Super Vendor Overview
The Super Vendor Inquiry screen is the same Vendor Inquiry screen found in SapphireOne Accounts, Inventory and Job Projects Modes. The only difference in the Super Vendor Inquiry function is that the Vendor results are filtered to only show the Vendors linked to a Vendor Class of SUPER.
All Superannuation is paid to a Vendor for each employee within SapphireOne. These Vendors are recognised by SapphireOne as ‘Superannuation Vendors’ and the Vendor class of SUPER is used to classify these Vendors.
This SUPER Class must use the characters of SUPER prefixing the ID, for example SUPERXXX, SUPERYYY, SUPERZZZ, etc. These Classes are required for the payment of Superannuation and can be set up in the Vendor Class Inquiry screen. If the user only requires a single class of SUPER, the user can create the Class from within the Super Vendor Inquiry screen, as SapphireOne will automatically create all Vendors with a class of SUPER within the PayRoll/HR Super Vendor Inquiry screen.
Documentation of the complete Vendor Inquiry functionality can be found by navigating to Vendor Inquiry
You can create a new Vendor with a class of SUPER by selecting the 
New button and following the details in the Vendor Inquiry documentation.
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.
How to enter Super Vendor Details in SapphireOne
- Enter Super Vendor details from within PayRoll/HR Mode by navigating to Payroll/HR > Administration Employee Inquiry > Superannuation Page. SapphireOne will then create the Class of SUPER if required, and then when the user selects the
tick on the main toolbar, creates the Vendor automatically with a minimum of details. The user may then go to Payroll/HR > Administration > Super Vendor Inquiry and open the new Vendor. This function is the equivalent of a full Vendor Inquiry so that the new Vendor may be checked and modified as required immediately. - The second option is to navigate to the Vendor Inquiry screen in Accounts Mode by going to Accounts > Payables > Vendors and enter both the Class and Vendor details when setting the Vendor within the Inquiry screen. The Class MUST contain the word SUPER, e.g. SUPER_FUND1, SUPER2_FUND3, SUPERX and so on. Then set up Vendor as required.
If the Vendor is created from within the Payroll mode, on the More Details Page the Miscellaneous area, this 
checkbox will automatically be set active. If the Vendor is created in any other location in SapphireOne, this 
checkbox will have to be set active manually.
Next check that the Default GL Code is correct. Once you select the Superannuation checkbox SapphireOne will look for the correct account and try enter it automatically so check it every time. Check that it is the correct account, and if it is a multi company data file, that it is the correct Company.
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.
How to set up Superannuation Classes in SapphireOne
For full details on how to set up a Superannuation Vendor Class within SapphireOne please navigating to the Vendor Class Inquiry screen.
For a SUPER Vendor created from PayRoll/HR mode, a suggestion for an ID is to use the Super Funds ID AMP, and the first 4 letters of the employee’s ID BELL, which gives AMPBELL or BELLAMP. Any ID of up to 8 characters may be used and should be specific so that it can be identified at a later date. It should contain the Vendor ID, the employee’s name, as well as the ID of the Super Fund that the superannuation amount is being paid to.
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