Transactions Inquiry Overview
The Accounts Receivables menu encompasses four inquiry screens that grant access to crucial Client information. The initial screen is the Transactions Inquiry, which offers a comprehensive list of all existing Client and receivables transaction records.
Transactions Procedure
The initial listing of transactions follows their entry sequence, with the latest transaction appearing at the top. Yet, you possess the ease of modifying the sorting order swiftly by clicking on any column heading. Moreover, clicking the column heading once more enables you to toggle between ascending and descending orders for the chosen column. Furthermore, should you desire to personalize the column arrangement, you can achieve this by clicking on a column and dragging it either to the left or right.
Similar to other list windows, you have the option to re-organize the displayed information by highlighting and utilizing the functions from the Options Menu. In this list, you can View or Look 
at all transactions. Furthermore, you can 
Modify transactions that are currently un-posted.
Upon selecting the 
button within a standard inquiry, the screen bifurcates into two sections. Upon choosing a line from the upper segment, the lower section unveils the audit lines constituting the presently chosen transaction. The 
button operates as a toggle to modify the display accordingly. It’s important to note that this functionality is unavailable when the customized list is in use.
The 
Delete option is specifically accessible for items that are both un-posted and un-allocated. If you opt to delete one or all transactions, a confirmation alert will appear, prompting you to confirm the action. Conversely, you can also choose to cancel one or all transactions. It’s important to note that if you endeavor to delete items that have already been posted or allocated, a cautionary alert will be displayed, indicating that the transactions which have already undergone posting or allocation will not be removed.
Removing Allocations and Deleting Transactions with Existing Allocations
When a transaction has allocations made against it, you can remove those allocations by using the Allocations Inquiry feature. Alternatively, you can go to Sapphire Tools and select ‘Allocate 0%’. After successfully removing the allocation linked to the transaction, you can proceed to delete the transaction following the process outlined above, but please note that this deletion is only applicable if the transaction is un-posted.
Choosing between a Standard Transaction Inquiry and a Custom Transaction Inquiry Screen
In SapphireOne, all inquiry screens provide the option for customisation of the displayed item list. The feature, called Custom Inquiry, lets users choose the data fields to be shown and the sequence of data columns across the screen. The user can save infinite custom views. While a client list is used as an example to follow, any inquiry type can be customised in SapphireOne.
The Standard Inquiry Screen
The Standard Inquiry Screen in SapphireOne provides a foundational view of data, presenting a set of column fields for each record. This screen is designed to offer a straightforward and efficient way to access and review essential information.
The list above represents the standard inquiry list, displaying a fundamental set of data fields for each client record and includes two buttons as follows:
- Swap to Custom Inquiry – When the user selects the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Inquiry Screen, which is documented below.
- Show/Hide Audit Lines – Toggle the Audit lines panel open. This panel will display at the bottom of the Inquiry screen, benefiting workflow by providing an immediate view of the critical details for a selected line.
The Custom Inquiry Screen
When the user selects the ‘Swap to Custom Inquiry’ button from the Standard Inquiry, SapphireOne will display the default Custom Inquiry Screen, as shown below. This screen provides the user with a customisable view of the data set, which is maintained per user and for each particular inquiry.
The options available from the Custom Inquiry Screen are as follows:
- Swap to Standard Inquiry – Return the view to a standard Inquiry.
- Method List Box – This list box, in conjunction with the adjacent operator list box, allows for calculations to be performed across all rows of the displayed data. The results are displayed adjacent to the operator list box.
- Operator List Box – Select an operator to apply to the method selected using the method list box.
- Setup Button – The Setup button will open a modal screen with functionality to customise the Custom Inquiry, as documented in the following section.
- Export Button – Open the data set in CSV format in the devices default spreadsheet application.
The Custom Inquiry Setup Screen
The Custom Inquiry setup screen allows for the customisation of the data view, which is maintained per user and for each particular inquiry. Once the user has customised the Custom Inquiry screen, the screen view will be maintained in subsequent sessions and is unique to the current user account. This screen also provides the option to select and save an unlimited number of custom views per user.
The Custom Inquiry setup screen provides the following functionality:
- Favourite Sets – This option enables the user to save a custom-created screen for future use. For instance, the user can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
- Row Height – Adjust the table row height to the users preference.
- Show Related Record – This option allows the user to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, the user can select a related record, and a view of that related record for the chosen entry will be displayed for that currently selected record. The user will need to select the fields to be displayed.
- Reset to Default – Reset the display to the default view configuration as established by SapphireOne.
The Custom Inquiry setup screen provides the user with two main options for organising the data displayed:
- To remove or relocate a column – Right-click on the column lines and choose from Delete, Move Left, or Move Right.
- To add a column – Locate the desired data set in the list and double-click on it to add it to the custom view as a new column. Edit the location as described above if required. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
Customising inquiry screens in SapphireOne allows for a tailored data view that meets the users specific needs. By leveraging the Custom Inquiry feature, the user can enhance their workflow efficiency and ensure that critical information is readily accessible.
Posting Transactions in the Transaction Inquiry Screen
To post transactions from the Transaction Inquiry screen, you can select the Posting option from the Sapphire Tools drop-down menu. This tool is named Post Transactions.
It’s important to note that selecting this option will post all transactions listed in the screen. If you want to post only a selection of transactions, you can highlight them and press the ‘Command/Ctrl G‘ keys to Show Subset. Alternatively, you can use the Options Tool and select ‘Show Subset’ to display only the selected transactions.
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.
Transaction Types
The Transaction Inquiry Window displays several transaction types, each represented by a two-letter code.
The first letter of the code indicates the transaction’s origin:
| C: | Client Transactions | M: | Monetary (Cash) transactions |
The second letter indicates indicates what the transaction is:
| R: | Money Receipted | I: | Invoice Transactions |
| C: | CreditTransactions | J: | Journal Transactions |
| F: | Refund Transactions |
Using this coding system, the following transactions are identified as CR for Client Receipt, CI for Client Invoice, CC for Client Credit, CJ for Client Journal, CF for Client Refund, and MR for Money Receipt.
Status Codes
Each transaction is assigned a Posted Status code that is displayed in the Control Tab of the transaction. The various codes are outlined below.
| Name. | Status Nº. | Details. |
| Ent: | -2 | Un-posted Lines updated (Modifiable). The line has been entered correctly and is ready to be posted. |
| No: | 0 | Un-posted (Modifiable). SapphireOne is preparing to post the transaction. |
| Yes: | 1 | Posted. The line has been correctly entered and has been posted. |
| Wait: | 3 | Waiting to be posted. |
| Err: | -1 | Error in posting (Modifiable). The system will not post until the error has been corrected. |
| Work: | 12 | Currently Processing un-posted. The line is being posted now. |
| Lock: | 4 | Record in use while trying to update. The transaction will post in the next posting run. |
| Hist: | 2 | The record is now in History. |
| Rec: | 8 | Waiting to be Reconciled but already posted. |
| Later: | 6 | Waiting to be posted via the activity Queue button. |
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