Project Management Software
The SapphireOne projects mode allows for an even greater level of control over the tracking of revenue and costs which are related to a specific task or job. The projects mode is designed to be adaptable to your individual business requirements. SapphireOne projects will provide for a level of control over your costs, including materials and labour, to allow greater flexibility over the production process, so as to maximise project margins.
The use of a project ID code unlocks powerful functionality within the Projects mode of SapphireOne. The project ID code can be allocated to individual products or batches of stock, or a larger job can be divided into individual projects so that profitability can be tracked as the work is completed. Business intelligence can be accessed on profit potential at all times during the stages of production.
Inventory may be allocated or reserved for a particular job or task, allowing greater control of your resources. While some costs remain fixed, labour is a key resource to profit from control over; it be allocated and tracked in relation to specific tasks or jobs. A project financial report, similar to a profit and loss statement may be printed at any time. In this you may select, print and revenue costs assigned to a particular project ID reference.
Costs
Reporting
Resources
Enquiries
Inventory
- Allocations
- Inventory Transaction Inquiry
- Class Enquiry
- Posting
- Inventory Details
- Inventory Transactions
Projects
- Project Invoice
- Project Credit Memo
- Transaction Enquiry
- Project Enquiries
- GL Budgets
- Class Enquiry
- Costs Enquiry
- Client Enquiry
Costs
The Costs menu is a very useful combination of payables and purchases all rolled into an effective function called costs. Costs is a simplified version of the Payables menu in Accounts mode. The transactions here are entered as Vendor transactions and remain so after processing, and can be seen and reported in the payables menu in accounts mode. This has the same functionality as purchasing and can also be used in the inventory purchasing transaction enquiry.
Vendor Orders and Purchases
Vendor ID
In order to effectively process data, there is no need to know every vendor ID. The vendor ID field allows for quick and easy ID queries. Also, Vendor details can be entered on the fly, simply by entering a new Vendor ID.
Automated Entry
Double entry is a thing of the past with SapphireOne’s automated entry feature. Vendor details are dynamically imported across all transactions. Also, creating a new vendor can be done without leaving the data entry screen, simply by entering the new vendor ID.
Loading of Details
When a Vendor ID is entered, corresponding details such as name and address, outstanding balance and credit limit are automatically loaded and displayed in the header section of the invoice. This area also displays the information in the customised fields within the vendor, enabling our customers to view the information specifically important to them.
Error Checking
SapphireOne activates the save button on an invoice only when all the required fields have been filled and checked that the invoice amount is not “out of balance”. SapphireOne recognises when a date or period other than the current date or period has been entered and displays a confirmation screen to alert the user; insurance against data entry errors.
Standing Transactions
SapphireOne provides the ability to set vendor orders for periodic ordering, with the flexibility to set-up weekly, fortnightly, monthly, yearly or a specifically set number of days. Standing transactions that have been created are easily modified or cancelled prior to posting, allowing you to control when payments are made.
Transaction Lines
SapphireOne is very flexible with regards to the size of the invoice and the number of transaction lines which can be entered. By simply pressing an ‘add’ button, the user is able to add additional lines to the invoice. SapphireOne invoice screens also have a ‘delete’ button to delete vendor invoice lines. In addition, SapphireOne has a ‘copy lines from invoice’ function, where lines from a previous invoice can be duplicated, dramatically cutting data entry time.
Vendor Order Conversion
With SapphireOne there is no need to create a vendor order, and then a separate vendor purchase at a later date. SapphireOne converts the order to a purchase, and then to an invoice, at the touch of a button.
Cash Purchases
Cash purchases are available for one-off entries. This screen is similar to the vendor purchase screen in projects, however, there is no need for vendor ID details. Details of the vendor can be entered manually, if required.
Cash Payments
For one off payments SapphireOne’s cash payment option may be used to record details such as who the payment was made to, what it was for, amount, and reference number without the need to create a complete vendor file.
Foreign Exchange
SapphireOne’s foreign exchange handles transactions in any currency, allowing your organization to make payments to worldwide markets.
Reporting
In its report writing capabilities, SapphireOne is truly unique. Any field or file in the database is reportable. All reports in this section have access to calc, write and draw column based and graphical report writers.
Column Based Reports
Create column-based reports, by simply dragging and dropping the appropriate fields into each column as you wish them to appear. Add any calculations, sorts and totals with the click of a button, giving you a truly unique report designed to your specifications.
