, forms, and reports to match operational requirements without compromising control.
Strengthen access control using Security Management, enabling governed user access and permissions so sensitive data is protected and roles remain defensible for audit and compliance.
Protect continuity with Data Backup and restore routines, safeguarding critical information against data loss and supporting repeatable operational resilience.
Support interoperability with Data Import/Export to move information cleanly between SapphireOne and external services, simplifying migrations, integration, and secure sharing where required.
For financial integrity and diagnostics, use the built-in General Ledger Audit Tool, run GL and Transaction Audits from Custom Functions (with CSV outputs), and resolve receivables exceptions via Client Allocation Audit to restore open-item accuracy in a controlled session.
Utilities also supports integration readiness and document control: during implementation SapphireOne engineers can configure APIs and EDIs, and Document Manager provides structured storage and record linking to support audits and process compliance.
Utilities | Controls
Control centre for automation and compliance
SapphireOne Utilities Controls centralises configuration, security, defaults, and automation so administrators can optimise performance, governance, and compliance across your organisation. It provides the controlled foundation for how SapphireOne behaves, how users interact with data, and how organisation-wide settings are applied.
Define access and governance settings to support secure administration across companies, departments, and tasks. Use Organisation Chart to visualise structure, and manage configuration through the Default Settings area, which includes Organisation Chart, System Controls, Master Defaults, FX Currency Settings, Remote Access Defaults, Lists, and Change Names.
Set organisation-wide behaviours through Master Defaults, located within Utilities > Controls > Master Defaults. This facility allows administrators to configure default behaviour and values for the current SapphireOne data file, with pages covering areas such as System Controls, Clients, Vendors, Job Projects, Inventory, Point of Sale, Payroll/HR, Assets, Integrations, General Ledger and Web Pack.
Improve consistency with configuration options such as Power Print, Report Design, New Inquiry Layout, allocation behaviour, date-driven period settings, foreign currency handling, and invoice due-date behaviour. These controls help administrators fine-tune SapphireOne to align with internal procedures, reporting standards, and operational requirements.
Drive accuracy with Lists, Change Names, audit trails, and logging controls, while supporting communications and workflow consistency with Email Trigger where appropriate. These tools help standardise data entry, improve traceability, and reduce manual follow-up across operational teams.
Standardise outputs with reporting and print-related configuration, including Report Design, custom inquiry layouts, default email and printer settings, and custom reporting capability. This supports more consistent document production, internal reporting, and operational review across SapphireOne.
Support reliable integrations with SPS Commerce Tools and related Master Defaults configuration for API and EDI activity. SapphireOne supports SPS Commerce settings for credentials, scheduled order import times, test FTP functionality, and item registry mapping, helping your organisation manage EDI data flows with stronger control.
Together with backup routines, import and export processes, access reviews, and maintenance settings, SapphireOne Utilities Controls provides a governed backbone for secure access, data integrity, operational automation, and scalable administration across SapphireOne.
Utilities | Utilities
Admin tools for clean, fast operations
SapphireOne Utilities Utilities provides operational optimisation, automation, maintenance, and data governance tools that help administrators maintain reliable SapphireOne performance. It supports the routine administration required to keep data accurate, processes consistent, and internal teams productive.
Use Utilities functions to support data import and export, operational maintenance, system automation, and controlled data handling. These capabilities help your organisation streamline routine tasks, reduce manual duplication, and maintain more consistent data across SapphireOne and external sources.
Data import and export processes assist with moving information between SapphireOne and external files or systems, including spreadsheet-based workflows where appropriate. This supports data migration, operational updates, controlled sharing, and reconciliation activity while helping administrators preserve data integrity.
System automation supports scheduled or rule-based operational processes, including reporting, notifications, and record updates where configured. These tools reduce manual intervention, improve consistency, and help administrators manage repeatable activity more efficiently.
Document Management System, Document Manager, and Documents support structured document handling across SapphireOne. These capabilities assist with the creation, storage, retrieval, and review of supporting files such as invoices, contracts, employee records, and other business documents.
Customisation options, including Change Names, custom fields, custom reports, and configurable defaults, allow your organisation to align SapphireOne with internal terminology, reporting requirements, and operational processes without compromising governance.
Together, these tools provide a governed and adaptable administration layer that strengthens data integrity, supports operational efficiency, and enhances overall SapphireOne performance across your organisation.