Till Client Invoice (TCI) - Simplify Point Of Sale Management

Till Client Invoice Overview

The SapphireOne Till Client Invoice functionality, also commonly referred to as Point of Sale, enables the SapphireOne user to search and select inventory, and view images and data descriptions related to inventory items, and tabulates the inventory items selected. 

SapphireOne Point of Sale (POS) is when a retail transaction is created quickly in a retail environment. You will have a desktop, e.g. iMac, where you will have either a dedicated Salesperson, commonly referred to as a Point of Sale Operator, or the second scenario, you may have a Point of Sale System where there are multiple staff on the floor, whom log on to the same computer and login with a unique login ID and password to create a Client Sale (POS). In larger type organisations, typically, you will have a dedicated Point of Sale (POS) operator. The second scenario is more common, in boutique or bespoke retail environments where you may only have, at any one time, less than five clients in a store and you may have two or three sales people in this environment. Typically, this will be larger type ticketed priced items.

When using SapphireOne Point of Sale, most customers will have barcodes on each of their inventory items and the price will form part of the barcode. By simply scanning the barcode, this will automatically indicate on the Point of Sale to the operator the transaction value. When the client is in a position to proceed to paying for the items that have been entered into the Point of Sale typically a client will present a credit card or cash where the Sapphire point-of-sale person will enter the either tended amount or the receipted amount for the purchase. The point-of-sale will display the invoiced amount as well as the receipted amount.

The invoice and receipt are combined into one document and the Point of Sale (POS) user may ask the customer client if they would like to have the invoice and receipt emailed to them. From Sapphire Point of Sale you can select the email option and elect to email it directly to the client. More traditionally these have been printed on a thermal roll printer. Point of Sales are moving towards emailing and being able to record the clients email address for adding to things like Mailchimp and marketing campaigns. When your client is making payment, typically that may be done through a terminal and the terminal will scan or swipe the card or phone presented. In the case of an iPhone, it would be something like Apple Pay and then that scenario it would automatically update Sapphire Point of Sale and once again would produce the completed invoice and receipt. The Point of Sale system can include other devices such as barcode scanners, scales, etc. to form part of the Point of Sale device.

The big game changer with having point of sale as an integral part of your SapphireOne solution brings all the business operations into the one application for example client relationship management CRM marketing campaigns to those customers either by follow-up phone calls or emails, inventory management, warehousing logistics, distribution.

In conclusion, the summary of an inbuilt Point of Sale within your SapphireOne is the ability to record in real time transactions with your clients, date and time and the goods and services purchased by the client. 

POS Transaction Types and Codes in SapphireOne:

The reason that transaction codes for POS have a different first letter is for users to easily identify transactions that were processed using the POS function. Once they have been saved and a list of transactions has been called for, they are nearly identical to transactions from other areas of SapphireOne. For example, the data entry procedures for a TCI are nearly identical to an Sales Client Invoice (SCI). There are some differentiations with data entry fields. For documentation on an SCI please refer to the article on Sales Client Invoice.

Master Defaults for POS

The settings in Master Defaults must be checked first before commencing to use SapphireOne’s POS functionality. To check settings go to: Utilities \ Controls \ Master Defaults \ POS Page. This article may be read by viewing the article on Master Defaults Point Of Sale, which is in Utilities Mode.

A very important item on this POS page in Master Defaults is the entry of a cash client. A cash Client must be created first, and is then used to set up as the default Client when processing cash sales in both Client Server mode and POS based transactions. Any ID may be used but the most common one would be CASH for the ID.

Till Client Invoice Page

The Till Client Invoice screen in SapphireOne (commonly referred to as a Point of Sale (POS) is the first item in the SapphireOne Inventory Mode POS Drop-Down menu. The Till Client Invoice allows users to search for and select inventory, as well as view images and data descriptions related to the inventory item and tabulates the inventory selected. The user can select an invoice type from a transaction type such as Sale, Layby, Return as well as an Account Invoice.

The TCI function also allows the user to enter a Rep ID and a Till Persons ID. The user has the ability to queue current transactions and reload a queued transaction. When paying by cash, the TCI gives the user the ability to enter an amount, and Sapphire POS will tell the operator how much change is required and the denominations of that change. Once a Till Client Invoice is posted it is converted to a Client Invoice (CI), a Client Receipt (CR) is created, and the inventory stock levels are automatically updated.

Transaction Type Area in Till Client Invoice

The Transaction Type Area has three radio buttons to select the type of transaction. Once the invoice is complete, SapphireOne will automatically update stock according to the transaction type executed.

