Details Report Overview
The Details report, accessible under the Receivables Tab, offers a customisable overview of all existing client details stored in the SapphireOne data file.
When you select the Details Report from the Accounts Mode Receivables Menu, SapphireOne will present a print dialog screen. Here, users can specify the criteria and data they want to include in the Details Report. This may encompass Client ID, Client Name, contact details, and expenditures over the past 30 days.
The level of detail provided in each Client Details Report depends on the selections made in the print dialogue alert, as depicted below. Within the Details function, users have access to various report types essential for their business needs, which can be easily chosen to suit their requirements.
Users have the flexibility to tailor their Details Report layout by selecting options from the Print Destination, Report Type, and Report Sort Order Popup Menus. These choices determine the preferred structure of the report, utilising a combination of selected metrics.
In addition to the predefined report options, users can further enhance their reporting capabilities. SapphireOne offers the choice to create custom reports using either SapphireOne Quick Reports or Custom Reports. This empowers users to generate reports that align precisely with their specific needs and requirements.
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 in Details Report
Within the Details Report, the Print Destination Menu empowers users to determine where the report should be directed. Users can choose from several options, each serving a distinct purpose.
| Printer | Selecting this option instructs SapphireOne to send the report directly to the designated printer. |
| Custom Report | This choice enables users to fashion a bespoke report, tailored to their specific requirements. Once selected, SapphireOne will utilise this preference in the Print Destination menu. |
| Quick Report | Opting for this selection will initiate SapphireOne’s Quick Report function, streamlining the report generation process. |
| Labels | Selecting this option enables the printing of labels for the chosen Clients. The level of detail displayed on these labels is contingent on the settings configured in the subsequent drop-down menu, Report type, which is explained in detail immediately below. |
Report Type Options
The Report Type Menu within the Details Report offers a range of options, each designed to cater to specific reporting needs:
| One Liner: | Presents a concise report featuring ID, Name, Contact, Position, and Phone details. |
| Two Liner: | Expands on the One Liner report by adding additional Contact details for the selected Client or Clients. |
| Four Liner: | Further expands on the Two Liner report, providing Postal and Physical Address details. |
| Full Details: | Offers a comprehensive report containing all available information about each Client. Typically, two Clients are displayed per page, unless there are extensive notes or keywords for a Client. |
| Address Details: | Provides comprehensive information on Multiple Addresses configured for each Client. |
| Pricing: | Provides basic details of any pricing arrangements for the selected Clients |
| Pricing Full Detail: | This option provides full details of any pricing arrangements for the selected Clients |
| Direct Print: | Allows for the utilization of the Direct Print layout as configured in Utilities under Controls > Direct Print Layouts as set up in Utilities. Utilities > Controls > Direct Print Layouts. |
| Direct Print-2: | This report allows for the use of another Direct Print layout option as set up in Utilities. Utilities > Controls > Direct Print Layouts. |
Report Sort Order Menu
The Report Sort Order Menu offers users the ability to arrange data in diverse sequences while preserving the core report format. Users can choose from various sorting methods and criteria to organise the data according to their preferences:
| No Sort: | When this option is selected no sorting of the specified data will be performed |
| by ID | This option sorts the data based on Client ID. |
| by UDF 1: | This option shorts the data based on the UDF 1 data entry field. |
| by UDF 2: | This option shorts the data based on the UDF 2 data entry field |
| by Class: | Selecting this option arranges the data by Client Class. |
| by Total Due: | Opting for this selection sorts the data by Year To Date Sales Value. |
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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