Rebate - Empower Rebate Management in SapphireOne

Rebate Overview

The SapphireOne Rebate function in the Inventory Manager menu is used for managing rebates within SapphireOne.

A rebate can take many forms. It may be as an incentive for customers of your organisation to reach a particular milestone. As an example, your organisation may give your clients a one million dollar incentive and they will receive a 2% rebate at a particular threshold, such as once they reach one million dollars worth of sales. It maybe also be a rebate on a particular product or service that you remit back to your customer at the end of the month, quarter, half year or end of financial year.

A rebate may work on a financial threshold, or if a customer is part of a particular buying Group and/or Class. Rebates can also be used as Marketing incentives, whereby the Marketing department within the organisation may set a rebate based on a particular product or service, or a particular class or buying group.

This can also apply on the flip side to your Vendors. For example, your organisation can negotiate with a Vendor that if you reach a mutually agreed threshold you will receive a rebate in return.

The sole purpose of establishing rebates within SapphireOne is so you have a single repository where all these criteria can be set up and established. The user has the ability to set terms such as rebate time limits, reminder emails and actions that will automatically stop the rebate at a particular date or time.

Rebate Inquiry Overview

Opening the SapphireOne Rebate Inquiry screen will display the above list of all the users active rebate records with SapphireOne. The Rebates are initially listed in order of entry with the most recently dated 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 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. 

Rebates can be applied to individual Clients or Vendors by entering their Client or Vendor ID. Rebates may also be applied to Classes of Clients or Vendors. If a particular Client or Vendor is in the class selected, they may be removed from the class by modifying their Master Record. 

The user may add a Promotion by highlighting a Rebate record and selecting the Add Promotion option in the SapphireOne Tools Menu. 

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 Page

Rebate Area

  • Sequence Number – SapphireOne will automatically enter a Unique Sequence number for the rebate.
  • Company – SapphireOne will enter the Company that the user is logged into.
  • Start and Finish Date – A start and finish date must be entered for the rebate record. A pop-up Calendar is available for the entry of all dates by clicking on the underlined Start and Finish headings.
  • Review – A Review date may be entered here. Please note that this is directly linked to the Email Alarm data entry field.
  • Email Alarm – When the Review Date is reached SapphireOne will automatically send an email alert to the email recipient as entered into the Email Alarm data entry field. 
  • Document Paperclip – Attach documents related to the record by selecting the paperclip icon. If any documents are already attached to the record the paperclip will alter from red to green and the number of documents will be displayed to the right of the paperclip.

Paperclip Management Saves Time with Easy File Attachment

The SapphireOne Document Management System (DMS) features a convenient Paper Clip button on all data entry and inquiry screens. This enables users to attach relevant documents or files to every transaction or record. The system also includes a dedicated page for managing documents related to a specific transaction or record, providing robust version control of the attached documents.

The color of the paper clip serves as a visual indicator of the status of the attached documents. A red paper clip indicates that there are no documents currently attached to the transaction or record, while a green paper clip indicates the presence of one or more attached documents. Additionally, the word “Items” is preceded by the number of attached documents, providing a clear and concise representation of the current status.

SapphireOne’s Document Management System is highly versatile and can accommodate a wide range of document types, including Adobe Acrobat, spreadsheets, word processing documents, photo files, JPEGs, CSV files, HEIFs, and MP4 files. With the ability to store an unlimited number of documents for an indefinite amount of time, the system provides users with a comprehensive and efficient solution for managing all their important files and documents.

Master Defaults

In SapphireOne, users have the flexibility to control the size of individual documents and determine where they are stored through the Master Defaults settings. These settings can be accessed by navigating to Utilities > Controls > Master Defaults > System Page.

Within the Documents area of the SapphireOne page, there is a Document Size Limit setting with a default size of 10 MB, which can be adjusted as needed. Additionally, users can choose to store the documents either as part of the data file or as separate files, by selecting the appropriate option from the two radio buttons provided.

To attach a document to a transaction, simply click on either the Paperclip Green or Attach-Red-Button Paperclip button. The Document List window as seen below will be displayed allowing the the user to select the desired file to attach.

How to Attach Documents Using SapphireOne Paperclip

SapphireOne also provides users with the convenient Drag & Drop functionality to attach documents. To use this feature, simply drag a document from your local computer into the Document List screen and it will be attached automatically. This streamlined process saves time and effort and makes it easier to manage your important files and documents within SapphireOne.