• Sale TCI – This is a normal sale transaction the same as a Sales Client Invoice, SCI in Inventory mode but specific to a POS based transaction. These transactions will have a type code of TCI.
  • Posting – Once this cash based transaction has been completed, SapphireOne will immediately post it and this will create a CI and a CR in Accounts Mode and Inventory Stock levels are updated automatically immediately.
• Layby LCI – This transaction is the same as a TCI but SapphireOne allows the transaction to be saved even though full payment has not been completed and at the creation of any Layby transaction the Inventory stock levels are updated.
  • Posting – The transaction may then be posted which will convert it to a CI and a CR in Accounts Mode.
• Return – This is the same as a return in Inventory mode of either a Sales Client Credit. This allows the processing of goods sold through the POS function, to be returned.
  • Returned items – Returned inventory will automatically be entered back into the inventory database in SapphireOne. Any returned items should be marked as returned and checked as some items will be returned as faulty and should not be returned to stock.
• Account Invoice – This option will create an invoice for the customer where they do not pay for the inventory at the POS entry, but it becomes apart of their normal accounts process and they pay on the due date.
  • Usage – From the Client ID data entry field enter an Existing Client ID as normal.

Inventory Selection Area

The Inventory Selection Area allows the user to add an inventory item to the invoice by entering in the exact ID or a part of the ID with the “@” or “?” symbol at the end and searching for the inventory item using the Wildcard feature. Similarly, items scanned will automatically populate in the Sales Line Area. For multiple items repeat the scan for as may items that the customer has. Each time the item is scanned the quantity will increment by 1.

Alterations to Inventory details must be made in the Sales Line area, in the center of the screen. The main alteration would be to the quantity as SapphireOne, depending on the settings in master defaults, will enter in either a zero or one for the quantity. This feature has been in place to minimise accidental alterations to the inventory item quantity as alterations to the inventory items details should not normally be made. 

Inventory Information Area

The Inventory Information Area, at the left side of the screen, will display the images that have been assigned to the inventory item, as well as any other previously entered data.

Location Button

Clicking this button will bring up another screen that will list the location of the inventory, the site at which it is located, the number currently available, back ordered (B/O), order (OCI) and when the next deliver of the inventory is scheduled.

Matrix Button

The Matrix button displays the Inventory Items Quantities by Column Name and Row Name. A fashion matrix, or ‘Colour-Size Matrix’ refers to the mens whereby fashion, footwear and/or apparel Retailers track product variants in a grid format. These Manufactures, Distributors and Retailers manage their product variants by creating a multi dimension grid aligning and the colours of a line of stock against the sizes.

Other Data Fields Displayed

• Class – Populates with the class details as set up in the inventory item.
• Unit – Populates with the unit details as set up in the inventory item, for example Set, Each, Ctn, Kg, etc.
• Type – This is a linked field that automatically populates with the type details as set up in the inventory item.
• Brand – Populates with the Brand details as set up in the inventory item.
• Detail – Is a linked field that will automatically fill from the Detail data set up in the inventory item.
• UPC/Bar Code – This box will automatically fill with the unique digit number assigned to the inventory item.
• Width – This will display the width of the inventory item according to the inventory details.
• Height – Is the height value entered for the inventory item.
• Weight – Is the weight value entered for the inventory item.
• Carton – Is white and displays the total cartons: quantity multiplied by the carton quantity set in Inventory details and is not user modifiable.
• Notes – Displays the notes recorded in inventory details for the specific selected inventory item.

Tracking Area

The Tracking Area in the top right corner of the TCI screen displays the following metrics, which allow the invoice to be appropriately recorded and searchable.

• Rep ID – This field automatically fills with the sales representative ID for the sales representative that is logged in.
• Till – This field automatically fills with the name assigned to the till and till user in which the current TCI is being completed. Tills are set up in a Shop Inquiry.
• Invoice No – This is a unique number that is generated and assigned to the POS transaction (TCI) in order for it to be recorded and stored in SapphireOne.
• Seq – This is the automatically generated unique Sequence number.
• Order No – The order number is a unique number that is generated and assigned to the order for purposes such as data recording, tracking and shipping.
• Tag – This is a field with a drop-down menu of different Tags that may be created by the user.

Inventory Line Entry Area

The user should note that there are three tabs across the lower section of the screen.
Sales Items Details F1, Customer Details F2 and Payment F3. The user may use the mouse or the appropriate F key to make their selection.

