Quote Client Invoice - SapphireOne's Powerful Profit Tool

Quote Client Invoice Overview

The SapphireOne Quote Client Invoice (QCI) streamlines communication with clients by allowing users to provide a detailed breakdown of work on a line-by-line basis. Accessible through the Sales dropdown menu, this feature generates quotes for potential clients, encompassing goods and/or services offered.

Mailing and delivery details are automatically populated from the client’s Master File, offering the flexibility to make modifications if needed. Additionally, the built-in back-to-back feature establishes links to vendors for inventory items, empowering users to adjust purchase prices as required. SapphireOne’s Custom Report feature enables the creation of templates within a Client Quote Invoice, providing extensive design capabilities. To further enhance efficiency, predefined templates with Inventory Prices, Margins, Markup, and Gross Profit (GP) are readily available.

Once the Quote Client Invoice is completed, it can be conveniently sent to prospective clients using SapphireOne’s email option and predefined Custom Report templates.

Details Page (Quote Client Invoice)

The Details Page of the Quote Client Invoice screen offers users a platform to input and store crucial information pertaining to the Quote.

Details Area Data Entry

The Details Area of the Quote Client Invoice comprises various fields for data entry, including:

• Client ID – The Client ID field is a linked field that allows users to search for clients using wildcard characters or by typing part of the client’s name. This feature provides flexibility and ease of use when searching for Clients based on specific criteria. Users can enter a complete Client ID or utilise wildcard characters to narrow down the search results, making it convenient to locate the desired client in the system
• Contact – Users have the option to either accept the default contact person associated with the client or select the specific contact person they are dealing with. This flexibility allows users to easily designate and record the relevant contact person for the Quote Client Invoice based on their interaction with the client.
• Address 1 – The Address 1 field represents the mailing address for the client. This field is automatically populated from the corresponding address information stored in the Client record. Users can view and edit this field as needed to ensure accuracy and relevance for the Quote Client Invoice.
• Address 2 – The Address 2 field pertains to the physical address of the client. Similar to Address 1, this field is populated automatically from the Client record. Users can review and modify the information in Address 2 if necessary to reflect the appropriate physical address for the Quote Client Invoice.
• Alternate delivery address – The Quote Client Invoice provides a convenient feature that allows users to manually enter an alternate delivery address and specific delivery instructions. This feature is especially useful when the delivery address differs from the default address associated with the client.
• Delivery address from defaults – The Quote Client Invoice provides a versatile feature that allows users to choose the delivery address for a client. Users have the option to either utilise the default delivery address associated with the client or manually enter the delivery details.
• Copy Mailing address to the delivery address – SapphireOne offers users the convenience of copying the mailing address to the delivery address field. This can be accomplished by selecting one of the two green drop-down arrows within the mail-to and deliver-to address boxes.
  • Multiple Addresses – When the user clicks the arrow, a new screen will appear, displaying multiple delivery addresses associated with that client within the Client Inquiry. SapphireOne allows for the addition of unlimited multi-delivery addresses per client. This feature is also available in the Vendors section.
  • Address Selection – By selecting the appropriate delivery address from the drop-down list or copying the mailing address to the delivery address field, users can quickly populate the delivery address with accurate and consistent information. This streamlines the process of managing and inputting delivery details within the Quote Client Invoice.
• Document Paperclip – The Quote Client Invoice includes a helpful feature known as the Document Paperclip. This feature allows users to scan and attach relevant documents directly to the Quote Client Invoice.

Tab Area (Quote Client Invoice)

The Quote Client Invoice Information Tab Area is used to display additional information about the current entry. Users can only view information here and cannot alter it. The available Tabs are as follows.