If SapphireOne detects that the document name already exists, a pop-up will be displayed alerting the user. Alternatively, the user can also select the

If SapphireOne detects that the document name already exists, a pop-up will be displayed alerting the user. Alternatively, the user can also select the Plus button to select a document to upload from the local computer.

SapphireOne’s document management system provides users with the ability to easily manage their attached documents. After a document has been attached, the user has the option to rename it by right-clicking on the file and selecting Rename This feature is useful for maintaining consistency in document names across all records and helps to keep the system organised and efficient.

Documents Area within Document Management System (DMS)
  • Open – By clicking on this button, the document will be opened for viewing, allowing users to review its contents without having to leave the SapphireOne system. This feature provides a convenient and streamlined way to access and review important documents within the context of the larger document management system.
  • Update – When this button is selected an alert is displayed allowing the user to import a new version of a highlighted document, enabling version tracking. After selecting a new version, the user enters a version number. The latest version becomes available, with previous versions accessible in the History area. The updated document remains linked to associated transactions.
  • Scan – This option in SapphireOne provides users with the ability to scan a document directly into the data file and link it to a transaction. This feature requires access to a local or network scanner, and the appropriate scanner and software must be installed on the local machine or network. By using the Scan option, users can quickly and efficiently digitise physical documents and associate them with the relevant transactions within SapphireOne.
  • Save – This button in SapphireOne allows users to save the currently highlighted document to disk. This feature provides a convenient way to export a copy of the document for backup or further use outside of the SapphireOne system. By clicking the Save button, users can easily access a digital copy of their important documents and ensure that they are properly preserved and accessible.
  • Link Documents – With SapphireOne, users have the ability to link a highlighted document to one or more transactions within the data file. To do this, the user simply clicks the “Link” button, which will bring up an alert allowing them to make their selection. This feature provides a convenient way to associate important documents with multiple transactions, ensuring that all relevant information is easily accessible from one central location. For more information about linked documents, refer to the Links Area documentation provided by SapphireOne.
  • Link Existing Documents – SapphireOne provides users with the ability to link existing documents in the data file to the current transaction or record. To do this, the user simply clicks the Link Existing button, which will bring up an Alert allowing them to choose from a list of available documents. This feature provides a convenient way to associate existing documents with additional transactions, ensuring that all relevant information is easily accessible from one central location. For more information about linked documents, refer to the Links Area documentation provided by SapphireOne.
  • Delete – This option in SapphireOne allows users to remove the currently highlighted document. By clicking the Delete button, the selected document will be removed from the system, providing users with a simple way to manage their attached documents and ensure that only relevant and up-to-date information is stored within the system.
  • Plus – SapphireOne includes a search function that makes it easy for users to select a document saved on their local computer. This feature provides a convenient way to quickly locate and attach the desired document, streamlining the process of adding and managing important files within the SapphireOne system.

Details Area within Document Management System (DMS)

The Details area within SapphireOne’s Document Management System (DMS) provides users with additional information about the selected document. When a document is selected in the Documents area, the Details area will automatically display the title of the document and the type of file. This information helps users to quickly identify and manage their important files and documents, providing a more efficient and organised system for document management.

Notes Area within Document Management System (DMS)

The Notes area is for entering any notes related to the document. The user can select the green clock button to create a time and date stamp for every note added.

The Notes area will also keep an automatic user log when any changes are made to the document. For example, if the document is renamed or new links are created. SapphireOne will record the date, time and user that made the modifications.

Document Details Area within Document Management System (DMS)

The Document Details area within SapphireOne’s Document Management System (DMS) provides additional information about the selected document. This area automatically displays information such as the date and time the document was added, the document number, and the user who added the document. This information helps users to quickly understand the context of the selected document and provides a comprehensive history of the document’s status and interactions within the system. The Document Details area is a valuable resource for managing and tracking important documents within SapphireOne.

History Area within Document Management System (DMS)

The History area within SapphireOne’s Document Management System (DMS) provides a record of the complete version history of the selected document. SapphireOne tracks all version changes and automatically displays the document’s history in this area.

