Clients - Empower your Organisation with SapphireOne's Client Inquiry Function

Custom Page

Custom Page Overview

SapphireOne’s Custom page features text fields designed for versatile, user-defined purposes. Each field is assigned a variable by SapphireOne, which is displayed as the default field heading label. Users can take note of the desired field or heading variable for customisation and modify it by navigating to Utilities > Controls > Change Names. Detailed instructions on this process will be provided below.

The Custom page is organised into the following sections:

• Alpha – Allows letters and numbers, but cannot be used for arithmetic functions
• Real – Allows numbers only, and can be used for arithmetic functions
• Date / Time – Date fields store date values and can be used for date functions, while Time fields store time values and can be used for time functions
• No Heading Defined – Features eight alphanumeric fields that cannot be used for arithmetic functions
• Text – Accepts letters, numbers, and special characters, but cannot be used for arithmetic functions

The data entry fields in these Custom Pages can also be employed in Sapphire Custom Reports, Quick Reports, Custom Inquiries, 4D View Pro, and 4D Write Pro Reports, just like any other data entry fields within SapphireOne.

The example Custom Page below is from an Asset Inquiry; however, the process for customising this page remains the same, irrespective of the function in which the Custom Page is located.

Default Variable Values

In the default variable values defined by SapphireOne, the first number signifies the position of the field within the group, while the second number denotes the maximum number of characters for the data entry field.

For instance, ASAlpha_1_20 indicates that it is the first data entry field in the group and can hold up to 20 characters. Similarly, ASAlpha_8_80 shows that it is the eighth data entry field in the group, with a capacity for a maximum of 80 characters.

The Current Balances page provides a summary of the Client’s current aged balances. This page presents an overview of the outstanding balances owed by the Client across various aging periods, typically categorised into groups such as Current, 30 days, 60 days, 90 days, and so on.

Include Unposted Checkbox

The Include Unposted checkbox serves as an option to include the value of transactions that have been entered but not yet posted to the ledger. By ticking this checkbox, the system will consider both posted and unposted transactions to calculate the current aged balances for the Client.

However, it’s important to note that the new values reflecting the unposted transactions will not be immediately visible in the chart. To refresh the display and view the updated values, users need to re-draw the screen. This can be done by re-selecting the Column or Pie radio button in sequence, prompting the system to redraw the chart and reflect the most current data, including unposted transactions.

In addition to the detailed information on aged balances, the Current Balances screen also features a Balances graph, which provides a visual representation of the Client’s financial status in the form of a Column chart. This graphical representation helps users quickly assess the Client’s financial standing and identify trends or anomalies in their balances. The combination of detailed data and graphical representation in the Current Balances page aids in effective financial analysis and decision-making for managing Client accounts.

FX Balances Page

This page provides users with a comprehensive view of foreign exchange (FX) information related to the Client’s balances. This page displays details about the Client’s balances in different currencies, reflecting their foreign currency transactions.

New ClientsFX currency Limitation

When creating a new Client in SapphireOne, you can set the specific currency in which the client trades on the More Details Page. However, it is important to be aware that once a single transaction is processed for this Client, the option to change the trading currency will no longer be available. The selected currency at the time of the first transaction becomes the base currency for all future transactions related to this Client. Subsequent foreign exchange (FX) balances will be displayed relative to this base currency, providing a consistent reference point for all financial activities involving the client.

The Client Inquiry FX Balances Page is valuable for monitoring the impact of foreign currency transactions on the Client’s overall financial position. It enables easy tracking of balances in various currencies and facilitates better understanding and analysis of the Client’s international trading activities. This information is particularly essential for businesses dealing with Clients engaged in foreign currency transactions, as it allows for effective management of currency risks and ensures accurate financial reporting for multinational operations.

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Example

When viewing the FX page for a specific Client, like USAABC, users should focus on the Type column, which is the third column from the left in the transaction lines area. In this Type column, for Clients engaged in foreign currency trading, the currency type will be added as a suffix to the transaction type. For example, a Client Invoice in USD will be displayed as CI USD.

Aged Balances

Apart from transaction details, the Aged area in the top right-hand corner of the screen will show aged balances in the selected currency. This section includes crucial information such as Current, 30 Days, 60 Days, 90+ Days, and Total Due balances. These aged balances represent outstanding amounts for transactions categorised and is based on the number of days they have been due.