Graphical Reports
SapphireOne allows you to design your own reports, and use them for your specific financial reporting. With SapphireOne, there is no need to transfer your financial data to another application for reporting. At a click, reports can incorporate graphics and formulas, when presentation of the report is an important feature.
Resources
Resources allows time or labour to be allocated to a project. A resource may also include anything that has a costing value and is used to achieve the completion of the project. Data is entered through a timesheet and these costs are allocated to a project ID or resource ID. Resources can be classified by classes with a further breakdown by activity.
Timesheets
SapphireOne provides three types of timesheets. Depending on how job costing is performed within your organization, you have the ability to use timesheets based on resources or on projects. Resource timesheets are used to allocate one resource over a variety of projects. Projects timesheets are used to allocate one or more resources to a single project. We also have open timesheets to benefit both the allocation of resources and activities.
One of the benefits of using the resource timesheets, is that you are able to set the resources up as employees and transfer that data to payroll for pay processing, eliminating the need for double entry of this information.
Resource Timesheets
Allows the user to allocate projects to the resource, with useful tracking tools, the user is always able to keep track of the resource.
Project Timesheets
Allows the user to allocate resources or activities to the projects, with useful tracking tools, and data entry fields, the user is always able to keep track of the project.
Enquiries
There are a number of enquiries under resources. These include transaction, resource, class, activities and time lines enquiries. Allowing you to search, sort and view data at your leisure.
Transaction Enquiries
Advanced search, sort and report and utility functions can be used in conjunction with the enquiry windows. Transaction listings can also be reported on and printed.
Enquiries
Transaction Enquiry
Advanced search, sort and utility functions can be used in conjunction with the enquiry windows. Transaction listings can also be reported on and printed with an inbuilt spreadsheet, inbuilt word processor and drawing package column based or graphical report writing tool.
Vendor Enquiry
Projects also has the ability to do vendor queries. Ensuring that the user does not need to change to the accounts mode to track vendor details.
Vendor Records
Maintain detailed supplier information with particulars that include but are not limited to, vendor address, telephone, fax, e-mail, shipping details, payment terms, and complete historical information. Extensive tax settings allow you to enter ATO branch numbers for multiple offices, ABN, tax file Number for no ABN Vendors, and handle PAYG.
Posting
Post transactions present a window, which contains all current transactions awaiting posting. The user has the option to continue processing immediately, or send the posting process to the activity queue for processing later. Both options will produce an audit trail of the posting transactions. As a secondary option to posting immediately you can finish the posting in the background allowing you to continue with data entry. Once transactions are posted, they are effectively locked from further modifications, this is an important feature, which ensures that your data integrity is maintained.
Inventory
An important aspect of project management is the ability to access inventory control. SapphireOne allows the user the ability to link back to the inventory item to enable stock control through the allocation of Inventory for use on a particular project. The benefits associated with the inventory mode do not stop there. Inventory also allows goods allocated to a project which have not used, to be returned to stock through the allocate projects function.
Data Entry Processes Allocations
SapphireOne provides two ways of allocating inventory to projects.
- allocating an individual inventory item to a number of projects, or
- allocating an individual project to a number of inventory items.
Allocate Inventory
Used to allocate inventory items to specific projects for future usage. The user is able to enter the quantity of inventory to allocate and the project it is to be allocated to. SapphireOne calculates the stock value allocated to each project.
Allocate Projects
If the user chooses to allocate inventory through projects, SapphireOne provides a wide range of options and details, to support the user in allocation, and to also provide information, such as budget details, to enable for informed decision making.
After the inventory has been allocated to the project, the project can absorb the items, as required. If the project does not require all items allocated to it, they are simply returned to stock for use on other projects.
Tracking Inventory Allocation
As on all other SapphireOne data entry screens, the tracking section assists the user to keep track of the entry through the fields such as ‘date in’ and ‘ref no’.
Loading Details
SapphireOne eliminates the need for users to remember inventory IDs, or project ID’s. All relevant details can be searched and loaded automatically. Also, as with invoicing, the default inventory description can be over typed to allow you to enter a description that may be specific to the particular project.
Inventory Transaction Enquiry
The enquiry window lists all current transactions in numbered sequence. A current transaction is generally classed as a transaction which is dated in the current month, is in the current period, is unposted, has not been 100% allocated, has not been reconciled and has not appeared within a BAS. SapphireOne also allows advanced search, sort, report and utility functions to be used in conjunction with the enquiry window.