As new versions of the document are imported using the button, the History area will be automatically updated, ensuring that all previous versions of the document are recorded and available for viewing. This enables users to access the most recent version of the document, while still maintaining a complete history of all versions.

The History area provides a valuable resource for tracking the evolution of a document and understanding how it has changed over time. By having a complete record of the document’s history, users can easily review past versions and understand the context of the changes that have been made.

The Links area within SapphireOne’s Document Management System (DMS) is used to link documents to specific transactions or areas within SapphireOne. This area provides a comprehensive view of all linking information related to the document, including any functions used to import the document into SapphireOne.

By linking documents to transactions and areas within SapphireOne, users can easily associate important information and files with the relevant transactions, providing a more organised and efficient system for document management. The Links area is a valuable resource for understanding the relationships between documents and transactions within SapphireOne.

To add additional links to a document in SapphireOne, follow these steps:

  1. Select/highlight the document you wish to link.
  2. Click the Link Document button.
  3. The Files pop-up window will be displayed.
  4. From the File drop-down menu, select the item you want to link the document to.
  5. In the Value data entry field, enter the necessary details (ID).

Note that the Value data entry field has a light blue background and is searchable by entering the wildcard symbols ‘?’ or ‘@’, making it easier to find the information you need. By linking documents to specific transactions and areas within SapphireOne, users can create a more organised and efficient system for document management.

Updating a Document within Document Management

The process for updating a document in SapphireOne is straightforward:

After clicking the “Update” button in SapphireOne, the user will be asked to confirm if they would like to import a new version of the document:

  1. Confirm that you wish to import a new version of the document by selecting Yes.
  2. The user will then be prompted to choose the updated document to open.
  3. After selecting the updated document, a secondary dialogue will appear, asking the user to enter an alphanumeric value for the new version.
  4. Enter the desired value for the new version and select OK

By following these steps, SapphireOne will replace the previous version of the document with the updated document. It will also maintain a complete record of all previous versions in the History area. This process ensures that the most up-to-date information is always readily accessible within the SapphireOne system.

Document Management using SapphireOne Documents Inquiry

In addition to SapphireOne’s Document Management Paperclip functionality, SapphireOne Documents Inquiry function in Workbook Mode provides users with a centralised repository of all documents and files stored within the SapphireOne data file. This function gives users the ability to add new documents, modify, view, or delete existing documents from within the Documents Inquiry screen.

Any revisions made to a document within the Documents Inquiry screen will be automatically updated across all areas where the document is linked within SapphireOne. Similarly, any modifications made to documents within the SapphireOne Paperclip Document List window will be reflected within the Documents Inquiry window.

For example, if a document is renamed within a transaction Paperclip Document List screen, the updated document name will be reflected when viewing the document in the Documents Inquiry screen.

You can learn more about SapphireOne Documents Inquiry functionality within the Documents Inquiry article.

Document Control within Document Management
Paperclip Management

In this example, we have an inventory item with documents attached, such as installation instructions and a packing checklist. The item is added to a sales order, manufactured, shipped, and the job is completed. SapphireOne’s Document Management Paperclip functionality allows for easy attachment and access to all relevant documents throughout the entire process, from sales order to completion. This improves efficiency and helps ensure all relevant information remains consistently available and up-to-date.

A year after the completion of the job, a revision of the inventory item is made, along with updates to its associated Documents (DMS). To keep the information organised and up-to-date, it is not necessary to create a new inventory item for the revision. Instead, the documents and files can be easily updated using SapphireOne’s DMS file that are attached.

By using the Update button within the DMS, users can import a new version of the document and SapphireOne will automatically keep track of all version changes, ensuring that the most recent information is readily available. This process saves time and effort by allowing users to simply update the documents and files, rather than creating a new inventory item for each revision.

In SapphireOne, when referring back to the original completed sales client invoice or job projects client invoice, the associated documents and files will be displayed in their original state or as they have been updated. The user has the option to view the documents and files as they were at the time of completion or as they currently are, providing a comprehensive and accurate record of all relevant information.

In the screen shot above, both the current and historical documents are attached to the inventory item. As a SapphireOne user, you have the ability to edit the list and choose to delete the historical document by simply selecting the Minus button.

Additionally, you also have the ability to modify the existing document, keeping a log file of each and every time the document has been revised. This ensures that a complete and accurate record of all revisions to the document is maintained, allowing you to easily reference the most recent version or any previous versions as needed.

