Asset Audit Lines Overview
The Asset Audit Lines Inquiry function allows the user to view and track historical changes in Value and General Ledger accounts for all Asset transactions entered within Assets Mode. When opening the Inquiry screen the user is displayed a list of all historical changes made to the valuation of assets broken down by Period.
All Transactions listed within the Asset Audit Lines Inquiry screen are posted transactions and have therefore been moved into History Mode. The Inquiry screen includes posted transactions from past and current Periods.
These transactions are initially listed in order of entry with the most recently dated transactions at the top. You can change the sort order by simply clicking on any of the column headings. You can also change the selected column by re-clicking the column heading to change it from ascending to descending, or vice versa.
You can also adjust the order of the columns by clicking on the column and dragging to the left or right. Like other List windows, you can re-organise the information displayed by highlighting and using functions from the Options Menu.
From this list you can View or Look 
at all transactions to open the below screen and view historical details. By selecting the Print 
button, a Historical Transaction Report will be generated for the selected historical transaction.
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.
Details Area
- Method – This is the Method that was set for the Asset within the Asset Inquiry.
- Asset – This displays the Asset ID and Name.
- Sequence – This displays the unique sequence number of the transaction generated by SapphireOne.
- Date – This is the date the Asset Transaction was entered.
- Due – This will only be populated on a transaction that has been sent out to service, and refers to the due date that the asset is expected back from the service.
- Int Ref – This is the internal reference number for the Asset Transaction created by SapphireOne.
- Ext Ref – This is the external reference number for the Asset Transaction created by the user.
- Type – This refers to the Type of the Asset Transaction.
- Period – This displays the Accounting Period in which the transaction was entered in.
- Asset – This refers to the GL Account that the Asset is linked to.
- Bank – This refers to the GL Account that is used for the Bank.
- Profit/Loss – This refers to the GL Account that is used for Profit/Loss.
- Accum. Dep’n – This refers to the GL Account that was used for the Accumulation Depreciation.
- Depreciation – This refers to the GL Account that was used for the Depreciation.
- Capital Gain – This refers to the GL Account that was used for Capital Gain.
- Amount – This is the total amount of the Asset Transaction.
Please note that not all GL Accounts are used on every Asset Transaction.
Dictation and Speech to Text Overview
SapphireOne’s Dictation (MacOS) and Speech to Text (Windows) functionalities revolutionise data entry. These features are available for any data entry field and all inquiry screens within SapphireOne. For instance, when a user makes a call via the SapphireOne Softphone, SapphireOne automatically timestamps the contact and phone number. Post-call, users can dictate notes directly into the CRM contact memo field in relation to the stamp.
This functionality is applicable across all Data Entry screens. As examples, when entering a Vendor Invoice (VI), users can dictate memos directly. Similarly, additional lines can be added to the General Ledger account, with each line having a unique memo field. After an employee interview, users can efficiently dictate notes.
Speech to Text and Dictation are powerful tools that SapphireOne and its clients use daily, significantly saving time.
Change In Value Area
This area displays the changes that occurred for this line within the transaction, such as a change in Depreciation.
- Opening Written Down Value – This displays any changes that effected the Opening Written Down Value of the Asset.
- Disposal Value – This displays any changes that effected the Disposal Value of the Asset.
- Profit/Loss on Disposal – This displays any changes that effected the Profit/Loss on Disposal of the Asset.
- Capital Gain – This displays any changes that effected the Capital Gain of the Asset.
- Additions Cost – This displays any changes that effected the Additions Cost of the Asset.
- Balancing Adjustment – This displays any changes that effected the Balancing Adjustment of the Asset.
- Depreciation This Period – This displays any changes that effected the Depreciation during this Period of the Asset.
- Depreciation This Year – This displays any changes that effected the Depreciation during this Year of the Asset.
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