Award Entitlements Overview
An Award is a document that outlines the remuneration, pay rates and conditions of employment. Award Entitlements can be defined as the minimum terms of employment in an industry or occupation, and covers provisions such as wages, working conditions, penalty rates, leave entitlements and other aspects of an employment relationship. An Award can cover both employers and employees depending on the type of industry and type of work.
The Award Entitlements Inquiry screen within SapphireOne Payroll/HR enables the user to group Employees together who have the same employment conditions for Payroll/HR purposes. For organisations with a large number of employees, the grouping of employees into different Award Entitlements will greatly assist with Payroll/HR processing as well as the analysis and production of reports generated from SapphireOne.
Please note that Paid Parental Leave is not set up as an Award but is instead set up as an Allowance within SapphireOne. For details on how to set up Paid Parental Leave please refer to the Allowance Inquiry screen.
To create a new Award Entiltement or to Modify an existing Award, click the New 
icon or select the Award and click the Modify 
icons. Select the Green Tick 
to save your entry.
Once the Award has been created within the Award Entitlements Inquiry function the user can then add employees to the specific Award within the Employee Inquiry Master File on the Details Page.
In SapphireOne, all inquiry screens provide the option for customisation of the displayed item list. The feature, called Custom Inquiry, lets users choose the data fields to be shown and the sequence of data columns across the screen. The user can save infinite custom views. While a client list is used as an example to follow, any inquiry type can be customised in SapphireOne.
The Standard Inquiry Screen
The Standard Inquiry Screen in SapphireOne provides a foundational view of data, presenting a set of column fields for each record. This screen is designed to offer a straightforward and efficient way to access and review essential information.
The list above represents the standard inquiry list, displaying a fundamental set of data fields for each client record and includes two buttons as follows:
- Swap to Custom Inquiry – When the user selects the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Inquiry Screen, which is documented below.
- Show/Hide Audit Lines – Toggle the Audit lines panel open. This panel will display at the bottom of the Inquiry screen, benefiting workflow by providing an immediate view of the critical details for a selected line.
The Custom Inquiry Screen
When the user selects the ‘Swap to Custom Inquiry’ button from the Standard Inquiry, SapphireOne will display the default Custom Inquiry Screen, as shown below. This screen provides the user with a customisable view of the data set, which is maintained per user and for each particular inquiry.
The options available from the Custom Inquiry Screen are as follows:
- Swap to Standard Inquiry – Return the view to a standard Inquiry.
- Method List Box – This list box, in conjunction with the adjacent operator list box, allows for calculations to be performed across all rows of the displayed data. The results are displayed adjacent to the operator list box.
- Operator List Box – Select an operator to apply to the method selected using the method list box.
- Setup Button – The Setup button will open a modal screen with functionality to customise the Custom Inquiry, as documented in the following section.
- Export Button – Open the data set in CSV format in the devices default spreadsheet application.
The Custom Inquiry Setup Screen
The Custom Inquiry setup screen allows for the customisation of the data view, which is maintained per user and for each particular inquiry. Once the user has customised the Custom Inquiry screen, the screen view will be maintained in subsequent sessions and is unique to the current user account. This screen also provides the option to select and save an unlimited number of custom views per user.
The Custom Inquiry setup screen provides the following functionality:
- Favourite Sets – This option enables the user to save a custom-created screen for future use. For instance, the user can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
- Row Height – Adjust the table row height to the users preference.
- Show Related Record – This option allows the user to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, the user can select a related record, and a view of that related record for the chosen entry will be displayed for that currently selected record. The user will need to select the fields to be displayed.
- Reset to Default – Reset the display to the default view configuration as established by SapphireOne.
The Custom Inquiry setup screen provides the user with two main options for organising the data displayed:
- To remove or relocate a column – Right-click on the column lines and choose from Delete, Move Left, or Move Right.
- To add a column – Locate the desired data set in the list and double-click on it to add it to the custom view as a new column. Edit the location as described above if required. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
Customising inquiry screens in SapphireOne allows for a tailored data view that meets the users specific needs. By leveraging the Custom Inquiry feature, the user can enhance their workflow efficiency and ensure that critical information is readily accessible.
