Barcoding and Sharing of Information Seamlessly with SapphireOne ERP and GS1

Barcoding and sharing of information with SapphireOne ERP and GS1

GS1 is transforming how you share information, as communicating with your customers, partners and suppliers is a crucial part of business. GS1’s barcoding identifies, captures and shares information smoothly. They saw the need for a common language, as when there are different processes and systems, the sharing of straightforward information can become time-consuming and error-prone. When everyone uses the same standards, it’s easier to get things done. GS1 barcodes are trusted and based on global standards.

SapphireOne has partnered with GS1 enabling clients to become compliant to the GS1 standards. These standards ensure key processes run smoothly in some of the world’s biggest industries.

GS1 Barcoding Standards- How They Work with SapphireOne

GS1 identification standards contains numbers which are used to identify anything from products to invoices and warehouses. They make it easier to identify, track and share data in your supply chain.

GS1 data capture currently uses globally-recognised standards to represent identification numbers. These data carriers capture information efficiently and effectively, bridging the gap between physical objects and electronic data.

GS1 and SapphireOne use these standards to automate the sharing of transactional information such as purchase orders and dispatch advice.  This in turns saves time and money. GS1 synchronises the data with SapphireOne to share your company’s master data (product and pricing information) with all trading partners in your supply chain.

SapphireOne helps combine different GS1 standards resulting in streamlining business processes such as traceability.

The Importance of Barcode Integrity

All over the world, manufacturers and retailers rely on the GS1 system. Each GS1 barcode is issued by an authorised GS1 organisation and are unique, accurate, and based on current global standards. In Australia, GS1 barcode numbers allocated to companies by GS1 Australia begin with the prefix 93. 

If unauthorised barcode numbers are purchased, sellers can create confusion in the market and disrupt the functioning of supply chains in Australia and overseas. Businesses need to be aware. If you obtain barcode numbers from an unauthorised source, you may suffer losses. These losses can be from re-labelling or repackaging your products, or if your products are rejected by your retail customer.

Click for more information regarding improvements and features within the latest release of SapphireOne ERP, CRM, DMS and Business Accounting Software Application. Alternatively, contact our office on (02) 8362 4500 or request a demo.

Accounts Receivable Alerts Ensures Prompt Payments

No one likes having money owed, it’s important to stay on top of your customer invoices. Businesses can prioritise sales and fall into the trap of extending credit to customers, offering discounts or ignoring payment terms if it means winning new sales. Regardless of how many sales your company makes, this becomes meaningless if you are not being paid on time. Not getting paid can lead to cash flow issues which can impact your ability to pay vendor bills, meet payroll or other obligations. You need to consider customers are sometimes not respectful or just forgetful in paying invoices, so keeping track of payment dates, when invoices are sent and due is fundamental. Accounts receivable alerts helps you stay in control of your invoicing.

SapphireOne Workflow with Accounts Receivable Alerts Enables Friendly Reminders to Employees and Customers

Collection efforts should be consistent and methodical. When processes are automated as much as possible you reduce the risk of errors from manual entry.

In SapphireOne ERP you can set up a workflow of alerts for ageing receivables. These accounts receivable alerts can be emailed to your relevant employees when the balance is near, due or outstanding. Friendly reminder emails can also be scheduled to your customers. You can create unlimited workflows with credit control reminders in SapphireOne.   

Best email practices when asking for payments 

It is always a good practice to set up an initial reminder one week before the Invoice Due Date. Keep it polite and in your Email Subject mention it is a follow up on the invoice #. The body of the email should be short, friendly and informative. This will also advise customers that you are on top of your invoices.

The next email should be created on the Day the Payment is due. In your Email Subject mention the invoice # and that it is due today. Keep it short and friendly and mention it is a reminder as technically the customers are not late in paying. 

When the payment is overdue, and depending on your credit terms, you can send a more direct email. In the subject let them know which invoice is overdue and by how long. Ask for payment, list payment methods, and let them know what will happen to their account if not paid in time.

