Department - Organise and Classify Data with Ease

Department Inquiry Overview

The Department Inquiry function within SapphireOne Utilities Mode is where the user can set up different Departments within the company data file. Departments allow for an additional level of data organisation, classification and reporting within SapphireOne.

New departments may be created using this Department Inquiry function, however in the case of Multi Company data files, the user will only be able to enter in the ID of the company that the user is currently logged into. A user logged in as Master will still be able to create new departments and attach them to any Company in the data file. 

All General Ledger Accounts are set at this Department level. When viewing General Ledger accounts, and Departments are identified by a suffix added to the end of the General Ledger Account ID.

Details Page

Department Area

• Company ID – Enter the Company ID that the Department is being created for and will be linked to.
• Name – SapphireOne will automatically populate the name of the Company according to the Company ID.
• Dept. ID – Enter the chosen Department ID.
• Name – Enter the chosen name of the Department.
• No Accounts Transactions Check Box – If this is ticked, it will not create various Accounting transactions associated with this Department.
• Created – SapphireOne will automatically log the date of when the department was created, as well as the SapphireOne user that created the department.
• Modified – SapphireOne will automatically log the date the Department was most recently modified, as well as the SapphireOne user who made any modification.

Custom GL Class Area

This enables the user to choose to sort by Department Classes when printing financial reports.

• Class A – Select a class appropriate to this Department.
• Class B – Select a class appropriate to this Department.
• Class C – Select a class appropriate to this Department.

Client Controls Account Area

• Control Default – Enter the linked General Ledger Account.
• Tax Default – Enter the linked General Ledger Account.
• Variance – Enter the linked General Ledger Account.
• On Cost – Enter the linked General Ledger Account.

Department Market Area

• BMCS Code – This allows the user to add the Building Management and Control System Code for certain marketing reports.

Department Notes Area

The user can select the Time and Date stamp to add the Time and Date and make notes about your action. The user can also highlight the text in the notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.

Pictures Area

Select the Load Image Button to attach any relevant images to the Department Inquiry.

Text Area

This area can be used to enter any additional information about the Department.

Actions Page

Action Page Overview

The Action Page in SapphireOne serves as access to a comprehensive hub for managing and organising tasks, meetings, and notes, seamlessly integrating actionable items with relevant records and transactions. By providing access to a wide array of features such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, and various types of Notes, the Action Page ensures that users can efficiently coordinate their activities within a centralised platform. 

One of the key advantages of the Action Page is its ability to link actions directly to specific records or transactions, enhancing the accessibility and relevance of alerts throughout SapphireOne. This integration allows users to set up actionable alerts that are contextually tied to their organisational data, ensuring that important tasks and notifications are not only visible but also directly connected to the pertinent information. By leveraging these capabilities, users can improve their productivity and maintain a well-organised workflow, all within the intuitive environment of SapphireOne.

The Action Page enables users to manage actions by using the add or delete buttons. To add or delete an action, simply click the corresponding button.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes the following functionality:

• 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 – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
• 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 the action lists.

Alarm Area

Ensure you never miss a task again by setting up alarms to send reminders to the designated email at specified dates and times. Users can also receive notifications through SapphireOne Workflow.

Recurring Area

If necessary, the alarm can be set to recur at specified intervals chosen from the Type drop-down menu which contains an exhaustive list of interval options. Additionally, the recurring period can be defined by date.

Notes Area

This area can be used to make permanent notes or reminders when dealing with contacts. When you click on the clock button, a timestamp will be created at the beginning of the notes section. [Command or Control] places it at the end, and you can input the note straight away. The functionality is as follows:

• Right-Click context menu – Users can also customise the font, style, size, colour, and background colour of the text in the Notes area by selecting the desired text and choosing the options available from the right-click context menu
• Green Clock Button – Include a date and time stamp.
• Font Size Buttons – Modify the font size.
• Expand button – Maximise the notes screen for unobstructed editing. You can click the same expand button again to minimise the notes.

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 email notifications if their email addresses are provided. Additionally, you can manage and track attendees RSVP status in real-time.

 In conclusion, the Action Page in SapphireOne stands as a pivotal tool for enhancing organisational efficiency and productivity. By offering access to a centralised platform that seamlessly integrates tasks, meetings, and notes with relevant records and transactions, it empowers users to maintain a streamlined and well-coordinated workflow. The ability to link actions directly to specific data points ensures that alerts are not only accessible but also contextually relevant, providing users with the insights needed to make informed decisions. As organisations continue to navigate complex operational landscapes, the Action Page remains an indispensable resource for optimising task management and fostering a more organised and productive environment within SapphireOne.

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