• Client Tab – This section displays client details, including phone numbers, email addresses, credit limits, ABN, warning messages, payment terms, last transaction dates, balance owed, and more.
• Invoice Tab – This section displays a list of recent invoices. Users can copy an invoice by right-clicking on it and selecting “Copy Transaction.”
• Lines Tab – This section displays inventory line details from history, including quantity, rate, date, and transaction type, when a transaction line is selected.
• Inventory Tab – This section displays inventory details such as available stock, stock on order, standard price, next arrival date, and default vendor when a transaction line is selected.
• Items Tab – This section displays additional inventory details when a transaction line is selected.
• Control Tab – This section displays information about the transaction, such as the date it was created and who created it.
• Error Code Tab – This section displays any error codes, such as negative stock, batch error, and period error.

Tracking Area (Quote Client Invoice)

The Tracking area stores details relating to the current Quote and is somewhat different to other data entry items in SapphireOne. The available functionality includes the following.

• Margin and GP – These three data fields are non-editable as they are populated with the amounts entered in the Transaction Lines section.
  • Re-calculation – SapphireOne computes these fields based on the buying price for the selected Inventory item. When the user modifies the selling price, SapphireOne automatically adjusts these values. This allows the user to observe changes in the Margin and GP values as the selling price is adjusted.
• Closure Rating Slide Bar – Users can utilise the Closure Rating Slide Bar to assess their expectations regarding Quote success and sales pipeline progress.
  • Customisation Slide Bar – The Closure Rating Slide Bar is fully customisable for each Quote and can be dragged from left to right to indicate the progress of the Quote on a scale of 0% to 100%. For instance, 10% signifies low progress, 90% denotes high progress, and 100% indicates the closure of the sale.
  • Searching Ratings – The Rating also serves as a searchable field, allowing users to search for Quotes based on their Closure Rating percentage within the SapphireOne Custom Inquiry screen. This functionality transforms it into a potent performance tool for effectively tracking sales progress within their respective pipelines.espective pipeline.
• Period – This field is populated with the period matching the date set up in the company controls and can be altered by the user if required.
• Date In – This field indicates the date this Quote has been entered in SapphireOne (usually the computer’s current date).
• Quote No – This field indicates the internal reference number in SapphireOne.
• Rep ID – This field denotes the sales representative ID if needed.
• Expiry – This field indicates the date this Quote expires.
• Order No – This field indicates the external reference number in SapphireOne.
• Carrier – This field indicates the shipping carrier, for example, Australia Post.
• Tracking – Associate the QCI with a particular Tracking Note.

Transaction Lines Area (Quote Client Invoice)

The Quote Client Invoice Transaction Lines area is where the lines comprising this transaction are entered and saved. As QCI’s cannot be posted, modifications to the Quote can be made at any time until it is converted to an OCI (Order Client Invoice) or deleted The available functionality includes the following. As this is a quote the user will find that there are additional details that may be ended to facilitate the entry of a quote for a customer. These additional features mainly comprise the entry of additional calculations for a margin or markup to be added to a product..

• Inventory – This is a linked field, and the user can use the Wildcard search option to find the Inventory ID. They can simply type part or all of the ID or use the Wildcards of the product name to search for the Inventory ID.
• Inventory Details – Once the ID is entered, SapphireOne will display the Inventory Name for the selected item.
• Quantity – Users can enter the quantity required for the quote. SapphireOne will then display the Available on hand now, as well as any that will have to go onto Back Order.
  • Minimum Quantity – If a minimum quantity has been set for a Client, the user will not be permitted to enter a quantity less than the minimum.
• Rate – SapphireOne will enter the rate as entered on the Inventory item. However, the user can manually enter the rate price if .required. (This Rates data entry field is linked to other fields documented later in this table)
• Discount – SapphireOne will read any Client discounts from their master file, or discounts set up for the item from Price Book if a discount for the item is current. If required, the user can select a discount code from the drop-down menu or enter a discount manually.
• Discount % – Once the discount code is entered, the discount percentage will automatically display.
• Tax Code – These should not normally be altered by the user and are entered by SapphireOne as they are set up elsewhere in SapphireOne. The user can also select a Tax Code from the drop-down menu or enter it manually if required.
• Tax % – SapphireOne will automatically populate this field once the code is selected. To overwrite, simply type in the desired value.
• Tax Amount – SapphireOne will automatically calculate the amount of tax in each line in the transaction.
• Total – This displays the line total for the item: Quote quantity x Rate + Tax = Total.
• Project ID – This is a linked field, and the user can use the Wildcard search options to search for the Project ID.
• Project Name – Once the Project ID is entered, SapphireOne will display the Project Name.
• Don’t Print Checkbox – If this checkbox is selected, the currently highlighted line will not print on the Invoice. However, the amount from this line will still be included in the total value of the Invoice.
• Trans Ship Checkbox – Select this checkbox if the goods are to be shipped to the Client directly from the Vendor.

