Accounts Receivables Report Tutorial – The Statements Report.

The Accounts Receivables Statements Report allows you to produce different statement layouts.

Creating an Accounts Receivables Statements Report in SapphireOne.


For the next post in our Accounts Receivables Report Tutorials, we will be focusing on the fourth Accounts Receivables reporting option in SapphireOne, the Statements Report.

There are six different types of Accounts Receivables reporting options available within SapphireOne. This includes:

  1. Details
  2. Balances
  3. Transactions
  4. Statements
  5. Show Reports
  6. Dashboards

In our previous three posts we looked at the Client Details Report, the Balances Report and the Transactions Report. Read on to learn more about when and how to create the Statements Report, and make sure you are getting the most out of all SapphireOne reporting functionalities.


The Statements Report.


There are six different types of Accounts Receivables reporting options available within SapphireOne, including the Statements Report.

The Accounts Receivables Statements Report gives you the ability to produce different Statement layouts. This report is helpful for debt collection as it gives you the ability to produce a report to give to Clients to show they currently have outstanding.

The Statement Report presents a print dialog pop-up for the selection of the items required to be printed in the report.

When Printer is selected from the Print Destination drop-down menu, the Statements Report Type menu gives you the ability to report on 12 different Statement Report types.

When ‘Printer’ is selected from the Print Destination drop-down menu, the ‘Report Type‘ menu gives you the ability to report on 12 different Statement Report types. This includes:


  1. Plain Paper – This report will print a statement onto blank paper whether using Laser or Image-Writer printers. All lines, graphics etc will be printed.

  2. Pre-Printed – This is for printing statements onto pre-designed forms. The lines and graphics will already be on the forms.

  3. Wide Statement – This report will print a landscape statement onto blank paper (Laser or Image-Writer).

  4. Direct – This is for printing to serial printers. The layout is set up from the Direct Print control in ‘Utilities’. Navigate to: Utilities/Controls/Direct Print Layouts

  5. Condensed – This report produces a compressed report for filing purposes with the same data as a statement. 
  1. FX Condensed – This report produces a client statement report in foreign currency, and is compressed for filing purposes.

  2. Plain Paper with Bank Detail – This produces a statement report on plain paper with the clients bank details in portrait.

  3. Wide Statement with Bank Detail – This is a two section landscape report with a detailed statement on the left and a remittance on the right. The second section is a simple statement/remittance, and provides an area where the amount being paid may be entered and the entire page returned.

  4. As at Period Statement – This function enables the user to print statements based on an ending period. A pop up will ask for the entry of a period.

  5. As at Date Statement – This function enables the user to print statements based on a date as entered. A pop up will ask for the entry of a date.

  6. Custom Statement-1 – This is a Custom Report statement that has been set up in ‘Utilities’. Navigate to: Utilities/Controls/Custom Report Layouts.

  7. Custom Statement-2 – This is a Custom Report statement that has been set up in ‘Utilities’. Navigate to: Utilities/Controls/Custom Report Layouts.
The ‘Report Selection’ drop-down menu also allows you to select which clients Statement Report data you would like to report on, allowing you to get more granular and specific with your reporting capabilities.

The ‘Report Selection’ drop-down menu gives you the ability to select which clients statement data you would like to report on, allowing you to get more granular and specific with your reporting capabilities.


  1. Balances Only – This is the default selection and the system will only print out Client balances for those who do not have a balance of $0.00.

  2. Balances > $5.00 – This report is the same as the default report, however it will only include Clients who have a balance owing of $5.00 or more.

  3. All Records – This option prints a report for all Clients irrespective of balances owing. In some instances this will be a very large report as Clients with a balance of $0.00 will be included.

  4. Parents Only – This option will only print those Clients who are recognised by the system as parents and have a balance owing.

  5. Parents Only exclude Children Transactions – This option will only print those Clients who are recognised by the system as parents and have a balance owing. Any child transactions will be excluded.

