Class Overview
For ease and convenience General Ledger accounts can be divided into different classes. You have the ability with SapphireOne class structures to consolidate the financial reporting of many General Ledger accounts into a single class, dramatically simplifying your financial reporting. A class will automatically create the default for the income statement P&L and Balance Sheet. Examples of different classes can include Class, Group and Report categories i.e. Income, Gross Profit and Income Statement..
The SapphireOne General Ledger Class Inquiry screen drives the position of General Ledger accounts on financial reports and allow the user to group them as applicable to the business.
This expands the sorting or grouping of the data in the production of reports generated from SapphireOne, and can be used for analysis and printing purposes. For example, Cost of Sales is a Class and may consist of Opening Stock, Purchases, Closing Stock, Freight and On Costs.
The screenshot above shows a complete list of Classes set up in the SapphireOne Bondi Blue Demonstration data file.
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.
How to Create a New Class
SapphireOne recommends working out a set of Classes prior to entering any Ledger accounts so that each area of the Ledger will relate correctly to the others.
To create a new class, simply go to the main toolbar and select the 
icon, or type shortcut ‘command/ctrl N’, and enter your new class details. To save a completed class go to the main toolbar and select the 
save icon.
Remember as normal in other areas of SapphireOne, create your General Ledger Classes first, then link the General Ledger accounts to them.
General Ledger Details Page
GL Area
- ID and Name – Enter a unique ID and a Name for the Class.
- Company – SapphireOne will enter the company that the user is currently logged into.
- Preferred Side – Using the radio buttons select the preferred side of the ledger that this account is to be on, Debit or Credit.
- Project Settings – If required select the Project Settings from the drop down menu. If linking to a project is not required move directly to the next area the Reporting Groups area.
Reporting Groups Area
This area allows you to position your class, and your account within the class, inside your financial reporting. This follows the accounting standard for financial reports. There are three main criteria driving this process which include Class, Group and Report.
Select your reporting position from Class, Group and Report:
Class – Select from Income, Cost of Goods, Other Income, Expenses, Appropriation, Current Assets, Bank Assets, Non-Current Assets, Current Liabilities, Non-Current Liabilities, Bank Liabilities, Equity.
Group – Select from Gross Profit, Operating Profit, Net Profit, Total Assets, Total Liabilities, Total Equity
Report – Select from Income Statement, Balance Sheet
Any Classes required for Custom class reports from your General Ledger are created here. You will need to create the Class before linking it from the second More Details Page in a General Ledger Inquiry.
Notes Area
You can use the Time and Date stamp to add the Time and date and make notes about your action. 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.
Dictation and Speech to Text Overview
SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.
You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.
As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.
Dictation and Speech to Text Procedure
This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and 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 GL account line.
The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.
Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive time saver.
General Ledger Budgets Page
The Budgets Page display the accumulated budgets from all General Ledger accounts assigned to this class.
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