The Inventory Line Entry Area allows the user to scroll through the Inventory Items listed in the TCI. This area displays on a line by line basis the following items. SKU or ID, Description, Quantity, Rate Ex Tax, Tax, Total Including Tax.

The area immediately below this lines area provides the user with the following functions.

• Delete – This button allows users to remove a selected inventory line item from the TCI.
• Up – This button allows the user to scroll up through the inventory items in the list.
• Down – This button allows the user to scroll down through the inventory list.
• Queue Current Transaction – This button will queue or store the current transaction, and will allow it to be reloaded in the future by the Load Queue Transaction button. This is especially useful when customers forget an item at checkout and a till person must continue with other customers orders.
• Load Queue Transaction – This button will allow the user to bring up queued or stored TCI’s into the TCI interface again.
• Order Summing – The items below are totals for the transaction and are not able to be altered by the user as they are sums from the line entry area above.
  • QTY Display – This displays the grand total of Inventory item/s in the TCI.
  • Tax Display – This displays the grand total tax of the Inventory items/s in the TCI.
  • Total Display – This displays the grand total including tax of the Inventory item/s in the TCI.
  • Weight Display – Displays the grand total weight of the Inventroy item/s in the TCI.

Sales Item Details Tab F1

As each item is added to the customer’s list of purchases, it will simultaneously be displayed in the Sales Item Details tab with the details about the sale price of the inventory item. Additionally, these details can be viewed by selecting an inventory item in the TCI list and clicking the Sales Item Details Tab.

• SKU – The SKU (stock-keeping unit) is an automatically generated barcode most often seen printed on product labels in a retail store. The SKU is composed of an alphanumeric combination of eight-or-so characters.
• Description – The description written in the Inventory Item’s record will automatically populate this box for the selected inventory item.
• Quantity – Quantity is the number of the selected inventory item being ordered in the TCI. This automatically defaults to 1 from a Master Default setting. However, it may be changed by the user. Similarly, there is no limit on the quantity other than stock levels at the time.
• Rate – This cannot be altered and is drawn from details in the Inventory Items record. This may or may not include tax as there is a setting in Master Defaults Inventory to display it either way. 
• Discount – This field is used to apply a discount across the entire TCI. Once the button will display an alert which allows the user to do the following. Remember that the 2 data entry fields interact with each other so the last data field as entered, will be applied by SapphireOne.
  • Percentage – Enter as a percentage of the inventory items total cost.
  • Amount – Enter a Dollar amount.
• Amount – This field is used to apply a discount as a dollar amount to an inventory items total cost.
• Final Rate – The final rate can be set as fixed or alterable by the user. This displays the cost of the inventory item without tax.
• Tax – This field displays the tax applied to the Final Rate price of the inventory item.
• Total – The total price of the inventory item, the Final Rate plus the Tax, will be displayed here.

Customer Details Tab F2

The Customer Details tab displays the clients current Account details. 

• Client ID – The Client ID box is customisable by the user to allow for a Clients ID that has been entered into SapphireOne to automatically populate the Delivery Address box. If the customer does not have a Client ID, a Delivery Address, Instruction and Footer Details can still be added to the TCI.
• Std Price – The STD (standard price) will display the normal price that has been entered into the Inventory Item’s record in SapphireOne for the selected inventory item.
• Total Due – The Total Due value is not customisable and is attached to the Client ID. If the Client ID has outstanding orders the amount they owe will be displayed here.
• Order Number – The order number is a unique number that is generated and assigned to the order for purposes such as data recording, tracking and shipping.
• Cash Sale – This is where there is an account for the client customer but there is no credit provided. This allows for the ability for the customer to build up loyalty in SapphireOne.
• Delivery Address – The Delivery Address box will automatically generate with a customer address. If a customer has not created a client account in SapphireOne, this box can be edited in the TCI screen at the POS to allow for input of a customers address without needing to create a new client in SapphireOne.
• Instruction – The Instruction box can be edited in the TCI screen at the POS to add instructions to the order process, such as leave at door, fragile item ect.
• Footer Details – This box is customisable in the TCI screen at the POS and allows users to add additional comments to the TCI.
• Edit Client – The Edit Client Button allows the user to check if client details are still the same, such as delivery address, prior to processing, and allows for editing if these have changed.
• Sales History – This button allows the user to view the purchasing history for the selected client. This can be important for identifying recurring customers and applying discounts appropriately.

Payment Tab F3

The Payment Tab is used for finalising the TIC as it allows for the input of customers payment methods. The F keys may be used when the user likes to use the keyboard and where used is indicated in the documentation below.