  6. Balances Only exclude Children – This option will print balances for all Clients, except those who the system recognises as Children of Parents.

Once you have chosen your defined report details, and selected ‘Print’, you have the option to open the report as a PDF or print the report directly from SapphireOne.


Any questions?


For the next final post in our next Accounts Receivables Reporting Tutorials we will be focusing on the remaining two ‘Show Reports’ and ‘Dashboards’ reporting functionalities within SapphireOne.

For more information on Accounts Receivables Reports, or to find out how you can get the most out of your SapphireOne application, please contact us or book a call with a member of our Support Team. We are always here to help!

Accounts Receivables Report Tutorial – The Transactions Report.

The Client Transactions Report gives you the ability to generate a list of all outstanding transactions via a variety of different criteria and fields contained within your SapphireOne Client data profiles.

Creating an Accounts Receivables Transactions Report in SapphireOne.


SapphireOne has six different Accounts Receivables reports options, each allowing you to report dynamically on client data for many different purposes. 

  1. Details
  2. Balances
  3. Transactions
  4. Statements
  5. Show Reports
  6. Dashboards

In our previous tutorials we looked at how to create the first two Client Details Report and Balances Report in more detail. This post focuses on the third Accounts Receivables report option within SapphireOne, the Transactions Report. 

Continue reading to learn more about when and how to use the Accounts Receivables Transactions Report, and stay up-do-date on all reporting functionalities available with SapphireOne.


The Transactions Report.


Continue reading to learn more about when and how to use the Accounts Receivables Transactions Report, and stay up-do-date on all reporting functionalities available with SapphireOne.

The Client Transactions Report gives you the ability to generate a list of all outstanding transactions via a variety of different criteria and fields contained within your SapphireOne Client data profiles.

When selecting the Transactions Report, you are presented with the following print dialog pop-up enabling the selection of items required in the report:

When Printer is selected from the Print Destination drop-down menu, the Transaction Report Type menu gives you the ability to create 8 different transaction report types depending on your specific reporting requirements.

When ‘Printer’ is selected from the Print Destination drop-down menu, the ‘Report Type’ menu gives you the ability to create 8 different Transaction Report Types depending on your specific reporting requirements. This includes:

  1. Plain Paper – This report is a one page report designed for receipts only.
  1. Transaction Audit – This report gives the Tracking Details of the transaction and the value. It also includes Sub-Lines showing where the transaction was allocated.

  2. Discount Due – This report gives the details of Discounts due to the Client on each transaction. This includes the number of days the discount is limited to, the percentage amount and the actual amount in dollars.

  3. One Line FX – This report gives the Tracking Details of Foreign Currency transactions and its value.

  4. Audit FX – This report is as above for the One Line FX report but also includes the Sub-Lines showing where the Foreign Currency transaction was allocated.

  5. One Line Transaction – Gives the Tracking Details of the transaction and the value.

  6. Wide Transaction Audit – Landscape version of the Transaction Audit report above.

  7. Credit Memo – This option allows you to create a credit memo when required.
SapphireOne has six different Accounts Receivables reports options, including the Transactions Report, each allowing you to report dynamically on client data for many different purposes.

The ‘Report Selection’ drop-down menu also allows you to select which Client transaction data you would like to report on, allowing you to get more granular and specific with your reporting capabilities.


  1. Unposted Only – This option creates a report for all transactions that are not posted and have not been transferred to the GL.

  2. Allocatable and less than 100% – This option creates a report for transactions that have not yet been allocated at 100%.

  3. All Records – This option prints a report for all Clients irrespective of balances owing. This also includes all Clients with a balance of $0.00.

Once you have chosen your defined report details, and selected ‘Print’, you have the option to open the report as a PDF or print the report directly from SapphireOne.


Any questions?


Stay tuned for the next blog post in our next Accounts Receivables Report Tutorials, where we will be diving into the Statements Report.

