Resources allows time or labour to be allocated to a project. A resource may also include anything that has a costing value and is used to achieve the completion of the project. Data is entered through a timesheet and these costs are allocated to a Project ID or Resource ID. Resources can be classified by classes with a further breakdown by activity. The use of a Project ID code unlocks powerful functionality within the Projects mode of SapphireOne. The Project ID code can be allocated to individual products or batches of stock, or a larger job can be divided into individual projects so that profitability can be tracked as the work is completed. Business intelligence can be accessed on profit potential at all times during the stages of production.

Project Resources - Data Entry

Resource Timesheet

SapphireOne job projects Resource Time sheet win

It is strongly recommended that any resource that you intend to use in this function is created first. To find an existing Resource ID in the master record the use of the wildcard symbol @ is allowed enabling you to search for the correct resource in your master file.

Resource ID

If you enter a Resource ID that is not in the Resource master file SapphireOne will ask if you want to create a new Resource record.

Additional information

Additional information is displayed in the Tab area. Details about the Project, Resources, Activities, History and Controls are displayed.

Project Resources - Data Entry

Project Timesheets

SapphireOne job projects Time sheet win

This function is to enable the entering of a number of Resources against a single project. Note that by selecting the Project Tab in the information area the information in the project’s master file for the Project ID selected is displayed.

Linking to the Resources

Activity data entry field is linked back to the Resource as entered in the Projects area.

Complete Percentage

Users may also click in the Complete % data entry field and enter how much of the job or project has been completed. In this area, the date, quantity and rate may all be altered if required. The Amount field is calculated by SapphireOne by multiplying the Qty with the Rate.

Project Resources - Inquiry Functions

There are four Inquiry screens: Transaction Inquiry, Resource Inquiry, Class Inquiry and a Time Lines Inquiry.

SapphireOne job projects Transactions Inquiry mac

Transactions Inquiry

The Transaction Inquiry screen lists all current Resource-based transactions in numbered sequence. Un-posted items in this window may be modified or deleted if required. The transaction information is displayed one line per record. If full details including Resource or Project ID allocation are required, highlight the transaction you wish to work with and then use either the ‘modify’ or ‘look’ function. A transaction listing may be printed from this window. This report may either consist of one line per transaction or can be in audit style showing the sub-file details.

SapphireOne job projects Resource Inquiry mac

Resource Inquiry

This selection opens with a listing of all Resource records in the master file. A resource may be employees, machinery or virtually anything that requires tracking for projects. The Resource then has Activities that they or it performs.
For example, in Bondi Blue database we have employees with activities that they perform such as ‘kitchen installations’, ‘stereo installations’ and ‘carpet laying’ etc. Machinery, on the other hand, performs activities like ‘bulldozer’, ‘road grader’, ‘fork lift’, ‘front end loader’ etc.

SapphireOne job projects class Inquiry mac

Class Inquiry

Classes for Resources may be created using this function. The user should note that in Bondi Blue the resources as listed have been assigned to a Resource Class. However, if the Resource is machinery, the classification may be by the type of machinery that it is, or by the type of work or activity that the machine does. If Resources are to be classified these Classes will have to be created first. Then as each resource is created, it may be added to the required Class.

SapphireOne job projects costs lines Inquiry mac

Time Lines Inquiry

This screen shows the audit lines for each time sheet. The standard SapphireOne search and sort methods from the Options drop-down menu are used to analyse the transactions.

Job Resources - Process

Post Transactions

sapphireone Job Projects Resources Post Transactions win

Post Transactions

Post Transactions presents a window that contains all current transactions entered through the Resources Menu and awaiting posting.

Only transactions for the current period are displayed. Once these transactions are posted they will automatically update the relevant projects.

Job Resources Key Features

Resources

Timesheets

SapphireOne provides three types of timesheets. Depending on how job costing is performed within your organisation, you have the ability to use timesheets based on resources or on projects. Resource timesheets are used to allocate one resource over a variety of projects. Projects timesheets are used to allocate one or more resources to a single project. Open timesheets are also available to benefit both the allocation of resources and activities. One of the benefits of using the resource timesheets is that you are able to set the resources up as employees and transfer that data to payroll for pay processing, eliminating the need for double entry of this information.

