Client Invoice - Payment Management Made Easy

Client Invoice Overview

The Client Invoice function, accessible from the Accounts Receivables from the Data Entry section of the menu, serves as a dedicated transaction area specifically designed for the purpose of recording all types of Client payments. This Data Entry interface offers a convenient means to efficiently manage invoicing activities for your Clients.

One of its key advantages is its ability to streamline the invoicing process. By automatically displaying pertinent Client information along with pricing and discount details, it simplifies the task of recording Client Payments. This functionality significantly contributes to maintaining accuracy in billing transactions.

Details Page (Client Invoice)

Transaction Area Data Entry

• Client ID – Enter the required Client ID. Use wildcard characters (@ or ?) for flexible search options.
• Order Number – Enter the Client Order Nº, if applicable. SapphireOne refers to this as an alpha-numeric External Reference Nº.
• Invoice N° – SapphireOne auto-generates an Invoice N° sequentially based on the Internal Numbers page as entered in a Company Inquiry. You may overwrite when necessary and SapphireOne refers to this number as the Internal Reference number!.
• Total – Input the total cost of the transaction, including tax. Currency and tax display will be appropriate for clients using foreign currency, as set up in the Client’s Master File.
• Date In – SapphireOne auto-enters the current period or the period linked to the manual date. To select a different period, click the underlined Period for a pop-up list. An alert will be displayed if the selected period is locked.
• Period – SapphireOne auto-enters the current period or the period linked to the manual date. To select a different period, click the underlined Period for a pop-up list. An alert will be displayed if the selected period is locked.
• Due Date – SapphireOne auto-fills the due date based on the Client’s terms set up in their Master File. Modify by clicking the underlined Due Date for a pop-up calendar or manually enter the date.
• Discount – SapphireOne auto-enters any discounts set up in the Client’s Master File. If no discount terms exist, the Discount area shows 0.00%. Manually entered discounts are displayed as a percentage. To set up a permanent Client Discount – Follow these steps:
  • Select Accounts from the Mode drop-down menu.
  • Choose Client Inquiry under Receivables in the top toolbar.
  • Open the desired Client to modify.
  • Select Terms from the Page drop-down menu.
  • Provide Discount Details in the designated section.
• Alter the discount in the current Invoice only – Proceed as follows:
  • By dollar amount – Simply select the data entry field and directly type in the desired amount without including the dollar sign ($). SapphireOne will automatically recalculate the corresponding percentage based on the entered dollar amount.
  • By percentage – Click on the symbol. This will trigger an alert prompting the user to enter a percentage. After entering the desired percentage, click the OK button. The new percentage value will then be applied to the client receipt.
• Days – SapphireOne automatically populates the prompt payment discount days from the Client Master File. This means that the system will automatically fill in the number of days within which the client is eligible for a prompt payment discount, based on the settings configured in the Client Master File.
• Memo – This field allows you to add any necessary notes or additional information related to the client invoice. You can enter relevant details or comments that may assist in providing further context or instructions for the transaction.
• Document Paperclip – This feature enables you to attach scanned documents or files that are relevant to the client invoice.

Information Tab Area (Viewing Only)

The Client Invoice Information tab offers additional details about the current transaction, providing valuable insights and context. It is important to note that this section is intended for viewing purposes only and does not allow for editing of the displayed data. By clicking on the various Information tabs, you can access specific information related to the invoice.

• Client Tab – This Tab in SapphireOne’s Client Invoice module is dedicated to displaying Client-specific details that are pertinent to the invoice. It offers a concise overview of important information related to the Client and the invoice being processed.
• Controls Tab – The Controls Tab in SapphireOne’s Client Invoice module provides important transaction entry and posting information related to the invoice. It offers a concise overview of key details, including the responsible individual and relevant values.
• Allocation Tab – The Allocation Tab in SapphireOne’s Client Invoice module provides a comprehensive view of linked records related to allocations. It displays the allocated dollar amount and percentage for each allocation, allowing users to track and analyze how funds or resources are distributed for the invoice.
• General Ledger Tab – The General Ledger Tab in SapphireOne’s Client Invoice module displays the General Ledger details for the account linked to the current invoice. It provides a comprehensive view of the financial impact of the invoice on the General Ledger accounts.
• Project Tab – This Tab in SapphireOne’s Client Invoice module is dedicated to displaying project details associated with the invoice, provided a project has been entered. It offers a convenient view of specific project-related information, enhancing project tracking and management
• Transaction Tab – This tab showcases the most recent 20 transactions. By selecting a historical transaction and right-clicking, you can perform actions such as copying the entire transaction, copying specific lines, or opening the transaction details for further inquiry. This tab provides a convenient way to access and manage past transactions associated with the invoice.
• Error Code Tab – This tab is dedicated to displaying additional details about errors in a transaction. While the Controls tab usually provides limited error information, this tab specifically focuses on presenting any additional error details, which can be particularly useful when multiple errors are encountered within a single transaction. It allows for easier identification and resolution of transaction-related errors by providing comprehensive error information in a consolidated view.

