Balances Report Overview
The Balances report equips users with the capability to create and print aged credit information reports, including current, 30, 60, and 90+ days overdue, for Clients with outstanding balances. This feature swiftly presents an overview of the exact outstanding amount and identifies Clients with pending debts across various time frames. Within the Balances function, an array of essential report types catering to business needs is available. Users can easily opt for the specific report type that perfectly suits their requirements. This flexibility enhances the effectiveness of the Balances feature in addressing diverse business operations.
Report Options for Client Balances Report
Users have the flexibility to customise their preferred layout for the Balances Report by making selections from the Print Destination, Report Type, and Report Sort Order drop-down menus. The report layout is generated based on the chosen metrics from these options. Additionally, users can opt to create personalised reports using either SapphireOne Quick Reports or Custom Reports, providing them with the freedom to tailor their reporting experience according to their specific needs.
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.
Print Destination Menu
The Print Destination Alert Menu empowers users to designate the desired destination for the report. Users can select from several available options, including Printer, Custom Report, Quick Report, and CSV. This selection enables users to efficiently determine where the generated report will be directed.
| Printer | Choosing this option instructs SapphireOne to directly send the report to the designated printer for physical printing. |
| Custom Report | This selection empowers users to design and create a customised report layout. Once chosen, SapphireOne will utilise this preference from the Print Destination menu. |
| Quick Report | Opting for this choice will initiate the Sapphire Quick Report function, allowing users to swiftly generate a report tailored to their immediate requirements. |
| CSV | When selecting the CSV option, the report will be presented in a CSV file format. This file format can be opened using spreadsheet programs such as Excel, providing users with the capability to view and manipulate the report data with ease. |
Report Type Menu
The Report Type option menu offers a selection of 21 distinct report types, allowing users to align their reporting needs accurately. Below is a comprehensive overview of each Report Type and its respective utilization:
| Standard Balances: | This report shows the Standard Aged Balances. |
| Un-posted Values: | Includes un-posted values in the Standard Aged Balances Report. |
| Credit Control: | Enhances with information about the last receipt date and amount, contact details, position, and phone information. |
| Wide – Balances: | Allows printing in a wider format, increasing the displayed Balance Data. |
| Wide – Un-posted: | Enables printing in a wider format, displaying more Balance Data, including un-posted values. |
| Wide – Credit Control: | Facilitates printing in a wider format, increasing the displayed Balance Data, including Last Receipt details. |
| As at Period Balance: | Provides Vendor Balances as of a specific period, aligned with the Balance Sheet Control Account for the same period. |
| As at Date Balance: | This report provides a balance report based on current transactions, considering the date input by the user. |
| As at Detailed: | This report gives a balance report based on 7, 14, 21, 30, 60 and 90 days. This report also provides the Clients terms. |
| As at Detailed Unallocated: | Prints balances for each Client that are overdue and unallocated invoices as of the entered date. |
| As at Detailed Unallocated Periodic: | Prints balances for each Client that have overdue and unallocated Periodic Invoices as of the entered date. |
| Cash Flow: | Allows specifying a date before viewing balances, aiding in cash flow projections. |
| Cash Flow Detailed: | Permits specifying a date before viewing balances and transactions, aiding in detailed cash flow projections. |
| Sales Analysis: | Provides a brief Sales Analysis of each Client.each Client. |
| Sales Analysis Full: | Offers comprehensive details of the Sales Analysis. |
| Total Due Check: | A simple report displaying: Total Due, Historical Total, and Current Total. |
| Std. Balances (Landscape): | Similar to the Standard Balances report but in a landscape format with extra room for Company name. |
| Payment Performance: | Generates a chart-based report for selected Clients, showcasing their payment performance as a percentage for payment term periods. |
| Balances with Average Pay Days: | Prints the average time in days it takes a Client to make payment for selected Clients. |
| Standard Balances in FX Currency: | Prints the Standard balances in both the Local and FX currencies. |
Report Sort Order Menu
The Report Sort Order Menu empowers users to choose from a range of sorting methods and criteria, enabling data organization in different sequences while preserving the core report format. Users have the option to sort data using the following criteria:
| No Sort: | The report is printed as displayed on the screen without any sorting performed. |
| by ID: | Data is sorted and totaled based on each Client ID. |
| by UDF 1: | Data is sorted and totaled by User-Defined Field 1. |
| by UDF2 | Data is sorted and totaled by User-Defined Field 2. |
| by Class: | Balances are sorted and either totaled or grouped by Client Class |
| by Total Due Ascending: | Balances are sorted and ordered in ascending order of dollar value.. |
| by Total Due Descending: | Balances are sorted and ordered in descending order of dollar value. |
| by Area: | Balances are sorted and ordered by the area value. |
| by Control Account: | Balances are sorted and ordered by control account. |
| by FX Type: | Balances are sorted and ordered by FX type. |
| by Rep: | Balances are sorted and ordered by Representative. |
| by Company: | Balances are sorted and ordered by Company. |
| by Parent: | Balances are sorted and ordered by Vendor parents |
| by Department: | Balances are sorted and ordered by department |
Report Selection Menu
The Report Selection Menu at the bottom of the print dialog alert, offers enhanced flexibility by allowing you to choose specific Clients’ balance data for reporting. This empowers you to finely tune and personalise your reporting capabilities. The three drop-down menus present a comprehensive selection of data file elements that can be chosen by the user.
The first drop-down menu, as outlined below, offers a wide range of items that can be included in the report, catering to various reporting needs and requirements.
| Active only | Produces a report that encompasses balances for active Clients, including un-posted transactions and any Clients with non-zero balances. | |
| All Records: | Instructs SapphireOne to print balances for all currently Clients in the system, Including these who have been set as inactive . |
Data Range Selection Area
Following the initial selection as listed above, the user has the choice of utilising the remaining two menus, which function in tandem to facilitate a more precise selection of items for inclusion in the report. Each of these menus also has a secondary drop-down menu.
The first menu, known as the Data Selection menu, empowers users to precisely determine the Client data to be incorporated or excluded within the report. The second menu, the Data Metric menu, allows users to input the specific metrics needed for the data in the report. These menus work in conjunction to provide users with detailed control over the data they wish to include in their reports.
| Data Selection | This dropdown menu offers an extensive selection of over 20 options, spanning from the Client ID through to the mobile number, enabling users to specify the precise Client data to be included or excluded in the report. |
| Data Metric | In the Data Metric dropdown menu, users can choose from seven different options. These options range from Equals through to Does not contain, providing users with a range of filtering options in their reports, enhancing data selection precision. |
Report Buttons
| Print Button | Select this to Print the Report. |
| Cancel Button | Select this to Cancel the Report. |
| Record List Button | Selecting this button brings up a list of all inventory items within the users SapphireOne data file. The user can then use the ‘command/F’ and ‘ctrl/F’ search function to search for the inventory item to be printed. |
| Options Button | If active, not greyed out, the Options Button allows for even further customisation of the Report. |
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