Ultimate Guide to Administrative Tasks in SapphireOne

SapphireOne is designed as a robust and versatile ERP, CRM, and accounting solution, serving a broad range of administrative needs throughout its lifecycle. This guide offers a comprehensive list of administrative tasks executable within SapphireOne, with a focus on configuration and setup to guarantee optimal performance and customisation for your organisation. These essential tasks enable administrators to effectively adapt SapphireOne to specific operational needs and are critical to consider during any new implementation.

General Setup and Configuration

• Installation of SapphireOne on the dedicated application server.
• Installation of SapphireOne on all client workstations.
• Configuration of server settings to ensure optimal communication between client and server.
• Establishment of SapphireOne data file location and initialisation.
• Setup of user accounts, including access levels and permissions.
• Configuration of general ledger accounts and financial year settings.
• Customisation of the client relationship management (CRM) module to reflect your organisation’s sales pipeline and customer engagement strategies.
• Setup of the document management system (DMS) including:
  • Consideration of storing documents in an external directory or encoded to the data file.
  • Policy for efficient file storage and retrieval.
• Definition of company and/or companies details.
• Customisation of invoice and report templates to align with your organisation’s branding.
• Setting up of outbound email client settings.
• Setting up of inbound email settings.
• Setting up of tax codes and rates in accordance with local tax regulations.
• Configuration of bank accounts and integration with banking software, if applicable.
• Establishment and configuration of foreign exchange (FX) requirements and parameters.
• Establishment of inventory management settings, including product categories and default locations.
• Establishment and configuration of third party API and EDI integrations.
• Establishment of Sapphire Gateways for periodic import from third party data sets.
• Establishment of the SpliceCom soft-phone integration with procured related hardware.
• Colour customisation of various SapphireOne data input screens for easy recognition.