Standing Transactions Area (Client Invoice)

The Standing Transactions Area in SapphireOne allows you to set up recurring transactions, automating the creation of records at specified intervals. This feature is designed to streamline the process of managing repetitive transactions, such as recurring invoicing or billing requirements.

Standing Transactions Data Entry

• Scheduled – By default, the Scheduled drop-down menu in the Standing Transactions area is set to None indicating that no recurring schedule is currently assigned to the transaction. When the user clicks on the area displaying the word None, a fixed drop-down menu appears, offering the user various options for selecting the frequency of the standing transaction to be created. Within this menu, users can choose one of the frequency options listed below to set a recurring schedule.
  • Other Than None – If a schedule other than None is selected, users will have an additional option to specify Start/NextDate and Stop Dates for the scheduled task.
• Scheduled Options – The Scheduled options in the Standing Transactions area offer flexibility in selecting the frequency of transaction creation. Users can choose from the following options:
  • Monthly – This option enables the creation of the transaction on a monthly basis.
  • 30 Day – Selecting this option enables the transaction to be created every 30 days.
  • Fortnightly –:This option creates the transaction every two weeks.
  • Weekly – This option sets the frequency to create the transaction every week.
  • Yearly – Selecting this option creates the transaction once a year.
  • Other –: By choosing this option, users can define a custom frequency for the transaction, specifying the desired number of days, weeks, or months between each transaction.n each transaction.
• Start/Next Date and Stop Date – When selecting any of these scheduled options, users must pay close attention to the Start/Next Date and Stop Date as provided by Sapphire One. It is important to note that the current computer date will be automatically populated in these fields. However, these dates may or may not align with the user’s specific requirements. Therefore, it is crucial to enter the correct dates carefully to ensure accurate scheduling.
  • Date Picking Calendar – As these date headings are underlined SapphireOne offers options for choosing these dates through a date picking calendar or manual entry. Users can utilise the date picking calendar to easily select the desired Start/Next Date and Stop Date for the scheduled task. Alternatively, they can manually enter the dates as per their specific needs.
  • Flexibility – SapphireOne offers users the flexibility to customise the Start/Next Date and Stop Date, allowing for personalised scheduling of recurring tasks based on individual preferences and business needs. This level of control empowers users to determine the duration and timing of their recurring transactions, ultimately enhancing efficiency and adaptability within the software.
  • Disabling the Date function – Remember that setting the dates at 00/00/00 effectively disables the date function for either the Start/Next Date or the Stop Date.

In SapphireOne, the creation of Standing Transactions relies on the posting of Standing Transactions from the previous period. The system generates Standing Transactions only after the transactions from the previous period have been posted.

If a Standing Transaction has a Stop Date set as 00/00/00, it signifies that there is no specific end date defined for the recurring transaction. In such cases, the system will keep generating the transaction until the user manually modifies or deletes it. This ongoing recurrence of transactions offers flexibility and control in managing recurring transactions, allowing them to persist indefinitely until intentionally changed.

Receipt Area data entry

Creating a receipt for a Client Invoice is not obligatory during the Client Invoice data entry process. However, SapphireOne offers the Receipt Area as a convenient option for users to simultaneously finalise both the Client Invoice and the Client Receipt. This feature simplifies the procedure.

Since the essential Client information has already been entered into the Transaction Area for the Client, there is no need for additional data entry. Users only need to review and make adjustments to these receipt details as documented below if necessary, before saving the Client Invoice using the green tick.

Please be aware that the Client Receipt will only be generated after the Client Invoice is posted.

