Purchases - Inventory Management

SapphirOne purchases is the main area of activity for entering transactions ordering and purchasing of goods and/or services.
The SapphireOne purchases menu allows you to create a requisition that can be converted to a vendor order, that can be subsequently arrived and converted to vendor invoice. Once verified, this transaction is posted to dynamically create a vendor accounting entry. Orders and invoices can also be entered independently.

sapphireone inventory management purchases mac

Key Features

Inventory Mode provides a powerful solution to inventory control and tracking. SapphireOne understands the complexity of inventory control and provides the necessary tools to assist with bins, matrix tables, batch control, serial tracking, location control plus department control. SapphireOne includes a choice of three costing methods: average, standard or fixed and item costing, to compliment batch and serial items for your business. Purchase orders, invoices, picking slips and delivery dockets are created with ease. Sales analysis provides a quick snap shot view of your margins or mark-ups to assist in your business decisions. Strong reporting tools are essential to your business and are included with SapphireOne.
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    Vendor Orders
    Automated Entry
    Loading of Details
    Tracking Details
    Instructions & Text Details
    Cash Purchases
    Vendor purchases
    Cash Returns
    Vendor Returns

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    Transaction Inquiries
    Vendor Inquiries

  • SapphireOne general ledger structure

    Processing to General Ledger

    Post Transactions

  • data-entry


    Transaction Reports

    Data Entry

    SapphireOne inventory management purchase vendor requisition mac
    Vendor Requisitions
    Requisitions allow staff and other people with access to your system to make requests for goods through SapphireOne which the appropriately authorised person can then process. The Inventory items are linked to their appropriate Vendor ID to automatically provide correct cost prices from the SapphireOne system.
    • Accessibility

      Any user can make a Requisition for the product or products they require, where each requisition can have entries for products that are supplied by different suppliers.

    • Built Items

      When an item is ordered that is built from other items, by selecting the built item only the sub items are added to the requisition automatically.

    Vendor Order
    This sophisticated order allows every detail to be entered on the same form, where each Vendor can add their own unique specifications. The Inventory items being ordered are linked to a Project ID for better organization, and when complete simply tick the Convert box and the order becomes a Purchase.
    • Converting to a purchase

      When it becomes a Purchase the payment for the transaction is immediately recorded, saving time and effort.

    • Custom controls

      Custom field headings can be created and this will be reflected in all similar records.

    sapphireone inventory management purchase vendor order  for mac
    sapphireone inventory management purchase vendor order  for mac
    Vendor Return
    This function allows for the return of goods and or the receiving of credit for services supplied by a Vendor. It acts the same as Vendor Purchase but rather reduces stock levels as opposed to adding them.
    • Increased simplicity

      It makes an otherwise complicated process simple with clear cut information on returns or refunds.

    • System efficiency

      The SapphireOne system will have all of the information needed to return items on record, and this can be quickly found and entered.

    Inventory Management - Purchases Inquiry

    Inquiry functions enables you to search the SapphireOne Database and find a Record Transaction or a particular group of Records Transactions for viewing. The three Inquiry screens are: Transaction Inquiry, Transaction Line Inquiry , Vendor Inquiry.
    sapphireone inventory management purchase transactions purchases inquiry for mac

    Transactions - Purchases Inquiry

    Purchases Transaction inquiry is an inquiry screen that contains all the various types of transaction that can be generated in the inventory-purchasing mode, these include requisitions (RVI’s), orders (OVI’s), purchases (PVI’s) and inwards goods (PGJ’s).

    sapphireone inventory management purchase vendor inquiry for mac

    Vendors - Purchase Inquiry

    This screen here displays a list of the Vendors currently in the system.

    The basic details of each Vendor including ID Name and Address as well as the Telephone number and Main Contact for each Vendor.

    It should be noted that for Payroll there are Vendors that are in a class of SUPER. These Vendors are used for Payroll purposes are not displayed to a user without specif access to Payroll.