• Multiple Payments – Of the payment types listed below, one or all types of payments may be used ina single TCI payment. SapphireOne will total the payments as they are entered displaying the amount owing each time an amount is entered. The types of payment types are as follows and remember that the F keys from F7 to F10 are used.
  • Cash (F7) – Enter the dollar figure amount that is being paid by Cash.
  • Card (F8) – Enter the dollar figure amount that is being paid by Credit Card.
  • Cheque (F9) – Enter the dollar figure amount that is being paid by Cheque.
  • Voucher (F10) – Enter the dollar figure amount that is being paid by Voucher.
  • Account/Other – Enter the dollar figure amount that is being allocated to their Client Account Balance. A valid Client ID must be entered instead of the default Cash Client.
• Balance – Any amount that has not yet been allocated will be displayed here to ensure that the amount is always reconciled. If the balance is in credit, the customer will require change be given out it will in brackets indicating a negative amount for the TCI.
  • Cash Change – This data field is directly linked to the Balance data field. This is the amount to be given back to the Client/Customer in Cash. This will typically be something you see in a POS environment.
• Credit Cards – Data entry for credit cards follows a well documented standard procedure and is documented here for the article as follows.
  • Card N° – Enter the Credit Card Number.
  • Expiry – Enter the expiry date.
  • Authorisation N° – Enter the Card Authorisation Number. Ususally a 3 or 4 digit number on the back of the card.
  • Type – Enter the Card Type i.e. Amex, MasterCard, Visa, etc.
• Finance – This drop-down is set up specifically for finance payment options, such as ApplePay, AfterPay or ZipMoney.
• Total – This is the total sum amount of the dollar amounts entered in above Payment Details area.
• Balance – See above Balance.
• Payment – This is a sum total of all the different types of payments.
• Cash Change – The amount to be returned to the Client in the form of Cash.
• Exclude from Loyalty – Selecting this box will not include the current TCI in the SapphireOne loyalty programs for the client.
• Process – Selecting this button processes the TCI online through SapphireOne which then posts it and creates a CI and a CR which may be given to the customer. See below printing receipts.
• Cancel – Selecting this button will cancel the TCI.

Printing Customer Receipts

Printing of receipts may be done in 2 ways. 

1. Set the Master Default checkbox in POS, Always Print as selected. As each POS transaction is processed SapphireOne will automatically print a receipt. 

2. All transactions processed through POS may be printed or re-printed at any time by going to Inventory > POS > Transaction, then select the transaction to be printed/re-printed. 

Printing Merchant Receipts

This may be done as above by manually printing them, or SapphireOne may be set up to automatically print them at the time of processing the transaction. 
This is set up by going to: Utilities > Controls > Master Defaults > Point of Sale 

Entering a number into the Multiple Copies data entry field will cause SapphireOne to additional copies of the POS transaction in addition to the one printed when the Always print checkbox is selected. 

Multiple Copies of the POS receipt will not work unless the Always Print checkbox is selected. 

Action Page

Action Page Overview

The Action Page is a versatile tool that can be added to major records and transaction tables. It includes various actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps, as well as All Day Notifications. This provides users with a centralised location to manage and organise their tasks, meetings, and notes, improving efficiency and productivity.

The Action Page allows users to use the add or delete buttons to add or delete actions as required. Simply select the relevant button to add or delete an action.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes a sequence number, title, type, action, user, privacy settings, status, tag, and link fields.

• Sequence – SapphireOne automatically generates a unique sequence number for each action.
• Title – Enter a title for the action.
• Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
• Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
• User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
• Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
• Status – The user has three options: Open, Hold, and Completed.
  • Open – Action is open and active.
  • Hold – Action is active, but no alarms will be active.
  • Completed – Action is now Inactive and won’t be displayed in any list of actions.
• Tag – Users may attach a tag to an action, which will create a permanent tag within the drop-down. To add a new tag, type the name of the new tag into the tag box and press the tab key. Select “Yes” from the pop-up window to confirm. To remove a tag from the list, click on the tag name while holding down the Command (MacOS) or Control (Windows) key. Select “Yes” from the pop-up window to confirm the deletion.
• Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.

Check List Area

SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.

Dates and Times Area

• Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
• Completed – Entering a completion date for an action deactivates it, and it will no longer appear in action lists.

Alarm Area

Never forget a task again – set up alarms to send reminders via email at specific dates and times. Users can also receive email notifications with the provided email address.

