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.
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.
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 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.
You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.