• Create Receipt Checkbox – This checkbox serves as a trigger, enabling the other data entry fields in the Receipt area to become editable.
  • Receipt Intention – By selecting this Create Receipt checkbox, users indicate their intention to create a Receipt based on this Client Invoice. Once the Create Receipt checkbox is selected, the relevant fields then become editable, allowing users to input the essential details and complete the process of generating the Client Receipt.
  • Allocation Alert – If a user attempts to create a receipt for a Client Invoice that has already been allocated, an alert will be displayed to notify the user of this situation. The alert serves to inform the user that the Client invoice has already been assigned or allocated to another transaction or account.
• Paid To Data entry Field – This field will display the default bank account that is set up for the data file which should not normally be changed by the user.
  • Other Bank Accounts – Select the blue arrow next to the Paid To heading in the Receipt area. A drop-down menu is presented which contains a list of available bank accounts from which the user can choose. This drop-down menu offers a convenient and organised way for users to select the desired bank account, ensuring the accurate allocation of funds. This functionality enhances efficiency and accuracy in allocating funds to the intended bank account within SapphireOne.
• Payment Type –This drop-down menu initially displays the default payment type as configured in the Client’s Master record, which should remain unchanged under normal circumstances.
  • Payment Type Selection – However, a drop-down menu is provided, offering a complete list of payment types for user selection. If a different payment type is required, simply make a selection from the drop-down list provided.
  • Client Master records – Users have the flexibility to customise this default Payment Type setting based on their specific requirements by adjusting the settings within the Client’s Master record. This customisation can be found on the Terms page of a Client Inquiry, allowing each Client to be individually configured to suit their needs.
• Receipt Details – At present, the only information displayed in this section is the name of the bank where the Client funds are being deposited. Additional details will be incorporated as per customer requests.
• Saving Comment – It’s important to note that when this Client Invoice is completed and saved, a corresponding Client Receipt will not be generated until this Client Invoice has been posted.

Destination Area (Client Invoice)

The Destination Area in the Client Invoice module serves as a storage space for the transaction lines that form the invoice. The number of lines contained in this area can vary depending on the nature of the transaction. In accounts mode, it may consist of a single line, while in Inventory mode, it can potentially exceed a hundred lines.

This area holds detailed information pertaining to the items, services, or accounts linked to the invoice, offering a comprehensive breakdown of the transaction. It enables a thorough understanding of the invoice by providing a detailed record of the components involved.

General Ledger Selection using the – or + Buttons

In this area, users will find two buttons positioned in the upper right-hand corner. These buttons can be distinguished by their colors, which are either green or greyed out.

Accounts Mode – When the buttons are active or green , it indicates that the Client Invoice was or is being generated directly from Accounts Mode. This functionality enables users to create the Client Invoice directly and choose the required General Ledger Accounts. Users have the flexibility to allocate the Client Invoice amount among different General Ledger accounts according to their requirements. It is worth noting that SapphireOne allows the generation of Client Invoices directly from Accounts Mode, streamlining the invoicing process and offering enhanced control over General Ledger allocations.

Inventory or Projects Mode –If the functionality has been set up in Master Defaults, it becomes feasible to generate Client Invoices from both Inventory and Job/Projects modes. However, if the resulting Client Invoice is accessed from the Accounts Mode, the previously mentioned green buttons will appear greyed out This deliberate design prevents users from altering the General Ledger Accounts assigned by SapphireOne, thus ensuring the accuracy and integrity of the financial records linked to the transaction.