The ability to manage both current and historical documents, as well as the option to modify and delete them, provides users with a flexible and efficient solution for document management within SapphireOne.

Grouping Area

  • Inventory Class – The Rebate may be linked to an Inventory Class by entering the Class here. You can search for the Class by clicking on the underlined In Class heading, or by entering the wildcards ‘@’ symbol or ‘?’ symbols into the field to bring up a list of all available Classes within SapphireOne. If this Inventory Class data entry field is left blank SapphireOne will assume that ALL Classes of Inventory will apply for this rebate record. 
  • Job Project – The Rebate may be linked to a Job Project by entering a Job Project ID here.

Link Details Area

The Link Details area contains five radio buttons. The user first has the option of selecting either Clients or Vendors. Once these have been selected the user can select if this rebate record is to be applied to an Individual Client or Vendor ID, or to Classes of Clients or Vendors. The Class Individual option refers to individual rebate tiers set within a Class rebate. For example, when an individual has an $100,000 tier to reach within a $1 million dollar class tier.

The data entry field headings in the lower section of this area will alter depending on selections made from the five radio buttons. Once the radio buttons have been selected these Client and Vendor data entry fields are wildcard ‘@’ or ‘?’ searchable. Select your radio button options first before entering the required data into the data entry fields.

Terms Area

The Terms area is where the Rebate terms are setup and calculated. 

The Rebate Period may be set up as Monthly, Quarterly, Half Yearly or Yearly by making a selection from the drop-down menu. SapphireOne will the look at the current period the data file is in to determine what Current Period to display. 

Any number of Tiers may set up for each rebate record. The Tiers are displayed in the line entry area when they are entered and provides options for multiple targets and rebates. Each line entered represents a tier in the rebate record. 

Select the and buttons to add and remove tier lines.

The two Target columns are interlinked and outlined in more detail below. Only one column requires a entered value and the other Target column will be auto-calculated by SapphireOne.

Target($):  $ Target of Sales. The amount entered in this field will auto-calculate the Target % field based on the initial Target $ value. 
Target(%):  % increase of Target $. The value entered in this field will auto-calculate the Target $ field based on the initial Target $ amount. 
Type:  Click in the actual line in the Type column and a drop-down menu will be displayed. This allows the selection of either a $ or % Rebate that is to be given. 
Rebate:  Displays the historical number of the period for the rebate record, determined by the terms of the selected rebate period (monthly, quarterly, half yearly, yearly). 

History Area

The History Area stores historical data for the rebate record. 

Select the Recalc History button to recalculate all current historical data for this rebate record. 

Period:  Displays the historical number of the period for the rebate record, determined by the terms of the selected rebate period (monthly, quarterly, half yearly, yearly).
Rebate:  Displays the rebate paid/received for the period. 
Period Sales:  Displays the tally of sales achieved for the period. 

Rebate Inquiry Promotions Page

The Promotions Page is for entering inventory items that are to be excluded from a Rebate sales tally whilst the item is on promotion. It is directly linked to the radio buttons on the Details Page. 

Click into the data entry field and enter the data as required. 

and   Use these buttons to Add or Delete a Promotional Line. 
Inventory ID:  Click into the line to directly enter the Inventory ID.  Alternatively enter the wildcard ‘@’ or ‘?’ symbols to select from a list of all Inventory within the Company data file.
Name:  SapphireOne will automatically enter the name of the Inventory item. 
Start:  Enter a Start date for the Promo that the Inventory item is to be excluded from the Rebate Sales tally.
Finish:  Enter a Finish date for the Promo that the Inventory item is to be excluded from the Rebate Sales tally.

Rebate Inquiry Long Term Incentive Page

The Long Term Incentive Page defines the terms for a Long Term Incentive rebate. This Page is very similar to the Rebates Details Page as outlined above.

Incentive Area

  • Start and Finish – A Start and a Finish date must be entered for the long term incentive period. A pop-up Calendar is available for selecting date ranges by clicking on the underlined Start and Finish headings.
  • Review – A Review date may be entered here and is directly linked to the Email Alarm data entry field.
  • Email Alarm – When the Review Date is reached SapphireOne will automatically send an email to the email address as entered into the Email Alarm data entry field. 

