SapphireOne Unique Terminology Overview
A comprehensive reference guide designed to assist SapphireOne users in understanding the SapphireOne unique terminology used within the SapphireOne ERP / Accounting software, providing valuable insights and enhancing the user experience
SapphireOne Modes of Operation
| First Time Mode | First Time Mode is exclusively designed for organizations initiating the implementation and launch of the Sapphire One application, along with their client data file. This process is carried out in collaboration with SapphireOne’s management consultants. The purpose of First Time Mode is to assist clients in setting up all necessary data fields and structures within their data file, as detailed in the implementation guide. |
| Accounts Mode | Accounts Mode (F1) in SapphireOne is the initial mode among eight, featuring Receivables, Payables, General Ledger, and History. Receivables, Payables, and General Ledger each provide Data Entry, Inquiry, Process, and Reporting functions. The History section allows users to access comprehensive records of past transactions within the Accounts section, ensuring a streamlined user experience. |
| Inventory Mode | Inventory Mode (F2) in SapphireOne follows the same design philosophy as Accounts Mode, featuring distinct drop-down menus for various functions. Sales and Purchasing drop-downs offer Data Entry, Inquiry, Process, and Reports, while Inventory drop-down focuses on inventory management. The Manager drop-down handles specific functions through a single inquiry, such as Delivery Run Manifest and Importer e.t.c. Point of Sale drop-down covers all related functions, and History stores all transactional data, including Job project-based transactions. This streamlined structure enhances the user experience within SapphireOne Inventory Mode. |
| Job Projects Mode | Job Projects Mode (F3) shares the same design philosophy as Accounts (F1) and Inventory (F2) Modes, offering various drop-down menus for efficient management. Both Costs and Resources drop-downs provide Data Entry, Inquiry, Process, and Reporting capabilities. Similarly, the Inventory and Job Projects drop-downs include Data Entry, Inquiry, Process, and Reporting functions. The History section stores a comprehensive record of all Time Sheets and Time lines that are Job Project-related transactions, allowing for a streamlined user experience within the SapphireOne application. |
| Assets Mode | Asset mode (F4) provides the functionality that’s required for your organisation to manage everything to do with your asset register. We only have two drop-down menus with the first being Assets is primarily focused on assets which is data entry. Inquiry posting and reporting and history which provides a historical record of all Asset transactions. |
| Payroll/HR Mode | Payroll/HR Mode (F5) in SapphireOne offers a comprehensive solution for all Payroll and Human Resources needs, featuring three distinct drop-down menus: Payroll, Administration, and History. The Payroll drop-down provides Inquiry, Process, and Report functions. The Administration drop-down offers Inquiry and Reporting options, while the History drop-down summarises Payroll, History with Inquiry, Analysis, and Report features. |
| Management Mode | The Management Mode (F6) in SapphireOne provides solely inquiry functionality, featuring three distinct menus: Analysis, Management, and Audit. These menus offer a range of management-style reporting options. Period End Routines are also located in this section for easy access. |
| Utilities Mode | The Utilities Mode (F7) in SapphireOne offers two menu options. The first is Controls, which includes Inquiry, Default Settings, and Report Settings. The second menu is Utilities, which solely offers Inquiry functionality. |
| Workbook Mode | Workbook Mode (F8) is the eighth mode in SapphireOne, featuring a default General drop-down with subcategories for Data Entry and Inquiry. Additional sub-menus, Workbook 1 and Workbook 2, are dynamic and only appear when configured to do so. Users can select any Data Entry, Inquiry, Processing, or Reporting menu item to include in the desired workbook for easy access. |
SapphireOne Accounting Functions
| Client Receipt (CR) | SapphireOne Client Receipt streamlines payment processing, tracking client payments, and managing account receivables. |
| Client Invoice (CI) | SapphireOne Client Invoice simplifies billing, enabling efficient creation, management, and tracking of customer invoices. |
| Client Credit (CC) | SapphireOne Client Credit facilitates easy management and tracking of customer credits, returns, and account adjustments. |
| Client Journal (CJ) | SapphireOne Client Journal allows efficient recording and tracking of financial transactions and adjustments within client accounts. |
| Client Refund (CR) | SapphireOne Client Refund streamlines processing and tracking of customer refunds and reimbursements with ease and accuracy. |
| Money Receipt (MR) | SapphireOne Money Receipt efficiently manages and tracks incoming payments, ensuring accurate recording and reconciliation. |
| Vendor Payment (VP) | SapphireOne Vendor Payment simplifies processing, tracking, and managing payments to suppliers and service providers. |
| Vendor Invoice (VI) | SapphireOne Vendor Invoice enables efficient creation, management, and tracking of bills received from suppliers and service providers. |
| Vendor Credit (VC) | SapphireOne Vendor Credit assists in managing and tracking supplier credits, returns, and account adjustments with ease. |
| Vendor Journal (VJ) | SapphireOne Vendor Journal streamlines recording and tracking financial transactions and adjustments within supplier accounts. |
| Vendor Refund (VR) | SapphireOne Vendor Refund simplifies processing and tracking reimbursements and refunds received from suppliers and service providers. |
| Money Payment (MP) | SapphireOne Money Payment facilitates efficient processing and tracking of outgoing payments, ensuring accurate recording and reconciliation. |
| Quote Client Invoice (QCI) | SapphireOne Quote Client Invoice efficiently manages and tracks client quotes and invoices for streamlined billing and payment processing. |
| Order Client Invoice (OCI) | SapphireOne Order Client Invoice simplifies creation and tracking of customer orders and invoices, streamlining billing and payment processing. |
| Sales Client Invoice (SCI) | SapphireOne Sales Client Invoice provides a comprehensive solution for creating, managing, and tracking sales invoices, optimizing billing and payment processes. |
| Sales Client Credit (SCC) | SapphireOne Sales Client Credit simplifies management and tracking of customer returns, refunds, and account adjustments in the sales process. |
| Sales Money Receipt (SMR) | SapphireOne Sales Money Receipt enables efficient management and tracking of incoming payments in the sales process, ensuring accurate recording and reconciliation. |
| Sales Money Payment (SMP) | SapphireOne Sales Money Payment streamlines processing and tracking of outgoing payments in the sales process, ensuring accurate recording and reconciliation. |
| Requisition Vendor Invoice (RVI) | SapphireOne Requisition Vendor Invoice simplifies creation and tracking of bills received from suppliers and service providers in the procurement process. |
| Order Vendor Invoice (OVI) | SapphireOne Order Vendor Invoice simplifies creation and tracking of orders and invoices for suppliers and service providers, streamlining procurement and payment processes. |
| Purchase Inwards Goods Journal (PIGJ) | SapphireOne Purchase Inwards Goods Journal facilitates recording and tracking of goods received from suppliers, streamlining procurement and inventory management. |
| Purchase Vendor Invoice (PVI) | SapphireOne Purchase Vendor Invoice enables efficient management and tracking of bills received from suppliers, streamlining procurement and payment processes. |
| Purchase Vendor Credit (PVC) | SapphireOne Purchase Vendor Credit simplifies management and tracking of supplier credits, returns, and account adjustments in the procurement process. |
| Purchase Money Payment (PMP) | SapphireOne Purchase Money Payment facilitates processing and tracking of outgoing payments to suppliers and service providers, streamlining procurement and accounting processes. |
| Purchase Money Receipt (PMR) | SapphireOne Purchase Money Receipt efficiently manages and tracks incoming payments from customers, optimising procurement and accounting processes. |
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