Purchase Inwards Goods Journal - Thrive With Improved Inventory Precision

Purchase Inwards Goods Journal Overview

The Purchase Inwards Goods Journal (PIGJ) is a crucial component for effective warehouse logistics and inventory management. It enables the receipt of goods into stock before the arrival of final paperwork, often occurring when inventory is processed before the vendor invoice is finalised. Warehouse and logistics management typically receive stock using a delivery docket, making it essential for the goods to be physically receipted and readily available for immediate dispatch or manufacturing.

Inwards goods inventory items may initially be accounted for at an estimated cost. Once the final cost is determined, an Inwards Goods Journal is automatically created to reverse the estimated or average cost, replacing it with the final arrived cost, which may include on-costs such as freight, insurance, tax, and duties. The Inwards Goods Journal supports the consolidation and receipting of stock across multiple purchase orders in a single delivery.

The Purchase Inwards Goods Journal (PGJ) is the third item in the SapphireOne Inventory Purchases Data Entry menu. This feature allows users to receive goods into inventory stock prior to the arrival of final paperwork. SapphireOne’s Inwards Goods functionality compares the actual quantity delivered with the consignment/delivery note or EDI record (Electronic Data Interchange), helping to determine if the delivery is commercially accurate. SapphireOne’s Inwards Goods function streamlines checking and helps maintain the efficient schedules of logistics and warehouse departments. By eliminating errors in recording larger quantities of counted inventory, this process saves time, reduces costs, and enhances productivity within the business.

There are two primary steps in processing a Purchase Inwards Goods Journal (PIGJ) transaction:

1. Saving the PIGJ transaction: Once the Purchase Inwards Goods Journal transaction is saved, the arrived inventory items within it become immediately available for use. The financial component of the Vendor Order, now a PIGJ transaction, is stored in a General Ledger inventory suspense account.
2. Posting the PIGJ transaction: When the Purchase Inwards Goods Journal transaction is posted, the financial values are transferred to the Inventory Asset General Ledger accounts.

By following these steps, you can effectively manage and track the financial aspects of your inventory transactions while ensuring the inventory items are readily available for use.

Purchase Inwards Goods Journal Operation

When creating a new Purchase Inwards Goods Journal (PGJ) for purchasing, you will need to enter the Vendor ID. This action presents a list of all available current Order Vendor Invoices (OVIs) for the specified vendor. You can then select a particular order, which automatically populates the Order Vendor Invoice data and allocates all lines from the OVI into the Inwards Goods Journal.

Before creating a Purchase Inwards Goods Journal, two General Ledger accounts must be established:

1. A suspense account to hold the value of all Inwards Goods transactions while they remain in the Purchase Inwards Goods Journal function before being transferred to your General Ledger accounts.
2. A General Ledger account to hold any variations between the Inwards Goods values and the Invoice when it arrives (e.g., an FX profit and loss account).

Every Inwards Goods transaction must be linked to a Vendor Order, and there are two methods to do this:

1. Enter the Vendor ID or perform a search using the ‘@’ or ‘?’ symbols. SapphireOne will display a list of all vendors with available orders. By selecting the correct vendor, you will be presented with a new screen containing a list of all available OVIs. Select the appropriate OVI to populate all the transaction lines within the PGJ.
2. In the Tracking Area, enter the exact Order Number or External Reference number into the Purchase Inwards Goods Journal transaction. You can search for the Order Number by entering the ‘@’ or ‘?’ symbols and selecting the correct order. SapphireOne will then populate the Purchase Inwards Goods Journal transaction with all vendor order details.

By following these steps, you can efficiently create and manage Purchase Inwards Goods Journal transactions, ensuring accurate inventory and financial records.

How to Save a Purchase Inwards Goods Journal Transaction

There are two outcomes when saving a Purchase Inwards Goods Journal Transaction using the green tick button:

1. Complete Order – When a Purchase Inwards Goods Journal transaction is created from an order that is complete, with all items listed as arrived, SapphireOne stores all of the inventory stock within the Purchase Inwards Goods Journal transaction and deletes the original Vendor Order.
2. Incomplete Order – If the order is incomplete and not all items have arrived, SapphireOne proceeds as follows:a. The original Vendor Order is rewritten with the reduced inventory quantities that have not yet arrived and saved.b. The arrived stock is moved to the new Purchase Inwards Goods Journal transaction and saved. Once saved, inventory items within it can be processed immediately for sales, just like other items in your inventory.

The new stock in a Purchase Inwards Goods Journal transaction is typically sold based on the Last Cost or Average Cost for the inventory items. By understanding how to save a Purchase Inwards Goods Journal transaction, you can efficiently manage inventory and maintain accurate records for both complete and incomplete orders.

Posting the Purchase Inwards Goods Transaction using the Arrivals function

If the Auto Post checkbox is not selected in Master Defaults, you will need to manually post the Purchase Inwards Goods Transaction using the Arrivals function.

Once the invoice or costs have arrived, follow the procedure below. It’s important to note that a second PGJ, an exact reversal of the first, will be created when the shipment arrives using the Arrival function.

