Digital Signature Technology benefits delivery and sales
January 31, 2019 11:44 am | by John Adams
Digital signature stops disputed deliveries, sales orders and invoices leading to back office complications, delayed receivables and unhappy customers.
To help improve service and reduce costs, drivers are carrying smartphones and tablets. These are equipped with digital signature technology for proof of delivery (POD) and orders. Mobile devices communicate with the company’s back office, hence keeping the different departments updated on delivery status and other vital data.
Sapphire Web Pack allows you to take your office anywhere with mobile on-the-go access to parts of the live datafile from any device with a browser. Data can be updated in real-time therefore giving business the flexibility of how and when it can be added into the system.
Digital Signature Capture in Sapphire Web Pack secures Mobile Proof of Delivery (POD) and Sales
Digital signature technology instead of paper-based transactions ultimately saves time and eliminates frustrations involved in the delivery process. With delivery drivers and sales reps becoming time poor in logistics, a simple workflow helps retain and recruit staff. No more waiting for documents to return, filed or transferred to other departments, they are recorded immediately. Simply obtain the digital signature on the supporting document.
The Sapphire Web Pack digital signature captures proof of delivery and helps resolve disputes over delivery times and quantities. Clients sign the delivery receipt with either a pen or fingertip via the driver’s tablet or smartphone. This provides immediate proof of delivery . For sales reps, the signature panel provides immediate approval of quotes and orders.
The signature panel is available in the Data Entry, Client Sales Menu. The signature button is on the top tool bar in Quote, Order and Invoice Modes producing a pop-up screen.
As a result, deliveries and sales are recorded in real-time on the SapphireOne server for all relevant departments to view. With mobile proof of delivery, supply chain operations are streamlined. Furthermore, driver tasks are automated to ensure accurate, on-time and error-free pickups, deliveries and returns. Deliveries are faster, which can ultimately save your accounts department time in areas such as resolving credit disputes.
6 Reasons Electronic Proof of Delivery will Enhance Logistics
- Reduces costs- becoming paperless, less couriers, shipping and data storage costs.
- Better efficiency- online processes speed up workflows and turnaround times.
- Increased productivity- less time on processing and more on sales and deliveries.
- Accurate data- no manual data entry and duplications, transferring of paperwork.
- Better customer service- deals are closed faster on mobile devices.
- Environmentally friendly- enhances your logistics credentials as saving the environment.
For more information regarding improvements and features within the latest release of Sapphire Web Pack. Alternatively, contact our office on (02) 8362 4500 or request a demo.
Australian Taxation Office- Single Touch Payroll (STP) and how it affects business
January 30, 2019 1:20 pm | by John Adams
There has been a lot of talk and sometimes panic about single touch payroll, but many companies can simply update their existing software or choose a product by 1 July 2019. Single Touch Payroll is the next step in streamlining your payroll reporting with the Australian Taxation Office.
SapphireOne was the was first to achieve world-wide full accreditation on 1 May 2018 and our clients have been enjoying the benefits ever since.
STP requires businesses to report directly to the Australian Taxation Office after every pay run with wages, salaries, PAYG and super. STP is mandatory for employers with 20 or more employees from 1 July 2018 and from 1 July 2019 for employers with 19 or less employees.
Businesses will need to report to the Australian Taxation Office after every pay run instead of once a year. No more annual payment summary reports or employee payment summary reports as these are produced by the Australian Taxation Office. Employees simply log into myGov to view their information.
Australian Taxation Office – STP Integration into SapphireOne in a Few Easy Steps
Step 1-
Set-up your Auskey in SapphireOne
If you can’t find your Auskey, contact one of our support team and they will help you
If you have your Auskey:
Go to Utilies Mode, in the Top Menu Bar select Controls then Company
Click on the company in “Company Inquiry” Screen
Under Utilities Mode go to More Details
In SBR box on the bottom right type Auskey in “Keystore File”
Type Auskey password in “KeyStore Password”
Enter in the contact details and then press the upload button
Now you’re ready to run Single Touch Payroll.
Step 2-
In Payroll Mode
In the top tool bar select History then Pay Run Log/STP
Highlight the Pay Run you would like to submit to the ATO
Click on the bottom “STP Submit” button
Navigate back to the “Pay Run Log/STP” screen
Highlight the Pay Run you would like to process
Click on the “STP Get Result” button on the bottom left
You will receive a pop up “Alert” when the report has successfully submitted.