Mode and Module Specific Configuration

• Accounts > Client configuration including:
  • Tax Code – Sets the default tax code for client transactions.
  • Bank Account – Assigns a default bank account for client transactions.
  • Default Class – Applies a default class for client categorisation.
  • Invoice Reference Format – Configures the format for client invoice references.
  • Settlement Date – Sets the default date for client statements.
  • Ageing – Determines the ageing periods for client accounts.
  • User-Defined Field Names – Allows custom fields for client-specific information.
  • Rebates – Manages client rebate programs.
  • Finance Options – Offers financing options to clients.
  • Loyalty Programs – Implements loyalty reward schemes for clients.
  • Client Credit Limits – Sets credit limits for clients.
  • Automated Overdue Email Notifications – Sends automatic email reminders for overdue accounts.
• Accounts > Vendor configuration including:
  • Vendor Credit Limits – Sets credit limits for vendors.
  • Tax Code – Sets the default tax code for vendor transactions.
  • Bank Account – Assigns a default bank account for vendor payments.
  • User-Defined Field Names – Allows custom fields for vendor-specific information.
  • Ageing – Determines the ageing periods for vendor accounts.
• Job Projects configuration including:
  • Job Project Number – Assigns a unique identifier for each job project.
  • Job Project Invoice Multiplier – Sets a multiplier for job project invoicing.
  • Job Project Billing Inventory – Manages inventory billing within job projects.
  • Retentions – Handles retention amounts for job projects.
  • Default Timesheet Memos – Sets default memos for timesheets.
  • User-Defined Field Names – Allows custom fields for job project-specific information.
  • Timesheet Start Time and Finish Time – Configures default start and finish times for timesheets.
  • Working Days – Defines standard working days for job projects.
  • Start Week – Sets the start day of the week for scheduling.
  • Weekend and Public Holidays – Configures weekends and public holidays for job project scheduling.
• Inventory configuration including:
  • Tax Code – Sets the default tax code for inventory items.
  • Type configuration – Defines types or categories for inventory items.
  • Default Location – Sets a default location for inventory storage.
  • Price Decimals – Configures decimal places for pricing.
  • Quantity Decimals – Configures decimal places for inventory quantities.
  • Serial/Batch – Manages serial and batch numbers for inventory tracking.
  • Table Matrix – Utilises a matrix for inventory attributes like size and colour.
  • Pricing – Manages pricing structures for inventory items.
  • Importer ID Prefix – Assigns an identifier for importers.
  • Check Sale Rate – Ensure sale rates are accurate.
  • Distribution settings to manage stock levels – Configures settings for stock level management.
  • Reorder Points – Sets thresholds for inventory reordering.
  • Supplier Details – Manages supplier information for inventory items.
• Invoicing customisation including:
  • Default Settings for Processes – Sets defaults for invoicing processes.
  • Data Entry – Configures data entry settings for invoicing.
  • Email and Print Settings – Manages how invoices are emailed and printed.
  • Default Report Layouts – Sets default layouts for invoicing reports.
  • Manifest – Manages shipping and delivery information.
• Point of Sale (POS) customisations including:
  • General Ledger (GL) Client and Vendor Default Accounts – Sets default GL accounts for POS transactions.
  • Fast Reconciliation – Streamlines the reconciliation process for POS.
  • Email and Print Defaults – Configures default email and printer settings for POS receipts and reports.
• Setup of Payroll/HR mode, including:
  • Payroll Defaults – Sets default configurations for payroll processing.
  • Payslip Options – Customises the appearance and information on payslips.
  • Superannuation Display – Manages how superannuation is displayed and calculated.
  • General Defaults – Sets general default settings for the Payroll/HR mode.
  • Leave Defaults – Configures default leave settings and entitlements.
  • User-Defined Fields – Allows custom fields for employee-specific information.
  • GL Account Defaults – Sets default GL accounts for payroll transactions.
  • Single Touch Payroll (STP2) – Configures settings for STP2 reporting.
  • Employee Details – Manages employee personal and employment information.
  • Pay Rates, and Superannuation Settings – Sets pay rates and superannuation contribution settings.
• Setup of user-defined Workbooks including:
  • Mail Book – Manages correspondence, parcel delivery and mail records.
  • Actions – Tracks actions and tasks within SapphireOne.
  • Clients – Configures client-specific workbooks.
  • Vendors – Configures vendor-specific workbooks.
  • Contacts – Manages contact information and categorisation.
• Configuration of asset management mode for tracking organisational assets and depreciation schedules. This includes:
  • General Defaults – Sets general default settings for asset management.
  • Tags – Manages asset tagging for identification and tracking.
  • Taxes – Configures tax settings related to assets.
  • Country – Sets country-specific settings for assets.
• Customisation of the General Ledger including:
  • User-Defined Field Names – Allows custom fields for GL-specific information.
  • Tax Defaults – Sets default tax codes for GL transactions.
  • Ageing – Configures ageing settings for GL accounts.
• Customisation of the Sapphire Web Pack settings including:
  • Session Expiry Time – Sets the timeout duration for web sessions.
  • Inventory Defaults – Configures default settings for inventory management in the web pack.
  • Market – Configures market-specific settings.
  • Rosters – Manages rosters and scheduling within the Sapphire web pack.
  • Visitor Book – Manages visitor records and appointments.
• Sapphire Web Pack Store defaults including:
  • Default Company – Sets the default company for web pack store transactions.
  • Default Location – Configures the default location for web pack store operations.
  • Visual / Cosmetic Customisation – Customise the visual aspects of the web store including colours and background image.

Security and Compliance

• Implementation of user role-based access control to secure sensitive data.
• Configuration of audit trails and logging to monitor changes within SapphireOne.
• Setup of data backup routines and disaster recovery plans.
• Ensuring compliance with International Accounting Standards within SapphireOne.
• Application of ISO 27001 standard security practices within SapphireOne.

System Maintenance and Updates

• Scheduling and performing regular system backups including off-site backups to prevent data loss.
• Applying updates to SapphireOne as they become available.
• Monitoring performance and adjusting configurations for optimal efficiency.
• Archiving historical data to maintain speed and accuracy.
• Reviewing and updating user access permissions as roles within your organisation evolve.

The administrative tasks listed above are essential for configuring SapphireOne to serve as a tailored solution for your organisation’s unique needs. By meticulously performing these tasks, administrators can ensure that SapphireOne operates seamlessly, providing a solid foundation for your organisation’s financial management, resource planning, and customer relationship activities. Should you require assistance with any of these tasks, the SapphireOne team and the Sapphire AI assistant are ready to provide expert support and guidance.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.