For more information on Accounts Receivables Reports, or to learn how how you can get the most out of your SapphireOne application, please contact us or book a call with a member of our Support Team. We love hearing from you!

Accounts Receivables Report Tutorial – The Balances Report.

The Accounts Receivables Balances Report gives you the ability to create and print a Credit Information Report on Clients who currently have outstanding balances.

Creating an Accounts Receivables Balances Report in SapphireOne.


SapphireOne has a variety of Accounts Receivables reports available, each allowing you to report dynamically on client data for many different purposes. The aim of the Account Receivables Report tutorials is to take you through each of the six reports so you can stay informed and up-to-date on SapphireOne reporting functionalities.

SapphireOne has six different types of Accounts Receivables reporting options, these include:

  1. Details
  2. Balances
  3. Transactions
  4. Statements
  5. Show Reports
  6. Dashboards

In our previous post we looked at when and how to create the Client Details Report. In this post we will be looking in more detail at the second Accounts Receivables reporting option, the Balances Report.


The Balances Report.


When selecting the Balances Report, you are presented with a print dialog pop-up enabling the selection of items required in the report.

The Client Balances Report gives you the ability to create and print a Credit Information report on Clients who currently have outstanding balances, giving you an overview of exactly which Clients owe money.

When selecting the Balances Report, you are presented with a print dialog pop-up enabling the selection of items required in the report:

This reporting function gives you the ability to choose from 20 different Balance Report types to best suit your specific reporting requirements.

This reporting function gives you the ability to choose from 20 different report types to best suit your specific reporting requirements. Below is an overview of each Report Type, and what each type can be used for:


  1. Standard Balances – This report shows the Standard Aged Balances.

  2. Un-posted ValuesThis report includes the un-posted values in the Standard Aged Balances Report.

  3. Credit Control – This report adds information about last receipt date and amount, contact, position and phone details.

  4. Wide – Balances – This report allows for the print of the reports in a wide format increasing the amount of Balance Data displayed.

  5. Wide – Un-posted – Allows the printing of the reports in wide format increasing the amount of Balance Data displayed, including un-posted.

  6. Wide – Credit Control – Allows the printing of the reports in wide format increasing the amount of Balance Data displayed, including Last Receipt details.

  7. As at Period Balance – This report gives the Client Balances as at a particular period in time. This should agree with the Balance Sheet Control Account for the same period.

  8. As at Date Balance – This report gives a balance report based upon current transactions.

  9. As at Detailed – This report gives a balance report based upon 7, 14, 21, 30, 60 and 90 days. This report also provides the Client’s agreed terms.

  10. As at Detailed Unallocated – This report prints balances for each client that are overdue and are also unallocated as of the entered date.

  11. As at Detailed Unallocated Periodically – This report prints balances for each client that are overdue and are also unallocated for a chosen period.

  12. Cash Flow – This report allows you to specify a given date prior to viewing balances to aid in cash flow projections.

  13. Cash Flow Detailed – This report allows you to specify a given date prior to viewing balances and transactions to aid in cash flow projections.

  14. Sales Analysis – This report gives a brief Sales Analysis of each Client.

  15. Sales Analysis Full – Gives full details of the Sales Analysis.

  16. Total Due Check – Simple Report that only prints: Total Due, Historial Total and Current Total.

  17. Standard Balances (Landscape) – This is the same as the Standard balances report, but in landscape format with extra room for Company name.

  18. Payment Performance – This prints a report in the form of a chart for the selected Clients displaying their payment performance as a percentage for payment term periods.

  19. Balances with Average Pay Days – This report prints out for the selected, Clients the average time in days it takes a Client to make payment.

  20. Standard Balances in FX Currency – Prints the balances in both the Local and FX currencies.

The Report Selection drop-down menu also allows you to select which Balance Report data you would like to report on, allowing you to get more granular and specific with your reporting capabilities.