Recurring Area

If necessary, the alarm can be set to recur at intervals selected from the Type drop-down menu. Additionally, the recurring period can be defined by date.

Notes Area

Click the green clock button to add time and date stamps to your notes. You can also customise the font, style, color, and background color of the text in the Notes area by highlighting it and right-clicking.

Invite Attendees Area

In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them an email notification if their email addresses are provided. Additionally, you can manage and track attendees’ RSVP status in real-time.

Documents Page

Documents Page Overview

The Documents Page centralises document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents Area

The Documents Page simplifies file management by allowing various document types to be attached via drag and drop, including PDFs, spreadsheets, photos, and more. It provides a centralised location for document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents can only be attached once the corresponding record has an assigned ID.

Documents List Screen Options

There are eight buttons on the Document List screen, as follows:

1. Open – Allows viewing of the currently selected document.
2. Update – Prompts the user to import a new version of the selected document while maintaining links to any associated transactions.
3. Scan – Accesses a scanner for scanning documents directly into the data file and linking them to the current transaction (requires a compatible scanner with software).
4. Save – Saves the currently selected document.
5. Link Document: Enables linking of the selected document to other transactions in the data file, presenting a popup for user selection.
6. Link Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
7. Link Existing Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
8. Delete – Deletes the currently selected transaction or record.
9. Add – Displays a search function for selecting a document from the local computer or device.

Details Area

The Details area allows users to add a custom name, description, and tags to each document, enabling easy search and location of specific documents. These details can be customised to meet the specific needs of the user or organisation, further improving the efficiency and organisation of the Documents Page.

Last Modified Area

The Last Modified section displays the date and time when the document was last modified, as well as the user who made the changes. This feature helps maintain accountability and enables efficient tracking of document modifications.

History Area

The History area records changes made to the document, including the date, time, and user who made the changes. This provides a valuable tool for tracking and managing document revisions.

Links Area

The Links area allows users to record links to other places where the document has been attached. Links can be added or removed using the (+) and (-) buttons, providing an efficient way to manage and organise related documents.

Notes Area

The Notes area allows users to add any relevant notes related to the document. Clicking the green clock button will add a date/time stamp, further improving document tracking and management.

Workflow Page

Workflow Page Overview

Before setting up any workflow functions, the Organisation Chart must be setup first. please read the article titled Organisation Chart.

The Workflow Rules function in SapphireOne enables users to establish rules and procedures for the approval and processing of transactions. You can create Workflow Rules in the following location: Utilities > Controls > Workflow Rules.

Once you’ve set up the Workflow Rules, they can be viewed from most Inquiry Lists in SapphireOne when a transaction is opened for viewing or modification. The Workflow Rules Page displays the rules applicable to the currently opened transaction. Users can view this page with the following restrictions:

• User Access – Although all users can view the Workflow Rules relevant to the currently opened transaction on screen, they are not allowed to modify the Workflow Rules.
• Workflow User – When the user responsible for performing a task for the transaction accesses the Workflow Rules Page, they can approve or reject the transaction for further processing.

In Management mode, you can access the Workflow Centre from the main menu: Management > Analysis > Workflow Centre.

To access this function, users must have the Workflow Centre item selected or ticked on the menus page in their User Access file. The Workflow Centre provides a list of all transactions in the data file that have a workflow restriction incorporated into them. This feature allows users or groups of users to manage all transactions with a workflow restriction or error placed on them.

A Workflow Rule must be set up before entering any transactions. The rule is embedded into the transaction itself upon entry and will persist even if the workflow rule related to the transaction is removed. If a workflow rule is modified and there are existing transactions that need the updated workflow rule applied to them, these transactions will have to be deleted and re-entered under the new Workflow rule.

Setting Workflow Rules in SapphireOne

Once you’ve created the stages, you can assign the appropriate user or group of users to each stage. SapphireOne allows for the creation of any number of groups with multiple users within each group, enabling various workflows and approvals to be applied to different transaction types or departments within a company. You can also set a time limit for each stage, which facilitates automated reminders to be sent to users who haven’t yet approved or notified the workflow rule.

SapphireOne has the capability to generate email notifications and reminders to be sent to users at each stage of the workflow process. These email notifications can be customised to include specific information about the transaction, such as the transaction ID, date, and amount.

Once a workflow rule has been created and applied to a transaction, it will be displayed on the Workflow Rules Page for that transaction. The user responsible for approving or notifying the workflow rule can access the Workflow Rules Page and take action accordingly. Once all stages of the workflow rule have been completed, the transaction will be authorised and can proceed to the next stage in the process.

