Job Project Client Invoice - Optimise Project Invoicing And Resource Allocation Control

Job Project Client Invoice Overview

This Job Project Client Invoice function allows the creation of billing lines from Job Project Purchases and Resource Transactions using the Inventory file as a look-up. Complete write off control or allocation to the Invoice for tracking purposes is controlled through this screen.

Details Page

The first Page displays details of the Project to be invoiced, including the Project Brief. The cursor defaults to the Project ID entry field when this screen is opened.

Job Project Details Area in Job Project Client Invoice

When a Job Project ID is entered, the corresponding Client details including outstanding balance and credit limit are automatically loaded from the Client’s master file and displayed in the Information Tab area of the Invoice. These details are not printed on the Invoice as they are for information purposes only. 

Selecting the underlined ID heading after the Project has been selected, will tell SapphireOne to do a query for the project and display it as the only item in a list. The user can now look at it or modify it as required. 

How to enter information in the Job Projects Details area:

• Project ID – Is a linked field and the user can use the Wildcard options, or simply type part or all of the ID to search for the correct Project ID.
• Invoice Text – This field is the mailing address which automatically populates from the Project ID. Any text entered in the Invoice Text entry field when setting up a Project will appear in the Text Details box as well. Unless it is intended that this text appears on the Invoice you will have to manually delete it prior to printing the Invoice. 
• Document Paperclip – Scan and attach any documents relating to the transaction.

Information Tab Area in Job Project Client Invoice

The Job Project Client Invoice Information Tab area is used to display extra information about the current entry. You have the ability to view the information here, not alter it.

Click on the Information Tabs to select the details you would like displayed. The Information Tabs change automatically for the different transactions being viewed. 

The tabs for this type of transaction include as follows:

1. Client – This displays the information in the Client’s master file for the selected Client ID
2. Invoices – Displays a list of recent purchase invoices. A purchase invoice can be copied by using right click and selecting ‘Copy Transaction’. By selecting a historical transaction and then right mouse clicking you can Copy Invoice, Copy Lines and Open in Inquiry which will open the selected transaction in the new inquiry screen.
3. Lines – When a transaction line is selected, this tab displays history of the Inventory item. Included in each transaction is the Qty ordered and Amount, Sequence N°, any Discount Code and percentage allocated, Date and Type.
4. Inventory – When a transaction line is selected, this tab displays inventory details such as available stock, stock on order, standard price, next arrival date, default Vendor.
5. Project – This displays the information in the Project’s master file for the selected Project ID
6. Items – When a transaction line is selected, this tab displays additional inventory details.
7. Controls – This tab displays information about the transaction such as the date it was created and who created it.
8. Error Code – Displays any error code such as negative stock, batch error and period error.

Standing Transactions Area

Standing Transactions are used to set up recurring transactions and controls how often the record is to be automatically created by SapphireOne for each period. A Standing Transaction is usually given a start date and a finish date.

Standing Transactions will only be created if the previous periods Standing Transactions have been posted.

If the stop date is left as 00/00/00 SapphireOne will keep creating this standing transaction, until it is modified or deleted by a user.

• 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.

Tracking Area

The Job Project Client Invoice Tracking area stores tracking details relating to the current transaction.

How to enter information in the Tracking area:

• Date In – Is the date that this Transaction has been entered into SapphireOne (usually the current system date).
• Delivery – Is the expected delivery date for the transaction
• Invoice No – Internal reference number and automatically generated.
• Order – External reference number.
• Rep ID – Sales representative ID.
• Carrier – Shipping carrier, for example Australia Post.
• Period – Period matching the date, set in company controls. 

Client Details Area

This area contains Client information such as Mailing and Delivery Addresses, which are drawn from the client’s master file. Each client contact has separate contact details, allowing for the inclusion of different contact information for each contact listed in the file.

If the Job Project already has a linked Client ID, SapphireOne will not allow the Client ID on this screen to be changed. If there is no linked Client, proceed as follows:

By entering the @ symbol in the Client ID or Contact data entry field, you will be presented with a list of clients or contacts associated with that client to select from.

Transaction Details Area

The Job Project Client Invoice Transaction Details area is used to enter or display credit details and information, such as terms and conditions of sale which are to appear on the Invoice. You can use the [Tab] key to move through fields accepting details provided or over-type them if required, and use the [Shift] + [Tab] key to move back to previous fields to make any corrections.

• Discount – If there is a discount to be offered on a product or to a Client you can use this screen to record it. 
• Footer Details – This will default to those set in the Master Defaults for the Inventory Mode.
• Order Message – This is for any Message that is to be placed on the Order.