The ‘Report Selection’ drop-down menu also allows you to select which Clients balance data you would like to report on, allowing you to get more granular and specific with your reporting capabilities:


  1. Balances Only – This will print out all of the active Client balances. It will be limited to those Clients who do not have a zero balance.

  2. Unposted Balances Included – Will print out a report which includes all active Clients balances which will now include any unposted transactions and again those Clients who do not have a zero balance.

  3. All Records – This option will tell the system to print balances for all active Clients currently in the system including those with a zero balance.

  4. All Records Include Inactive – The system will print the balances for all Clients in the system including those who are currently marked as inactive. This will not reset their inactive state to active and it will also list those who have a zero balance which should mostly be the inactive clients.

Once you have chosen your defined report details, and selected ‘Print’, you have the option to open the report as a PDF or print the report directly from SapphireOne.


Any questions?


Stay tuned for the next blog post in our next Accounts Receivables Reporting Tutorials, where we will be focusing on the Transactions Report.

For more information on Accounts Receivables Reports, or to find out how you can get the most out of your SapphireOne application, please contact us or book a call with a member of our Support Team. We love hearing from you!

Accounts Receivables Report Tutorial – The Client Details Report.

The Accounts Receivables report allows you to produce a variety of reports based on templates that have been designed in SapphireOne.

Creating an Accounts Receivables Client Details Report in SapphireOne


SapphireOnes Accounts Receivables Report functionality allows you to produce a variety of reports based on templates that have been designed in SapphireOne. 

The Accounts Receivables reporting functionality includes six different types of reporting options, these are:

  1. Details
  2. Balances
  3. Transactions
  4. Statements
  5. Show Reports
  6. Dashboards

Each Accounts Receivables report allows you to report dynamically on multiple client data fields for a variety of purposes.

The aim of the Accounts Receivables Reporting Tutorials is to take you through each of the six reports, so you can learn how to create and when to use each report, and stay up-to-date on all SapphireOne’s reporting capabilities.


The Client Details Report


Accounts Receivables report allows you to build reports on client data files.

The first of the Accounts Receivables reporting options in SapphireOne is the Client Details Report

The Client Details Report gives you the ability to report on your clients contact details using a variety of defined data fields. You have the option to choose from 9 reporting types, each allowing you to generate reports on different client contact information.

When selecting the Client Details Report, you are presented with a print dialog pop-up enabling the selection of items required in the report. You have the option to select which Detail you would like to report on from a variety of reporting types.

How to select the client details Report

Below is an overview of each Client Details Report Type, and what each report can be used for:

  1. One Liner – This is a simple report showing ID, Name, Contact, Position and Phone details.

  2. Two Liner – This report expands on the above report with additional Contact details for the nominated Client.

  3. Four Liner – This report expands again on the Two Liner and gives Postal and Physical Address details.

  4. Full Details – This report gives ALL details about each Client. There are two to a page unless there are too many notes or keywords for a Client.
  1. Address Details – This report gives details of the Multiple Addresses set up for each of the clients.

  2. Pricing – This report includes Price Book Information.

  3. Pricing Full Details – This report includes Price Book information and Client information.

  4. Direct Print – This report allows for the use of Direct Print layout as set up in Utilities. Within SapphireOne you can navigate to Utilities/Controls/Direct Print Layouts to define this.

  5. Direct Print 2 – This report allows for the use of another Direct Print layout option as set up in Utilities. Within SapphireOne you can navigate to Utilities/Controls/Direct Print Layouts to define this.

In the Report Selection menu drop-down, you can select the All Records option to print details for all Clients instead of only the Active Only Clients.

Once you have chosen your defined report details, and selected Print, you have the option to open the report as a PDF or print the report directly from SapphireOne.


Any questions?


Stay tuned for the next blog post in our next Accounts Receivables Reporting Tutorials, where we dig into the Balances Report.

For more information on Accounts Receivables Reports, or to find out how you can get more out of your SapphireOne application, please contact us or book a call with a member of our Support Team. We love hearing from you!