Destination area Data Entry

• Account – This data entry field in SapphireOne’s Client Invoice module allows users to search for the Account ID using Wildcard options. You can utilise Wildcard characters, such as @ or ?, to perform flexible searches and narrow down the results based on specific criteria.
• Account Name – Once the Account ID is selected in SapphireOne’s Client Invoice module, the corresponding Account Name is automatically populated in this field
• Net Amount – In SapphireOne’s Client Invoice module, the Net Amount figure refers to the transaction amount excluding any taxes. You have the flexibility to enter the Net Amount directly in this field. Alternatively, you can proceed by pressing the TAB key to enter the Total Amount, which includes taxes.
  • Backwards & Forwards Calculations – SapphireOne offers the capability to calculate taxes either forwards or backwards, depending on the configuration and specific requirements. By providing the Net Amount, the system can automatically calculate the tax amount based on the configured tax rate. Similarly, if the Total Amount is provided, SapphireOne can calculate the Net Amount by subtracting the tax amount.
• Tax Code – It is generally recommended not to modify the Tax Code field in SapphireOne’s Client Invoice module, as the software automatically enters tax codes based on the settings configured elsewhere in the system. However, if necessary, users have the option to choose a Tax Code from the drop-down menu or manually enter it.
• Amount – In SapphireOne’s Client Invoice module, the Amount field automatically displays the appropriate tax amount as a dollar value based on the tax code selected. Once the tax code is chosen, SapphireOne calculates and populates the tax amount accordingly. This automated process ensures accuracy and consistency in tax calculations, saving time and effort for users.
• Total – The Total field behaves dynamically based on user input. If the user enters the Net Amount, SapphireOne automatically populates this field with the total amount, considering the amount and applicable tax. Conversely, users can also directly enter the total amount, including tax, and SapphireOne will calculate the Net Amount accordingly.
• Project Details – The Project Details field in SapphireOne’s Client Invoice module allows users to search for the Project ID using Wildcard options, such as @ or ?. By utilising these Wildcard characters and pressing the TAB key, users can perform flexible searches and quickly find the desired Project ID.
• Project Name – Once the Project ID is selected, the corresponding Project Name is automatically populated in the Project Name field.
• Notes – The Notes field in SapphireOne’s Client Invoice module allows you to insert any additional information or details related to each transaction line.
• Transaction List – The Transaction List in SapphireOne offers a comprehensive overview of all transaction lines related to the invoice. It presents essential details of each line, providing a concise summary of the transactions. It is worth noting that the Transaction List is a read-only feature, and users cannot directly modify the information within this list. To make edits, users need to select each line in the list and then make the necessary changes in the area located just above the list.
• Company – In SapphireOne’s Client Invoice module, the Company button is accessible when the user has multiple companies configured in their data file. This button provides users with access to a separate screen specifically designed for managing and distributing percentages or fixed amounts among the various Companies. This feature enables users to allocate resources and track financial transactions across different entities within their organisation.

Transaction Footer Area (Client Invoice)

The Transaction Footer Area, located at the bottom of the screen in SapphireOne’s Client Invoice module, offers a summarised view of crucial transaction details. It serves as a convenient reference for important information associated with the invoice. These details provide a concise summary of the invoice’s financial status and important dates, allowing users to quickly assess the payment status and key information related to the transaction.The Transaction Footer includes the following details:

• Sequence – The Sequence field in the transaction footer area displays a sequentially generated number that is assigned to the invoice by SapphireOne. This number aids in identifying and organising the order of the invoices within the system. It serves as a unique identifier for the invoice, allowing for easy reference and tracking of invoices in a chronological sequence.
• Batch – The Batch field in the transaction footer area displays the total of all client invoices that have been entered at a particular time. It represents the collective batch total of invoices processed together. This field provides an overview of the cumulative value of invoices generated as part of the batch, allowing users to track and reconcile batches of invoices as a whole.
• Out of Balance – The Out of Balance field in the transaction footer area indicates the discrepancy between debits and credits within the invoice. It represents the amount by which the invoice’s debits and credits do not balance each other. In order to successfully save the invoice record, the Out of Balance amount must be reconciled and adjusted to zero.
• Rules Level – The Rules Level field in the transaction footer area is a linked field that enables users to specify a level within the organisational chart. By clicking on this field, a pop-up Organisation Chart appears, allowing users to select and apply the desired level.
• Tag & Tag 2: Within SapphireOne Accounting Software, a user createable drop-down menu is available to enable users to mark a record with up to two tags. For all tags in SapphireOne please follow the procedure below to add or delete a tag.
  • Adding a Tag –To add a new tag to the list, follow these steps.
    • Enter the desired new name into the tag box on the screen.
    • When you press the tab key an alert will be displayed.
    • From the alert select the button to confirm the addition of the new tag.
    • Check that the item has been added to the list, if not repeat the procedure above.
  • Removing a Tag – To remove a tag from the list, follow these steps:
    • Select the arrow to display the items in the drop-down menu.
    • Hold down the Command key (MacOS) or Control key (Windows).
    • Click on the name of the tag in the list that you wish to remove.
    • An alert will be displayed, asking for permission to delete the selected tag.
    • From the alert select the button to confirm the deletion from the list of tags.
    • Check that the item has been removed from the list, if not repeat the procedure above.