Resource Timesheets

Allows the user to allocate projects to the resource, with useful tracking tools, the user is always able to keep track of the resource.

Project Timesheets

Allows the user to allocate resources or activities to the projects, with useful tracking tools, and data entry fields, the user is always able to keep track of the project.

Transaction Inquiries

Advanced search, sort and report and utility functions can be used in conjunction with the inquiry windows. Transaction listings can also be reported on and printed.

Inquiries

There are a number of inquiries under Resources. These include transaction, resource, class, activities and timelines inquiries. Allowing you to search, sort and view data at your leisure.

Job Resources Key Features

Inquiry

Transaction Inquiry

Advanced search, sort and utility functions can be used in conjunction with the inquiry windows. Transaction listings can also be reported on and printed with an inbuilt spreadsheet, inbuilt word processor and drawing package column based or graphical report writing tool.

Vendor Inquiry

Projects also has the ability to do vendor queries. Ensuring that the user does not need to change to the accounts mode to track vendor details.

Vendor Records

Maintain detailed supplier information with particulars that include, but are not limited to, vendor address, telephone, fax, e-mail, shipping details, payment terms, and complete historical information. Extensive tax settings allow you to enter ATO branch numbers for multiple offices, ABN, tax file number for no ABN vendors, and handle PAYG.

Posting

Post transactions present a window, which contains all current transactions awaiting posting. The user has the option to continue processing immediately, or send the posting process to the activity queue for processing later. Both options will produce an audit trail of the posting transactions. As a secondary option to posting immediately you can finish the posting in the background allowing you to continue with data entry. Once transactions are posted, they are effectively locked from further modifications, this is an important feature, which ensures that your data integrity is maintained.

Job Resources Key Features

Inventory

An important aspect of project management is the ability to access inventory control. SapphireOne allows the user to link back to the inventory item to enable stock control through the allocation of inventory for use on a particular project. The benefits associated with the inventory mode do not stop there. Inventory also allows goods allocated to a project which have not been used to be returned to stock through the allocate projects function.

Data Entry Process – Allocations

SapphireOne provides two ways of allocating inventory to projects:
1. Allocating an individual inventory item to a number of projects, or
2. Allocating an individual project to a number of inventory items.

Allocate Inventory

Used to allocate inventory items to specific projects for future usage. The user is able to enter the quantity of inventory to allocate and the project it is to be allocated to. SapphireOne calculates the stock value allocated to each project.

Allocate Projects

If the user chooses to allocate inventory through projects, SapphireOne provides a wide range of options and details to support the user in allocation and also to provide information, such as budget details, to enable informed decision making. After the inventory has been allocated to the project, the project can absorb the items, as required. If the project does not require all items allocated to it, they are simply returned to stock for use on other projects.

Tracking Inventory Allocation

As on all other SapphireOne data entry screens, the tracking section helps the user keep track of the entry through the fields such as ‘date in’ and ‘ref no’.

Loading Details

SapphireOne eliminates the need for users to remember inventory IDs or project IDs. All relevant details can be searched and loaded automatically. Also, as with invoicing, the default inventory description can be overtyped to allow you to enter a description that may be specific to the particular project.

Inventory Transaction Inquiry

The Inquiry window lists all current transactions in numbered sequence. A current transaction is generally classed as a transaction which is dated in the current month, is in the current period, is unposted, has not been 100% allocated, has not been reconciled and has not appeared within a BAS. SapphireOne also allows advanced search, sort, report and utility functions to be used in conjunction with the inquiry window.

Class Inquiry

The Class Inquiry window allows you to create the inventory categories for further classification. This enables the grouping of similar inventory items and will assist in preparing meaningful reports.

Posting

Post transactions displays a window, which contains all current transactions awaiting posting. The user has the option to continue processing immediately or send the posting process to the activity queue for processing later. Both options will produce an audit trail of the posting transactions. As a secondary option to posting immediately, you can finish the posting in the background allowing you to continue with data entry. You can also sort within the posting screen.

Inventory Details

This area enables the printing of a report containing simple one-line details or full details for each inventory item. This also includes the column based report and the graphical report writer. The details may be sorted by any field. A further sort criterion allows you to select records by inventory ID and/or inventory class.

Inventory Transactions

This option is used to produce reports as a simple one-line stocktake or as a stocktake audit report, showing the item detail lines for each transaction.