Explained: Why we run SapphireOne on a Dedicated Application Server.

Benefits of a Dedicated Application Server vs a Virtual Cloud Server

We are often asked the reason we choose to run SapphireOne on a Dedicated Application Server, so we want to take the time to share why.


In today’s tech-savvy world, businesses both large and small are faced with a wide range of hosting options, and deciding if a dedicated or cloud environment will best support your business is a critical decision for any enterprise. 

Ultimately, the decision is not always black and white, and comes down to how each server addresses a businesses individual needs. The industry, size, budget and businesses goals are just a few factors to take into consideration when making such a decision.

As an ERP, CRM and Business Accounting application for Medium-Large size enterprises, it is our top priority to ensure that our clients are using a server that supports their business needs and maximises the performance of the SapphireOne application.

For Medium-Large sized businesses with large data sets, a large number of employees, who want things to be quick, efficient and scalable with the best possible performance, then a dedicated server is the best possible solution.


Dedicated Application Server vs Virtual Cloud Server
.


What is a Dedicated Application Server?

A dedicated application server is a physical server that is purchased entirely for your own businesses needs. They are typically used by large businesses and organisations that require high levels of data security and a steady, high demand for server capacity.


What is a Cloud Server?

A cloud server is a virtual server running in a cloud computing environment. Instead of being hosted on a physical hardware that’s solely used by you, they reside in a shared ‘virtualised’ environment that’s managed by your cloud hosting provider and shared with other businesses.


Benefits of using a dedicated physical application server for your SapphireOne software.

Benefits of a Dedicated Application Server.


1. Optimal server performance.

Firstly, and most importantly, a dedicated application server ensures that the performance of the hardware is totally maximised, and that you are receiving the very most out of what your software has to offer.

As all the servers resources are dedicated solely towards powering the application, it guarantees maximum uptime for your business, giving you the best of the server and powering your application to ensure optimal performance at all times.


2. Server resources are not shared.

For Medium-Large sized enterprises, a dedicated server provides more stability and reliability than a shared environment as all the resources are allocated solely to your individual business. 

Virtual servers have less space because you are sharing environments, leaving you vulnerable to other businesses using up the servers CPU and Ram space, and spikes in bandwidth usage causing your server to slow down.

With a dedicated application server you will have peace of mind knowing that you’ll be receiving the full resources of the single server, and that your server will always have enough space to support your business.


3. Total control of your server.

A dedicated application server gives you complete control over your server, and the ability to customise the server environment to fit your specific business needs.

You have the power to choose the platform and software that your business needs, allowing more control over how the dedicated server is configured. 

This means you are not limited by a virtual environments server requirements, and your system administrators can configure the dedicated server for the exact level of space that is required to support operations.


4. Increased server security and data integrity.

A dedicated physical server means that you always know where your server is, and can always be certain of its safety and security.  

In a virtual environment, your data is still sitting on a dedicated server elsewhere, it is just not in your hands. This leaves your business in a vulnerable position if anything was to happen to your server, with limited control over the resolution.

A dedicated server also means you have total control over who has access to your data, and the means that are being taken to protect it. You can also 100% sure that you are not sharing your server with any malicious websites or potential scammers, and that your data never falls into the wrong hands.


Let’s think of it this way…


Benefits of using a dedicated application server.


You have a nuclear powered submarine that has the ability to stay underwater for months on end. By deciding to convert it to diesel power, the submarine now has to spend time coming up to the surface every week in order to repower, using up precious time and resources, and leaving it open to external threats.

By choosing to power the engine with diesel, the capabilities and performance of the submarine are not being maximised, and it is not being used to its full potential. 

It is similar thinking when looking at a Medium-Large enterprise running the SapphireOne application on a virtual server. The SapphireOne application has the ability to process billions of records, however a virtual server is not designed to power and support such a system. This allows for flaws in the running of the system and leaves the application open to vulnerabilities and external threats. 