It’s that easy- SapphireOne has Single Touch Payroll and Accounting needs at your fingertips.
For more information regarding improvements and features within the latest release of SapphireOne Business Accounting Payroll Software please contact our office on (02) 8362 4500 or request a demo.
CRM Software for Business is Becoming the Standard for Small-Medium Size Businesses
January 25, 2019 1:54 pm | by John Adams
Accounting software integration with CRM software for business (CRM) enables organisations to view their customer data in the one place. By combining both, managers have the ability to view not just contacts, but access all relevant customer information and history in the one database to maximise business efficiency and productivity.
More small-medium size businesses are realising customers are key to their success so looking for a CRM software to gain sales insights, provide marketing tools, help acquire new customers and retain their existing ones. Companies today are realising retaining current customers is more productive in time and resources than searching for new ones. This is where a good CRM software can help.
Main Features of a CRM
CRM is used for contact and lead management, tasks and sales, email tracking, campaign management, social media management, reports and dashboards and mobile apps. A CRM application ensures you capitalise on the customers you have and help in obtaining new ones via customer interactions, sales management, marketing campaigns and more. Accounting software provides you with an extra level of insight via linking all the customers’ details with their financial records. In the one datafile, you can analysis customer purchase information, billing and shipping details, see what products or services generate the best revenue and more.
Integration of the two frees up time, allows seamless real-time sharing of data between departments and more importantly for business today, stops the need for manual data entry.
SapphireOne ERP Application, CRM and Business Accounting Application power together for an all-in-one solution
SapphireOne CRM Software Solution ensures you build stronger relationships, encourage conversations and increase sales based on multiple channels. A deeper reach of client engagement is achieved by organising all interactions- emails, phone calls, appointments within the vendor, client and employee files.
Our SoftPhone technology enables users to call any number without a physical telephone. Users call between a computer and phone network and maximise administration. Fast and easy overview of inbound and outbound calls is at your fingertips as all calls made within SapphireOne are automatically logged, timestamped, with date and time in the individual files.
Integration with our ERP, DMS and Business Accounting Application ensures a 360-degree view of your customers in the one place. Sales, financials and support can be viewed in real-time to help speed up business processes, improved staff efficiency, remove duplications and errors of manual data, and ultimately save businesses time and money.
For more information regarding improvements and features within the latest release of SapphireOne CRM Business Accounting Software please contact our office on (02) 8362 4500 or request a demo.
3 Tips to ensure your business is more efficient with Enterprise Resource Planning Systems
January 21, 2019 2:54 pm | by John Adams
Communication within your organisation is one of the key factors of efficiency in the workplace. Departments like accounts, sales, customer service and others need to easily communicate with each other. One solution more and more companies are embracing is working through a centralised platform like an ERP, Enterprise Resource Planning System. For example, when someone from sales enters data, the accounting department receives the same information in real-time. Not only does this make the flow of work between departments easier, but it also reduces the loss of time and resources caused by errors which are inevitable a by-product of using multiple applications.
Enterprise Resource Planning Systems how do they help..
Have you ever considered investing in ERP Software? Thinking of changing with the compliance of Single Touch Payroll (STP) by 1stJuly 2019. Need to make your business more efficient? Here are 3 tips.
Enterprise Resource Planning System (ERP)
Enterprise Resource Planning Systems is the hub which integrates all areas of your business into one, single system. It can improve company’s efficiency by producing the most efficient way to optimize productivity as business processes are streamlined with workflows. Enterprise Resource Planning Systems allows data visibility for management so they can for example track employee performance and analyse results. They can then make informed decisions on what parts of the business and processes are working or not working. Processors in sales and marketing through to warehouse production, management and planning, which are usually time consuming, can now be automated within the one system. No more costly employee mistakes.
Planning ahead
With the understanding of all processes in your business you can make better informed decisions, identify opportunities and plan ahead. Business planning identifies and addresses issues before they arise rather than running around and trying to negate the crisis after it’s occurred. Planning and financial management ensures projects are kept within budgets as finances are tracked to prevent overspending.
