Assets Locations Inquiry Overview
SapphireOne Assets Locations Inquiry is the single source of all assets and their respective locations, giving a holistic view of all assets on a location by location basis and allowing the user to track where assets are stored. A Location Inquiry also allows the grouping of similar types of assets within a particular Location.
Asset Location Inquiry is company specific and displays data applicable to the company the user is logged into. To view more than one company location data the user will need to be logged in as a Multi Company Master user. While locations appear across multiple companies in a multiple company data file the viewing, modifying and entering of locations is Company dependant. If no Company is entered into the Company field the location will be visible to ALL logins in the data file irrespective of which Company they are logged into.
To create a new Location, go to the main toolbar and select the 
New icon, or type shortcut ‘command/ctrl N’, and enter your new Location details as outlined below. To save a completed Location go to the main toolbar and select the 
Save icon.
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.
Location Area
- ID – Enter the unique Location ID.
- Name – Enter the Name of the Location.
- Department – Enter the Department ID. The user can enter the wild card ‘@’ and ‘?’ symbols here to search for the Department ID.
- Company – SapphireOne will automatically enter the Company that the user is currently logged into. The user can modify as necessary.
- Active Checkbox – The Active checkbox will be automatically selected when a Location is created. The user can unselect the Active checkbox to make the Location inactive and no longer appear on the Location Inquiry screen.
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.
Details Area
The Details area holds additional information about the Location.
- Contact – Enter the ‘@’ or ‘?’ symbols to search for any Contact stored within your SapphireOne datafile.
- Phone – This field will automatically populate with the number associated to the entered contact. Selecting the Green phone icon
allows the user to call the number directly through SapphireOne Softphone integration. - Physical – Enter the physical address. The user can select the underlined Physical heading to bring up a map view of the location. This function is described in further detail below.
- Country – Enter the Country of the location.
A useful feature available in SapphireOne is the ability to obtain a map view from a Physical address record. To access this functionality, click on the Physical heading in the Address Area. This feature is available throughout SapphireOne, including in Sapphire Webpack and the Sapphire Custom Webpack. With this feature, the user can obtain a visual representation of the physical location associated with the contact’s address, which can be helpful for planning and logistics purposes.
The map view feature in SapphireOne is device/platform agnostic. This means that it can be used on any device or platform. When the user clicks on the Physical heading in the Address Area above, the default mapping application in either an app or web browser will be utilised to display the map view. This means that the feature is not dependent on a specific mapping application or device, and can be accessed and used on a variety of platforms and devices.
Whether using a mobile device, tablet, or desktop computer, the map view feature in SapphireOne remains accessible, providing users with a consistent experience regardless of their chosen device or platform.
Notes Area
Any Notes that are required may be entered in this area. The user can select the Green Clock Icon to add a Time and Date stamp to the Notes. The user also has the ability to highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to their preference.
Location Lines Area
The Location Lines area displays all of the assets held within the particular location.
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