    This Vendor Inquiry is documented in detail in the SapphireOne Accounts Reference Manual. The user should read the section in this manual entitled a Client Inquiry first as the Client Inquiry is fully documented. Following later in the manual is a section on a Vendor Inquiry. A Vendor Inquiry is very similar to a Client Inquiry.

    Inventory Management - Process

    The system has a number of processes in inventory management, these allow you to perform tasks such as converting requisitions into orders, arrive orders into invoices and post transactions. Once the posting procedure has been performed you can no longer modify it and the general ledger is updated.


    sapphireone inventory management purchase post transactions invoice for mac

    Requisitions - Purchase Process

    The requisitions process allows you to combine and break multiple requisitions into multiple orders by vendor.



    accounts receivables key features
    Key Features of  Purchase – Inventory Management


    • Vendor Orders

      The vendor order screens have common elements of the account’s as well as projects, invoicing & ordering, vendor ID. In order to effectively process data, the user does not need to remember every Vendor ID. The vendor ID field allows for ID queries. Also, the user has the ability to create new vendor details simply by entering a new vendor ID, on the fly.

    • Cash Purchases

      Cash purchases are available for one-off entries, so there is no need for vendor ID details. Details of the vendor can be entered manually, if required. All the additional screens are similar to vendor orders.

    • Instructions & Text Details

      On the more details screen, which can be accessed by a simple click of the mouse, contains an area for any instructions or messages to be entered in regards to the order.

    • Automated Entry

      Double entry is a thing of the past with SapphireOne’s automated entry feature. Vendor details are dynamically imported to all transactions.

    • Loading of Details

      When a vendor ID is entered, corresponding details such as name and address, outstanding balance and credit limit are automatically loaded and displayed in the header section of the invoice. This area also displays the information in the customised fields within the vendor, enabling our customers to view the information specifically important to them.

    • Tracking Details

      Each vendor order contains tracking details such as date in, order number and rep ID. There are two additional fields called arrival and invoice no. which can be entered once the stock has been received.

    • Cash Returns

      Return of goods is made easy by the consistency in screen layouts. This screen allows the return of goods or the receiving of credit for services, updating stock levels and gl accounts.

    • Vendor Returns

      This allows the return of goods or the receiving of credit for services or goods supplied by a vendor, and updates stock levels and gl accounts.

    • Vendor purchases

      The vendor purchase screen is used for the purchase of goods from a vendor. A vendor order can be converted to a vendor purchase, once goods have arrived with a simple click of a button. This saves the user from re-entering data.


    • Transaction Inquiries

      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 offers advanced search, sort and utility functions to be used in conjunction with the inquiry screens.

    • Vendor Inquiries

      This screen displays the ID, name and address details of each vendor, as well as the telephone number and contact for each vendor. Each record can be opened to reveal information relating to that vendor, such as credit control, history and custom fields.

    Processing to General Ledger

    • Arrivals

      With SapphireOne inventory, it is easy to keep track on orders that have outstanding deliveries. When stock has been received, the user is able to post the transactions through to the general ledger. This screen will display all orders that still have items to be delivered, including those which are on backorder. By selecting the “˜look’ button, the user is able to view the original invoice to confirm that the order received refers to the order placed. SapphireOne enables orders to be part-delivered if required, automatically catering for the remainder, whilst still allowing the delivered stock to be posted through to the gl.

    • Post Transactions

      Post Transactions is a checking procedure which is run on every transaction, prior to it affecting the gl, once a transaction has be “˜posted’, it can no longer be modified. The user has the option to continue processing immediately or send the posting process to the activity queue for processing later. Both options will produce an audit trail of the posting transactions. As a secondary option to posting immediately you can finish the posting in the background allowing you to continue with data entry.


    Column based and graphical reports allow customisation of reporting to your individual requirements.
    • Transaction Reports

      This is used to produce a report of the Inventory Purchases that have been produced from the Inventory file. There are a number of different types of reports designed to satisfy a variety of reporting needs.