Welcome to your comprehensive guide to initiating operations with SapphireOne. This document is designed to provide you with detailed instructions for setting up and navigating SapphireOne efficiently, ensuring a smooth transition for your organisation.
New SapphireOne users are encouraged to acquire the necessary skills in a Sandbox (practice) environment by utilising a non-live data file. They have the option to use SapphireOne’s test data file, create a copy of the live data file, or start with a new data file. It is advisable to work on a duplicate or copy of the selected data file so that the original can be easily restored if needed. Instructions for accessing and using the test data file can be found in the ‘Testing’ section of the Knowledge Base.
Locating the SapphireOne application
For the SapphireOne application it should be located as follows on the hard drive:
- For MacOS – SapphireOne should be in the Applications menu.
- For Windows – SapphireOne should be in the All Programs section of the Start Menu.
Creating a Desktop Shortcut
To streamline access to SapphireOne, we recommend creating a desktop or taskbar shortcut. You may retain the default name provided by SapphireOne or personalise it to your preference.
Utilising the Testing Data File
SapphireOne provides a test data file that will be instrumental in understanding the trading of goods and services within SapphireOne. Documentation on how to acquire and utilise the testing data file can be found in the Testing category of this Knowledge Base. To select this or another data file, please follow the instructions documented later in this article to change the default data file.
First Time Mode Overview
As a new user, you will primarily engage with two processes: creating a new company data file and tailoring it to your organisation’s specifications. First Time mode is crafted to assist you in these tasks.
- Wizard Tool – This feature simplifies the creation of a new company data file.
- Customisation Menus – Use these to adjust the data file to align with your organisation’s unique needs.
Preliminary First Time Mode
Upon completing the initial setup, you will enter the Preliminary First Time Mode. This mode presents a sequence of screens to facilitate accurate data entry.
Should you exit SapphireOne during this process, the data file will resume from the last point of activity.
Navigating First Time Mode
After the preliminary phase, you will have access to the standard First Time Mode. Here, you can explore menus in any sequence, importing data related to Clients, Vendors, Inventory, Job Projects, and the General Ledger. This structured approach allows for a logical and efficient entry of your company information.
First Time Mode is particularly advantageous as it bypasses conventional accounting rules, enabling you to input your organisation’s data without the complexities of setting up double-entry journals and account structures.
Changing the Default Data File
By default SapphireOne automatically selects the last data file that was accessed. It looks for the exact folder and file name, then verifies that it is a valid 4D data file. However there may be occasions when you need to access a different data file to the one that you are currently using. There are two methods to accomplish this:
Option 1
- MacOS – Press and hold the Option key down while double-clicking the SapphireOne icon. Continue holding the Option key down until the Option key alert appears displaying a number of options. One of these options allows you to Select another data file.
- Windows – The mouse click / Option key combination is actually used for a function in windows. The user has to Double-click the SapphireOne icon first, and then hold down the Alt key. Then continue holding the Alt key down until the Option key alert is displayed. One of the Alt key alert options allows you to Select another data file.
Option 2
If the Option key alert is not displayed, exit SapphireOne and rename your current data file, typically found in the same folder. Adding a letter to the end of the file name is a simple way to differentiate it. Upon relaunching SapphireOne, the system will display an alert with three options, Cancel, Create and Open. When the Open option is selected, the standard search function will be displayed on both the MacOS and Windows platforms allowing the user to select the data file of their choice.
In conclusion, by following this guide, you should be well-equipped to begin your journey with SapphireOne. Should you require further assistance, our dedicated support team is ready to help you navigate any aspect of SapphireOne. We are committed to ensuring that your experience with SapphireOne is both productive and enjoyable.
For further assistance or to discuss your specific requirements with a SapphireOne Management Consultant, please contact us at +61 2 8362 4500 or email Sales. We are here to support you every step of the way in your implementation journey.
You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.