Data Entry Specific to a Quote Client Invoice

In the line details, there is a section that is specific to a Quote Client Invoice for the purpose of pricing each individual line in the Quote. When either the user or SapphireOne enters a value into the Rate and the user tabs forward, SapphireOne performs an instant recalculation for the quote based on the as entered rate. This enables users to have an immediate visualisation of the Margin, Markup, and Gross Profit for the Inventory Item.

It’s important to note that these three data entry fields are directly linked to the Rate field above and are interdependent. This means that the last data entered into any of the three fields resets the other two. Entering the Rate will display the Margin, Markup, and GP. Directly entering the Margin will reset the Rate, Markup, and GP, and so on.

Additionally, the user will notice that the Last Cost pricing is also included on this line. All of the above calculations are based on the Last Cost, so altering the Last Cost will also affect the four items mentioned above.

• Margin – This field allows for any price negotiation to be calculated on individual items. When the margin % is increased or decreased, the other data entry fields mentioned above will automatically reflect the change.
• Markup – This field allows for any Markup to be calculated on individual items. When the Markup % is increased or decreased, the Rate will automatically reflect the change.
• Markup – This field enables the calculation of markup for individual items. When the Markup percentage is increased or decreased, the other data entry fields mentioned above will automatically reflect the change..
• GP – This is the Gross profit (rate less cost price) and allows for any price negotiation to be calculated on individual items. When the GP is increased or decreased, the other data entry fields mentioned above will automatically reflect the change.
• Cost – The cost is typically configured within the Inventory item. However, the Cost data entry field may be modified to reflect the anticipated cost of an item. This is particularly helpful when the product has not been bought or sold recently.
  • Last Cost – It’s essential to be aware that for a Quote Client Invoice (QCI), SapphireOne will automatically choose and utilise the Last Cost associated with the Inventory item..
• Discount $ – The user may enter the discount as a dollar amount rather than a percentage.

System Entered Data

All of the following item details must first be entered into each Inventory Item. The user will note that these data fields are a mixture of grey and white. Grey indicates that it is entered by SapphireOne and is not allowed for a user to alter it. The white background indicates that if a quantity here is entered by a user, SapphireOne will then go back and recalculate the quantity.

• Weight Area – This field will then display the total weight for the transaction.
• Carton – This field will then display the total cartons in the transaction.
• Pallet – This field will then display the pallet quantity for this transaction.
• 2nd Unit – This field will display the Inventory items 2nd unit.

Additional Vendor details.

• Vendor – SapphireOne will automatically populate this data entry field with the following proviso: The preferred Vendor must be entered into the second page of the Inventory item’s master record.
  • The Back to Back order function must be activated in Master Defaults by selecting the Back to Back Order function checkbox.
• Buy Price – This field displays the last purchase price of the item from the selected Vendor (Last Cost).
• Inventory ID – This field displays the Vendor’s product code (which must be entered into the Inventory Items master record before it will be displayed here).

Transaction Footer Area

The Quote Client Invoice Transaction Footer is the information bar located at the bottom of the screen, and it allows for easy checking of critical details of a transaction.