The new Purchase Inwards Goods Journal Transaction will have the same order number/internal reference numbers as the original order, which has been deleted as all or part of the order has been transferred into the Purchase Inwards Goods Journal Transaction. Inventory stock levels are updated at this point.

1. Open the un-posted Purchase Inwards Goods Journal transactions and enter the actual cost into each transaction.
2. Post these transactions. SapphireOne will transfer the values from the suspense General Ledger account to your normal General Ledger accounts.
3. Any variation in the cost you have just entered will be sent to the plus or minus General Ledger account created to hold these values. Your accountant will be best placed to manage this profit and loss account.

Simultaneously, a Purchase Order will be raised in the same manner as when converting an Order directly to a Purchase in Inventory mode.

By following these steps, you can effectively manage your inventory transactions and maintain accurate financial records.

Details Page in Purchase Inwards Goods Journal

Details Area

This area allows users to select a vendor order, choose a contact person and delivery address, copy mailing address to delivery address, and attach documents to Purchase Inwards Goods in SapphireOne.

• Vendor ID – This is a linked field that allows users to select a vendor order from SapphireOne. If needed, the user can use the Wildcard @ symbol to narrow down the list of orders displayed.
• Contact – Users can either keep the default contact person or select a different one to attach to the vendor invoice.
• Address – This field is pre-populated with the vendor’s mailing address.
• Delivery address from defaults – If there are alternative delivery addresses saved in the vendor address page, users can select them from a drop-down list.
• Copy mailing address to delivery address – This feature allows users to easily copy the mailing address to the delivery address field using the “Down” button.
• Document paperclip – Users can scan and attach any relevant documents related to the Purchase Inwards Goods.

If you try to create a Purchase Inwards Goods Journal for a Vendor Order that has already been partially processed and not all items have arrived at the time of creating the initial transaction, SapphireOne will only display the quantity remaining in the Vendor Order as it was updated when the earlier Purchase Inwards Goods Journal transaction was processed.

How to arrive the PGJ

1. Go to the drop-down menu on the main toolbar and select the arrivals function.
2. Choose the appropriate PGJ and select the 100% column.
3. Click the Process button in the lower right-hand corner of the screen and confirm the process.
4. Note the two PGJs in the Transaction list, which are now posted in SapphireOne by default and have been arrived.
5. After the transaction is posted, SapphireOne will create a second General Ledger journal that cancels out the first one.
6. SapphireOne will generate a normal PVI by taking available funds and stock, and will auto-post it immediately.

Purchase Inwards Goods Journal – Splitting the Order

When splitting an order in the Purchase Inwards Goods Journal, SapphireOne reduces the quantities and re-saves the OVI Order Vendor Invoice. For each partial PGJ created, two PGJs and one PVI are generated. Only when SapphireOne confirms that the entire order has been converted to a final PGJ, will it delete the original OVI Order Vendor Invoice.

Information Tab Area

The Information Tab area in the Purchase Inwards Goods Journal displays extra details about the current entry but cannot be altered. Users can click on the tabs to select the desired details to view, such as Vendor details, a list of recent invoices, transaction lines, inventory details, pricebooks, transaction information, additions and deductions, and error codes. Users can also create new lines and copy pricing information.

In the Purchase Inwards Goods Journal, the Information Tab area provides valuable insight into various aspects of the entry without allowing modifications. By exploring different tabs, users can access a wide range of details, including:

• Vendor Tab – Displays Vendor details including ABN, Total Owing, Credit Remaining, Owing + Un-posted, Warning Message, Turnover, Credit terms, Product, last transaction date etc.
• Invoice Tab – Displays a list of recent invoices. A purchase invoice can be copied by using right click and select Copy Transaction.
  By selecting a historical transaction and then right mouse click you can: Copy Transaction, Copy Lines – Copy the relevant lines and by selecting Open In Inquiry this will open the selected transaction in the new inquiry screen.
• Lines Tab – When a transaction line is selected, this tab displays history of the Inventory item. Included in each transaction is the Qty ordered and Amount, Sequence N°, any Discount Code and percentage allocated, Date and Type.
  • Create Line – Is for creating a new line and Copy Pricing.
    Inventory – When a transaction line is selected, this tab displays inventory details such as available stock, stock on order, standard price, next arrival date, default vendor.
• Pricing Tab – When a transaction line is selected, this tab displays Pricebooks which apply to the item for this vendor.
• Items Tab – When a transaction line is selected, this tab displays additional inventory details.
• Controls – This tab displays information about the transaction such as the date it was created and who created it.
• Add/Deduct Tab – This tab displays additions and deductions details.
• Error Code Tab – Displays any error code such as negative stock, batch error and period error.

Tracking Details Area

The Tracking Details area in the Purchase Inwards Goods Journal stores essential information related to the current transaction, including the Date, Delivery Date, Invoice Number, Sales Representative, and Carrier.

