Build Journal - Creating the Best Bill of Materials

Build Journal Overview

A Build Journal in SapphireOne is often referred to as a Bill of Materials or (BOM). It is also known as a Build General Journal (BGJ). These are inventory structures commonly used in the manufacturing process, specifically associated with the creation of inventory items. A Build Journal comprises various components, including raw materials, sub-assemblies, intermediate assemblies, inventory parts, and sub-components as well as labor. The quantities of these components can vary depending on the specific Build Journal being created.

Inventory Types in SapphireOne

The inventory items within SapphireOne can consist of different types of inventory, including Non-Diminishing, Normal, Serial, Batch, Item, Activity, Hire, Asset, and General Ledger. A Build Journal serves as the foundational document for internal communication within an organisation, providing information about the required inventory components for the manufacturing of the Bill of Materials (BOM). This communication involves various departments such as production, inventory, warehouses, as well as different inventory locations, human resources, external vendors, and other relevant stakeholders.

Generating a Build Journal

The Bill of Materials (BOM) serves as the ultimate reference for the production of the newly built inventory item. When creating a Build Journal, it may involve utilising existing inventory items from your inventory as well as requisitioning inventory products from different vendors that are not currently available in your inventory. These additional inventory components are necessary to complete the final Bill of Materials (BOM) and ensure the successful production of the desired inventory item.

Types of Build Journals

The Bill of Materials (BOM) or Build Journal can be categorised into two distinct types: Manufacturing Bill of Materials and an Engineering Bill of Materials.

1. Manufacturing Bill of Materials – This type of BOM focuses on the components and materials required for the manufacturing process. It includes all the items needed to produce the final product, such as raw materials, sub-assemblies, and parts. The Manufacturing BOM outlines the specific quantities and relationships between the components, providing a comprehensive guide for production.
2. Engineering Bill of Materials – The Engineering BOM emphasizes the technical aspects and specifications of the product. It includes detailed information about the engineering design, drawings, measurements, and specifications for each component. The Engineering BOM is crucial for engineering and design teams to ensure accurate product development and adherence to specifications.

By distinguishing between the Manufacturing BOM and Engineering BOM, organizations can effectively manage both the production and technical aspects of their inventory items, enabling smooth collaboration between manufacturing and engineering teams.

Process Production BOM

In process production industries, the Bill of Materials (BOM) is commonly known as the list of ingredients, recipe, or formula. It plays a vital role as a reference for production engineers, providing detailed information about the required components and their quantities for producing the final product. The BOM serves to differentiate the inventory items used in the current production build from those undergoing study or development for potential improvements. This distinction is often referred to as versioning within the BOM framework. Versioning allows for effective tracking and management of different iterations or variations of the BOM throughout the product development and production processes.

Engineering and Manufacturing BOM

The second type of Build Journal encompasses both the Engineering Bill of Materials (BOM) and the Manufacturing Bill of Materials (BOM). It can also be referred to as a Service Bill of Materials (BOM). These types of BOMs are typically derived from a Client Quote Invoice (QCI) and an Order Client Invoice (OCI) within SapphireOne. In each scenario, the creation of a Build Journal serves as the foundational document for producing the final inventory product. It outlines the necessary components, quantities, and specifications required to fulfill the client’s order and ensures the accurate assembly of the finished inventory item.

Simple or Quasi-BOM

In addition to the traditional Bill of Materials (BOM), there is another approach that involves a simpler or quasi-Bill of Materials. This versioning list of inventory items offers more flexibility and is used to represent a group of related generic inventory items. These items share similar characteristics and can be interchangeably used within the Bill of Materials due to their common features or similarities. This approach allows for greater adaptability and versatility in managing inventory components within the BOM structure.

BOM Automation in SapphireOne

In SapphireOne, the Bill of Materials (BOM) serves as a central data repository for identifying and managing the relationship between different inventory items. It enables the automation of the BOM process, streamlining inventory management and production workflows. By utilizing the BOM in SapphireOne, you can efficiently define the components, quantities, and dependencies of your inventory items, facilitating accurate tracking and automation of the assembly process. This automation enhances efficiency, reduces errors, and promotes seamless inventory management within your organization.

Sapphire One Build Journal Data Entry

The SapphireOne Build Journal Data Entry screen is specifically designed for organisations that require efficient management of their Bill of Materials (BOMs). With a focus on BOM maintenance, this screen provides a dedicated interface for streamlined data entry and tracking of BOM-related information. By leveraging this functionality, organizations can effectively create, update, and manage their BOMs, ensuring accurate inventory assembly and smooth production processes. The Build Journal Data Entry screen caters to the specific needs of organisations actively maintaining BOMs as a critical aspect of their operations.