These details include:

• Sequence: This automatically generates a unique sequence number.
• Batch: Shows the total for all orders entered in the current group.
• Amount: The tax-free amount of the order.
• Ordered Weight: This field Displays the total Ordered Weight of all lines entered on the order.
• Weight – This displays the Total actual Weight of all lines entered on the order.
• Carton: The calculated total quantity of cartons.
• Pallets: Displays the calculated total quantity of pallets.
• Discount: Allows the user to apply an overall discount percentage for all lines in the invoice.
• Tags: The user can select a saved Tag from the drop-down or add a custom tag.
  • New Tag – To add a new Tag category, type the name of the new tag into the tag box on the screen and then press the tab key. Then select Yes from the alert to confirm.
  • Removing a Tag – To remove a Tag from the list, select the drop-down menu and click on the name of the Tag you wish to remove while simultaneously holding down the Command (MacOS) or Control (Windows) key. Then select Yes from the alert to confirm the deletion.
• Access to More Functions Button : This offers the following options:
  • Export Lines: Allows the user to export the lines from any Inventory or Job Project-based 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 pound 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.

More Details Page in Quote Client Invoice

The More Details Page of the Quote Client Invoice screen features additional data entry fields for Tax Details, Delivery Instructions, Standing Transactions, Transaction Details, Payment Details, Card Details, Cash Details, and Cheque Details.

Text Details Area Data Entry

In SapphireOne, the Text Details section serves as a versatile platform for users to input unlimited supplementary text information related to an order. This feature provides enhanced flexibility and the capability to capture comprehensive order-specific notes, instructions, or any other relevant details. By utilising the Text Details area, users can effectively supplement the order with additional context or important information, facilitating clear communication and improving order management within SapphireOne. This ensures that all relevant information is readily accessible and contributes to a more comprehensive understanding of the order’s specifics.

Delivery Instructions Area Data Entry

Within SapphireOne, the Delivery Instructions section provides users with the capability to include unlimited delivery instructions for an order. This feature ensures that all essential details and special requirements related to the order’s delivery are thoroughly documented and easily accessible. By utilising the Delivery Instructions area, users can provide specific instructions regarding preferred delivery dates, addresses, handling instructions, or any other relevant details to ensure smooth and accurate order fulfillment. This comprehensive documentation helps streamline the delivery process and ensures that all necessary instructions are readily available to the appropriate personnel, contributing to efficient and error-free order delivery management within SapphireOne.

Standing Transactions Area

In SapphireOne, the Standing Transactions area within the Order Client Invoice provides functionality to schedule transactions on various time frames. Users can efficiently set start and stop dates using the SapphireOne Calendar, facilitating the management of recurring or scheduled transactions associated with the order. This feature offers flexibility in automating repetitive transactions, such as recurring billing or scheduled deliveries, and simplifies the process of managing and tracking these transactions within SapphireOne. By utilising the Standing Transactions area, users can streamline their workflow and ensure accurate and timely execution of scheduled transactions linked to the Order Client Invoice, enhancing efficiency and reducing manual effort.

• Scheduled – By default, the Scheduled drop-down menu in the Standing Transactions area is set to None indicating that no recurring schedule is currently assigned to the transaction. When the user clicks on the area displaying the word None, a fixed drop-down menu appears, offering the user various options for selecting the frequency of the standing transaction to be created. Within this menu, users can choose one of the frequency options listed below to set a recurring schedule.
  • Other Than None – If a schedule other than None is selected, users will have an additional option to specify Start/NextDate and Stop Dates for the scheduled task.
• Scheduled Options – The Scheduled options in the Standing Transactions area offer flexibility in selecting the frequency of transaction creation. Users can choose from the following options:
  • Monthly – This option enables the creation of the transaction on a monthly basis.
  • 30 Day – Selecting this option enables the transaction to be created every 30 days.
  • Fortnightly –:This option creates the transaction every two weeks.
  • Weekly – This option sets the frequency to create the transaction every week.
  • Yearly – Selecting this option creates the transaction once a year.
  • Other –: By choosing this option, users can define a custom frequency for the transaction, specifying the desired number of days, weeks, or months between each transaction.n each transaction.
• Start/Next Date and Stop Date – When selecting any of these scheduled options, users must pay close attention to the Start/Next Date and Stop Date as provided by Sapphire One. It is important to note that the current computer date will be automatically populated in these fields. However, these dates may or may not align with the user’s specific requirements. Therefore, it is crucial to enter the correct dates carefully to ensure accurate scheduling.
  • Date Picking Calendar – As these date headings are underlined SapphireOne offers options for choosing these dates through a date picking calendar or manual entry. Users can utilise the date picking calendar to easily select the desired Start/Next Date and Stop Date for the scheduled task. Alternatively, they can manually enter the dates as per their specific needs.
  • Flexibility – SapphireOne offers users the flexibility to customise the Start/Next Date and Stop Date, allowing for personalised scheduling of recurring tasks based on individual preferences and business needs. This level of control empowers users to determine the duration and timing of their recurring transactions, ultimately enhancing efficiency and adaptability within the software.
  • Disabling the Date function – Remember that setting the dates at 00/00/00 effectively disables the date function for either the Start/Next Date or the Stop Date.