Class Enquiry
The class enquiry window allows you to create the inventory categories for further classification. This enables the grouping of similar inventory items and will assist in preparing meaningful reports.
Posting
Post transactions displays a window, which contains all current transactions awaiting posting. The user has the option to continue processing immediately or send the posting process to the activity queue for processing later. Both options will produce an audit trail of the posting transactions. As a secondary option to posting immediately you can finish the posting in the background allowing you to continue with data entry. You can also sort within the posting screen.
Inventory Details
This area enables the printing of a report containing simple one-line details or full details for each inventory item. This also includes the column based report and the graphical report writer.
The details may be sorted by any field. A further sort criterion allows you to select records by inventory ID and/or inventory class.
Inventory Transactions
This option is used to produce reports as a simple one-line stocktake or as a stocktake audit report, showing the item detail lines for each transaction.
Projects
The project mode is structured in the same way as other modes such as inventory and accounts. This menu is used to perform all tasks involved with managing the project income billing and to track costs. Project financial reports are produced from this menu.
Project Invoice
Enables the creation of billing lines from project purchases, and resource transactions, utilising the inventory file as a look-up. Here SapphireOne also provides full write-off control or allocation to the invoice for tracking.
Project invoice also allows for free form text fields, custom fields on each line, layout style, shipping and FX details, inbuilt spreadsheet, drawing package, calc spreadsheet, write and the ability to add action notes.
Automated Loading of Details
Once the project ID is entered, the corresponding client details, including outstanding balance and credit limit, are automatically loaded and displayed in the information tab area of the invoice. The information tab has been specifically designed for user information only, and are not printed on the Invoice.
Transaction Details
The ‘transaction details’ area is used to enter credit terms, and information such as terms and conditions of sale, which are to appear on the invoice.
Project Credit Memo
The project credit memo is used to facilitate the return of goods, or the issuing of credit for services supplied to a client. It works in the same way as a client sales invoice, but decreases all balances.
Credit memo also allows for free form text fields, custom fields on each line, layout style, shipping and FX details, inbuilt spreadsheet, drawing package, calc spreadsheet, write and the ability to add action notes.
Transaction Enquiry
The enquiry screen lists all current transactions in numbered sequence. A current transaction is generally classed as a transaction which is dated in the current month, is in the current period, is unposted, has not been 100% allocated, has not been reconciled and has not appeared within a BAS. SapphireOne also allows advanced search, sort, report and utility functions to be used in conjunction with the enquiry screens.
Project Enquiries
The project enquiry screen can be used for searching, sorting, and reporting. It can also be used to create, modify or look at an existing project throughout its life. All information regarding a project is shown within this option, including start date, estimated completion date and actual finish date.
Details Screen
SapphireOne projects enquiries are not just limited to one screen. Within projects, the user is able to view or modify a number of screens pertaining to different aspects of the projects. These aspects include but are not limited to quote details, billing details, resource and inventory details.
Direct Summary
Direct summary displays a summary view of all transactions that have been processed. Details such as total-to-date and month-to-date figures are shown. For superior job costing, direct summary also displays the breakdown of costs, charges and profit over each period.
Keywords & Notes
Add notes to individual project files to assist in tracking important information. All notes are date, time and user stamped for accurate record keeping. Notes are displayed in chronological order for rapid and efficient viewing. In addition to the standard demographic fields, SapphireOne allows you to enter searchable key words that relate to the Project.
GL Budgets
These can either be created on a dynamic basis using the Excel link feature, or they can be created at a later date. SapphireOne also allows the setting of revised budgets for each account, which can be used to reflect changes.
Revise budgets in general ledger account by period. The inbuilt calc spreadsheet facilitates this process.
Class Enquiry
The class enquiry window allows the grouping of projects in various classifications. This enables comparisons by grouping like projects and can assist in preparing future quotes/cost estimates.
Costs Inquiry
The costs inquiry screen allows for the detailed analysis of the direct costs associated with a project. The displayed date can be used to produce reports so that specific data can be viewed and reported on. The reports that can be produced include balances and income and costs reports. These can all be searched, sorted and reported.
Client Inquiry
Client inquiry presents a window that contains important details relating to a client, allowing easy selection of the correct clients for viewing. This is similar to the client inquiry screen in the accounts mode. This also provides the ability to search, sort and report.