Build Journal (BGJ) Details Page

The complete name for this function in SapphireOne is Build General Journal although it is usually referred to as a Build Journal.
This function may be found by going to: Inventory > Inventory > Build Journal

Build Journal Data Entry

• Notes & Delivery Instructions – When using SapphireOne’s Build Journal function, you have the option to enter Notes or Delivery Instructions specific to the item being built. This allows you to provide additional information or guidance related to the assembly process.
• Add Built Item – Use the Control/Command with the / Key combination, or click on the button or add button in the interface. This action initiates the process of adding an inventory item to the list. The cursor will automatically be placed in the Inventory ID data entry field, indicating that it is ready for the input of the Built Item from your inventory.
  • Removing a Built Item – If there is a number of built items in this build journal select/highlight one of the items and select the button to remove it
• Inventory ID – Enter the Inventory ID or use the inventory search functionality to find and select the desired Built Inventory Item. As you input the ID or perform the search, SapphireOne will display suggestions or match the input with existing inventory items. Once the correct Built Item is identified, select it to add it to the list.
• Quantity – In the Qty field, you can specify the desired quantity of items to be built. If there is sufficient stock sapphire one will just display in the build lines area the quantities for each inventory item it will be used .
  • Quantity Alert – If there is a shortfall of any inventory items required to meet the specified quantity to be built, SapphireOne will display an alert indicating the maximum quantity that can be built based on the available stock. This alert serves as a warning to the user, notifying them of the Quantity limitations imposed by the current stock levels.
• Saving & Posting – Additionally, the alert will inform the user that they can save the Build Journal with the entered quantities, but they will be unable to post it until the stock shortfall is resolved. This prevents the user from proceeding with the assembly process if there is currently insufficient inventory items to meet the desired quantity of built items.
• Show all lines checkbox – When this checkbox is selected, SapphireOne modifies the Build Lines area to show the Master build and its corresponding lines. This feature is particularly useful when there are multiple master items in the Master Build Lines area, as it helps users identify the specific lines that contribute to each master item.
• Show Available Checkbox – This checkbox toggles the right-hand column in the build lines area to display the Available stock instead of the Current stock.
• Tag –A user-creatable tag can be attached to any build journal transaction.

Additional information for the Build Journal function

Build Journal Function: Managing Un-Posted Stock Levels and Inventory Allocations

The Build Journal function differs from the Order Build Journal function in terms of its impact on inventory stock levels. When a Build Journal transaction is saved, it affects the un-posted stock levels, but it does not modify the allocated inventory stock levels. The Build Journal function operates similar to a recipe, as it consists of a list of Base Inventory items that are involved in the production of a new Built Inventory Item. However, the allocation of these Base Inventory items to the transaction occurs only during the posting process.

Bicycle Assembly: An Illustration of the Build Journal Function

To illustrate the functionality of the Build Journal, let’s consider the assembly of a bicycle. A bicycle typically consists of various components, including wheels. Each wheel is composed of a single rim, a single hub, and 50 or more spokes. Two wheels are needed, with each wheel having a different hub. Additionally, there are other components required to complete the bicycle.

In terms of quantities, there would be one of each component, except for the spokes, where a quantity of 50 or more would be necessary to construct each wheel. The second wheel would also require a distinct hub and all other essential parts for assembling the entire bike. Once the assembly details are saved using the Build Journal, the bicycle is recorded as a Built Inventory item, featuring a unique ID and name for identification and management within the system.

Eligible Stock Items and Stock Level Adjustments in SapphireOne’s Build Journal Function

Accepted Inventory Items for Build Journal Function

In the Build Journal function of SapphireOne, only Inventory Items that are designated as Built and have one of the Manufacture radio buttons selected will be accepted. This ensures that only the appropriate inventory items intended for assembly are eligible for inclusion in the Build Journal. By restricting the selection to built inventory items, SapphireOne helps maintain the accuracy and integrity of the assembly process within the system.

Stock Level Changes upon Posting

Upon entering the Built Inventory item and specifying a quantity in the Build Journal, the stock levels in SapphireOne will immediately decrease by the entered quantity. While the inventory stock still exists, it is consolidated into the newly built item. When the Build Journal transaction is posted, the inventory items within the newly built item will be removed from stock levels. This reservation ensures that the components are allocated to the built items, preventing overselling and maintaining accurate inventory counts. By properly managing stock levels and reservations, SapphireOne helps organisations effectively track inventory usage and availability.