This comprehensive display of foreign exchange information and aged balances empowers users to efficiently manage and monitor the financial position of Clients engaged in foreign currency trading. It facilitates better decision-making and provides insights into overdue payments, assisting businesses in maintaining healthy cash flow and effective credit management.

Client Transaction Details Footer

• Discount % – This field shows the percentage of discount given to the Client on their transactions, helping to track and understand the extent of discounts offered during their dealings with the business. It provides valuable information for financial analysis, ensuring transparency and accuracy in recording discounts and evaluating their impact on the Client’s overall transactions.
• % FX – This field provides valuable information about the prevailing exchange rate used for converting foreign currency transactions into the base currency. For FX Clients, who engage in transactions in foreign currencies, this exchange rate is crucial for accurately calculating the equivalent amounts in the base currency for financial reporting and analysis.
• Discount Days – This field provides essential information about the duration during which the discount is valid for the Client’s transactions. It indicates the time frame within which the Client can normally avail the offered discount on their purchases or invoices. The discount period is usually specified in terms of days, indicating the number of days the Client has to make the payment and receive the discount benefit..
• Look Button – When users click on the button for a specific transaction, SapphireOne will display the detailed information and contents of that particular transaction. This feature is particularly useful for quickly accessing and reviewing transaction details without the need to open the entire transaction entry form.
• Print Source Button – By clicking on the button, SapphireOne generates a printout of the transaction details that are currently selected or highlighted on the screen. The printed document will include the contents of the selected transaction, and the printed date will be set to today’s date.

Credit Control Page

This Page displays comprehensive information about the Client, including their current Transactions, Balances, Contact Details, and Notes. This user-friendly screen is designed for real-time Credit Control, enabling users to set notes and alarms as reminders for managing credit effectively.

Data Organisation

By clicking on the column headings, the user may sort any column into ascending or descending order. Highlighting a transaction and then selecting one of the buttons across the bottom of the screen allows for more detailed viewing of the data.

The top-right corner of the screen displays the Aged section, which includes the Opening Balance, Current, 30 Days, 60 Days, 90+ Days, and Total Due. When selecting any of these underlined headings, an immediate filtering for the ageing of the displayed transactions is performed.

Checkboxes

• Terms Based Checkbox – Alternatively, you can modify the data displayed in the Aged Balances area by selecting the checkbox in the center of the screen. When you click on the checkbox, a pop-up will be displayed, asking you to enter the date for this term-based display of transactions for the client. This feature allows you to view transactions based on a specific date range or term, providing greater flexibility in analyzing the client’s financial information.
• Credit Stop Checkbox – This checkbox places the Client on stop credit. This prevents users from processing any new transactions for the client until their account is brought back within their credit limit.
  • Master Default – This checkbox is linked to the Stop Invoices data entry on the Credit Stop checkbox on the Clients Credit page of Master Defaults. If the Master default checkbox is not selected, users will only receive a warning that the Client is on Credit Stop but will still be allowed to raise invoices for the Client. However, once the Master Default checkbox is selected, users will not be allowed to raise any invoices for any Client placed on Credit stop. This ensures strict compliance with credit limits and prevents further invoicing until the credit issue is resolved.

Option Buttons

The Credit Control screen contains eleven buttons located in the footer of the screen, each serving specific functions. When a user selects a record within the Credit Control screen that is linked to an Inventory Mode Transaction, the first two buttons on the list below, Open Invoice, and Print Invoice buttons will only then become active:

Credit Control Buttons

• Open Invoice Button – To email invoices to customers, select/highlight the desired transaction from the list, click on the button. Then double-click the invoice shown and then choose the small arrow next to the button on the main toolbar. This reveals a drop-down menu with various print options, including Email. Enter the recipients’ email addresses if needed, and select the report type to attach before sending the email.
• Print Invoice Button – Selecting this button immediately displays the print dialog alert, allowing users to print or reprint linked invoices as needed.
• Look Button – This button displays transaction details when selected.
• Retrieve Linked Button – This button retrieves linked transactions that have been moved into History via allocation into current. When the button is clicked, the user will be presented with an alert confirming this action.
• Load Button – This button in SapphireOne triggers an alert prompting the user to enter a date for a statement. Once a date is provided, and the button is selected, SapphireOne generates and displays a statement for the specified Client, showing all transactions up to the entered date.
• Reload Screen: Selecting this button resets the screen to its original view.
• Statement Button – This button displays the Client Statement Reports print dialog popup, giving the option to print statements or email them.
• Allocation Button – This button provides a shortcut to Client Allocation function. SapphireOne will check to see what un-allocations transaction that the Client And display them from the allocation screen.
  • Usage – Highlight a transaction from the list and then select Allocation from Tools menu. The Allocation page will then be displayed, enabling the user to immediately allocate the transaction.
• Find Button – This button displays a detailed query function for performing detailed searches. This feature allows users to conduct comprehensive searches and find specific information with more precision.
• Open Button – This button performs a specific search for historical transactions in SapphireOne for the selected client. This button helps users quickly access and view past transactions related to the Client, providing a convenient way to track and review their transaction history.
• Process Receipt Button – This button allows users to process payments directly from the Credit Control screen. This feature streamlines the payment processing workflow, making it convenient for users to handle payments for the selected transactions efficiently and is documented immediately below.

Processing Clients Receipts from within the Credit Control Page

After selecting the button, SapphireOne will display a Process Receipt screen with all of the data entry fields required to process a Client Receipt (CR), as seen below.

Receipt Detail area

In this area, some limited details about the Client are displayed. The first two fields the Clients ID and name are not editable, while the second two fields, Date and Paid To for the Bank account, can be edited by the user if required. This allows users to make necessary changes to the Date and Paid To fields as needed for accurate record-keeping and payment processing through to the required bank account.

Credit Card Setting area

Credit card payments can be entered in this Credit Card Setting area. This area displays the required data entry fields for the entry of Credit Card payments as follows:

• First Name – Enter the credit card owners first or Christian name.
• Last name- Enter the credit card owners Last Name or Surname.
• Credit Card number – Enter the credit cards 16 digit number without spaces
• Expiry – Enter the credit cards Expiry Date.
• Security Code – Enter the Credit Cards security code. This is usual a three digit number located on the rear of the card.

Invoice Selection

Immediately below the receipt details and credit card settings areas, the user will find a list of invoices ready for payment. Each invoice will have a checkbox at the right-hand end of the line. To select the invoices for payment, users need to click on the checkbox corresponding to each transaction listed. Once they have selected one or more invoices using the checkboxes, they can then click the button located in the bottom right hand corner of the screen.

Upon clicking the button, SapphireOne will display an alert asking for confirmation to Create Client receipt now? Any necessary alterations can be made to the Client Receipt until it is posted.

Terms Page

The Terms page serves as the primary Credit Control Screen, enabling you to establish payment terms and credit limits for individual Clients. By default, SapphireOne provides pre-entered information on this screen, accessible by going to: Utilities / Controls / Master Defaults / Clients Credit.

In the Master Defaults section, specifically within the Clients Credit Page, there is a Defaults area where default payment terms can be set for new Clients. However, it is important to note that the information displayed on the current screen has already been entered by SapphireOne. You have the flexibility to modify these details on a Client-by-Client basis as needed. Furthermore, any information entered on this page will take precedence over the details initially entered by SapphireOne in the Master Defaults.

For more information on System Controls and Master Defaults, please refer to the Utilities Reference articles. It should be noted that the details entered by SapphireOne have been altered in the screenshot below, and the settings entered here will be used for this Client only.

Payment Terms Area

• Normal Drop Down menu – This is a normal drop-down menu with several options, including 7 days, 14 days, and 21 days, which specify the normal payment terms for the Client accordingly. Users can select the appropriate payment term from the drop-down menu based on the agreed-upon payment conditions with the client.
  • 20th and 25th Options – Selecting either of these options will cause the Client to be overdue from the end of the current month, and the user will receive a warning when the Client exceeds their payment terms. However, it’s important to note that these settings can be overridden in the Client Credit Page of Master Defaults, providing flexibility to adjust the payment terms for specific clients if necessary.

Examples of Payment Term Settings

When selecting the Other item from the drop-down menu, the user has various options for custom payment terms. Upon choosing this option, a small data entry field appears to the right of the drop-down menu, where the user can enter the number of days for the payment terms.