Overall, setting workflow rules within SapphireOne provides a powerful tool for companies to manage their approvals and authorisation processes while also improving their efficiency and accuracy in handling transactions.

Workflow Example

Imagine you’ve set up a workflow rule with five stages. To progress from Stage 1 to Stage 2, it requires approval from a minimum number of users authorised to approve Stage 1, which could be set to 3 out of 5 users, for example. These authorised users can be assigned to a level within Stage 1, and you can choose to assign a type to the level, such as User, Level, or Creator. For each type, you can enable or disable checkboxes for Authorisation Required, Hierarchical Authorisation, and Email Notification.

Another example could be a workflow rule for Leave Requests. Stage 1 might involve an employee entering a Leave Request, which then moves directly to Stage 2, where the manager is notified. Stage 3 could involve HR approving the leave, and Stage 4 could be notifying the original creator (employee) whether their leave has been approved or not.

When a new transaction is created with a workflow rule, it will have an error status of “WF” and cannot be printed, converted, emailed, or posted until it has been authorised by the assigned user, group, level, or creator. If a transaction is rejected, it will remain in the list with an ongoing “WF” error status. It can then be left as is or deleted as needed.

For each rule that includes a Workflow entry, a user or group of users must be designated with a restriction, which will result in them generating all or some transactions with an error code of WF.

Moreover, a user or group of users must be set up to approve these transactions. The selection is made using the two checkboxes: ‘Authorisation Required’ and ‘Hierarchical Authorisation’.

Workflow Rules Details Page

The Change button, as seen in the screenshot below, is directly linked to the Organisation Chart function found in the Controls drop-down menu. The Organisation Chart function serves as a means to organise multiple users within a hierarchical group. This feature is further documented in a separate article on the Organisation Chart.

Details Area

The available options are as follows.

• Sequence – SapphireOne will enter a sequentially generated number, and it cannot be altered.
• Title – Enter a Name or Title for this workflow entry.
• Tag – Enter a Tag if required. Keep in mind that this list of tags can be set up by the user as needed.
• Company – SapphireOne should enter the company, but if it doesn’t, enter the company manually.
• Department – Enter a department if required.
• Transaction – Choose from the extensive list of transactions when the blue arrow is selected. For every type of transaction, the user can set up individual rules as needed.
• Rules Trigger – Next, select a rule from the Rules Trigger list box to be applied. Once the selected rule is violated, the workflow function will become active and activate the Workflow function.
  • Transactions – The first three rules will generate a WF error if the user tries to Create a New Transaction, or Modify or Delete a transaction.
  • Above $ – This option will generate a WF error when any transaction exceeds a specified dollar amount.
  • Average Cost – Any transactions below average cost will generate a WF error.
  • Credit Limit and Stop – These two options will generate a WF error when the conditions are met.
  • Negative stock – Any transaction that takes inventory into a negative stock level will also generate a WF error if this option is selected.
  • Leave Request –  If any user makes a leave request, a WF error will be displayed, alerting the HR officer.
  • Tracking Notes – This will generate a WF error, used to alert the user responsible for managing tracking notes.
  • Bank Details – This is linked to SapphireOne’s G/L accounts that are bank accounts.
  • Floor Price – When this option is selected, a WF error will be sent to the chosen user, allowing them to approve or disapprove the sale.

Workflow Stages

• Stages – Next, set the number of hierarchical stages that must be navigated before the WF error is removed. Each stage will occupy a column in each row in the flow list. Up to 6 stages or levels of authorisation are provided, although managing 6 levels could be challenging. To simplify it, entering the number 3 here will set up three columns in the flow area below with default headings.

• Single Stage – If only a single level of approval is required, leave the Stage set at 1 for a single level of approval. The flow area below will display just one item across the entire row, as seen to the right.

• Multiple Stages – If more stages or levels are required, enter a number from 2 to 6. The additional stages will be added as extra columns in the flow area, as seen to the right.
• Notes – Any notes for this workflow rule can be entered here.

Now that we have created a rule for a transaction, we need to select how it is to be applied. In the Flow area, enter the Users or the Level of users to whom the rule will be applied.

Flow Area

• New Button – To enter in a new event the following procedure must be followed.
  • Column or Stage Selection – The user must first select the column and then click the New button in the top right-hand corner of the Flow area. SapphireOne will place the word “User” in the column that was selected.
  • Multiple Stages – Repeat the procedures above for each column or stage in the workflow function. From now on, once one of the stages in the line has been selected, it will change to the orange colour, as seen below.

