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

Sales Page

By default, this screen displays only transactions that were entered through the Sales menu in Inventory Mode for the current period and for the selected Client (in this case, ARCRES for period 8). It’s important to note that this screen updates from the History file and therefore does not display unposted records.

To view a complete history of transactions for the selected Client, you must select the checkbox in the bottom right-hand corner.

Keywords and Notes Page

Keywords & Notes Overview

The Keywords and Notes page is a standard feature found on all inquiry pages in SapphireOne, providing a central location to add and manage keywords and notes for each record.

Keywords Area

Keywords in SapphireOne provide a structured method to organise contacts. These keywords act as custom associations, allowing you to categorise contacts in a way that suits your organisations needs. You have the flexibility to create reusable keywords that can be applied across multiple contact records, ensuring consistency and ease of management. Additionally, you can create unique keywords tailored specifically to individual contact records, offering a personalised approach to contact organisation.

To remove keywords, hold the Command key on a Mac or the Ctrl key on Windows.

Notes Area

This area can be used to make permanent notes or reminders when dealing with contacts. When you click on the button, a timestamp will be created at the beginning of the notes section. [Command or Control] places it at the end, and you can input the note straight away. The functionality is as follows:

Right-Click context menu – Users can also customise the font, style, colour, and background colour of the text in the Notes area by selecting the desired text and choosing the options available from the right-click context menu.

• Green Clock Button – Include a date and time stamp.
• Font Size Buttons – Modify the font size.
• Expand button – Maximise the notes screen for unobstructed editing. You can click the same expand button again to minimise the notes.

Client Inquiry Address Page

This screen displays information pertaining to the address of a particular Client. It allows for multiple addresses to be associated with a single client. The example below shows the addresses set up for ARCRES Architects Resource Group.

You can review the current address or add new ones by double-clicking on the address or clicking the ‘+’ button in the bottom right corner of the screen. This will bring up a window for data entry as shown below.

Addresses in SapphireOne

These addresses may also be linked to a contact by using the Lookup data entry field in a Contact Inquiry on the Details Page. The Lookup data entry field provides the Lookup names for the Address list seen above. It should be noted that while the Address and Contact forms are the same, the links for Address and the Lookup field in Contacts operate differently.

Price Book Page

The Price Book Page in SapphireOne allows you to view the price book entries that have been specifically entered for the selected Client. This feature provides a comprehensive list of all pricing details and arrangements set up for the Client, ensuring transparency and easy access to their customised pricing information.

By having access to all of the Client’s price book entries, users can quickly review and manage pricing agreements, track any changes or updates, and ensure accurate and consistent pricing for the Client’s products or services. This page serves as a valuable tool for maintaining clear communication with the Client regarding pricing and ensuring that all parties are aligned with the agreed-upon terms.

Period Balances Page

This page in SapphireOne displays the balances for the selected Client on a period-by-period basis, showing the balances as of each period’s end. This provides a historical overview of the Client’s financial position over time.

Additionally, the page also presents the turnover for the current month. Turnover, in this context, typically refers to the total value of sales made by the Client within the current month.

By presenting both the period-end balances and the current month’s turnover, this page offers a comprehensive view of theClient’s financial performance, aiding in financial analysis and decision-making processes. Users can assess the Client’s financial stability and track the progress of their business activities with ease.

Standing Sales Page

The Standing Sales Page is designed to help users set up Clients who regularly order the same item or items from Inventory. This is especially useful for Clients who receive daily deliveries, where multiple transactions are created for the same Client throughout the day.

On this page, users can easily establish Standing Sales arrangements for Clients, allowing for streamlined and efficient order processing. Clients who frequently order specific items can benefit from this feature as it simplifies the ordering process, eliminates the need to re-enter the same information repeatedly, and reduces the chance of errors in data entry.

By utilising the Standing Sales Page, businesses can enhance their customer service by ensuring smooth and timely deliveries to Clients with recurring orders, thus strengthening customer satisfaction and loyalty.

Standing Sales Overview

Using a Client inquiry, Standing Sales can be set up on a client-by-client basis. To create a new Standing Sales record, click on the   button, or select a record and click on the  button to delete it. Double-clicking on a highlighted record allows you to modify it.

Once set up, SapphireOne will generate the OCI or SCI on the day specified as the trigger. To ensure preparedness, it is recommended to enter the order and then the due date.

In addition, the Delivery Day Delay field enables you to specify the number of days before delivery that the order is to be raised by SapphireOne. This added flexibility allows for greater customisation in the ordering process, ensuring that orders are generated and processed in a timely and efficient manner.

Standing Sales Example

Let’s take a closer look at the Standing Sales Example in SapphireOne:

Imagine a company that delivers orders from Monday to Friday. To set up standing orders for Tuesday to Thursday, the user can enter a delivery day delay of 1 day. This way, SapphireOne will raise the Order Confirmation Invoice (OCI) or Sales Confirmation Invoice (SCI) a day early, from Monday to Thursday.