• Date In – Is the date that this Order has been entered on SapphireOne (usually SapphireOne date).
• Arrival – When converted from a Vendor Order (OVI) to a Vendor Purchase (PVI), the Arrival Date will automatically become the Date In for the PVI.
• Order No – External reference number.
  Invoice No – Internal reference number and automatically generated.
• Rep ID – Sales representative ID.
• Period – Period matching the date, set in company controls.
• Auto Allocate to Project – Select if you would like to automatically allocate to a specific project set up in Job Project mode.

Transaction Lines Area

The Transaction Lines Area allows users to manage inventory items and transaction details such as arrival, rates, discounts, tax codes and amounts, totals, projects, printing preferences, tariffs, duties, on-cost factors, and unit information for efficient order processing and tracking.

• Inventory – Is a linked field and the user can use the Wildcard [( @ or ? ) and TAB ] option, or simply type part or all of the product name to search for the Inventory code.
• Arrival – This is the number ordered minus the number on back ordered.
• Rate – This is the Line Item default rate. You can enter in a new rate but note this is the rate excluding tax.
• Discount – Enter any Discount percentage allocated.
  Tax code : You may accept the default code or enter in a new tax code.
• Tax % – For Australia, USA, New Zealand and other countries, the Vendor Tax Code controls the rate. In Australia, the Inventory file will override on GST free or exempt items as required.
• Tax Amount – This will automatically populate with the total amount of tax for each individual line.
• Total – This is the total cost for each individual line item including any tax.
• Arrival Ex-Tax – This is the cost before Tax.
  There are two locations within a Vendor Order where the Ex-Tax value is displayed. In the line entry area where it is displayed on a line by line basis, and in the totals area at the bottom of the screen as a value for the entire order. This is for users who are arriving orders and need to be able to view the Ex-Tax pricing within the Order.
• Project – Is a linked field and the User can use the Wildcard [ (@ or ? ) and TAB ] option to search for the Project ID. SapphireOne will display the Project Name.
• Don’t Print – Select Don’t Print to stop the line below from printing on the Invoice. The amount from this line is still included in the total value of the Invoice.
• Tariff – The Tariff ID number will display in this field.
• Duty – This is the Duty amount that may be either a fixed dollar amount or a percentage.
• Duty % – Is the duty amount as a percentage.
• On Cost Factor – The On Cost Factor is calculated as (Cost of Goods + On Costs) / Cost of Goods. This can be inserted manually or automatically populated.
• Unit – Populates the unit details as set in the inventory item, for example Set, Each, Ctn, Kg, etc.
• Ordered – Enter the quantity being ordered.
• B/O – Enter the quantity to be backordered. For you to be able to access the backorder function, stock type will need to be set to Normal.
• Weight/Area – This field displays the total weight or area x order quantity. The user may enter the total weight required which will automatically update the order quantity.
• Carton – Displays the total cartons: quantity multiplied by the carton quantity set in Inventory details.
• Pallet – Displays the pallet quantity: quantity multiplied by the pallet quantity set in Inventory details.
• Final Cost – Is the Final Cost of Inventory ordered including Tariff, Duties and On Cost Factors.

When entering a transaction, a summary appears as a single line, which can be viewed or modified by selecting it and making adjustments in the data entry area provided.

Transaction Footer Area in Purchase Inwards Goods Journal

The Transaction Footer Area in the Purchase Inwards Goods Journal is a convenient information bar located at the bottom of the screen, providing users with quick access to essential details about a transaction.

• Sequence Number – Is the automatically generated unique Sequence number.
• Batch – The Batch field shows the total for all orders entered in the current group.
• Amount – Total Amount is the Tax free amount of the order.
• Arr Ex-Tax – This is the cost before Tax.
• Ordered Weight – Is the Total Weight of the Vendor Order.
• Weight Area – Weight/Area is the total weight or area of all lines entered on the order.
• Cartons – Is the calculated total quantity of Cartons.
• Pallets – Is the calculated total quantity of Pallets.
• Discount – This Discount box allows the user to apply an overall discount percentage to the order.
• Tags – The user can select a saved Tag from this Drop down or add a custom tag. To add a new Tag category, type the name of new tag into the tag box on the screen and then hit the tab key. Then select ‘Yes’ from the pop-up window to confirm. Alternatively, if you wish to remove a Tag from the list, simply select the drop-down menu and click on the name of the Tag you wish to remove whilst simultaneously holding down the Command (MacOS) or Control (Windows) key. Then select ‘Yes’ from the pop-up window to confirm the deletion from your current list. 
• Access to More Functions Button –
  • Export Lines – Export Lines allows the user to export the lines from any inventory or job project base transactions. This allows the user to export lines, then the client or vendor receives an email with a text file attachment, which they can then import into their SapphireOne ERP.
  • Discount – Allows for the generation of an overall discount on the transaction based on either a fixed dollar value or a percentage.
• Zoom for Current Linked Record Button – Clicking on the button once minimises the header for a reduced screen view showing only transaction lines. The button will then change to maximise, and by clicking on it again it will return the screen to the standard view.

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.

Watch how to enter Purchase Inwards Goods Journal in SapphireOne

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