Cost Considerations

Master Build Lines and Item Lines Areas

In SapphireOne’s Build Journal, you select an Inventory item displayed under the Master Build Lines area, while the inventory items that compose the Master Build item are listed under the Item Lines area. If your company consistently sells the Master Build Item, SapphireOne only requires the quantity to be built to be entered at any time, with stock levels available at the time of entering the Build Journal serving as a limiting factor.

Creating One-Off Inventory Items

SapphireOne allows you to create a one-off inventory item, provided that the line items already exist within the system. For instance, if your company sells complete doors but requires additional actions like staining, painting, and installation for a specific order, SapphireOne allows you to add these additional non-diminishing items to the Master Build Item. This flexibility accommodates unique requirements within the assembly process, providing versatility in managing custom or special orders.

Managing Stock Levels and Building Inventory Items in SapphireOne

Alerts for Exceeding Available Stock Levels

In SapphireOne, an alert system is in place to notify users if they attempt to enter a quantity for the built item that exceeds the available inventory stock. When a user enters a quantity that surpasses the current stock level, an alert will be displayed, indicating the limitations and notifying the user of the insufficient stock. This alert serves as a reminder and helps users ensure that the quantity entered for the built item aligns with the available inventory stock, preventing overselling or assembly of items that cannot be fulfilled due to stock constraints.

Saving Options and Printing Bill of Materials

You have several options for saving: using the comma key, the return key on the number pad, or selecting the Save button. Be aware that selecting the Save button will print out a bill of materials and save the transaction immediately.

Tip: To print a Bill of Materials after the transaction has been saved, go to:
Inventory > Inventory > Transaction Inquiry, select the transaction to either Look at or Modify, and then select the small arrow to the right of the print icon. This will display a drop-down menu with Bill of Materials at the bottom. This selection will only work with transactions that have a type of BGJ.

Note: Any alterations to this Built Item must be made using an Inventory Inquiry: Inventory > Inventory > Inventory Inquiry > Build Lines.

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.

4D View Pro Page Overview

4D View Pro is a 4D component that includes a 4D form area and specific commands. It allows you to embed advanced spreadsheet features in your projects.

A spreadsheet is an application containing a grid of cells into, which you can enter information, execute calculations, or display pictures. 4D View Pro is powered by the SpreadJS spreadsheet solution integrated in 4D.

Embedding 4D View Pro areas in your forms allows you to import and export spreadsheets documents using the 4D View Pro commands.

Import From a SapphireOne Inquiry

The values of all cells from any SapphireOne inquiry can be imported into a 4D View Pro document with ease. The procedure is as follows.

1. Open any SapphireOne Inquiry. Either standard or custom.
2. Select 4D View Pro from the Sapphire Tools menu.
3. Select the Import From Inquiry button on the bottom left corner of the 4D View Pro screen.

For complete documentation please view the complete SapphireOne Knowledge Base 4D View Pro article.

4D Write Pro Page

4D Write Pro Page Overview

4D Write Pro offers 4D users an advanced word-processing tool, fully integrated with your 4D database. Using 4D Write Pro, you can write pre-formatted emails and/or letters containing images, a scanned signature, formatted text and placeholders for dynamic variables. You can also create invoices or reports dynamically, including formatted text and images.

The key features of the product are:

• 4D Write compatibility: a 4D Write Pro object can open and convert legacy 4D Write documents while supporting most of their specific properties.
• Word processing: a 4D Write Pro object embedded in a form provides standard word-processing features, including text and style manipulation, image insertion, import and export, and much more.
• Database integration:
  • A 4D Write Pro object can display variable parts which will be filled with data from the database, or data computed by 4D.
  • 4D Write Pro documents can be stored within database fields or on disk.

Working with 4D Expressions

All SapphireOne table values are easily accessible for integration into a 4D Write pro document, either verbatim or utilised within a function to be dynamically processed at export. These inserted values are referred to as 4D Write Pro Expressions. The process is as follows.

1. Open any Inquiry list screen. Either standard or custom.
2. From the Sapphire Tools menu, select ‘4D Write Pro’.
3. A new document is initially provided. Alternately the SapphireOne user may open a pre-existing document by selecting File > Open from the SapphireOne main menu.
4. Place the cursor within the document at the location you would like to insert the 4D Write Pro Expression.
5. Select the ‘Insert & View’ Tab.
6. Select the ‘Insert 4D Write Pro Expression’ button ({}).

This will open the Formula Editor panel whereby a 4D Write Pro Expression can be prepared for placement in to your document.

Utilising the Formula Editor

The Formula editor provides many shortcuts for writing formulas. You can click field names, operators and commands, as well as any project methods, to add them to the formula. When you click on an item, it is automatically displayed in the editing area where you can then modify it using standard cut/copy/paste functions. You can also enter items directly in the editing area or drag and drop them from the list of items. 