Transaction Details Area

The Transaction Details Area provides various options for adding date due, discounts, conversion to different types of invoices, client signature, and additional text information in the footer and order message text boxes. The available functionality includes the following.

In the Transaction Details Area of the Order Client Invoice in SapphireOne, you’ll find various features designed to enhance transaction management. These features provide users with tools to efficiently handle and customise transactions. Here are the key functionalities available:

• Date Due – To add a due date to the order, click on the underlined Date Due heading. This action opens the SapphireOne Calendar, allowing you to select the desired date for the order’s deadline.
• Discount – Users have the option to apply an overall discount to the entire transaction. This feature provides the ability to adjust the pricing of the order, allowing for discounts to be applied uniformly across the entire transaction.
• Convert Checkboxes – These checkboxes provide options to convert the order as follows:
  • To OCI – When the OCI checkbox is selected SapphireOne will convert the QCI to an Order Client Invoice.
  • To SCI – When the SCI checkbox is selected, SapphireOne will convert the Order to a Sales Client Invoice, streamlining the transition from order to a sales invoice.
  • To JCI – When the JCI checkbox is selected SapphireOne will convert the order to a Job Project Client Invoice , linking each task reported by an employee directly to a specific project, thereby generating a comprehensive invoice breakdown. This includes the exact time spent on each task, the date, a precise task description, and resources used.
  • To TCI – By selecting the TCI checkbox, the OCI will be directly converted to a Till Client Invoice, specifically designed for the Point of Sale (POS) system. (Please note below)
    • Till Field – When selecting the TCI checkbox, users have the opportunity to enter a specific Till in the Till data entry field. This allows for directing the converted invoice to the designated point of sale terminal for processing.
    • Tills Setup – Tills are set up in the Shops function within SapphireOne, providing additional flexibility in managing point of sale operations.
• Browse Signature Button: The Browse Signature button enables users to insert an image of the Client’s signature into the Client Signature text box below. When using SapphireOne’s Web Pack on an iPad, selecting this button provides the option to directly sign the text box using the device’s touch screen. This feature allows for easy capture and inclusion of the Client’s signature, facilitating digital record-keeping and enhancing the efficiency of signature collection within SapphireOne.
• Footer Details Text Box: This text box offers users an additional space to include supplementary messages to be displayed in the footer section of the invoice. This feature enables the inclusion of vital information, special instructions, or any other pertinent details that require communication or documentation for the order.
• Order Message Text Box: This text box provides an additional space for users to include any extra messages or information pertaining to the transaction. This feature allows for the inclusion of important details, special instructions, or any other relevant information that needs to be communicated or documented for the order.
• Client Signature Text Box – This text box is used to store the client’s signature for the invoice. Click on the Browse Signature Button above to insert an image of the Signature from your device.

These data entry fields and functionalities within the Transaction Details Area above enables users to customise and manage transaction details effectively, ensuring that all necessary information is recorded accurately and comprehensively within SapphireOne.