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.

Action Page

Action Page Overview

The Action Page is a versatile tool that can be added to major records and transaction tables. It includes various actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps, as well as All Day Notifications. This provides users with a centralised location to manage and organise their tasks, meetings, and notes, improving efficiency and productivity.

The Action Page allows users to use the add or delete buttons to add or delete actions as required. Simply select the relevant button to add or delete an action.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes a sequence number, title, type, action, user, privacy settings, status, tag, and link fields.

• 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 – Users may attach a tag to an action, which will create a permanent tag within the drop-down. To add a new tag, type the name of the new tag into the tag box and press the tab key. Select “Yes” from the pop-up window to confirm. To remove a tag from the list, click on the tag name while holding down the Command (MacOS) or Control (Windows) key. Select “Yes” from the pop-up window to confirm the deletion.
• 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 action lists.

Alarm Area

Never forget a task again – set up alarms to send reminders via email at specific dates and times. Users can also receive email notifications with the provided email address.

Recurring Area

If necessary, the alarm can be set to recur at intervals selected from the Type drop-down menu. Additionally, the recurring period can be defined by date.

Notes Area

Click the green clock button to add time and date stamps to your notes. You can also customise the font, style, color, and background color of the text in the Notes area by highlighting it and right-clicking.

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 an email notification if their email addresses are provided. Additionally, you can manage and track attendees’ RSVP status in real-time.

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.

Workflow Page

Workflow Page Overview

Before setting up any workflow functions, the Organisation Chart must be setup first. please read the article titled Organisation Chart.

The Workflow Rules function in SapphireOne enables users to establish rules and procedures for the approval and processing of transactions. You can create Workflow Rules in the following location: Utilities > Controls > Workflow Rules.

Once you’ve set up the Workflow Rules, they can be viewed from most Inquiry Lists in SapphireOne when a transaction is opened for viewing or modification. The Workflow Rules Page displays the rules applicable to the currently opened transaction. Users can view this page with the following restrictions:

• User Access – Although all users can view the Workflow Rules relevant to the currently opened transaction on screen, they are not allowed to modify the Workflow Rules.
• Workflow User – When the user responsible for performing a task for the transaction accesses the Workflow Rules Page, they can approve or reject the transaction for further processing.

In Management mode, you can access the Workflow Centre from the main menu: Management > Analysis > Workflow Centre.

To access this function, users must have the Workflow Centre item selected or ticked on the menus page in their User Access file. The Workflow Centre provides a list of all transactions in the data file that have a workflow restriction incorporated into them. This feature allows users or groups of users to manage all transactions with a workflow restriction or error placed on them.

A Workflow Rule must be set up before entering any transactions. The rule is embedded into the transaction itself upon entry and will persist even if the workflow rule related to the transaction is removed. If a workflow rule is modified and there are existing transactions that need the updated workflow rule applied to them, these transactions will have to be deleted and re-entered under the new Workflow rule.

Setting Workflow Rules in SapphireOne

Once you’ve created the stages, you can assign the appropriate user or group of users to each stage. SapphireOne allows for the creation of any number of groups with multiple users within each group, enabling various workflows and approvals to be applied to different transaction types or departments within a company. You can also set a time limit for each stage, which facilitates automated reminders to be sent to users who haven’t yet approved or notified the workflow rule.

SapphireOne has the capability to generate email notifications and reminders to be sent to users at each stage of the workflow process. These email notifications can be customised to include specific information about the transaction, such as the transaction ID, date, and amount.

Once a workflow rule has been created and applied to a transaction, it will be displayed on the Workflow Rules Page for that transaction. The user responsible for approving or notifying the workflow rule can access the Workflow Rules Page and take action accordingly. Once all stages of the workflow rule have been completed, the transaction will be authorised and can proceed to the next stage in the process.

Overall, setting workflow rules within SapphireOne provides a powerful tool for companies to manage their approvals and authorisation processes while also improving their efficiency and accuracy in handling transactions.