More Effective Customer Service
The key to any business is building those all-important relationships with customers. Many businesses integrate a Customer Relations Management (CRM) application in their Enterprise Resource Planning Systems, which can change the way your business interacts with customers. Order management, accurate inventory levels, customer information and tracking of orders are all part of the ERP Business Accounting Software, CRM capabilities. This ensures your staff can focus on customer interaction and don’t have to track other tasks thus wasting their time. With combining the both, there is no need to track data through the lifecycle in different applications, but bring this information together in order to make a clear assessment.
For more information regarding improvements and features within the latest release of SapphireOne ERP Business Accounting Software please contact our office on (02) 8362 4500 or request a demo.
Important New Workflow Security Code
January 17, 2019 9:39 am | by John Adams
New workflow security code. There have been security breaches within our competitor’s software of vendor files being hacked relating to their BSB and Account numbers. An external party has been changing these details and clients who thought they were paying vendors have been unwittingly paying into someone else’s bank account.
To ensure this doesn’t happen to our SapphireOne clients we have coded a Workflow Security Code on Vendor bank account changes.
This needs to be installed by the nominated person with access to Bank Details.
To create a Workflow in SapphireOne go to:
- Utilities Mode
- Top tool bar select Controls- Workflow Rules
- Click the blue + sign in the left corner of the tool bar
- Insert Title ie Vendor Bank Changes
- Go to Transaction- select Vendor
- Underneath for Rules Trigger- select Bank Details
- Go to Type – insert User Name
- On the right click the Authorisation Required box and the Email Notification box below if you would like to receive one (ensure your email account is set up in SapphireOne)
- Then confirm by clicking on the green tick in the top tool bar which will take you to the Workflow Rules Inquiry screen
- Ensure your rule has been recorded then close the screen by clicking on the red cross in the tool bar
For the Notification Alert:
- In the top right corner of SapphireOne the Blue round icon will display a notification
- Click on the bank changes notification to be directed to the Workflow Centre
- Highlight the change you would like to approve
- Then click on the top right button called Open In Inquiry
- You will be directed to the History of Bank Changes screen
- Double click to open the transaction you would like to review, then check the details are correct
- Close down the screens till you are back at the Workflow Centre
- Highlight the change again and click the approve or reject button down the bottom
Every time there is a change to bank account details it needs to be approved by the nominated person.
SapphireOne also strongly recommends you verbally confirm changes in bank account details with your vendors, and ensure you talk to the appropriate contact.
For extra security, a record is kept of the changes. Go to Utilities Mode, select in top tool bar History, then History of Bank Changes.
For more information regarding improvements and features within the latest release of SapphireOne ERP Business Accounting Application please contact our office on (02) 8362 4500 or request a demo.
ERP Automation facilitates a centralised database that communicates between departments and your customers
January 10, 2019 8:41 am | by John Adams
Enterprise Resource Planning (ERP) software manages all your business processes through applications such as accounting, human resources, payroll, project and inventory management. It controls the flow of data between different departments of your business. ERP automation will increase speed and accuracy of routine business processes.
Benefits of ERP Automation
The benefits of ERP automation are vast, for example a sales order will communicate and prompt actions from multiple departments such as finance, inventory and shipping, ensuring less errors and duplications. Task and reporting ERP automation will in turn free up time for your employees and lower your operational costs.
Other benefits organisations are enjoying:
Increased productivity
Manual data entry and heavy administration tasks can lead to frustrated and despondent employees. Productivity decreases and workplace culture slides which isn’t good for any organisation. The ERP can automate tasks and activities to ensure data entry is error free and employees more productive. Reporting can be set to a frequency ie weekly sales reports, which frees up time for focusing on strategic areas of the business.
Improved accuracy
Data entry by humans can lead to mistakes, it is a mundane task that can be time consuming and accuracy questioned. Automating your ERP processes greatly reduces the chance of human error and makes them faster.
Cost efficiency
By going green and moving to a paperless document management system you will save your company money. The elimination of paper from your office will produce less waste and help in saving the environment. ERP automation will also avoid expenses on late payment fees as invoices can be automatically paid. Also, less staff are needed for data entry with less errors occurring, keeping your costs down.
Ensures better communication
Communication between departments is key to the success of your business. Projects can be prolonged as departments sit on information or don’t share relevant facts. This in turn leads to time wastage by following up on the project, emails and calls. ERP Automation facilitates a centralised database that communicates between departments, your customers, and suppliers with automated notifications and processes.
For more information regarding improvements and features within the latest release of SapphireOne ERP Business Accounting Application please contact our office on (02) 8362 4500 or request a demo.