• 30 Days – Enter 30 into the displayed data entry field. SapphireOne will then consider the payment is overdue 30 days from the invoice date.
• -31 Days – Enter -31 (with the minus symbol) into the displayed data entry field if payment is due at the end of the next month.
• 60 Days – Enter 60 Into the displayed data entry field, if payment is due 60 days from the invoice date.
• -61 Days – Enter -61 (with the minus symbol) into the displayed data entry field when payment is due 60 days from the end of the following month.
• 45 Days – Enter 45 Into the displayed data entry field, if payment is due45 days from the invoice date.
• –45 Days – Enter -45 (with the minus symbol) into the displayed data entry field if payment is due at 45 days from the end of the following month.

If the Client has been set up as Cash on Delivery or Prepaid, SapphireOne will not allow an order (OCI) to be converted to a sale (SCI) until the payment details have been correctly entered on the More Details page of the transaction. This ensures that the payment terms are met before finalising the sale and helps maintain accurate records for cash-on-delivery and prepaid transactions.

Auto Credit Stop After

This feature in SapphireOne calculates the credit stop terms by considering the oldest invoice entered for the Client and the Date it was entered. It then monitors the number of days specified in the terms data entry field along with the number of days set in the Auto Credit Stop After data entry field. This combined period determines when the credit stop action will be automatically applied if the payment terms are not met within this time frame.

In Master Defaults, the Auto Credit Stop After setting can be configured for all Clients. If a Client’s credit balance is not rectified within the specified time frame, users will not be able to raise any invoices for that Client. This feature ensures strict adherence to credit terms and helps maintain a healthy credit management process for the organization.

The Auto Credit Stop setting can be configured on a Client-by-Client basis or in Master Defaults for all Clients. When processing transactions, SapphireOne will first check the Auto Credit Stop setting on the individual Client’s record. If it is set to zero (disabled) for that specific Client, then the system will look for the configuration in Master Defaults to determine the credit stop terms.

Prompt

In SapphireOne, the Prompt feature allows you to set up individual Prompt Payment Terms for a Client. Prompt is entered as a Percentage, and Discount Within is defined and entered as within a specific number of Days.

This configuration then becomes the default prompt payment discount for the Client. By using this feature, businesses can offer incentives to Clients for making prompt payments, which can help improve cash flow and strengthen Client relationships.

Shipping Drop Down Menu

This Drop Down Menu offers the user a selection of 11 options for the shipping procedure to the Client. Additional options will be included in this list as requested by users. This feature allows for flexibility in choosing the appropriate shipping method based on the client’s requirements, ensuring smooth and efficient order fulfillment and delivery processes.

Discount area

This area provides the option to set up discounts and price codes specifically for individual Clients. This feature enables businesses to offer personalised discounts and pricing arrangements to Clients based on their specific needs and preferences, fostering stronger Client relationships and enhancing customer satisfaction.

• Product Discount % – Entering a number up to the 2nd decimal place will apply a discount to all products purchased by the Client. This feature allows businesses to provide customised discounts to Clients on their purchases, enhancing the flexibility of pricing and promotions based on individual client requirements.
• Price Code – This data entry field enables you to select a specific Price Code to be used for all Inventory items related to this Client. Once the Price Code is set, it will apply to each individual inventory item within the Inventory Inquiry Standard Prices area. This feature simplifies the process of managing pricing arrangements for different Clients, ensuring consistent and accurate pricing for the selected inventory items associated with the client.
• Lookup – This data entry field is linked to the Price Book when a price code beyond the standard ones is being used. This feature allows users to access and utilise custom price codes from the Price Book, providing greater flexibility in setting up unique and tailored pricing arrangements for specific clients or scenarios.

Payment Defaults Area

This area allows you to set up the Client’s normal payment method as follows:

Bank Account Details

This section includes the Bank, Branch/BSB, Account Number, Swift Code, and Drawer information. It’s important to note that any spaces or dashes in the BSB number will be automatically removed by SapphireOne. This ensures that the bank account details are accurately recorded in the system, reducing the risk of errors during data entry and facilitating seamless financial transactions for the client.

Preferred Payment Method.