• Stage Selection – The user must now select each stage in sequence and set up the following details for every stage.
  • Stage – SapphireOne will add a suffix of the stage number to the name “Stage”. The user may then enter a column heading name for the stage if required.
  • Type – The user has 2 choices here: Approve or Notify. If “Approve” is selected, the user will have to go through the approval process before the Workflow error is removed for them. If “Notify” is selected, the user will only have to open the transaction for viewing.
  • Number – The number entered here indicates the number of users that have to approve this transaction before the WF error is removed from the transaction. Zero means none, and 5 means five. Be careful here, as the default is usually not wanted, so a number will have to be manually entered.

Party Group

For each stage, this area sets up the users and the tasks they are to perform for this Workflow function.

• Type – This will determine how the workflow rule will be applied as follows.
  • User – When this option is selected, a data entry field will be displayed, allowing the user to enter a selected user’s ID, linking the rule to a single chosen user. Once a user ID has been selected, SapphireOne will display the selected user’s ID.
  • Level – When this option is selected, the Change button will be displayed. When it is clicked, SapphireOne will display the organisational chart, allowing the user to select an organisational level for this rule to be applied to. Once a level has been selected, SapphireOne will display the name of the level selected.
  • Creator –  When this option is selected, SapphireOne will allow the creator of the transaction to process the transaction.
• Authorisation Required checkbox – This checkbox is crucial in relation to the Workflow Rules function. When selected, SapphireOne will enforce the WF error for the selection made in the Link radio buttons. If it is not selected, SapphireOne will allow the user to create and save transactions as listed without a WF error as normal. However, they will also receive the active message pop-up dialogue when there are transactions within SapphireOne created by other users that meet the criteria set up in the Workflow rule.
  • Selected – Restricted saving of the selected transactions with WF error.
  • De-Selected – All transactions saved normally and permission to approve selected transactions.
• Hierarchical Authorisation Checkbox –If this checkbox is selected, SapphireOne will allow anyone above the level that has been entered for the stage to authorise the transaction.
• Notes – Finally, enter any notes for this workflow entry.

Checking for WF Transactions

User Work Flow Alert – For any user required to approve workflow transactions, there will be an additional button displayed at the right-hand end of the toolbar, as seen here .

When the user clicks this button , SapphireOne will display an alert dialogue indicating how many workflow transactions require their attention for processing.

Organisation Levels and Mixed Permissions

Note that the Organisation Levels referred to here are from the Organisation Chart function in the Controls drop-down menu.

When Organisational Levels are used when setting permissions for Workflow Rules, the Levels are not hierarchical. In the level above, a user will not have automatic authorisation permissions granted. If this were allowed, everyone above the working level would be viewing authorisation alerts, including the General Manager or CFO.

Authorisation may only be assigned at a particular level by selecting the Authorisation Required checkbox for any user or groups of users in SapphireOne.

If authorisation permission is to be set at the User Level, the users should not have the Rules Level set in their user file on the first page of a User Inquiry (Details Page). Care will also have to be exercised when Organisation levels are used with users on a user-by-user basis.

Probably the most common error when setting up this function is the creation of a conflict. For example, authorisation has been granted for Sales Managers and Authorisation Required for the user SapphireOne Sydney, who is also in the Sales Managers group. That is a direct conflict that must be avoided at all costs, as the user has been included as part of the Sales Managers level.

Do not mix permissions. Ensure that a specific user who is not allowed to authorise transactions does not also form part of any organisational level that may authorise transactions.

Workflow In Operation (Restrictions)

When a user creates a transaction and saves it, SapphireOne determines if a workflow rule should be enforced. If a rule is broken and the checkbox has been selected, SapphireOne proceeds to save the transaction with a status of “err” for error. The error code will be “WF” for Workflow, meaning that a user with appropriate authorisation must approve the transaction in order to remove the error code and enable further processing, as documented on the previous page.

From SapphireOne’s setup, there are two types of users who will require authorisation or be able to authorise transactions:

• User who initiates or creates the Transaction – The user’s ID will be recorded by SapphireOne, and they will be the only user to receive the Active Message pop-up for the transactions they create. Until a user actually creates a transaction, they will not receive any Active Message authorisation pop-ups. OR Specific Users, for example, SONE0 SapphireOne Syd, i.e., a new staff member whose transactions management wants to check before processing. They will also only receive the Active Message pop-up for the transactions they create.
• User Level – This is different, as it refers to a group of users who share the same Rules Level set in the first page of their User Access Inquiry. Once a transaction has been created by a single member of the Rules Level Group, all users in the same group will receive the Active Message pop-up. For example, if there is more than one user with a Level of Sales Manager set in their user file, they would all be presented with the Active Message pop-up.