Modifying an Existing award
When any modifications are made to an existing award, certain actions must be executed on the employee’s master record file. Failure to perform these actions in SapphireOne may result in inaccurate leave calculations. These actions are crucial to maintaining the accuracy of leave calculations and ensuring that the system functions correctly.
- Employee Inquiry – Open the Employee Inquiry for each affected employee and proceed to the Details Page.
- Details Page – Locate the data field for the selection of the Award data entry at the top of the screen in the Employee area. and delete the existing Award entry.
- Re-enter – Re-enter the modified award. For instance, if the award was previously set as SALES it should be deleted and re-entered as SALES.
- Leave Page – In the top right-hand corner, review the Leave Basis area. Ensure that the leave basis data is correct and up-to-date. Verify that the selection of Daily or Hourly leave matches the employee’s leave arrangement as set up in the recently modified Award.
By meticulously following these steps, you’ll guarantee that SapphireOne accurately recognizes the changes made to the award and maintains correct leave calculations for the affected employees.
Award Entitlements Details Page
Award Area
- ID – Enter the chosen ID for the Award Entitlement.
- Description – Enter the Name of the Award Entitlement.
- Band Level – This refers to the Band level of an Award.
Package Area
The Package area allows the user to enter the agreed upon payment package for the Award. The user has the option to enter a Salary or Hourly Pay amount for the number of years.
By default SapphireOne does not round tax to the nearest dollar. The user can manually select the ‘Round Tax to Nearest Dollar’ checkbox in order to achieve this. This is not required within Australia, however if workers are paid in a foreign currency, an Award may be set up for them and the rounding function turned on by using this checkbox.Â
Three ways to set the Salary and Leave Details (Award) for an Employee in SapphireOne
- If an Employee is not to be linked to an Award, on the first page of an Employee Inquiry there is an ‘Award’ dynamic (light blue) data entry field which must be left blank.
- If an Employees is linked to an Award but the Award has no salary entered, the Salary for that employee must be entered into the Salary Page in an Employee Inquiry.
- If an Employee is linked to an Award and the Award does have a specific salary entered for the Award, SapphireOne will not permit the changing of the salary in the Salary Page in an Employee Inquiry. All of the entered Award details will be used and any salary changes will have to be done here within the Award Entitlements Inquiry screen.
Dictation and Speech to Text Overview
SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.
You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.
As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.
Dictation and Speech to Text Procedure
This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.
Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line.
The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.
Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive time saver.
Rostered Days Off Area
All employees Rostered Days Off (RDOs) are set up within an Employee Inquiry. By selecting the ‘Override Employees RDO Settings’ checkbox the Award will override the Employees current RDO settings.
This area displays 4 radio buttons that the user can select from. The area will alter to display only the data entry fields that require data entry depending on which of the four options the user selects.
- Use Trigger – When this option is selected the following fields must be entered:
- Trigger Hours – Enter the number of hours for the trigger to occur.
- Automatic RDOs below trigger checkbox – Select if RDO’s are to occur below the number of hours above.
- Use Percentage – Enter the RDO percentage into the data entry field.
- Use Hours Accrued – Enter the Trigger Hours and the Accrued Hours.
- Manual Control – All options are removed. Rostered days off are set manually.
- Maximum RDO Owed – Enter the maximum number of RDO’s before an alert is raised.
- Owed Days – SapphireOne will calculate and display the current number of RDO’s currently owed to the employee.
Superannuation Area
All employees Superannuation details are entered in the Employee Inquiry screen on the Superannuation Page. Any Superannuation details entered here within an Award will override the Superannuation details entered within an employees Master file in Employee Inquiry.
Contribution Area
- Rate – Enter the rate of any additional contributions.
- Max Per Pay – Enter the max amount per pay to be paid on any additional contributions.
Workers Compensation Area
- Rate – Enter the rate of any additional workers compensation contributions.
- Max Per Pay -Enter the max amount per pay to be paid on any additional workers compensation contributions.
