Access your integrated SBR Software via Management Mode

Access your integrated SBR Software via Management Mode

As SapphireOne has all Standard Business Reporting rules of the ATO built-in within its Management Mode, it is a SBR software.


In this capacity, it collects the required information for each individual government report directly from the client’s business records.

Standard Business Reporting is a standard approach to record-keeping that was introduced by the Australian Government back in 2010 to simplify the obligations of companies regarding business reporting. When a report is required, our SBR software pulls the required information from the data file and fills it out automatically via the functionalities contained within the Management Mode. Consequently, our clients spend less time collating information, filling in forms and submitting reports to participating government agencies.


Standard Business Reporting within SapphireOne Management Mode

The Management Mode not only offers access to all the benefits of using an SBR software, it also incorporates various other helpful items such as:

  • Run all End of Month and End of Year functions, either in one go or separately for Financials, Assets and Payroll
  • Create all Standing Transactions
  • Access Cash and Accounts Movements Reports, Payroll Tax and Monthly Activities for Payroll Reports, a Statement of Equity and GST Summary Accrual Reports for review
  • View Statement of Position Reports, Business Activity Statements and Bank Reconciliation Reports
  • Produce By Period Reports of all Records changing the values in the General Ledger
  • Print Audit trail Reports for any transaction files in Accounts Mode (Receivables, Payables and General Ledger)

Businesses that use an SBR software are able to easily report using information already recorded as part of running their business. With this option, the use of the Management Mode saves a lot of valuable time of the accounting staff and it ensures that the reports are error free.

If you would like to find out more about the simplicity and ease of use of our SBR software via Management Mode, visit our blog.

Assets Software to manage your Assets Depreciations

Assets Software to manage your Assets Depreciations

Our Assets Software functionality is integrated into all other modes, which enables users of SapphireOne to easily keep track of its company’s assets and their depreciations.

Entering new data in the equivalent Mode of the Assets Software creates a number of transaction types that can also link through to the financials mode:

There are two groups that Transactions in our Assets Software can be divided into:

Transactions which are transferred to Financials as a GJ, VI or MP:

  • DGJ – Depreciation General Journal
  • PGJ – Purchase General Journal
  • SGJ – Disposal Sale General Journal
  • VGJ – Revaluation General Journal
  • RGJ – Reverse Sale General Journal

Transactions which are retained within Assets:

  • DNT – Depreciation Note
  • DLN – Depreciation Loan
  • DSR – Depreciation Service
  • DRP – Depreciation Repair
  • DCO – Depreciation Company

The Assets Software is based on two principles:


Assets Depreciations

This is the calculation of multiple depreciation schedules in relation to the company assets. Only one depreciation schedule may be transferred to the General Ledger. This covers the ATO Standard, plus the Company required value. For example: Your company may wish to retain a record of the WDV tax value, plus the potential WDV sale value. We suggest that only the transactions relating to the ATO Standard are transferred to SapphireOne, while the company transactions are kept within Assets in order to give a true reflection of the assets worth.

Asset Control

The Assets of your company can be purchased, sold and controlled with ease in SapphireOne. It includes the ability to record locations of assets and the specific staff responsible for each. Further, you can keep a record of all asset details, including the warranty period, any repairs that were done and loans that were taken. This enables the tracking of the life of any asset in the company.

If you would like to find out more on how to manage and control your Assets Depreciations etc. with our Assets Software, have a look at our website.

Status Codes for Accounts Transactions

Status Codes for Accounts Transactions

All accounts transactions in SapphireOne have a status code making it easy for the user to understand where in the system they are currently located and what still needs to happen before they can be processed successfully.


This “status” is displayed as a column in any Inquiry window and it changes automatically upon saving, posting, reconciling and printing etc.

In a Standard Inquiry, the name of the status code will be displayed in the status column, such as Yes or No.

If you swap the window to Custom Inquiry (or in some Standard windows in the system as well) the number of the status code will be displayed instead, such as 0 or 1.

The most important status codes names and numbers are:

  • (Ent) ( -2 ) = Transaction has been entered and saved correctly, but not yet posted
  • (Yes) ( 1 ) = Transaction has been processed and posted successfully


However, there are various other status codes that can appear before or after these two codes. Some just serve a procedural function whilst others show that the transaction has an error in it. If this is the case, you can enter the transaction in order to view a detailed description of the error code which makes it easy to understand what the issue is that prevents the transaction from being posted successfully. Remember that a transaction can be still modified at any time until it has been posted successfully.

The below is a list of all status codes that exist for accounts transactions:



If you are experiencing issues during the processing of your accounts transactions, please book a support call and our customer support team will happily assist you with your query!          

HR Software with Payroll functionality

HR Software with Payroll functionality

SapphireOne offers an integrated HR software which includes a Payroll functionality enabling any HR team to easily and efficiently process their payrolls and pay employees.



The HR Software component of the entire programme is designed to complement the Financials Mode. If you already use Financials, you will experience that Payroll operates with all the same standards and methods, including the layout of the reports etc. As it is an integrated HR software, the transfer of data from the Payroll functionality to other required areas of the Financials Menu takes place automatically.