Tiers Area

Any number of Long Term Incentive tiers may be entered here. Each tier is entered on a line by line basis. 

The two Target columns are interlinked and outlined in more detail below. Only one column requires a value entered and the other Target column will be auto-calculated by SapphireOne.

and Buttons: Use these buttons to Add or Delete a Promotional Line.
Target $:  When the Target % is entered this field will auto-calculate Target $ value. 
Target %:  When the Target $ is entered this field will auto-calculate the Target % value. 
Type:  Click in the actual line in the Type column and a drop-down menu will be displayed. This allows the selection of either a $ or % calculation for the rebate. 
Rebate:  When the Rebate $ is entered this field will auto-calculate the Rebate % value. 
Achieved:  This checkbox will auto tick when the Year To Date figure reaches the Target $  Amount. 

History Area

The History area displays historical details held by SapphireOne for the Long Term Incentive. 

Year Start Date:  Displays the Start Date of Incentive year.
Year End Date:  Displays the End Date of Incentive year. 
Inital Target:  Displays the initial Target $ value for the incentive year. 
Actual Sales:  Displays the total of Actual Sales for the incentive year. 
Inc %:  This column displays as a % the increase in Sales based on previous years’ actuals. Note that for the first year will display 0 or no value. 
Rebate Rec:  This column displays the $ amount of rebate received. 

How to Create Rebate Reports

Open the Rebate Inquiry screen and select the Print icon in the Main Toolbar to display the print dialog pop-up. Please note that all reports created will be for the list that is currently displayed on the screen. 

Print Destination
Printer:  Asks SapphireOne to send the report straight to the Printer. 
Custom Report:  A custom report can be created by the user. Once selected SapphireOne will use this option on the Print Destination menu. 
Quick Report:  Selecting this option will open the Quick Report function. 
CSV:  SapphireOne will generate a CSV file. 

Report Types
Rebate:  Standard Rebate report on all rebates in the list onscreen. 
LTI:  Standard Long Term Incentive report on all Long Term Incentive rebates in the list onscreen. 
Rebate & LTI:  Combined report on Rebates and Long Term Incentive. 
Rebate Period Sales:  Displays rebates on a period by period basis. 
Custom Report:  Custom report which must be created by the user. 

Documents Page

The Documents Page is used to store and record documents and information relating to data entry, transactions and master tables.

Documents Area

Any type of document can be attached to the Documents area. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files and more.

Documents can be attached using Drag & Drop functionality. To use this functionality, simply drag a document or file from the local computer into the Document List screen and it will append automatically.

Please note that when creating a new record in SapphireOne, you are unable to attach a document until the record has an entered ID.

There are eight buttons and icons on the Document List screen. These are as follows:

  • When the button is selected SapphireOne will open the currently highlighted document for viewing. (The appropriate software must be installed on the local computer or device).
  • When the button is selected SapphireOne displays a popup which asks the user if they want to Import a New Version of the currently highlighted document. (The new version will still be linked to any transactions as was the old version).
  • When the Scan button is selected SapphireOne will access a scanner, and following the usual prompts allows the user to Scan a Document Directly into the data file and link it to this transaction. (The appropriate scanner with software must be installed on the local computer, device or network).
  • The Save button allows the user to save the currently highlighted document.
  • The Link Document button allows the user to link the currently highlighted document to other transaction or transactions in the data file. A popup will be displayed allowing the user to make their selection.
  • The Link Existing document button allows the user to link an existing document in the data file to this transaction or record. A popup will be displayed allowing the user to make their selection from a list of documents.
  • The Delete button when selected will delete the currently highlighted transaction or record.
  • When the Add button is selected SapphireOne will display a search function allowing the user to select a document that is currently on the local computer or device.

Details Area

The Title and Type of the document are displayed in the Details Area.

Last Modified Area

The documents area keeps a record of the Time and Date of when the document was last modified in addition to who initially added it.

Links Area

The links area allows you to record links to other places this document has been attached to. You can add and remove Links using (+) and (-) .

History Area

The history area records changes made to the document.

Notes Area

Any relevant notes which relate to the document may be recorded here. Clicking the green clock icon will add a date/time stamp.


You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

Was this helpful?

Previous Article

Services

Next Article

Loyalty