Workflow In Operation (Approvals)

The rules for approvals follow the same logic as for restrictions, only in reverse. Some planning will be required when setting up the rules to ensure the desired outcome is achieved. If organisational chart levels are used throughout, and you have 100 sales staff and 1 sales manager set to authorise transactions, the Active Message pop-up will be displayed to all 101 users. This may not be the desired outcome, as it could lead to inefficiencies and unnecessary notifications for some users.

To prevent this issue, it is crucial to carefully plan and set up the Workflow Rules according to your organisation’s structure and requirements. You may choose to have specific users or levels to handle approvals, or you may implement a more hierarchical approach to ensure that only the necessary users are notified and involved in the approval process.

By carefully considering the organisational structure and the roles of each user in the Workflow Rules, you can create an efficient and effective approval process that meets the needs of your organisation without causing unnecessary confusion or delays in transaction processing.

Setting Up Rules

The Authorisation Required checkbox must only be selected for users who are permitted to authorise transactions.

There are three options for selecting users when setting authorisation rules, which are detailed below:

1. User by User Basis: The user ID of each individual user must be entered. This option can be used in two ways: for a specific user who is authorised to approve transactions, or for a new staff member whom management wants to monitor by checking all transactions they create before further processing.
2. Organisational Level Basis: This option can be used when a group of users is selected from the organisational chart. For example, all sales staff could be set up so that any transaction they create requires authorisation. However, it should be noted that this could create a problem where all sales staff are presented with an “Active Message” for every transaction created by any user in the sales staff group, which could become annoying.
3. User Who Starts Transaction: This is likely the best option for setting authorisation rules. By not selecting the “Authorisation Required” checkbox, SapphireOne will require that all transactions be authorised, but only the user who created the transaction and any user with the checkbox selected will be presented with the “Active Message” popup.

Two Events per Rule

As shown below, for every rule set up, there must be a minimum of two events established. One that necessitates authorisation and one that doesn’t, as shown below. It’s not enough to have a WF error on a transaction; there must be at least one staff member who can authorise any WF transactions that are created.

Examples

For every rule created, there must be at least two events set up: one that requires authorisation and one that does not. It is important to have at least one staff member who can approve any WF transactions that are created. From the Organisation Chart referred to above we will discuss three scenarios. 

Scenario 1

1. Sales Staff – Set up users performing sales or purchases in the AccPayableStaff level.
   • The Authorisation Required checkbox is selected.
2. Sales Managers- Set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3.  End result – All sales staff will create transactions with a WF error requiring the Sales Manager to approve them. The Active Message alert will be displayed to the user who created the transaction and the Sales Manager. Even if another user modifies the transaction, only the user who created the transaction and the Sales Manager will receive notification messages.

Scenario 2

1. User Who creates the Transaction- For the user who creates the transaction.
   • The Authorisation Required checkbox is selected.
2. Sales Managers- As above, set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3. End Result – All Sales staff will create transactions with an WF error requiring the Sales Manager to approve them all. The Active Message alert will be displayed to the user who created the transaction and the Sales Manager. Even if another user modifies the transaction the only user who receives notification messages will be the user who created the transaction and the Sales manager.

Scenario 3

1. User – If necessary for any created transaction, a specifically selected user may be set up to receive notifications about all transactions with workflow errors. This Sales Staff user must not have a Level of Sales Staff set in their user file, or a conflict will arise.
   • Select User from the Change button options.
   • The Authorisation Required checkbox is selected.
2. Sales Managers – Set up one or more users as Sales Managers in the AccPayableMan level.
   • The Authorisation Required checkbox would not be selected.
3. End Result – Only the Accounts Manager and the entered user will receive any alerts for Workflow.

Ensure that only one user has been granted authorisation privileges and does not belong to any other group or organisational level. If two specific users or levels have authorisation privileges, all of them will have to authorise transactions before the WF error code is released, unless they are part of an organisational level.

4D View Pro Page Overview

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

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

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

Import From a SapphireOne Inquiry

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

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

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

4D Write Pro Page

4D Write Pro Page Overview

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

The key features of the product are:

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

Working with 4D Expressions

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

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

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

Utilising the Formula Editor

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

The Formula editor contains the following areas.

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

Formula operators  

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

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

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

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

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

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