When running your application on a dedicated server, you have total control over your physical server, and can be confident that your software is being maximised and supported to perform to the very best of its ability.


In conclusion.


When it comes to cost, we understand that shared hosting is the cheapest alternative for a business to run its software, and dedicated hosting is more expensive in comparison. 

However, for Medium-Large sized businesses that deal with high levels of traffic, or have strict needs for customisation and security, we will always recommend that a dedicated application is the best possible option.

At the end of the day, we care most about the server that will provide our customers with an efficient and scalable solution, power their SapphireOne application, and ensure that they are always receiving the best possible performance for their business.




For more information on Dedicated Server vs Virtual Server environments, or to find out more about how to get the most of the SapphireOne application, please contact us or book a call with a member of our Support Team. We love hearing from you!

Blog post written by John Adams and Maddie Kent.

SapphireOne at a glance, from 1986 to now.

SapphireOne at a glance, from 1986 until now.
CEO John Adams & SapphireOne employees with growing group of clients, 1996.

Let us take you on a walk down memory lane…


Recently, our long standing customer and good friend James Brown, of Bordo International, came across hundreds of SapphireOne new version floppy disks and CDs in his archives dated back to when he first became our client in 1995.

He very kindly mailed us a sample of all these disks, which sent us all on a little walk down memory lane.



SapphireOne at a glance, from 1986 until now.
Sapphire logo, 1994.

1986, where it all began.


Back in 1986, SapphireOne – then called ‘Sapphire’ – released our very first version. During this time our Financials, PayRoll and Asset modules were all separate applications.

It would take us over 12 hours to do one compile for a new version, which we would then mail out on 30 individual floppy disks to our clients so they could download the update on their computers.

Because of this manual and lengthy process for both us and our clients, we would only release a handful of SapphireOne version updates each year.


SapphireOne at a glance, from 1986 until now.
Sapphire New Version floppy disk, 1986.

As Sapphire moved through the years, and technology advanced us into the CD-ROM era, we then began to mail our new releases to our clients on a single CD disk.

This improved performance dramatically – the compile times came down, and clients were able to download their new Sapphire updates a lot faster.

SapphireOne at a glance, from 1986 until now.
Sapphire introduced the new client server as SapphireOne, 2001.

Through the 2000s.


In 2001, Sapphire changed its name to SapphireOne – when Financial, PayRoll and Assets were all merged into the one application.

It was in 2003 that we came up with our now identifiable and symbolic SapphireOne aqua logo. Many people ask if our logo is a Yin & Yang symbol, however that is not the case – it is in fact the merge of the ‘S’ and the ‘O’, and is symbolic of the beginning of new life as one cell splits into two.


SapphireOne at a glance, from 1986 until now.
SapphireOne CD on the cover of Australian Macworld, 2004.

All the way to 2020.


Fast forward to 2020, where SapphireOne has now expanded globally into 8 modules, all merged into one all-encompassing software solution – including Accounts, Inventory, Job Projects, Asset Management, PayRoll/HR, Management, Utilities and Document Management.

These days it takes us a matter of 5 minutes to do a compile, and we release new versions and software updates every week for our clients to download instantaneously through our FTP server.

It’s amazing to reflect on just how far technology has come since the good old floppy disk days.


SapphireOne at a glance, from 1986 until now.
SapphireOne logo, from 2003 until today.

Watch SapphireOne over the years.


John Adams, CEO of SapphireOne, has created a time-lapse as a representation of the thousands of compiles we have done since launching our first Sapphire version back in 1986.

You can view the video on our About Us page, the first video on our timeline, and also have a deeper look back to learn more about where SapphireOne has come from and how we have developed into the all-encompassing software solution we are today.

We want to thank James Brown for sending these disks to us, it has been incredible to take a moment to reminisce on how SapphireOne has advanced and grown over all these years –  we can’t wait to see what the next 30 bring!


Blog written by Madeleine Kent. Video by John Adams and Archana Sawant.