Payment Details/Amount Area (Quote Client Invoice)

In this area, users are responsible for inputting the dollar or currency values associated with the various payment types required. Users have the flexibility to utilise any single payment option or multiple options, although managing all of them concurrently could be complex.

After completing this step, users can proceed to one of the respective details areas related to the chosen payment type, and enter the necessary additional information.

• Card – Enter the dollar figure amount that is being paid from the Clients Credit Card.
• Cheque – Enter the dollar figure amount that is being paid by Cheque.
• Cash – Enter the dollar figure amount that is being paid by Cash.
• Acc / Other – Enter the dollar figure amount that is being allocated to their Client Account Balance.
• Voucher – Enter the dollar amount that is being paid by a Voucher.
• O/B – Any amount that has not yet been allocated will be displayed here to ensure that the amount is always balanced.

Cash Details Area (Quote Client Invoice)

• Total – This represents the cumulative sum of the dollar amounts entered in the Payment Details area above for cash.
• Cash Out – This is the amount to be disbursed back to the Client/Customer in cash. This is typically applicable in a Point of Sale (POS) environment.
  • Typically, this field will only contain a value when the payment is made using a Card of some type and cash out is asked for. Normally it will not have a value entered when the Client/Customer is paying the entire value of the transaction in Cash.
• Payment – This is the total of the payment that is to be made in made in cash.
• Cash Change – This represents the amount of change to be returned to the client/customer when paid by cash and small change is returned.

Below the Cash Details area documented immediately above, there are several items that apply to all types of transaction types.

• Paid To Data Entry field – This field represents the default bank account of the company where the funds will be received. While it’s not recommended, the user has the option to modify this paid-to bank account if necessary.
• Process Payment Details Checkbox – By selecting this checkbox, a Client Receipt will be automatically generated for all sales transaction types, including Quote Client Invoice, Sales Client Invoice, and Order Client Invoice. (For Cash sales, a CASH Client must be set up from a Client Inquiry).

Card Details Area (Quote Client Invoice)

• Owner – Input the name of the cardholder as it appears on the Credit Card.
• Card Nº – Enter the Credit card number.
• Expiry – Provide the Card’s expiry date.
• Type – Specify the card type, such as Amex, MasterCard, Visa, etc.
• Authorisation Nº – Input the card’s authorisation number or CVC which is usually a three digit number.
• Process Button – Clicking this button initiates the online processing of credit card details through the SapphireOne / Stripe API.

Cheque Details Area (Quote Client Invoice)

• Bank – Enter the name of the bank from which the Cheque has been drawn.
• Branch – Input the branch name from which the cheque has been drawn.
• Drawer – The drawer is the Company or Client/Customers name and can be entered in this field.
• Chq N°- Enter the cheque number in this field with no spaces in the number including the BSB.

Invoice Details Area (Read Only)

• Sequence number – This field displays Sapphire One’s automatically generated unique sequence number, which is unique across the data file.
• Reference number – This field displays the reference number, which serves as the internal reference number for all transactions in SapphireOne.
• Client – This field displays the Client’s ID.
• Name – After entering the Client’s ID, the Client’s name will be displayed here.
• Total – This field indicates the total amount for the current transaction.

Custom Page in Quote Client Invoice

This Custom Page is where users can personalise both the Custom and Transaction Lines areas. This Custom Page is available in nearly every major function in SapphireOne, including Clients, Vendors, Inventory, Job Projects, Assets, and Employee inquiries.

There are various numbers of Alpha, Numeric, Date, and text field headings available for users to customise. When editing these headings, it is important to consider the number of characters that will fit within the space provided on the Custom Page itself. A second consideration is how the headings will fit into any reports generated from this Custom Page.

Custom Area

For the existing default names provided by SapphireOne, the first number indicates the order in which it appears in the group, and the second number denotes the length of the data entry field for user input. For example, IVAlpha1_20 signifies that the Data Entry Field is the 1st data entry field in the group, and it will allow up to 20 characters. IVAlpha4_30 indicates that it is the 4th data entry field in the group with a maximum limit of 30 characters.