Part Time Adjustments Area
- Normal Hours Per Week – Enter the normal hours worked per week.
Annual Leave Page
The Annual Leave Page is where the user can manage various types of Leave for the employees. There are various settings and fields available to assist in the setting up of these benefits for employees. If an Award is not to be set up for an employee, the user can enter leave details within the employees Master Record within the Employee Inquiry screen on the Leave Page.
Leave Defaults Area
- Annual Leave to be Accrued Checkbox – Select this checkbox for annual leave to be accrued.
- Leave Basis – Select from Standard Hours, Period Dollars, Period Hours.
- Daily or Hourly Leave – This allows the selection of calculating leave on a Daily or Hourly basis.
Holiday Area
- Entitlement Date for Annual Leave – Enter the entitlement date for the annual leave entitlement. Select from Use Start Date, Use Other Date or Use Financial End of Year Date.
- Accumulate Leave To – Select how you would like the leave to be accumulated. Choose from Next Anniversary, Current Date or Paid To Date.
- Reset Holiday Leave at End of Year – Leave will be reset.
- Accumulate Pro Rata from Anniversary – This will accrue Pro Rata on anniversary.
- No Pro Rata After – This will not allow the accruement of Pro Rata until after a chosen number of years. Enter the chosen number of years into the field to the right.
- Pay Leave Loading in First Year – Selecting this will pay accrued leave within the first year.
- On Termination Pay Don’t Pay Leave Loading for Pro Rate – Selecting this will not pay leave loading for Pro Rata upon termination.
Carer/Personal Leave Page
The Carer/Personal Leave Page allows the user to set up all Personal and Carer leave provisions for the Award Entitlement.
Leave Defaults Area
- Personal Leave to be Accrued Checkbox – Select this checkbox for Personal leave to be accrued.
- Leave Basis – Select from Standard Hours, Period Dollars, Period Hours.
- Daily or Hourly Leave – This allows the selection of calculating leave on a Daily or Hourly basis.
Carer/Personal Area
- Entitlement Date for Carer – Select the entitlement date for the Carer. Select from Use Start Date, Use Other Date, and Use Financial End of Year date.
- Accumulate Leave To – Select how you would like the leave to be accumulated. Choose from Next Anniversary, Current Date or Paid To Date.
- Then Accumulate Leave To – Select how the leave will be accumulated after the date selected above. Choose from Next Anniversary, Current Date, Paid to Date.
- Reset Carer/Personal Leave at End of Year – Leave will be reset.
- Accumulate Pro Rate from Anniversary – This will accrue Pro Rata on anniversary.
- No Pro Rata After – This will not allow the accruement of Pro Rata until after a chosen number of years. Enter the chosen number of years into the field to the right.
- On Probation For – Enter the number of months of the probation period.
- Maximum Carer – Selecting Maximum Carer will stop Carer Leave accumulating above a certain level. The Carer Leave will not be permitted to accumulate past the number of days entered in this field.
- Maximum Carer in Years – This is the alternative option to the above, which takes into account that the leave from Years 1 – Year 10 could be different from Leave for Years 2 – 11.
Long Service Leave Page
The Long Service Leave Page allows the user to set up all Long Service Leave provisions for the Award Entitlement.
Leave Defaults Area
- Long Service Leave to be Accrued – Select this checkbox for Personal leave to be accrued.
- Leave Basis – Select from Standard Hours, Period Dollars, Period Hours.
- Daily or Hourly Leave – This allows the selection of calculating leave on a Daily or Hourly basis.
Long Service Area
Enter the agreed upon Long Service Leave provisions.
- Entitlement Date for L/S/L – Enter the entitlement date for Long Service Leave Award Entitlement. Select from Use Start Date, Use Other Date or Use Financial End of Year Date.
- Accumulate Leave To – Select how you would like the leave to be accumulated. Choose from Next Anniversary, Current Date or Paid To Date.
- Accumulate Pro Rata from Anniversary Checkbox – Selecting this will accrue Pro Rata on anniversary.
Actions 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.
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