However, for the order scheduled for Monday, it may need to be prepared on the last working day of the week, which is Friday. To achieve this, the user would set the Delivery Days to 3. As a result, SapphireOne will raise the OCI or SCI on the preceding Friday, allowing the company to prepare the order before the weekend for delivery three days later on Monday.

By using this setup, the company can efficiently manage its standing orders and ensure timely preparation and delivery, providing excellent customer service and ensuring a smooth order fulfillment process.

Standing Sales Data Entry

• Inventory ID – The user should input the specific Inventory ID of the item to be delivered.
• Quantity – The user needs to enter the quantity of the item(s) being shipped or provided to the recipient
• Frequency – Users can select from three options available in the Frequency drop-down menu. The selection made in the Ferquency drop-down menu will determine and alter the options available in the Day drop-down menu as follows.
  • Weekly – Users can choose any of the seven days of the week (Sunday through Saturday) from the Day drop-down menu. This will set the event or task to recur on the chosen day of each week.
  • Monthly – Users can select a day of the month from 1 to 31, or they can choose End of month from the Day drop-down menu. This will schedule the event or task to recur on the selected day of each month.
  • Yearly – Users can enter a specific date in the format dd/mm/yy. This will set the event or task to recur on the same date each year.
• Transaction Type drop-down menu – Select if SapphireOne is to raise an Order Client Invoice (OCI) or Sales Client Invoice (SCI).
• Delivery Day Delay – To specify this Delivery Day Delay in the SapphireOne system, you should enter the number of days in the data entry field as a numeric value.
  • An Example – For instance, if you want to set a delivery day delay of 1 day, you input the number 1 into the relevant field. This means that the delivery for the specific item will take place one day after the order or sales is raised, as determined by the settings selected in the Frequency menu, which was documented earlier.
• Saving – To save a newly created Client Standing Sales record in SapphireOne, you can use the icon located on the main toolbar.

Job Project Page

The Clients Inquiry Job Project Page in SapphireOne provides an overview of all the Job Projects linked to a this specific client. The information displayed on this page is sourced from each individual Job Project and must be entered into each project before it can appear here.

For every Job Project, the page shows a Start Date and an estimated Finish Date, giving a clear timeline for the project’s duration. Additionally, the Estimated Cost and Estimated Billing for each project are displayed based on the data entered into the respective Job Project.

Furthermore, SapphireOne also presents the Actual Cost and Actual Billing for each Job Project at the current time. This information provides real-time updates on the project’s progress and financial status.

By offering this comprehensive set of information, the Clients Inquiry Job Project Page allows users to track and manage various Job Projects linked to a specific Client efficiently. It enables businesses to monitor project timelines, estimated and actual costs, and billing, facilitating better project management and decision-making processes.

Email Log Page

The Clients Inquiry Email Log Page in SapphireOne provides a comprehensive log of all emails sent from within the system. The log is specifically filtered to display only the emails that are relevant to the selected client.

This log serves as a record of all email communication with the particular Client, allowing users to track and review the history of sent emails for that Client. Each entry in the log represents a unique email sent to the Client, and users can view the details of each email by double-clicking on the corresponding log entry.

By double-clicking on a log entry, users can access and view the body of the email as it was originally sent. This feature enables users to review the content of past emails, ensuring accuracy and facilitating effective communication management.

The Clients Inquiry Email Log Page offers an invaluable tool for monitoring email correspondence with Clients, aiding in maintaining a clear record of communications and fostering efficient Client communication practices within the SapphireOne system.

Rating Page

The Clients Inquiry Rating or Feedback Page in SapphireOne is specifically designed to record and manage feedback from Clients provided through rating systems. This page serves as a platform to collect and store Client feedback, which could be obtained through various rating mechanisms or APIs integrated with third-party services like MailChimp.

For instance, a rating system linked to an API with MailChimp could be set up to gather Client feedback and ratings on products, services, or interactions with the company. The feedback collected through this system is then recorded and displayed on this Clients Inquiry Rating Page within SapphireOne.

Action Page

Action Page Overview

The Action Page in SapphireOne serves as access to a comprehensive hub for managing and organising tasks, meetings, and notes, seamlessly integrating actionable items with relevant records and transactions. By providing access to a wide array of features such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, and various types of Notes, the Action Page ensures that users can efficiently coordinate their activities within a centralised platform. 

One of the key advantages of the Action Page is its ability to link actions directly to specific records or transactions, enhancing the accessibility and relevance of alerts throughout SapphireOne. This integration allows users to set up actionable alerts that are contextually tied to their organisational data, ensuring that important tasks and notifications are not only visible but also directly connected to the pertinent information. By leveraging these capabilities, users can improve their productivity and maintain a well-organised workflow, all within the intuitive environment of SapphireOne.

The Action Page enables users to manage actions by using the add or delete buttons. To add or delete an action, simply click the corresponding button.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes the following functionality:

• Sequence – SapphireOne automatically generates a unique sequence number for each action.
• Title – Enter a title for the action.
• Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
• Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
• User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
• Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
• Status – The user has three options: Open, Hold, and Completed.
  • Open – Action is open and active.
  • Hold – Action is active, but no alarms will be active.
  • Completed – Action is now Inactive and won’t be displayed in any list of actions.
• Tag – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
• Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.