Link to Sequence

In the top right-hand corner of this Custom Page, you’ll find a Link to Sequence data entry field.

This Link to Sequence data entry field allows users to link a Sale and a Purchase to each other using the SapphireOne Back to Back function. The Back to Back function connects each inventory item on an Order to its unique Vendor or Vendors. When users convert a Quote to an Order Client Invoice (OCI), the Back to Back function simultaneously generates an Order Vendor Invoice (OVI). Both the OCI and OVI will have their respective sequence numbers linked through the entry made in the Link to Sequence data entry field on this Custom Page.

The same applies to a Sales Client Invoice (SCI) linking to a Purchase Vendor Invoice (PVI). For example, when an OVI arrives into stock and is converted to a PVI, users will be able to identify which client order the goods should be applied to by using the sequence number entered in the Linked to Sequence data entry field.

By clicking on the Linked to Sequence headline, SapphireOne will automatically display the linked transaction.

Transaction Lines Area

In the Transaction Lines area of the Custom Page, each transaction line can have its own unique set of custom header fields. This custom header facility provides users with the ability to personalise the data field headings for Notes, five Alpha-based custom headings, numeric fields, and date fields per transaction line.

Layout Style Page

The Layout Style screen enables you to configure and format the precise appearance and content of Invoices. As illustrated below, this screen appears over an existing page from the page menu and must be closed by choosing either the Process or Cancel button.

Items on this screen serve the following purposes:

• Invoice Lines Order/Style: This drop-down menu modifies the rules for calculating the Invoice value, either with the default tax or without Duty or Tax.
• Up and Down Buttons: These buttons enable the movement of one or more highlighted lines within the Invoice, either up or down, one line at a time.
• Minus Button: This button removes the selected lines from the invoice.
• Standard, Quote, Order, and Invoice Radio Buttons: These four radio buttons allow for the selection of the type of document to be printed.
• No Totals Checkbox: Selecting No Totals will automatically disable the printing of all amounts.
  • This can also be accomplished on a line-by-line basis if necessary.

There is a distinction between the Mac and the PC in terms of how they display selections on this screen. The Mac version employs a tick, whereas the PC version uses the + symbol.

Customising Printed Line Details on Invoices

The columns on the right-hand side of the screen, located after the Total, control the line details that will be printed on the document. It is important to note that these columns themselves are NOT printed. By default, the system will print everything, but the user may choose any combination of items NOT to print.

Please note that the groupings across the top of the screen perform the following functions:

• Line Details and Printing: These two items show the user what SapphireOne will print. These details are provided so that the user can see what will be printed or not printed.
  • If nothing is selected to the right of Total, everything will be printed. See the table below for clarification.
• Don’t Print and Total: Select any of the five items that you do not wish to be printed on the invoice.

Layout Style Print Omit Settings (Client Invoice Example)

By selecting the Line option, users can instruct the system to exclude printing of the Line details on the invoice, while still printing all other items for the selected line.
When selecting the Qty option, the system will exclude printing of the Line Quantities for the selected line item on the invoice. However, all other items will still be printed.
When selecting the $ option in SapphireOne’s Layout Style, SapphireOne will exclude printing of the $ Totals for the individual line item on the invoice, while still printing all other items for the selected line.
When selecting the Total Qty option, the system will exclude printing of the Total Quantities for the selected line item on the invoice, while still printing all other items for the line.
When selecting the $ option, SapphireOne will exclude printing of the Total $ amount including tax for the selected line item on the invoice, while still printing all other items for the line.
If all five items are selected in SapphireOne’s Layout Style, the entire line in the transaction will be excluded from the invoice and will not be printed.

Manifest & Shipping Page

Manifest & Shipping Page Overview

This page documents the Shipping page and its direct linkage to the Manifest Inquiry functionality.

When shipping an item, there are two options available depending on user requirements: the Shipping page can be used to directly ship items to customers, or it can be used in conjunction with a Manifest Inquiry which offers additional functionality and allows deliveries to be grouped according to transport method (e.g. truck, aircraft, Australia Post, TNT).