Workflow Example

Imagine you’ve set up a workflow rule with five stages. To progress from Stage 1 to Stage 2, it requires approval from a minimum number of users authorised to approve Stage 1, which could be set to 3 out of 5 users, for example. These authorised users can be assigned to a level within Stage 1, and you can choose to assign a type to the level, such as User, Level, or Creator. For each type, you can enable or disable checkboxes for Authorisation Required, Hierarchical Authorisation, and Email Notification.

Another example could be a workflow rule for Leave Requests. Stage 1 might involve an employee entering a Leave Request, which then moves directly to Stage 2, where the manager is notified. Stage 3 could involve HR approving the leave, and Stage 4 could be notifying the original creator (employee) whether their leave has been approved or not.

When a new transaction is created with a workflow rule, it will have an error status of “WF” and cannot be printed, converted, emailed, or posted until it has been authorised by the assigned user, group, level, or creator. If a transaction is rejected, it will remain in the list with an ongoing “WF” error status. It can then be left as is or deleted as needed.

For each rule that includes a Workflow entry, a user or group of users must be designated with a restriction, which will result in them generating all or some transactions with an error code of WF.

Moreover, a user or group of users must be set up to approve these transactions. The selection is made using the two checkboxes: ‘Authorisation Required’ and ‘Hierarchical Authorisation’.

Workflow Rules Details Page

The Change button, as seen in the screenshot below, is directly linked to the Organisation Chart function found in the Controls drop-down menu. The Organisation Chart function serves as a means to organise multiple users within a hierarchical group. This feature is further documented in a separate article on the Organisation Chart.

Details Area

The available options are as follows.

• Sequence – SapphireOne will enter a sequentially generated number, and it cannot be altered.
• Title – Enter a Name or Title for this workflow entry.
• Tag – Enter a Tag if required. Keep in mind that this list of tags can be set up by the user as needed.
• Company – SapphireOne should enter the company, but if it doesn’t, enter the company manually.
• Department – Enter a department if required.
• Transaction – Choose from the extensive list of transactions when the blue arrow is selected. For every type of transaction, the user can set up individual rules as needed.
• Rules Trigger – Next, select a rule from the Rules Trigger list box to be applied. Once the selected rule is violated, the workflow function will become active and activate the Workflow function.
  • Transactions – The first three rules will generate a WF error if the user tries to Create a New Transaction, or Modify or Delete a transaction.
  • Above $ – This option will generate a WF error when any transaction exceeds a specified dollar amount.
  • Average Cost – Any transactions below average cost will generate a WF error.
  • Credit Limit and Stop – These two options will generate a WF error when the conditions are met.
  • Negative stock – Any transaction that takes inventory into a negative stock level will also generate a WF error if this option is selected.
  • Leave Request –  If any user makes a leave request, a WF error will be displayed, alerting the HR officer.
  • Tracking Notes – This will generate a WF error, used to alert the user responsible for managing tracking notes.
  • Bank Details – This is linked to SapphireOne’s G/L accounts that are bank accounts.
  • Floor Price – When this option is selected, a WF error will be sent to the chosen user, allowing them to approve or disapprove the sale.

Workflow Stages

• Stages – Next, set the number of hierarchical stages that must be navigated before the WF error is removed. Each stage will occupy a column in each row in the flow list. Up to 6 stages or levels of authorisation are provided, although managing 6 levels could be challenging. To simplify it, entering the number 3 here will set up three columns in the flow area below with default headings.

• Single Stage – If only a single level of approval is required, leave the Stage set at 1 for a single level of approval. The flow area below will display just one item across the entire row, as seen to the right.

• Multiple Stages – If more stages or levels are required, enter a number from 2 to 6. The additional stages will be added as extra columns in the flow area, as seen to the right.
• Notes – Any notes for this workflow rule can be entered here.

Now that we have created a rule for a transaction, we need to select how it is to be applied. In the Flow area, enter the Users or the Level of users to whom the rule will be applied.

Flow Area

• New Button – To enter in a new event the following procedure must be followed.
  • Column or Stage Selection – The user must first select the column and then click the New button in the top right-hand corner of the Flow area. SapphireOne will place the word “User” in the column that was selected.
  • Multiple Stages – Repeat the procedures above for each column or stage in the workflow function. From now on, once one of the stages in the line has been selected, it will change to the orange colour, as seen below.