Check List Area

SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.

Dates and Times Area

• Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
• Completed – Entering a completion date for an action deactivates it, and it will no longer appear in the action lists.

Alarm Area

Ensure you never miss a task again by setting up alarms to send reminders to the designated email at specified dates and times. Users can also receive notifications through SapphireOne Workflow.

Recurring Area

If necessary, the alarm can be set to recur at specified intervals chosen from the Type drop-down menu which contains an exhaustive list of interval options. Additionally, the recurring period can be defined by date.

Notes Area

This area can be used to make permanent notes or reminders when dealing with contacts. When you click on the clock button, a timestamp will be created at the beginning of the notes section. [Command or Control] places it at the end, and you can input the note straight away. The functionality is as follows:

• Right-Click context menu – Users can also customise the font, style, size, colour, and background colour of the text in the Notes area by selecting the desired text and choosing the options available from the right-click context menu
• Green Clock Button – Include a date and time stamp.
• Font Size Buttons – Modify the font size.
• Expand button – Maximise the notes screen for unobstructed editing. You can click the same expand button again to minimise the notes.

Invite Attendees Area

In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them email notifications if their email addresses are provided. Additionally, you can manage and track attendees RSVP status in real-time.

 In conclusion, the Action Page in SapphireOne stands as a pivotal tool for enhancing organisational efficiency and productivity. By offering access to a centralised platform that seamlessly integrates tasks, meetings, and notes with relevant records and transactions, it empowers users to maintain a streamlined and well-coordinated workflow. The ability to link actions directly to specific data points ensures that alerts are not only accessible but also contextually relevant, providing users with the insights needed to make informed decisions. As organisations continue to navigate complex operational landscapes, the Action Page remains an indispensable resource for optimising task management and fostering a more organised and productive environment within SapphireOne.

Documents Page

Documents Page Overview

The Documents Page centralises document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents Area

The Documents Page simplifies file management by allowing various document types to be attached via drag and drop, including PDFs, spreadsheets, photos, and more. It provides a centralised location for document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents can only be attached once the corresponding record has an assigned ID.

Documents List Screen Options

There are eight buttons on the Document List screen, as follows:

1. Open – Allows viewing of the currently selected document.
2. Update – Prompts the user to import a new version of the selected document while maintaining links to any associated transactions.
3. Scan – Accesses a scanner for scanning documents directly into the data file and linking them to the current transaction (requires a compatible scanner with software).
4. Save – Saves the currently selected document.
5. Link Document: Enables linking of the selected document to other transactions in the data file, presenting a popup for user selection.
6. Link Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
7. Link Existing Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
8. Delete – Deletes the currently selected transaction or record.
9. Add – Displays a search function for selecting a document from the local computer or device.

Details Area

The Details area allows users to add a custom name, description, and tags to each document, enabling easy search and location of specific documents. These details can be customised to meet the specific needs of the user or organisation, further improving the efficiency and organisation of the Documents Page.

Last Modified Area

The Last Modified section displays the date and time when the document was last modified, as well as the user who made the changes. This feature helps maintain accountability and enables efficient tracking of document modifications.

History Area

The History area records changes made to the document, including the date, time, and user who made the changes. This provides a valuable tool for tracking and managing document revisions.

Links Area

The Links area allows users to record links to other places where the document has been attached. Links can be added or removed using the (+) and (-) buttons, providing an efficient way to manage and organise related documents.

Notes Area

The Notes area allows users to add any relevant notes related to the document. Clicking the green clock button will add a date/time stamp, further improving document tracking and management.

Digital Assets in Clients

Digital Assets Page Overview

The Digital Assets Page enables users to attach an unlimited number of media files to almost any record in SapphireOne. Only the digital assets that have been entered by users for the selected record will be listed from the page menu in the selected record.

It should be noted that there is a Digital Asset item in Workbook mode on the General drop-down menu as well. This Digital Asset item lists all digital assets within the data file as a complete list. While very limited modifications are allowed from this list, it is very handy for getting an overall view of the digital assets in the data file. SapphireOne has provided the search function, enabling the user to search for a specific digital asset.

Choosing the Digital Assets option from the Page menu in a record displays a list of digital assets currently stored in the data file for the selected record.

This screen, as well as any subsequent screens, will overlay the existing screen displayed in your major table. This feature facilitates the attachment of digital assets to your Master Record, providing an efficient way to manage and organise media files associated with your data.

• To add a picture, simply click the Add button. 
• To delete a picture, select the Delete button. 

Considerations for Adding Digital Assets

Adding digital assets can impact your data file size and system performance. It is important to consider the following:

• Storage capacity: Assess your storage capacity to ensure it can accommodate an increase in file size.
• System performance: Adding a large number of media files can potentially slow down your system. Evaluate the impact on system performance before attaching a significant number of digital assets.

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