The Formula editor contains the following areas.

• List of tables and fields – This area displays the fields of the table. The menu located above the list lets you set the fields to be displayed. You can use fields of the current table, those of related tables or those of all the tables. 
  Note: Tables and fields with the Invisible property do not appear in the list. For more information about this property, refer to the “Attributes” section in Table properties and Field properties.
• Operators list– The operators list lets you choose the operators to be used in the formula. The operators are grouped into themes found in the menu located above the list:
  
  Each theme displays all the available operators for the corresponding type of data or operation. For example, the assignment operator := is available for all data types. For a description of each operator, refer to the following section. 
• Commands list – The commands list contains the 4D functions that can be used in formulas, as well as any project methods allowed by the developer. The menu located above the list lets you display the commands by theme or by alphabetical order. Refer to the 4D Language Reference manual for a description of the 4D commands that appear in this menu. 
  In principle, project methods that can be used in formulas must be declared beforehand using the 4D SET ALLOWED METHODS command. However, by default, the Designer and Administrator of the database have complete access to the 4D commands and user methods in the Formula editor. It is also possible to completely disable access control for all users. These options are set on the Security page of the Database settings. 

Formula operators  

Here is a brief description of the different operators available in the Formula editor. For a more detailed description of the possibilities provided by these operators, refer to the Undefined chapter of the 4D Language Reference manual. 

• String Operators
  A and B are character strings; N is a number. 
  OperatorUseDescription:= AssignmentA:=BAssigns the value B to A+ ConcatenationA+BReturns AB* RepetitionA*NRepeats the value of A N times[[ ]] Indexes[[A]]NReturns the Nth character of A”” Empty string””Inserts a pair of quotation marks
• Numeric Operators
  X and Y are numbers.
  OperatorUseDescription:= AssignmentX:=YAssigns the value Y to X+ AdditionX+YReturns X plus Y- SubtractionX-YReturns X minus Y* MultiplicationX*YReturns X multiplied by Y/ DivisionX/YReturns X divided by Y\ Integer DivisionX\YReturns the integer division of X by Y (X and Y must be integers)% ModuloX%YDivides X by Y and returns the remainder^ ExponentiationX^YReturns X to the power of Y

Note: The modulo % operator returns significant values with numbers belonging to the long integer category (from -2^31 to +2^31 minus 1). To calculate the modulo of numbers outside of this interval, use the Mod command. 

• Date Operators
  D1 and D2 are dates; N is a number.
  OperatorUseDescription:= AssignmentD1:=D2Assigns the value D2 to D1+ AdditionD1+NReturns D1 plus N days- DifferenceD1-D2 orReturns the number of days between D1 and D2D1-NReturns D1 minus N days!//! Blank date!00/00/00!Inserts a blank date
• Time Operators
  H1 and H2 are times; N is a number.
  OperatorUseDescription:= AssignmentH1:=H2Assigns the value H2 to H1+ AdditionH1+H2 orReturns H1 plus H2H1+NReturns H1 plus N seconds, expressed in seconds elapsed since midnight- SubtractionH1-H2 orReturns H1 minus H2H1-NReturns H1 minus N seconds, expressed in seconds elapsed since midnight* MultiplicationH1*NReturns H1 multiplied by N, expressed in seconds elapsed since midnight/ DivisionH1/NReturns H1 divided by N, expressed in seconds elapsed since midnight\ Integer DivisionH1\NReturns the integer division of H1 by N, expressed in seconds elapsed since midnight% ModuloH1%NDivides H1 by N and returns the remainder?::? Blank hour?00:00:00?Inserts a blank hour
• Comparison Operators
  Z1 and Z2 can be of the string, numeric, date or time type. 
  OperatorUseDescription= EqualZ1=Z2Returns True if Z1 equals Z2# Not equalZ1#Z2Returns True if Z1 does not equal Z2> Greater thanZ1>DReturns True if Z1 is greater than Z2>= Greater than or equal toZ1>=Z2Returns True if Z1 is greater than or equal to Z2< Less thanZ1<Z2Returns True if Z1 is less than Z2<= Less than or equal toZ1<=Z2Returns True if Z1 is less than or equal to Z2
• Logical Operators
  B1 and B2 must be Booleans (expressions that are TRUE or FALSE)
  OperatorUseDescription& ANDB1 & B2Returns True if B1 is True and B2 is True| ORB1 | B2Returns True if B1 is True or B2 is True

For complete documentation please view the complete SapphireOne Knowledge Base 4D Write Pro article.

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