The selection made from the drop down menu in this area determines the automatic selection of the Payment Type by SapphireOne when the Client makes a payment. Choosing the correct Preferred Payment Method will help minimize Payment Type errors and streamline data entry when users create receipts for the Client in the future. This feature simplifies the payment process and ensures accurate recording of payment information, reducing the likelihood of payment-related mistakes and improving overall efficiency in financial transactions.

Modifying automatically entered information

All of the details mentioned above, including Bank Account and Preferred Payment Method, will be automatically inserted by SapphireOne from the Client’s master file, reducing the need for manual data entry. However, even after SapphireOne inserts these details, you can still modify them on individual transactions if necessary while entering the transaction. This feature provides flexibility in making specific changes to payment details for particular transactions, ensuring accurate and up-to-date information for each transaction.

Credit Card Defaults Area

In this area, you can enter the Client’s credit card details, including the credit card number, expiry date, and security code. When processing a receipt and selecting the payment type such as Credit Card, SapphireOne will automatically insert these credit card details into the Client’s receipt. This feature saves time and minimises data entry errors, making the payment process more efficient and secure.

Internal Area

The Internal Area is primarily used when a branch of a company is treated as an internal Client. In this case, an Order Client Invoice (OCI) can be generated and processed like a normal OCI, which upon conversion creates a Transfer.

Please note, it is not recommended to enter any data into this area unless the Client is intended for internal transfers. In addition, SapphireOne has created the Internal Client functionality so that another department or branch can create an OCI that appears in the standard pick list. However, when the transaction is converted, it becomes a Transfer General Ledger Journal Entry (TGJ) instead of a Sales Client Invoice (SCI).

An advantage of using the Internal Client feature is that Price Book records can be set up against the Inventory Items as Margins on Last Cost, using the Internal Client as a price book reference. The difference in these set prices will be On-Costed to the Inventory item in the TGJ transfer, providing clear cost tracking and inventory management.

Internal area

• Internal Branch checkbox – When this checkbox is selected for a Client, any orders created for this Client and subsequently processed will generate a Transfer General Ledger Journal Entry (TGJ) instead of a Sales Client Invoice (SCI). This allows the Client to be treated as an internal branch, and the transactions are recorded as internal transfers within the organisation’s accounting system. The TGJ records the transfer of goods or services between different branches or departments of the company while maintaining accurate financial records and inventory management.
• Location – This data entry field allows the user to specify the location to which the Transfer General Ledger Journal (TGJ) entry will be processed if the company holds inventory in multiple locations. This feature helps ensure that inventory transfers are accurately recorded in the system, reflecting the movement of goods between different locations within the organisation.
• Variance Account – By entering a G/L account in the Variance Account field, any variances can be stored in the specified account.
• Margin On Cost – This data entry field allows the user to enter a figure that SapphireOne will automatically add to the On-Cost figure. This feature enables businesses to apply a predetermined margin to the cost of items, facilitating accurate pricing calculations for internal transfers. By setting the Margin On Cost, companies can ensure that the cost of transferring inventory items between different locations includes the desired margin, helping to maintain profitability and consistency in internal transactions.
• Last or Average Radio Buttons – These radio buttons allow the user to select either the last or average cost method for the Margin On Cost calculations. By choosing one of these radio buttons, the user specifies which method SapphireOne should use to calculate the margin added to the cost of items for internal transfers.