Click for more information regarding improvements and features within the latest release of SapphireOne ERP, CRM, DMS and Business Accounting Application. Alternatively, contact our office on (02) 8362 4500 or request a demo.

How to set up your workflow in SapphireOne

Benefits of ERP Modules in ERP Software Applications

Benefits of ERP Modules in ERP Software Application

Whether you’re a small or large enterprise, business accounting software is becoming more and more prevalent. Business owners are finally realising that struggling in doing their own accounts and coping with spreadsheets, paper receipts and inconsistent invoices or the option of hiring an expensive accountant, is not the optimal solution.

ERP accounting software records and processes accounting transactions utilising modules such as accounts payable, accounts receivable and payroll. There are many ERP modules in an ERP software application. Together these modules work as an accounting information system. Each ERP module is for different processes within an organisation.

ERP Accounting software packages have a list of modules you can purchase and configure into your ERP application.

8 Modules included in the SapphireOne ERP Application 

SapphireOne is a platform independent all-in-one ERP, CRM, DMS and Business Accounting Software Application located within the one datafile. One of our strongest selling points is all 8 modules and any add-ons are offered at no additional charge to our clients. Being all-inclusive, you have the functionality of access being provided to every module via a single toolbar.

ERP Modules:

Accounts– Accounts mode manages your day to day accounting operations via modules Receivables, Payables and General Ledger.

Inventory– Inventory mode manages your inventory and stock from an initial requisition to final sale and all POS transactions. Modules included are Sales, Purchases, Inventory Manager and POS. 

Job Projects– Job Projects mode helps you maximise profit by tracking of revenue and costs which are related to a specific task or job. Modules included are Cost, Resources, Inventory and Job Projects.

Asset Management– Asset Management mode manages your day to day operations to obtain a clear assessment of all aspects of your asset registry. Modules included are Inquiry, Transactions, Report and History.

Payroll/HR– Payroll/HR mode helps setup pay periods, track history, administrate employee history, leave requests and onboard HR. Modules included are Payroll, Report, Administration and History.

Management– Management mode provides unique analysis tools assisting you to obtain a quick snapshot or an in-depth review of your business performance. Modules included are Analysis, Management and Audits. 

Utilities– Utilities mode contains all your historical transactions and system defaults – the rules that control your data file. Modules included are History, Controls and Utilities.

Workbook– Workbook mode combined with user access and user preferences, provides you with the ability to group functions of a user so they can be easily accessed. Contacts, Actions, Documents, Pictures, Tracking Notes, Mail Book, Phone Log, Visitor’s Book, Calendar, Document Manager and PDF Capture are located here. 

Click for more information regarding improvements and features within the latest release of SapphireOne ERP, CRM, DMS and Business Accounting Software Application. Alternatively, contact our office on (02) 8362 4500 or request a demo.

Accurate and Reliable Foreign Exchange Rates with SapphireOne ERP and OANDA

Foreign Exchange Rates are accurate and in real-time with OANDA and SapphireOne partnership

Foreign Exchange rates are fast moving and always fluctuating, it’s hard to stay on top of latest market movements. Invoices may not match the value you receive; tax laws are different for individual countries. Making the right decision on international money transfers can be time consuming and demanding.

SapphireOne has partnered with OANDA to provide automated, accurate, reliable and live forex data through their Exchange Rates API. Real-time view of your foreign currency exposures, gains and losses are available within our business accounting software. SapphireOne multi-company services provides the flexibility of unlimited companies, currencies and tax realms within the one datafile. 

Quick and simple steps to integrate OANDA into SapphireOne ERP for Foreign Exchange Rates

We have programmed OANDA into SapphireOne so you can experience fast and seamless integration. 

