SapphireOne inventory module’s Pricebook enables unique pricing by client, client class, vendor, vendor class, inventory and inventory class, with extensive rule types, including quantity, rate and discount. Contract table provides a “can sell to” and “cannot sell to” list for clients and a “can buy from” and “cannot buy from” list for vendors, ensuring that your contract can be managed with ease. Quotes, requisitions, purchase orders, invoices, picking slips, packing slips, delivery dockets and many other designs can be customised and printed as required. View a quick snapshot of your margins or mark-ups with SapphireOne Sales Analysis.

Inventory Management - Data Entry

Stocktake Entry


The Stocktake Entry screen allows control of the stock and automatic entry of the opposing adjustments within the General Ledger. The General Ledger account is the Debit or Credit side to be adjusted against the Inventory Asset Account.

  • Items to Consider

    If the Stocktake entry involves negative stock, there is no cost change. When Stocktake adjustments are done, they must be posted immediately. These entries are based on a current snapshot of the current stock levels at the time of entry.

  • Hiring Inventory Items

    Any Inventory stock that has its Type set as Hire is treated differently to all other stock. It is not displayed in any Sales or Purchase lists so that the user is unable to directly Purchase Hire items directly into Stock. This also means that accidental Selling or Purchasing of these items is also eliminated.

Inventory Management - Data Entry

Transfer Entry


This Function allows the transfer of stock between two product codes, for example, a special stocktake adjustment. When a large number of stock transfers are to be entered From and To the same locations it both simplifies and makes the data entry much quicker for the user.

  • Location ID

    You only have to enter in the Location ID in the entry fields. SapphireOne will enter the Location Names as set up in the system.

  • Creating New Inventory IDs

    If we enter in the exact ID that we want for location A the system will ask if it is to create this new ID. If the user answers Yes, the system will clone the ID and place the quantity of stock into it.

Inventory Management - Data Entry

Build Entry


This Build Entry screen is used to enter the quantity of a Built Inventory item that has been built using a Base Inventory Inquiry. The various inventory items that go to make up this Built Inventory item are assembled by going to the Builds Lines Page and adding them as required.

  • Master Build Lines

    The inventory items selected to make up the Master Build item are listed under Item Lines area. If these items are sold consistently, SapphireOne will only require the quantity to be built to be entered. A limiting factor in the quantity will be the stock levels available at the time of entering this Build Entry.

  • One-off Inventory Item

    SapphireOne also allows you to create a one-off inventory item provided that the line items already exist within SapphireOne.

Inventory Management - Data Entry

Build Order Entry


When this Build Order Entry is created and saved, Inventory stock is immediately allocated to this transaction.

If any Inventory items are short of stock the system will display this as a backorder component on the inventory items first page.

  • Creating Stock

    When a Build Entry is created stock is not allocated until it is actually posted.

  • General ledger accounts

    The system will save this transaction as OGJ, allocating the stock without having any effect on your general Ledger accounts.

Inventory Management - Inquiry

The SapphireOne Inventory Management Function provides you with the ability to control various facets of your business such as Auto Billing, Standing Invoices, Parent Projects and Importer Functions. The Manager unit has five functions that allow the consolidation or automation of transactions from other areas of SapphireOne. The inquiries are: Manifest, Manager, Tariff, Manifest Vehicle and a Services Inquiries.

Inventory Management - Processing Transactions

Post Transactions

SapphireOne Inventory Management-post transactions win

This screen is used to Process Transactions to the General Ledger in SapphireOne. The sole processing function is called Post Transactions.

It is good practice to maintain regular posting as this is the point where stock levels are updated and details flow through to Accounts, although once posed a transaction may not be altered or deleted.

This brings up the Standard Posting Screen for the selection of transactions entered through the Inventory Menu awaiting posting.

If there is a WF error, transactions will not be permitted to post. More details can be found in SapphireOne manual guide.

Inventory Management Key Features

Data Entry

Stocktake Entry

Adjust stock levels and costs with ease. SapphireOne stocktake entry enables multiple lines to be entered on each transaction and provides for specific tracking details such as dated, memo and reference numbers.

Transfer Entry

The Transfer Entry screen is flexible in that it can be used to transfer stock to other stores or to other codes. That is, the user is able to transfer stock between two product codes, often this can be for a special stocktake adjustment, stock used as display and stock not for sale.

Build Entry

Assembling inventory items with ease – this is the transaction screen that is used to assemble an inventory item comprising of various stock items ready for sale.

Inventory Management Key Features


Stocktake Lines Inquiry

This inquiry window displays the line items entered in the invoice screens. It lists all stock lines and allows full detailed reporting on all adjustments.

Inventory Inquiry

Inventory inquiry presents a window which contains the base details about an inventory item, allowing easy selection of the correct inventory items for viewing.


Inventory displays the standard sales prices and the foreign currency prices for the inventory items. For the stock cost prices, the users need only select the next screen.

Build Lines

This enables a bill of materials to be compiled and shows the items which are included in the finished item. This is often used for the creation of another inventory for sale.

Price Book Inquiry

This screen is a summary of the items in the price book. Upon selection of a price book, the screen allows you to see the prices of items linked to this inventory item. Prices can be set for individual suppliers or customers, for inventory items, or for classes of inventory items. The flexibility of price book allows the user to set up the pricing to suit any sale offer they may be arranging.


The details screen displays information about the inventory item, such as the ID, name, class, description of the inventory item, price, foreign exchange prices and stock levels. Obsolete inventory items can be made inactive, which ensures that they do not appear on standard searches; however, they can still be viewed if specifically selected.

Transaction Inquiry

The inquiry 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. SapphireOne also allows advanced search, sort and utility functions to be used in conjunction with the inquiry screens. However, we understand that occasionally the user may require transaction information which was recorded some time ago. In this case, the user need only to do a history transaction inquiry through utilities, transaction inquiry.

Serial Number Inquiry

This screen provides a summary of the inventory items with serial numbers that have been entered.

Inventory Class Inquiry

The class inquiry enables the grouping of the inventory items into standard areas, allowing the production of reports from the Inventory file to be sorted into different orders. The number of classes available is unlimited and can be as general or as specific as required.

Bill of Materials

This lists the build details that make up an item. That is, it lists all the inventory parts that make up a single inventory item.

SapphireOne management mode provides unique analysis tools, assisting you to obtain a quick snapshot or an in-depth review of your business performance. This data can be e-mailed automatically to the relevant key personnel within your organisation.

The SapphireOne Manager Menu enables simple grouping of common tasks for easy control of operations within SapphireOne. The objective of Manager is to act as an overall administrator on a range of automated functions to be executed on the data contained in SapphireOne. These include parent project, standing invoices, auto billing and importer.

Tax calculation (BAS for Australia), is processed and reviewed in this area. SapphireOne has complete BAS and EBAS capabilities and stores a complete record of all historical BAS documentation, including calculation sheets and audit reports.

How a Loyalty Program Works

Loyalty programs deliver two significant functions

SapphireOne allows you to easily setup your own Loyalty Program, whether you want to customise a Voucher or a Discount reward.

Loyalty programs

Loyalty programs can provide important spending data from a brand’s customers.

Rewards programs

Rewards programs are integrated into the customer’s everyday routine, they can cultivate true brand loyalty.

API Integration with Australia Post & Startrack

Getting started with Australia Post’s APIs in SapphireOne is easy