SapphireOne Payroll provides a normal Pay Run during each financial period, with all default details set up to go. A Pay Run can be as short as a week, a fortnight, or a month. When necessary, this ‘ready to go’ condition can be quickly altered, either permanently, or temporarily for that Pay Run, without affecting any subsequent Pay Runs. In this way, many easy to use features are available together with quick-change areas for use when required.

The five menus of the Payroll functionality within the HR software are outlined below:

1) Payroll:

  • Access to all regular data activities required during a Pay Run.
  • Permanent & Temporary alterations to employee records.
  • Set up & execute a Payrun.
  • Management of Superannuation settings.
  • Functions to assist in executing Pay Runs.



2) Reports:

  • Access to all reports before during and after a Pay Run.
  • Transaction Reports.
  • PAYG Payment Summaries.
  • Reconciliation Reports.



3) Administration:

  • Main setup area for Payroll.
  • Create and Maintain different items e.g. Employee, Job Projects, Tax Scales etc.
  • Payroll Reports.


4) Roster:

  • Shortcut to Location Inquiry
  • Roster Scheduler Tool



5) History:

  • Inquire about various historical information.
  • Print reports on historical information
  • Estimate leave liabilities for entry to the General Ledger



Have a look at our other blogs in which we regularly release instructions, information and updates that are relevant for an HR software offering a Payroll functionality.

Data File Maintenance on your ERP Accounting Software

Data File Maintenance on your ERP Accounting Software Solution

All data files have indexes which function in essentially the same way as an index in an encyclopedia does. Over time, these can become damaged due to external factors. The result can be that reports are missing data or that information on specific transactions is missorted. If you are experiencing similar issues on your SapphireOne ERP Accounting Software live data file, please follow the instructions below:



I) Re-Indexing of the Live Data File


The first thing you should do is run a re-index of your data file:

  1. All users need to quit their SapphireOne Client Application and the SapphireOne Server needs to be shut down.
  2. Now locate your Live Data File folder. This is usually found under the following file path:
    • MacOS: Applications > SapphireOne > Live
    • Windows: Program Files > SapphireOne > Live
  3. Delete the filewith the extension .4DIndx from the folder.

    Tip Make sure that you do not delete any of the other files, especially not the .4DDfile as this contains your live data.

  4. 4DD

  5. Re-start the Server and the software will automatically re-build the index file.




  6. If your data file is very large, this will take a considerable amount of time to complete. Do not try to run up your Client until this process is finished.

What does the Re-Index do?

Records in the SapphireOne database are indexed for performance reasons and to allow quick accessibility. Due to external reasons that are beyond the control of the software provider, indexes sometimes can become damaged. The result is that they do not function in their intended manner anymore.



II) Run Verify on the SapphireOne Server


If re-indexing did not rectify the issue, you can then verify the records and indexes via the server:

  1. All users need to quit their SapphireOne Client Application and the SapphireOne Server needs to be shut down.
  2. Now go to the Maintenance Security Center in the server (via the Help option in the toolbar):



    Click on the “Verify the records and indexes” button.

  3. Once the verification is done, the result will show either:
    • A tick showing that the data file verification was successful, or
    • A red cross showing the data file is damaged (follow the next step then).




If the verify tool shows that your data file is damaged, you can do a standard repair of your data file via the server:

  1. All users need to quit their SapphireOne Client Application and the SapphireOne Server needs to be shut down.
  2. In the Maintenance and Security Center:
    • Select Standard Repair, and
    • Click on the “Repair” button


  3. Once the repair is done, the result will show either:
    • That the repair of the data file was successful, or
    • That the data file is still damaged. If this is the case, please contact SapphireOne Support.

Job Management Software within SapphireOne ERP

Job Management Software functionality within  SapphireOne

The Job Management Software functionality of SapphireOne enables the managing of job projects, cost budgeting, resource planning and the creation of Gantt Charts all-in-one.


Data Entry in the Project Mode of our Job Management Software creates various transactions types which are indicated by a three-letter code.

The first letter stands for the origin of the transaction, in this case J for Job Projects.

The second letter further clarifies the origin, such as M = Monetary, C = Clients, G = General Ledger and V = Vendor.

The third letter represents the nature of the transaction i.e. R = Receipt, F = Refund, I = Invoice, C = Credit Memo, J = Journal, P = Payments.

For example,

  • Job Client Invoice (JCI)
  • Job Credit Memo (JCC)
  • Job General Ledger Journal (JGJ)


Once a transaction is posted in our Job Management Software, it flows through to the Accounts Mode and finally appears in the Receivables Transactions Inquiry Window. For instance, a Job Client Invoice is now a standard Client Invoice.

The Job Project functionality creates its own set of General Ledger Accounts which are specific to the particular Project ID and GL account used. The GL account is created the first time an amount is allocated to the particular project.

  1. Job Costs
  2. It involves the data entry, allocation and posting of Job Vendor Invoices, Job Project Purchases etc.

  3. Job Projects
  4. It allows for the tracking and allocation of resources to particular jobs, either by using an individual resource or project.

  5. Job Inventory
  6. It is used to allocate inventory items to a specific Project for future use.

  7. Job Resources
  8. It enables the invoicing of goods and services and the direct allocation of such to a specific project.

For more information on how to manage job projects, undertake cost budgeting, resource planning and the creation of Gantt Charts with our Job Management software, please visit our website.