General Ledger Transactions Overview
General Ledger Transactions are how journal entries are recorded in your organisations accounts. General Ledger journals consist of raw accounting entries that directly affect the General Ledger and do not effect any sub-ledger. Every transaction that gets entered into your General Ledger starts with a journal entry that includes the date of the transaction, amount, affected accounts, and description. The journal entry may also include reference numbers.
General Ledger Transactions Inquiry Overview
There are four Inquiry screens within the SapphireOne General Ledger menu that allow the user to access main General Ledger Journal information, with the first one being the Transaction Inquiry screen. The Transaction Inquiry screen displays a list of all the users current General Ledger transaction records. Journal entries are recorded in the SapphireOne General Ledger Transaction Inquiry screen in sequential order by date.
How to Modify a Transaction
Within the Transaction Inquiry screen transactions are initially listed in order of entry with the most recently dated transaction at the top. You can change the sort order by simply clicking on any of the column headings. You can also change the selected column by re-clicking the column heading to change it from ascending to descending, or vice versa.
You can also adjust the order of the columns by clicking on the column and dragging to the left or right. Like other List Windows in SapphireOne, you can re-organise the information displayed by highlighting and using functions from the Options Menu.
From this list you can also View or Look 
at all Transactions. You may also Modify 
transactions that are currently un-posted.
If the 
button is selected from a standard Inquiry, the screen will split in two. As a line is selected in the top section, the lines that go to make up the selected transaction will be displayed in the lower section. It is a toggle and will alter to display 
. This option is not available when the customised list is being used.
The Delete 
option is only available for un-posted and un-allocated items. A pop up will ask if you want to Delete One or Delete All. There is also a Cancel One or Cancel All option. If you attempt to delete either Posted or Allocated items a pop up will be displayed warning the user that the transactions are either Posted or Allocated.3
Delete actions are only available on un-posted items. All of the items listed in the screenshot above have a status of ent, signalling that the transaction is correctly entered but not yet posted. SapphireOne performs additional checking upon posting transactions, and if an error is found the transaction status will be changed to err and the error will need to be resolved before Posting.
How to Customise a List of Transactions
All inquiries screens have the ability to be viewed as a Custom Inquiry Screen.
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.
Posting Transactions in the Transaction Inquiry Screen
A Posting option is also available from this Transaction Inquiry List screen from the Sapphire Tools drop-down menu. The tool is named Post Transactions.
NOTE that this will post ALL transactions in the list, not just the highlighted ones. To post a selection of transactions only, you can highlight the transactions you would like to post and hit the ‘Command/Ctrl G‘ keys to Show Subset, or use the Options Tool and select ‘Show Subset’ to show the transactions you have selected to post.
Transaction Inquiry Status Codes
Each transaction has a Posted Status code attached. These are detailed below and are held in the Control Tab of a Transaction.
| Name. | Status Nº. | Details. |
| Ent: | -2 | Un-posted Lines updated (Modifiable). Line entered correctly and is ready to be posted. |
| No: | 0 | Un-posted (Modifiable). SapphireOne is preparing to post transaction. |
| Yes: | 1 | Posted. The line has been correctly entered and has been successfully posted. |
| Wait: | 3 | Waiting to be posted. |
| Err: | -1 | Error in posting (Modifiable). System will not post until the error has been corrected. |
| Work: | 12 | Currently Processing un-posted. The line is being posted now. |
| Lock: | 4 | Record in use while trying to update. Will post in next posting run. |
| Hist: | 2 | Record is now in History. |
| Rec: | 8 | Waiting to be Reconciled but already posted. |
| Later: | 6 | Waiting to be posted via the activity Queue button. |
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