Credit Control area

• Credit Limit: This data entry field sets the maximum credit limit for each Client. When the Client’s outstanding balance exceeds this limit, the user can still process new invoices for the Client. However, a warning dialog screen will appear to alert the user about the exceeded credit limit. This feature provides a safeguard against potential credit risks, ensuring that users are aware of the Client’s credit situation before proceeding with further transactions.
  • Master Default Setting – In Master Defaults, there is a provision for entering a default Credit Limit for any new Client’s when they are initially created. This default credit limit will be automatically populated for new Clients. However, the user can modify this credit limit as needed for each specific Client based on their credit requirements.
  • Message: This area allows you to add additional text to the maximum credit limit message that will be shown to a user when creating a transaction for a Client who has exceeded their credit limit.
• Credit Stop Checkbox – When this checkbox is selected, it halts all invoicing to the Client when they have a negative Credit Limit. Once the status is altered, SapphireOne makes a non-editable log entry into the area below the checkbox. This log shows when users have activated/deactivated the Credit Stop of a Client.
  • Other areas – The log is activated from all areas where a credit stop can be applied, including Client Inquiry on both the Credit Control and Terms Pages, as well as the Allocations Inquiry screen. This ensures consistent tracking and visibility of credit stop status across different modules and screens within SapphireOne.
  • Centralised Log – The log serves as a centralised record, providing a comprehensive history of when the credit stop was applied or removed for a particular Client, promoting effective Credit management and facilitating easy access to critical information for decision-making purposes.
• Order Nº Required Checkbox – When this checkbox is selected, SapphireOne prompts the user to provide an Order Number while creating a transaction for this Client. The system will not allow the transaction to be saved until an order number is entered. This feature ensures that all transactions for this Client are associated with a valid order number, promoting accurate record-keeping and facilitating smooth order management
• Do Not Ship Checkbox – Selecting this checkbox enables users to exclude a transaction from a Shipment Report on a Client invoice. This checkbox allows the user to make a transaction inactive or to hide the transaction from the shipment. Selecting the Do Not Ship checkbox halts all shipments to the Client.
• Exclude from Overdue email function Checkbox – When this checkbox is selected it removes the Client from automatically generated emails by SapphireOne if they are overdue in payments.

Master Default Settings

• Client Credit Settings page – On this page, the user can enable automatic email notifications to Clients for overdue payments. This feature helps in reminding Clients about outstanding payments and encourages timely settlement of invoices.
  • BCC Sales Rep checkbox – Selecting this checkbox from the same page will cause SapphireOne to send an email to any Sales Representatives who Have been linked to the specific Client. This ensures that sales reps are kept informed about the status of the Client’s account and allows them to follow up with clients as necessary.

Controls Area

In the Controls Area, the user can set up or establish the control accounts for the selected Client. This feature allows for the configuration of specific control accounts related to the Client’s financial transactions and ensures accurate accounting and reporting for that Client. By defining control accounts, businesses can organise and track the Client’s financial activities more effectively, improving financial control and visibility.

• Control Default – This Data entry field allows you to enter an alternative General Ledger (GL) account instead of using SapphireOne’s default GL account for the selected Client. This feature provides flexibility in customising control accounts for specific Clients, enabling businesses to tailor their accounting setup based on individual Client requirements.
• Tax Default –This Data entry field allows the user to enter an alternative General Ledger (GL) account for tax purposes, rather than using SapphireOne’s default GL account. This feature provides the flexibility to customise tax-related accounting for specific Clients, tailoring the tax default GL account based on individual Client needs or specific tax requirements.
• Sales Default – This data entry field enables you to enter a different Sales Default account than the one provided by SapphireOne. This feature allows for customisation of the default sales account for specific Clients, accommodating varying sales structures or requirements. By specifying an alternative Sales Default account, businesses can ensure that sales transactions for the selected Client are appropriately recorded in the designated account,
• Linked Client – This feature allows the user to establish a Parent-Child linking account by entering the Parent ID. When a parent-child relationship is established, SapphireOne’s credit control will change, and there are two options available:
  • Consolidated Credit Limit: If a parent-child relationship is set up, the credit limit for the child Client can be consolidated with the parent’s credit limit. This means that the credit limit for the child Client will be combined with the credit limit of the parent Client, allowing the child Client to use the credit limit of the parent.
  • Separate Credit Limit: Alternatively, the user can choose to have a separate credit limit for the child client, independent of the parent’s credit limit. In this case, the child client will have its own credit limit, which is not affected by the credit limit of the parent Client.
• Payment account –This Data entry field allows the user to override the control General Ledger (G/L) accounts as set up and use the G/L account entered here specifically for this Client. By entering a value in this Payment Account data entry field, SapphireOne will utilise the designated G/L account for all payment-related transactions for this Client, regardless of the control accounts initially established.
  • Flexibility – This feature provides flexibility in tailoring the G/L account used for payments for individual clients, enabling businesses to customize their accounting setup according to specific client requirements or preferences.
• No back order on this client – If the True radio button is selected for this Client, any orders for this Client that will raise a backorder component will trigger an alert to be displayed. This alert serves as a notification to the user that a backorder will be created for the Client due to insufficient stock levels, giving them the opportunity to take appropriate action or make necessary adjustments to the order.
  • Ignoring alert – However, users do have the option to ignore the alert if they wish to proceed with the order despite the backorder situation. This feature helps in managing inventory and ensures that users are aware of potential backorder scenarios for the Client’s orders.

