Periodic Invoice Overview
SapphireOne’s Periodic Invoice function can be used to merge multiple invoices into a single invoice for a Client. What this means is that a number of user created transactions will automatically be merged by the system to create a master. Transaction. For clarity in this article the merged transaction will be remembered to as the Master Periodic Invoice.
In some cases, customers will be making a number of purchases for the same items on a daily or weekly basis and these sales will generate a number of SCI’s. Payment terms for the Clients are set up so that payments are made on a recurring basis, which is usually period based. SapphireOne’s Periodic invoicing helps to streamline the management and processing of these transactions.
A selection must be made on the More Details page of the selected Clients record for the period over which this function must be performed – Daily, Weekly, Fortnightly, Monthly or None (disables function). With the exception of the Daily period, the periodic invoicing function merging will only include those invoices that are already Posted.
When the Daily option is selected for a Client, SapphireOne will automatically process these transactions as Periodic Invoices, as soon as they are posted. This means that while all Periodic Invoices may be viewed using a standard Transaction Inquiry, when the Periodic Invoice function is used, SapphireOne will recognise the periodic invoices and filter all of the transactions so as to display in a list of Periodic Invoices only.
For all other options (Weekly, Fortnightly and Monthly), SapphireOne will require the user to access the Periodic Invoices function documented here and execute the Periodic Invoice function procedure.
Dictation and Speech to Text Overview
SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.
You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.
As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.
Dictation and Speech to Text Procedure
This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.
Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line.
The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.
Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive time saver.
How to set up a Client for Periodic Invoicing
Periodic Invoicing for a Client, is set-up on a per-Client basis. To initiate the setup, users should go to: Inventory > Sales > Clients > More Details Page.
When opening a Client Inquiry, first select the required Client from the list of Clients and then select the 
Modify button or use a keyboard shortcut. From here you can select the More Details Page from the page drop-down menu. On this screen you will see both the Periodic Invoice Area and Invoice Reference Area in the left and right hand columns on the same level in the screen.
Periodic Invoice Area (Client Inquiry)
To set up Periodic Invoicing for a Client, users need to fill out the Periodic Invoice area within a Client Inquiry. Once the two data fields have been configured correctly, SapphireOne will automatically generate all invoices as Periodic Invoices for the Client in all future transactions.
Period data entry field
- Period – From the drop-down menu, select the frequency for which the periodic invoices should be created. Options include Daily, Weekly, Fortnightly, Monthly, or None. Once one of these five options has been selected, SapphireOne will initiate the production of invoices for the Client accordingly.
- Output – Select the required Output for the Invoice as follows.
- Print – This is the default output, and SapphireOne will generate the merged invoice as normal..
- Email – When this option is selected, SapphireOne will generate the invoice as usual and attach it to an email for the Client.
- Both – When this option is selected, SapphireOne will generate an invoice as usual, save it, and also attach it to an email to be sent to the Client.
Invoice Reference Area
Although it is not compulsory to populate the Invoice Reference area as outlined below, users are encouraged to enhance invoice identification by entering a prefix and a starting serial number. This practice is strongly recommended to streamline and improve invoice management and tracking.
It is important to highlight that when the correct data is entered into the Invoice Reference area within a Client’s Master record, it will override any Periodic Invoice numbers entered in the Internal Numbers section of a Company Inquiry. This ensures precise and uniform invoicing for the Client.
In this section, the internal reference number for Periodic Invoices is automatically generated by SapphireOne. While this setup is optional, it is highly recommended to ensure that these reference numbers are distinct from regular invoices that are not grouped as Periodic Invoices. This differentiation aids in effective organisation and distinguishing between the two types of invoices within the system.
- Prefix – Input a prefix for the internal reference numbers of Periodic Invoice transactions.
- Number – Specify the starting number for the internal reference numbers assigned to Periodic Invoice transactions.
Each Client should be allocated a unique Prefix and Serial Number. This functionality allows SapphireOne to automatically generate invoices with the designated prefix and number for that specific Client every time a Periodic Invoice is generated. This approach streamlines the process of identifying and managing invoices. For example, if ARCRES is a Client, you can configure invoices to be generated as ARC1, ARC200, or AR1, creating a distinct and organised identification system for invoices associated with that Client.
Periodic Invoice procedures
Let’s begin with a brief overview of the Periodic Invoice procedures in practice. For more detailed information on each of these procedures, you can refer to the corresponding sections further down in this article.