Lines Page

The Lines Page is used to enter the detail lines for the invoice and links data obtained from the Inventory file. Sales lines accessed through Projects are included in the Sales Analysis report printed through Inventory.
All costs set against a project are either Resource or Inventory based.

They may be set against a project generally or by selecting a specific task within the project by choosing the Project Task Header. A pick list of tasks set up for the project will be displayed, allowing the selection of the appropriate task.

The system will then automatically enter the Task ID (created by the system) and the Task Name (entered by the user). If you know the Task ID, you can manually enter it into the light blue area to achieve the same result.

Transaction Details area

This area is used to view all costs associated with the project or to allocate resource-based costs. When the Lines page is first opened, the Transaction Details area is blank. To populate it, use the Load button. All costs incurred against the project to date will be displayed. Resource-based items and inventory-based items are shown in alphabetical order.

• Load Button – When the Load button is selected, a confirmation alert will appear. It prompts the user to confirm whether they want to Load records that are less than 100 percent allocated.
  • No – Selecting the No option instructs SapphireOne to load only records that have not been fully allocated. This allows users to view records with incomplete allocations, check them, and possibly complete their allocations. Resource-based items and inventory-based items are displayed in alphabetical order.
  • Yes – Selecting the Yes option will load all resource-based costs (including posted transactions) associated with the project to date, allowing users to allocate them now. Transactions with a full 100% allocation will be excluded, ensuring that only transactions requiring allocation remain in the list.
• Look Button – To use the Look button, first select and highlight a record. When the Look button is clicked, it allows users to view detailed information related to the selected record.
• Auto Button – When the Auto button is selected, SapphireOne will immediately display the Automatic Billing alert. From here, the user has two options:
  • by Line Totals – This option combines lines for the same resource or inventory item and totals them into a single entry.
  • All Lines – This option creates a separate line for each resource or inventory item, even if they are duplicated on the invoice.

Allocations

Once this allocation procedure has been completed, all selected items in the list will be fully allocated. Any items not fully allocated will have the balance written off. For example, an item with an allocation of 87.5% will have the remaining 12.5% written off, ensuring a total allocation of 100%.

• Allocate Button – To use this functionality, the user must first select an item for allocation and then click the Allocate button. SapphireOne will proceed to fully allocate the selected item, with the proviso outlined in the KB note below.
  • Allocated Quantity – This will be displayed in the Aloc Qty column.
  • Allocated Value – This is displayed in the Alloc Value column.
  • Allocated percentage – This is displayed in the Aloc % column. After the allocation procedure listed above it should be 100%.

When the Don’t Print checkbox is selected for a line, the line will be included in the total but will not appear on the printed invoice.

Direct entry of inventory items

Use the standard procedure to enter an Inventory ID into the data entry field. The most common method is using the Command/ key combination, which places the cursor in the Inventory ID data entry field, ready for the ID to be entered. For a wildcard search, use the keyboard symbols @, !, or ? to display various options for searching and locating the correct Inventory ID.

Footer area

This area, located across the bottom of the screen, displays several totals for the Job Project Client Invoice and includes an option to add a tag to the invoice.

Custom Page

Custom Page Overview

SapphireOne’s Custom page features text fields designed for versatile, user-defined purposes. Each field is assigned a variable by SapphireOne, which is displayed as the default field heading label. Users can take note of the desired field or heading variable for customisation and modify it by navigating to Utilities > Controls > Change Names. Detailed instructions on this process will be provided below.

The Custom page is organised into the following sections:

• Alpha – Allows letters and numbers, but cannot be used for arithmetic functions
• Real – Allows numbers only, and can be used for arithmetic functions
• Date / Time – Date fields store date values and can be used for date functions, while Time fields store time values and can be used for time functions
• No Heading Defined – Features eight alphanumeric fields that cannot be used for arithmetic functions
• Text – Accepts letters, numbers, and special characters, but cannot be used for arithmetic functions

The data entry fields in these Custom Pages can also be employed in Sapphire Custom Reports, Quick Reports, Custom Inquiries, 4D View Pro, and 4D Write Pro Reports, just like any other data entry fields within SapphireOne.

The example Custom Page below is from an Asset Inquiry; however, the process for customising this page remains the same, irrespective of the function in which the Custom Page is located.

Default Variable Values

In the default variable values defined by SapphireOne, the first number signifies the position of the field within the group, while the second number denotes the maximum number of characters for the data entry field.

For instance, ASAlpha_1_20 indicates that it is the first data entry field in the group and can hold up to 20 characters. Similarly, ASAlpha_8_80 shows that it is the eighth data entry field in the group, with a capacity for a maximum of 80 characters.

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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