• Stage Selection – The user must now select each stage in sequence and set up the following details for every stage.
  • Stage – SapphireOne will add a suffix of the stage number to the name “Stage”. The user may then enter a column heading name for the stage if required.
  • Type – The user has 2 choices here: Approve or Notify. If “Approve” is selected, the user will have to go through the approval process before the Workflow error is removed for them. If “Notify” is selected, the user will only have to open the transaction for viewing.
  • Number – The number entered here indicates the number of users that have to approve this transaction before the WF error is removed from the transaction. Zero means none, and 5 means five. Be careful here, as the default is usually not wanted, so a number will have to be manually entered.

Party Group

For each stage, this area sets up the users and the tasks they are to perform for this Workflow function.

• Type – This will determine how the workflow rule will be applied as follows.
  • User – When this option is selected, a data entry field will be displayed, allowing the user to enter a selected user’s ID, linking the rule to a single chosen user. Once a user ID has been selected, SapphireOne will display the selected user’s ID.
  • Level – When this option is selected, the Change button will be displayed. When it is clicked, SapphireOne will display the organisational chart, allowing the user to select an organisational level for this rule to be applied to. Once a level has been selected, SapphireOne will display the name of the level selected.
  • Creator –  When this option is selected, SapphireOne will allow the creator of the transaction to process the transaction.
• Authorisation Required checkbox – This checkbox is crucial in relation to the Workflow Rules function. When selected, SapphireOne will enforce the WF error for the selection made in the Link radio buttons. If it is not selected, SapphireOne will allow the user to create and save transactions as listed without a WF error as normal. However, they will also receive the active message pop-up dialogue when there are transactions within SapphireOne created by other users that meet the criteria set up in the Workflow rule.
  • Selected – Restricted saving of the selected transactions with WF error.
  • De-Selected – All transactions saved normally and permission to approve selected transactions.
• Hierarchical Authorisation Checkbox –If this checkbox is selected, SapphireOne will allow anyone above the level that has been entered for the stage to authorise the transaction.
• Notes – Finally, enter any notes for this workflow entry.

Checking for WF Transactions

User Work Flow Alert – For any user required to approve workflow transactions, there will be an additional button displayed at the right-hand end of the toolbar, as seen here .

When the user clicks this button , SapphireOne will display an alert dialogue indicating how many workflow transactions require their attention for processing.

Organisation Levels and Mixed Permissions

Note that the Organisation Levels referred to here are from the Organisation Chart function in the Controls drop-down menu.

When Organisational Levels are used when setting permissions for Workflow Rules, the Levels are not hierarchical. In the level above, a user will not have automatic authorisation permissions granted. If this were allowed, everyone above the working level would be viewing authorisation alerts, including the General Manager or CFO.

Authorisation may only be assigned at a particular level by selecting the Authorisation Required checkbox for any user or groups of users in SapphireOne.

If authorisation permission is to be set at the User Level, the users should not have the Rules Level set in their user file on the first page of a User Inquiry (Details Page). Care will also have to be exercised when Organisation levels are used with users on a user-by-user basis.

Probably the most common error when setting up this function is the creation of a conflict. For example, authorisation has been granted for Sales Managers and Authorisation Required for the user SapphireOne Sydney, who is also in the Sales Managers group. That is a direct conflict that must be avoided at all costs, as the user has been included as part of the Sales Managers level.

Do not mix permissions. Ensure that a specific user who is not allowed to authorise transactions does not also form part of any organisational level that may authorise transactions.

Workflow In Operation (Restrictions)

When a user creates a transaction and saves it, SapphireOne determines if a workflow rule should be enforced. If a rule is broken and the checkbox has been selected, SapphireOne proceeds to save the transaction with a status of “err” for error. The error code will be “WF” for Workflow, meaning that a user with appropriate authorisation must approve the transaction in order to remove the error code and enable further processing, as documented on the previous page.