EDI Setting Area

This area is used to store the Client’s Electronic Data Interchange (EDI) details. When applying for EDI, the following details should be obtained and entered into this area:

• EDI Link: This is a unique identifier assigned by the EDI service provider to identify the Client within the EDI network.
• Ship ID – This data entry field in the Clients EDI Setting Area is specifically for storing the Shipping ID related to Electronic Data Interchange (EDI). This field allows for the recording of a unique identifier or code that is used in EDI transactions related to shipping.
• Location – This data entry field in the Clients EDI Setting Area is used for storing the location information related to Electronic Data Interchange (EDI). This field allows for recording the specific location or address details that are relevant to the Client’s EDI transactions. The Location in EDI may represent the Client’s physical address, warehouse location, or any other location-related data required for EDI transactions with trading partners.
• Order Acknowledgement – When this checkbox is selected in the Clients EDI Setting Area, SapphireOne will be instructed to generate an Acknowledgement for any orders received from this Client in the context of Electronic Data Interchange (EDI). This means that when the Client submits an order electronically through EDI, SapphireOne will automatically generate an acknowledgement to confirm the receipt of the order.
• No Invoice – When this checkbox is selected in the Clients EDI Setting Area, SapphireOne will be instructed not to print an invoice at the current stage of the transaction in the context of Electronic Data Interchange (EDI). This means that when a transaction is processed for this Client through EDI, SapphireOne will refrain from generating a printed invoice.
  • Comments – Instead, the transaction will proceed without generating a physical invoice document. This feature is useful in scenarios where the Cient may not require a printed invoice at a particular stage of the transaction, such as when electronic documentation is sufficient for their needs.
• No Shipping Notice – When this checkbox is selected in the Clients EDI Setting Area for EDI, SapphireOne will not send any shipping notices to this Client.
  • Comments – This means that when shipments are processed for this Client through EDI, SapphireOne will refrain from generating and sending shipping notices or notifications to the client.
• Include Product Code – When this checkbox is selected in the Clients EDI Setting Area for EDI, SapphireOne will include a product code along with the items delivered to this client in the EDI transaction.
• Comments – This means that when products are delivered to this Client and the transaction is processed through EDI, SapphireOne will include the product code as part of the electronic documentation sent to the Client.

Control Log

This Log is a crucial and valuable feature within SapphireOne, providing a reliable means of tracking all changes made to the default General Ledger accounts for individual clients.

This log helps maintain a detailed audit trail of critical activities, such as credit limit adjustments, credit stop activation’s or deactivation’s, and modifications to payment terms, ensuring transparency and efficient management of client-related settings.

This Client Control Log serves a vital role in maintaining a detailed audit trail of crucial activities related to Client management. It tracks significant events like credit limit adjustments, credit stop activation’s or deactivation’s, and changes to payment terms. By doing so, the Control Log ensures transparency and facilitates efficient management of client-related settings. This valuable tool provides a clear overview of all relevant actions taken in relation to Clients, aiding in better decision-making and enhancing the overall Client’s experience.

Footer area

In the footer area, both the Client’s ID and name are displayed for informational purposes only.

Print Trade Reference Button

This button is situated in the lower right-hand corner of the screen and allows SapphireOne users to print a trade reference for the Client. When the button is selected, a print dialog popup appears, enabling users to print the Trade Reference document. This feature provides a convenient way to generate and print trade references for clients, aiding in business interactions and credit management.

Additionally, the printed trade reference document includes essential information about the Client’s payment terms, average monthly sales, and the average number of days they take to make payments on their account from the invoice raise date. This data holds immense value for businesses, as it empowers them to make informed decisions about extending credit or managing Client relationships effectively. Having access to such critical details allows for better financial management and helps businesses maintain healthy cash flow and optimize credit control measures.nt.

Transactions Page

SapphireOne’s Transactions page offers users comprehensive details about current transactions, such as dates, references, totals, and types. The Posted status column indicates whether a transaction has been posted, facilitating tracking and verification of each transaction’s status.