Automatic Periodic Invoice creation process
The automatic Period options for creating a Periodic Invoice are Daily, Weekly, Fortnightly, and Monthly.The automatic creation process for Periodic Invoices is straightforward as follows:
The automatic Periodic Invoice creation process in SapphireOne, once configured, operates smoothly and without requiring user intervention. When the system detects that the predefined time period has elapsed, SapphireOne will automatically consolidate all Periodic invoices into a single Periodic Invoice. Nevertheless, users retain the flexibility to initiate this procedure manually at any time or review the transactions scheduled for processing at their convenience. To access this information, simply select the Periodic Invoice Inquiry option from the Sales menu.
Upon selection, a split-screen interface will appear, allowing users to select a planned Periodic Invoice from the top half of the screen. They may then view the list of invoices marked for inclusion in the lower half of the screen. This feature provides transparency and control over the automatic invoicing process.
- Merging Invoices – When SapphireOne identifies the need to generate a Periodic Invoice, it automatically recognises all invoices that can be combined into a single Periodic Invoice without any user intervention.
- Time Period – Once the configured time period has elapsed, SapphireOne consolidates all Periodic Invoices into a single merged Invoice. These invoices will include both user-created Invoices and any Invoices created using SapphireOne’s Standing Transaction Functionality.
- Invoice deletions – These invoices are now automatically removed as they become integrated into the newly created Periodic Invoice’s lines area. This seamless process eliminates the need for manual deletion or duplication of invoices, enhancing the efficiency and accuracy of the invoicing workflow.
Periodic Invoice Period of None Selected
When the None option is chosen, SapphireOne will still categorise the invoices as Periodic Invoices. However, a specific procedure, as outlined below, will be necessary for the user before generating the Periodic Invoice. The user must be able to promptly distinguish these Periodic Invoices and then process them typically in the order they are created.
Periodic Invoice Function
The Periodic Invoice function can be found on the Sales menu in the Inquiry section. When accessed, it presents a split-screen interface serving two primary purposes. Users can utilise it to:
- Check which transactions are earmarked by SapphireOne for a Periodic invoice and identify the corresponding Clients.
- Proceed with the manual/early creation of a Periodic Invoice or Invoices
Upon accessing this interface, please take note of the following:
- Planned – Any planned merged Periodic Invoices will be presented in the top section of the screen. Upon entering this screen, only these transactions will be visible, and nothing will be displayed in the lower section of the screen
- Selection- When each planned Periodic invoice is selected, the lower section of the screen will show a list of invoices intended to be included in the Merged Periodic Invoice.
- Transactions Generated – These transactions can be user-created or any system created using SapphireOne’s standing transaction functionality.
- Read Only – This list of invoices is for viewing purposes only and is read-only.
This design allows for clear differentiation between the automated system-generated invoices and the ones created by the user, providing a comprehensive view of all Periodic Invoices.
Viewing Periodic Invoices
In the upper half of the screen, users can scroll through the listed Periodic Invoices. When they select a Periodic Invoice in the upper section of the screen, SapphireOne will display a list of Periodic Transactions in the lower screen that the system plans to merge into the selected Periodic Invoice. It’s important to note that the list of transactions in the lower screen is for viewing purposes only, and users are unable to view or modify these transactions. These transactions are provided for reference and are not editable within this interface.
Modifying User Created Periodic Transactions
When the user double clicks into a Periodic Invoice transaction in the upper section of the screen, SapphireOne will then display a new split screen which now displays a list of the user created Periodic transaction marked for inclusion in the Master Periodic transactionlist of transactions that SapphireOne wants to merge in to the currently selected/highlighted Periodic Transaction.
By selecting one of the transactions in the list then selecting the 
Open Invoice Inquiry button the user may view the original invoice with all functionality available including printing and emailing.
Remember that for Daily periodic Invoices SapphireOne will action them automatically as they are posted. Before creating a Periodic Invoice, the user must first post the transactions that are to form a part of this periodic Invoice.
Once the user is happy with the on screen merge, they can now proceed to the creation of the Periodic transaction, but note that the Periodic Invoice has not been created yet!
Merging procedure for a Periodic transaction:
t is important for the user to be aware that there are two methods for processing invoices raised as “voices.”