Getting started in Windows OS:

  • Create an OANDA account to obtain your API key
  • In SapphireOne go to Utilities Mode 
  • In the left navigator, select Controls then Master Defaults
  • Return back to Utilities Mode and underneath in Page drop down menu, select API
  • In the API Settings Demo screen, go to Automatic Function box
  • Insert your OANDA key in the Get FX rates from OANDA option, click on the checkbox next to this option
  • Green tick to save and exit

Getting started in Mac OS:

  • Create an OANDA account to obtain your API key
  • In SapphireOne go to Utilities Mode 
  • Select Controls in the top tool bar then Master Defaults
  • Return back to Utilities Mode and underneath in Page drop down menu, select API
  • In the API Settings Demo screen, go to Automatic Function box
  • Insert your OANDA key in the Get FX rates from OANDA option, click on the checkbox next to this option
  • Green tick to save and exit

To check Foreign Exchange Rates:

  • Go to Utilities Mode
  • In the left navigator select Controls-or for MAC in the top tool bar select Controls- then FX Currency Settings.

SapphireOne and OANDA- powering together to get your money moving.

Click for more information regarding improvements and features within the latest release of SapphireOne ERP multi-company application. Alternatively, contact our office on (02) 8362 4500 or request a demo.

How Customer Relationship Management, CRM Software Application and the Electronics Industry Work Together

CRM software application works with the electronic industry.

The electronics industry is dynamic due to fierce global competition in developing and launching new and innovative products. Product life cycles have shortened dramatically, customer preferences have shifted, shaping the industry today. The most common element in the electronics industry is change. Delivering goods and providing customer service is not enough, you need to meet changing demands and respond accordingly in a timely manner.

Customer Relationship Management (CRM) software application covers a broad set of applications designed to help the electrical industry manage many processes. Detailed production, manufacturing, test and measurement activities, customer data and interaction, real-time business information are visible across all departments. Your CRM software application needs to integrate with inventory management, customer communication, sales and marketing and automate these processes within the organisation.

SapphireOne CRM software application adapts to the Changing Electronics Industry

The present environment has led the industry to change structure and operational ways.  Communication and sales have begun to rely heavily on digital, mobile and off-site meetings. Customers are wanting more engagement and the competition is fierce. CRM leaders are embracing a more digital model across marketing, sales and service practices. They are focusing on predicting customer behaviour and shaping experiences across channels through customer insights. 

SapphireOne ERP, CRM, DMS and business accounting software application provides your sales team real-time access to your database via iPhone, Android device, iPad, tablet, Macbook Pro or laptop. This ensures better control and visibility into customer and supplier activities. Business can track front to back end functions for administrative, financial, inventory, standards, technical and sales support. Ultimately this will help in increasing leads and sales with quick closures. Point of Sale (POS), Inventory Management, Material Resource Planning (MRP) Supply Chain Management (SCM) and Enterprise Resource Planning (ERP) are included in the SapphireOne ERP, CRM and business accounting software application.

Click for more information regarding improvements and features within the latest release of SapphireOne CRM software application. Alternatively, contact our office on (02) 8362 4500 or request a demo.

 


Important New Security Code built into SapphireOne

Important New Security Code built into SapphireOne workflow

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 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:

  1. Utilities Mode
  2. Top tool bar select Controls- Workflow Rules
  3. Click the blue + sign in the left corner of the tool bar
  4. Insert Title ie Vendor Bank Changes
  5. Go to Transaction- select Vendor
  6. Underneath for Rules Trigger- select Bank Details
  7. Go to Type – insert User Name
  8. 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)
  9. Then confirm by clicking on the green tick in the top tool bar which will take you to the Workflow Rules Inquiry screen
  10. Ensure your rule has been recorded then close the screen by clicking on the red cross in the tool bar

For the Notification Alert:

  1. In the top right corner of SapphireOne the Blue round icon will display a notification
  2. Click on the bank changes notification to be directed to the Workflow Centre
  3. Highlight the change you would like to approve
  4. Then click on the top right button called Open In Inquiry
  5. You will be directed to the History of Bank Changes screen
  6. Double click to open the transaction you would like to review, then check the details are correct
  7. Close down the screens till you are back at the Workflow Centre
  8. 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.