From SapphireOne’s setup, there are two types of users who will require authorisation or be able to authorise transactions:

• User who initiates or creates the Transaction – The user’s ID will be recorded by SapphireOne, and they will be the only user to receive the Active Message pop-up for the transactions they create. Until a user actually creates a transaction, they will not receive any Active Message authorisation pop-ups. OR Specific Users, for example, SONE0 SapphireOne Syd, i.e., a new staff member whose transactions management wants to check before processing. They will also only receive the Active Message pop-up for the transactions they create.
• User Level – This is different, as it refers to a group of users who share the same Rules Level set in the first page of their User Access Inquiry. Once a transaction has been created by a single member of the Rules Level Group, all users in the same group will receive the Active Message pop-up. For example, if there is more than one user with a Level of Sales Manager set in their user file, they would all be presented with the Active Message pop-up.

Workflow In Operation (Approvals)

The rules for approvals follow the same logic as for restrictions, only in reverse. Some planning will be required when setting up the rules to ensure the desired outcome is achieved. If organisational chart levels are used throughout, and you have 100 sales staff and 1 sales manager set to authorise transactions, the Active Message pop-up will be displayed to all 101 users. This may not be the desired outcome, as it could lead to inefficiencies and unnecessary notifications for some users.

To prevent this issue, it is crucial to carefully plan and set up the Workflow Rules according to your organisation’s structure and requirements. You may choose to have specific users or levels to handle approvals, or you may implement a more hierarchical approach to ensure that only the necessary users are notified and involved in the approval process.

By carefully considering the organisational structure and the roles of each user in the Workflow Rules, you can create an efficient and effective approval process that meets the needs of your organisation without causing unnecessary confusion or delays in transaction processing.

Setting Up Rules

The Authorisation Required checkbox must only be selected for users who are permitted to authorise transactions.

There are three options for selecting users when setting authorisation rules, which are detailed below:

1. User by User Basis: The user ID of each individual user must be entered. This option can be used in two ways: for a specific user who is authorised to approve transactions, or for a new staff member whom management wants to monitor by checking all transactions they create before further processing.
2. Organisational Level Basis: This option can be used when a group of users is selected from the organisational chart. For example, all sales staff could be set up so that any transaction they create requires authorisation. However, it should be noted that this could create a problem where all sales staff are presented with an “Active Message” for every transaction created by any user in the sales staff group, which could become annoying.
3. User Who Starts Transaction: This is likely the best option for setting authorisation rules. By not selecting the “Authorisation Required” checkbox, SapphireOne will require that all transactions be authorised, but only the user who created the transaction and any user with the checkbox selected will be presented with the “Active Message” popup.

Two Events per Rule

As shown below, for every rule set up, there must be a minimum of two events established. One that necessitates authorisation and one that doesn’t, as shown below. It’s not enough to have a WF error on a transaction; there must be at least one staff member who can authorise any WF transactions that are created.

Examples

For every rule created, there must be at least two events set up: one that requires authorisation and one that does not. It is important to have at least one staff member who can approve any WF transactions that are created. From the Organisation Chart referred to above we will discuss three scenarios. 

Scenario 1

1. Sales Staff – Set up users performing sales or purchases in the AccPayableStaff level.
   • The Authorisation Required checkbox is selected.
2. Sales Managers- Set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3.  End result – All sales staff will create transactions with a WF error requiring the Sales Manager to approve them. The Active Message alert will be displayed to the user who created the transaction and the Sales Manager. Even if another user modifies the transaction, only the user who created the transaction and the Sales Manager will receive notification messages.

Scenario 2

1. User Who creates the Transaction- For the user who creates the transaction.
   • The Authorisation Required checkbox is selected.
2. Sales Managers- As above, set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3. End Result – All Sales staff will create transactions with an WF error requiring the Sales Manager to approve them all. The Active Message alert will be displayed to the user who created the transaction and the Sales Manager. Even if another user modifies the transaction the only user who receives notification messages will be the user who created the transaction and the Sales manager.

Scenario 3

1. User – If necessary for any created transaction, a specifically selected user may be set up to receive notifications about all transactions with workflow errors. This Sales Staff user must not have a Level of Sales Staff set in their user file, or a conflict will arise.
   • Select User from the Change button options.
   • The Authorisation Required checkbox is selected.
2. Sales Managers – Set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3. End Result – Only the Accounts Manager and the entered user will receive any alerts for Workflow.

Ensure that only one user has been granted authorisation privileges and does not belong to any other group or organisational level. If two specific users or levels have authorisation privileges, all of them will have to authorise transactions before the WF error code is released, unless they are part of an organisational level.

Watch how to enter a Client Invoice in SapphireOne

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