- Automatic Method – The first method involves automatic processing. This is achieved by allowing the computer’s clock to reach the specified date and time, at which point the periodic invoices will be automatically merged into a single invoice.
- Manual Method – The second method is the manual approach, which requires following the documented procedure provided below.
It’s important to note that the process of converting transactions in the list into a periodic invoice in SapphireOne involves the use of a Sapphire Tool. When the user is prepared to proceed, they can access the Periodic Invoice function by following these steps:
- From Accounts mode, select the Sales drop-down menu.
- From the Sales drop-down menu, choose the Periodic Invoice option.
- Then from the Sapphire Tools menu, select the first option listed, which is Create Periodic Invoice.
Following these steps will prompt SapphireOne to display the Create Periodic Invoices… alert as depicted below
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SapphireOne will now create periodic invoices for the Clients that have the Period set up as by the selection of checkbox. If Weekly is selected SapphireOne will create a Periodic Invoice for all Clients set as weekly. The same applies when either the Fortnightly or monthly check boxes are selected.
Next select the date of the last transaction that is to be included in this Periodic Invoice. Once the date has been entered select the ‘Ok‘ button and SapphireOne will commence the merging of the user created Periodic Invoices into a single merged Periodic Invoice. All of the user created invoices will be deleted by SapphireOne.
The result is a new periodic invoice with its own individual sequence number displayed in the top section of the screen. In the lower section of the screen all lines from the invoices will be displayed. It should be noted that line items or inventory items will not be totalled and merged together, but will be kept as they were in the individual invoices so that a cross check may be done back to the individual invoices. Remember that in Inventory mode this periodic invoice will not be displayed in a normal transaction inquiry.
Payment of Periodic Invoices
Payments are processed as normal using Accounts Mode, however they are slightly different to SCI’s/Invoices.
Inventory Mode
- The original SCI’s (Sales Client Invoice) with their user or system generated internal reference numbers may be viewed at all times in the Transaction Inquiry screens or lists for both un-posted and posted transactions. However they must be posted before they will be selected by SapphireOne for inclusion into a periodic invoice up to and including the date that the user has selected.
- By default, Periodic Invoices that have been created from these posted SCI’s (Sales Client Invoice) in Inventory mode, will only be displayed in the Periodic Invoice function itself. The top of the screen will initially display a list of all current periodic transactions. Then as each periodic transaction is highlighted, SapphireOne will display the SCI’s (Sales Client Invoice) or invoices that have been merged into the Periodic transaction.
Accounts Mode
- Once the Periodic SCI’s (Sales Client Invoice) have been posted in Inventory mode SapphireOne, if set up, will raise the associated CI’s (Client Invoice) in accounts mode in the normal manner. However, these CI’s (Client Invoice) while appearing in the transaction inquiry lists, they will be treated differently by SapphireOne when receipts are to be generated.
- Once the user elects to raise a CR (Client Receipt) for a Periodic Client it will then look for the Periodic invoices in SapphireOne in Inventory mode, it will then look for the associated CI’s (Client Invoice) and treat them as a single merged transaction. It will then list the Periodic Invoice with the Ʃ symbol in the client field to indicate that this is a merged or Periodic invoice.
- Once a CR (Client Receipt) is raised and the button select the allocation function screen will be displayed as seen below. Note that we have two transactions and both have the Ʃ symbol.
When we highlight the transaction and select the button the transaction expands to display all of the Periodic Invoice CI (Client Invoice) is replaced with the CI’s (Client Invoice) that are merged into the Periodic Transaction as seen below. If an invoice is not paid for some reason the user may allocate on a transact by transaction basis within the periodic invoice itself.
Bank Reconciliation Function
To all intents and purposes with periodic invoices. The only alteration in the Bank Reconciliation is that SapphireOne does not display the individual transactions. It only displays the Periodic Invoice created from the Periodic Invoice Function and these may be marked off and processed as normal.
Client Balances
The periodic Invoice will also be displayed in a Client Inquiry and in any Client balances that are printed.
Posting
This series of functions below are for Posting to the General Ledger.
When Transactions are created and saved they are held within SapphireOne and they are NOT immediately posted to the General Ledger. Posting is a verification process. Transactions do not appear in the General Ledger Balances until they are posted. Regular postings are a recommendation. Un-posted Transactions may be modified but posted Transactions cannot be modified.
The menus for Posting comprise of:
Back Orders, Delivery, Order Reschedule and Post Transactions.
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