• Manifest Inquiry – Create a Manifest entry for the required customer sales.
  • Shipping Page: Once the Manifest data entry has been completed, most of the details in the Manifest area on the Shipping page will be entered from the Manifest function itself.
  • Shipping Details Area: The Shipping Details area is then entered as normal for a customer sale that is to be shipped.
• Shipping Page Directly: Use the shipping details on this page to set and establish the shipping procedure. The Manifest area is used by direct entry where allowed as required.

The Manifest inquiry that affects this Shipping page will be documented first, followed by the entry of data into the Shipping Details area. If only using the Shipping functionality, skip ahead to these details as the procedure for both is the same.

This page or screen opens over the top of a page from the page menu and must be closed by selecting either the Save button or the Cancel button on the main toolbar. To view the Manifest entry that this transaction is part of, go to Inventory > Manager > Manifest.

Once this transaction has been entered into a Manifest record, the details from the manifest record will also be displayed in the Manifest area on this screen.

etails from the manifest record will also be displayed in the Manifest area on this screen.

Data Entry Using Manifest

The following items are entered by data entered into the manifest function, some may be altered by the user. Some of his data is also directly drawn from the Inventory items in the invoice as well as the linked invoice.

Manifest Area

The Manifest area in SapphireOne is a crucial part of the shipping process that offers additional functionality and allows for grouping deliveries to a common transport method.

• Carrier – The carrier can be entered here if not already entered in the Manifest.
• Vehicle – Entered from Manifest.
• Dispatch Date – Entered by Manifest but can be altered by the user here.
• Notes – Any notes written into the Manifest Inquiry will be displayed on all transactions linked to the Manifest.
• Manifest Sequence – This will display the automatically generated Manifest sequence number which will be displayed for all transactions linked to a Manifest entry.
• Timeslot – Entered by Manifest but can be altered by the user here. Some deliveries have a set Time slot allocation and this must be strictly adhered to.
• Cartons – These are entered in to the Inventory Item itself, and the details flow through the manifest into the Manifest & Shipping page here. They may not be entered or altered here.
• 4 Custom Fields – These 4 headings may be changed by the user, and data may be entered into the data entry field associated with each field as required.
• Temperature – Entered by Manifest but can be altered by the user here. Both numbers and characters may be used.
• Con Note – Can be entered in a Manifest Inquiry but the user may alter it here as required.
• Picked by – Can be entered in a Manifest Inquiry but the user may alter it here as required.
• Vehicle – The vehicle field is directly linked to the Manifest Vehicle Inquiry function.

Shipping Area

The Shipping Area contains various data entry fields such as Notes, Consignment Notes, Consignee, Number of Boxes, and a Ship From field for duty/import tax payments. It also provides a button to print the required box labels for the consignment.

• Notes Data Entry fields – There are three data entry fields where notes can be added to the shipping details.
  • Consign1 & 2 – Provision is made for the entry of 2 consignment notes for printing and adding to the boxes as required.
  • Consign_by – This data entry field can be used for any purpose, but it is commonly used to record the consignee of the order.
• Consign_Boxes checkbox – There is also a place to insert the Number of Boxes that make up this Order.
• Print Box Labels – Selecting this button will prompt SapphireOne to print the required box labels for the consignment.
• Ship From data entry field – This is a location as set up in the data file. This is mainly used when stock is held in a bonded location, and duty/import tax is only due when stock is removed from that bonded location. Reports can then be generated using the data in the Ship From data entry field for duty/import tax payments.

This function allows the linking of two external vendors’ vehicle tracking systems, and until they are set up, no data will be displayed. For more information, please contact SapphireOne support staff.

Plain Paper

Following is an example of the effect of adding the Shipping Details information from the screenshot above to a Plain Paper printer report.

Letter Head

Following is an example of the effect of adding the Shipping Details information from the screenshot above to a Letter Head printer report. 

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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