Filtering options streamline finding specific transactions, while column sorting allows users to arrange data in preferred order for easy access. In summary, SapphireOne’s Transactions screen is a potent tool for efficient financial management, ensuring accuracy and effective monitoring of transactions.

Double-clicking on a transaction in SapphireOne allows users to view the detailed information entered for that specific transaction. This includes the GL account detail lines associated with the transaction, providing a comprehensive overview of the transaction’s content and breakdown. This feature offers a convenient way to access and review transaction data for accuracy and validation purposes, enabling users to ensure the correctness of the information entered into SapphireOne.

Invoice Button – This button becomes active for transactions that were entered as Sales Client Invoices (SCI) or Job Client Invoices (JCI). When the button is selected, it opens the original SCI or JCI, displaying all the relevant information related to the invoice. Furthermore, by selecting the button, users can access the inventory line allocations, providing a detailed breakdown of how the items in the invoice have been allocated and accounted for. This functionality streamlines the process of accessing and reviewing invoice details, ensuring accurate record-keeping and facilitating efficient management of client transactions.

History Page

The History page in SapphireOne provides a comprehensive display of both current and historical transactions for the selected client. This screen offers users a detailed view of past and present transactions, allowing them to access critical information about the client’s transaction history. By having access to both current and historical data in one place, users can efficiently track and analyze the Client’s financial activities, making informed decisions and effectively managing Client relationships.

• Button functionality – The button in the transaction screen above serves as a convenient means to access and view the details of a specific transaction.
  • Open Button – By clicking on the button, users can quickly open the selected transaction, allowing them to review its content, including transaction dates, references, amounts, and other relevant information
  • Double Clicking – This provides an alternative method to access detailed information about the transaction. When a user double-clicks on a transaction, SapphireOne displays the full details of that specific transaction, including GL account detail lines and other related information. This action offers a quick way to examine and verify the content of the transaction, ensuring accuracy and completeness in the data entered into SapphireOne.
  • Invoice Button – The button becomes active for transactions that were entered as Sales Client Invoices (SCI) or Job Client Invoices (JCI). When this button is selected, SapphireOne opens the original SCI or JCI, presenting all the relevant information related to the invoice.
  • More Button – Users can access further details by selecting the button, which displays the Inventory Line allocations, providing a breakdown of how the items in the invoice have been allocated and accounted for. This functionality streamlines the process of accessing and reviewing invoice details, ensuring accurate record-keeping and facilitating efficient management of client transactions.

Overall, these functionalities above in SapphireOne provide seamless and efficient access to transactions, enhancing user productivity and simplifying transaction management.

Sales Analysis Page

This screen displays Sales Analysis for the selected Client.

• Line or Pie – In the chart display of the SapphireOne program, users have the option to choose between two graph formats: Line and Pie. Additionally, they can also select the numerical format by using the appropriate radio button. This flexibility allows users to customize how they view and interpret data in the chat, making it easier to analyze and present information in a way that best suits their preferences and needs.
• Qty or Total – The chart in the SapphireOne program offers two radio buttons: Qty and Total. These buttons allow users to toggle between different display options for the chart’s breakdown. When the Qty radio button is selected, the chart will show the breakdown based on the quantity of items. On the other hand, when the Total radio button is chosen, the chart will display the breakdown using total dollar amounts.
• Period Drop down Menu – eTh Period Drop-down Menu in the Sales Analysis section of SapphireOne allows users to select the specific time period for which they want to view the sales data. The drop-down menu is located on the left side of the screen. Currently, there are six pre-defined options for periods, each representing a different time frame for analysis. Additionally, there is an option labeled Up To ?? Date Old, which gives users the flexibility to define a custom time period based on their specific requirements.
• Include Unposted Checkbox- When this checkbox is selected, SapphireOne will incorporate all unposted records into the sales analysis. This means that pending or unconfirmed sales transactions will be considered in the analysis, providing a comprehensive view of the sales data, including both posted and unposted records.
• Group As Class – The checkbox in SapphireOne allows users to group inventory items by their assigned classes in the Sales Analysis page. When this checkbox is selected, the sales data will be organised and displayed based on the specific inventory classes to which the items belong.