SapphireOne maintains a data file that is continuously updated and made available to our clients for testing purposes. This data file represents a company called ‘Bondi Blue,’ which serves as a model for a conglomerate comprising four distinct entities within one comprehensive data file as follows:
- Sydney Australia – This is in Australian dollars, AUD and is populated with financial data and is updated on a regular basis. The log in for this company is SONE0 for both username and password.
- Melbourne Australia – This is in Australian dollars, AUD and is populated with financial data and is updated on a regular basis. The log in for this company is SONE1 for both username and password.
- New Zealand – This is in New Zealand dollars, NZD with a single company populated with payroll data only. The log in for this company is NZ1 for both username and password.
- UK, England – This company is in British pounds, GBP. The log in for this company is UK for both username and password.
Installation Procedure
The installation process for Bondi Blue begins by setting up the Sapphire Single user application or the SapphireOne Client and Server on your workstation or application server. Please refer to the installation guide or the update guide for guidance on this process, depending on your specific needs. Select the Bondi Blue data file at the appropriate stage after installation. If your server is already installed:
- Download the most current SapphireOne ‘Bondi Blue’ data file from the SapphireOne File Station.
- Locate a copy of that SapphireOne ‘Bondi Blue’ testing file on the same drive as SapphireOne.
- When opening the SapphireOne Server application, while double clicking the application icon or its shortcut hold the ‘Alt’ Key down on Windows or the ‘Option’ key on MacOS.
- Select the option ‘Select another data file’.
- Navigate to and select the copy of the SapphireOne ‘Bondi Blue’ testing file.
Bondi Blue Company, Department and Location Structure
The following describes how the current Bondi Blue demonstration data file is structured with regards to Company, Departments and Locations.
Note that to view all companies at the same time in any data file you will have to be logged in as the master user. In Bondi Blue the master user has a name of ‘S1’ and the password of ‘S1’. This gives the master user access to all companies, departments and locations concurrently.
A user who logs into any data file as a master user, will not be allowed to enter any financial data, but is allowed to modify any other unrelated items.
Company Inquiry
To view or modify any company in the data file, the master user should navigate to Utilities > Controls > Company. To create a new company within an existing data file the user must be logged in as a master user with administrative privileges. Details at the end of this article.
In the Bondi Blue demonstration data file there are four companies. When a user logs in as a master user, only then will SapphireOne display all of these companies by default at the same time.The companies provided are with their ID followed by their name as follows:
0 Sydney, 1 Melbourne, UK United Kingdom and NZ1 New Zealand.
For example, selecting and opening the Sydney Company will result in SapphireOne displaying the first page of a Company Inquiry, which is the Details Page. Within the Departments area. Any departments attached to the company will be displayed here as seen below for Sydney.
A new Department may be created here by selecting the Plus 
button to add a new department. Alternatively, double clicking on any of these departments will cause SapphireOne to open a department as seen in the screenshot below allowing normal modifications to be made. The user may also perform the same action as documented immediately below from a Department Inquiry.
From a company inquiry, the master user is able to select each department individually, to view or modify the details as entered. This procedure is the same as when a department inquiry is executed and this is documented next within this article.
Department Inquiry
The user also has the option of performing a Department Inquiry by going to Utilities > Controls > Department. When logged in as master user, SapphireOne will display all departments in the data file as a list as can be seen in the screenshot below.
Highlighting and selecting either Look or Modify will display the details for the associated department. Department A Alpha for Sydney is displayed in the screen below.
In Bondi Blue the Company ID’s are the same as the Department ID’s and also the Location ID’s. However, any alphanumeric ID may be used it does not have to be the same. It is recommended that they are unique but that is up to the individual organisation / user.
Location Inquiry
The user should note that Location inquiry is found in Inventory Mode and not in Utilities mode. To perform a locations Inquiry navigate to Inventory > Inventory > Locations.
From this example we can see we the following location information:
0 = Sydney Location: 1 = Melbourne: A = Bondi Location, C = Commission and LL = London Warehouse.
Once an Inventory locations record has been selected and opened for viewing or modification, the user is able to view or modify the record as seen below.
A table of the Bondi Blue structure can be seen here.
| Company ID & Name | Dept ID and Name | Location ID and Name |
|---|---|---|
| 0 Sydney | 0 Sydney | 0 Sydney |
| 0 Sydney | A Sydney | A Bondi Blue Sydney |
| 0 Sydney | C Commission | |
| 1 Melbourne | 1 Melbourne | 1 Melbourne |
| NZ SapphireOne New Zealand | NZ01 New Zealand Office | |
| UK SapphireOne United Kingdom | L1 London Office | LL London Warehouse |
Creating an Additional Company
To create a new company in an existing data file log in as a master user as follows.
- Utilities Mode – Go to Utilities > Controls > Company and select the Plus
button on the tool bar. Enter in the details as documented above on the first Page Details. - Company Details Area – All items in this area must be filed in correctly as it is impossible to alter some of these once the new company record has been saved. (See above)
- Saving – When complete save this record with the
, then reopen and check that all the information entered is correct. - Company Documentation – Complete documentation for entering all details in a company may be found by navigating to a Company Inquiry.
- Logging Out – Once you’ve saved the new company, logout as master and log in to your new company with the company specific login that you’ve created here using the master login.
Items to Consider for a New Company
- Company Details – Once this new company record is saved for the first time three things cannot be altered as follows.
- The Company ID, the Starting Month for the Financial Year and the Opening Period. The entry of these is a once only, so check before saving for the first time, as once this new company record is saved they many not be changed.
- Foreign Countries – If the Company is in Australia, the taxation details for the tax details for Australia will be needed. If the company is to operate in a foreign country, the tax details will be needed for the foreign country will be needed as well. For example, the tax codes and their rates for both local, and or the foreign country for making Sales and Purchases will also be needed.
- Payroll/HR Implementation – The Tax details relating to Payroll/HR in the relevant country will also be required and this will become unique for each company and each tax jurisdiction.
- Unique ID’s – Since ID’s must be unique across the entire data file some planning of ID’s to be used will be required. Consider your planned company, department and location layout This will allow you to determine the ID’s to be used and there are three when setting up a new company:
- Company ID – An ID for the new company.
- Department ID – Your general ledgers for your new company, are set here at the department level.
- Location ID – Locations are not immediately required and may be created at any stage.
- Users – At least one user must be created who has administrator privileges across all companies. In documentation this user is referred to as a Master user. This type of user may enter and modify any record that is not a financially based record.
- Master User – This user has both the system admin check box selected and no company ID is entered on the first page of their user access record. (By default the System Admin check box is not select).
- Additional master user – Consideration should be given to the creation of an additional master user at a later time as a backup for the master user.
- Company Specific User – Using the master log, in a company specific admin user may be created at this time as well.
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