Sales - Inventory Management

The SapphireOne sales component encompasses all the business related documentation required to manage and provide goods and services to your clients.
The SapphireOne sales menu allows you to create a client quote, that can be converted to a client order, that can be subsequently converted to a picking slip, packing slip and client invoice. Once verified, this transaction is posted to dynamically create a client accounting entry. Quotes, orders and invoices can also be entered independently. SapphireOne also offers the back to back feature, which will automatically create a vendor order, from linked inventory items when a client quote is converted to a client order.

sapphireone inventory management sales mac

Key Features

The Inventory Sales component of SapphireOne’s accounting software encompasses essential business related documentation required to manage and provide goods and services to your clients. Deposits and payments can be processed with orders and invoices, eliminating the need to access multiple areas. 
  • routine-procedure

    Sales Management

    Client Quotation Management
    Client Order Management
    Client Invoices
    Back Orders
    Point of Sale

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    Transaction & Sales People Inquiry

    Transaction Inquiry
    Transaction Line Inquiry
    Sales People Inquiry

  • data-entry

    Sales Reports

    Transaction Reports
    Order Reports
    Invoice Reports

  • clients-info-sales-management

    Client Inquiry

    Client Records Summary
    Client Purchasing Analysis
    Current & Historical Inventory Sales Details
    Inventory Item Outline
    Price Book

    Data Entry

    Inventory management sales quote client quote mac
    Client Quote ( Sales Quote ) 
    The highly detailed client quote features a clearly set out menu that makes information easily accessible and increases processing efficiency. It also has a tracking option, crucial for staying on top of your quotes.
    • Price negotiation ability

      In the transaction area, the Margin, Markup and GP fields can all be utilised on this line allowing any price negotiation to be calculated on individual items and checked against the cost price immediately.

    • Availability status

      The quote also displays availability status of the item, either in stock or on back order, and the number of items in each.

    Client Order ( Sales Order ) 
    Once the quote is accepted it is converted to an order, complete with the number of items deliverable now and on Back Order. All the data entry headings may be altered here to suit the user’s unique needs, where most of these field entry headings will carry through to the purchase.
    • Keeping orders current

      There are no Periods on Orders as they are held in the current period until converted to Invoices. At the end of the month the system will re-write the period so all orders in the system remain in the current month or period.

    • Project management

      The order enables you to enter a Project ID. This will identify a project for which the goods are being purchased, hence can be used for each separate item order to link them to the common project.

    Inventory management sales order client order mac
    Inventory management sales invoices client invoice mac
    Sales Invoice ( Client Invoice )
    This is the most frequently used of the Client transactions. The payment details can be entered on a Quote, Order or Invoice and this saves entering Client Receipts.
    • Messages

      There is an area for personalised descriptive text which will be printed on the first page of the Invoice, and an area for instructions. There is also an area for in-house comments that will not print on the invoice.

    • Printing Options:

      By default, the system will print everything, however the user can select any combination of what not to print, while still having all of the information in a soft copy.

    Inventory Management - Sales Inquiry

    There are four Inquiry screens that allow you to search and access your main Client files. There are – Transactions, Transactions lines, Sales People and Clients. 

    inventory management sales inquiry - transactions for mac

    Transactions - Sales Invoice Inquiry

    This detailed form provides a record that is simple to search for specific transactions. From this window, you can Modify, Manipulate and Find from the Options menu of the information stored in your transactions. The user can re-sort by selecting any column header and manipulate information by highlighting and using the functions from the Options menu or Tools icon.

    It has optional Invoice Lines for further features of the completed order and any extra details taken from the Client Invoice’s More Details Page.

    There are many report options, all for different uses. For example, a One Line Invoice details the Header Line of the Invoice and is used for Invoice value reports. There is also Sales Allocation detailing payments from individual client accounts, and Inventory Checks, which is a report showing stock levels per Invoice. 

    inventory management sales client inquiry mac

    Clients Inquiry

    This function is identical to the Client Inquiry in Accounts mode.

    The initial Client Inquiry screen presents a window that contains a list displaying some of the basic details about each Client.
    This will allow you to easily select the required Client for additional viewing or modifying.

    In other areas of the SapphireOne program whilst entering data you may alter Client Details which are created by the default setting here and they will not become a permanent part of the default Client record.
    ANY alterations you make here will become a permanent part of the Clients record and will then be used in any future tranactions of any type for the Client.

    Inventory Management - Process

    inventory management sales delivery processes mac


    This screen enables the management of goods that have to be delivered.

    Transactions processed through this screen will automatically be converted to Sales Client Invoices (SCI’s) for the goods delivered.

    If any items are not 100% delivered, the Order Client Invoices (OCI’s) will automatically update accordingly, until all goods listed are completely delivered

    User’s should also be aware that by default, if the system calculates that it has the complete number of stock as ordered, it will offer to fully deliver all stock as originally ordered.

    If this is not required for any order the user simply needs to highlight the particular order, select the modify button and manually alter either the number to be delivered or the number to be placed back on back order.

    accounts receivables key features
    Key Features of  Sales – Inventory Management

    Sales Management

    • Client Quotation Management

      SapphireOne provides your business with a powerful quotation management system. Automatically generate and track your quotes, tailor quotes to meet specific Client Rates and quote for various Tax Rates and Pricing Structures. Instantly check your Client Information Summary for client sales history and add vendor details for a seamless order process. Allow client quotes to process orders or invoices at the click of a button.

    • Point of Sale

      Integrated POS system for retail sales. Stock levels are in real time as the POS system is linked directly to your live Inventory data file. Barcode scan or manually enter your sales items for transactions. Show photos of items allocated to transactions to help with visual verification for staff. Easily allocate % or $ discounts to selected items. Allow for various payment types (ie. cash, cheque, eft, credit card) to be allocated to transactions. Reconcile your day end transactions to check your float and post directly back to SapphireOne financials.

    • Client Invoices

      Instantly add client details and link address fields to an invoice with SapphireOne’s Automated Data Entry System. Easily add sales items, or more specific serial or batch inventory items, to an invoice with the Inventory Look-up function. Use the Interactive Calendar to set a future delivery date for a client invoice and link the invoice to a Client Price Book so to tailor a Client Invoice to meet specific tax and pricing structures. Assign invoices to be charged out for specific Job Projects to streamline your Project Management strategies. Include special instructions, terms, internal memos and discounts to be entered for individual client invoices, as well as set your own company specific Invoice Layouts. Produce detailed shipping manifests to track the delivery of your sales.

    • Client Order Management

      The SapphireOne Client Order Management system allows the user to generate and track client orders and turn these orders into invoices at the click of a button. Orders can be linked to a Clients Price Book so to tailor an order to meet specific tax and pricing structures required for an individual client. Access the Client Information Summary to instantly check a clients credit limit, terms and sales history. Produce shipping manifests to track the delivery of your sales.

    • Returns

      Process the return of goods at the click of a button. The returns function within SapphireOne allows the user to easily link the return of goods to invoices so to help reduce data entry tasks.

    • Delivery

      Enable your company to manage inventory items that have been delivered. Transactions processed through this function of SapphireOne will be automatically converted to Sales Client Invoices for the goods delivered and undelivered items will be updated to the Client Orders.

    • Back Orders

      Track backorders and have the ability to load all orders or only ones that already have picking slips printed. The backorder feature also allows you to split orders, so when only part of an order has arrived, it can be immediately released if requested so by clients.

    Client Information

    • Client Records Summary

      Quickly access contacts, shipping details, terms, overdue invoices and past transactions for clients in either the Quote, Order or Invoice stages of a transaction.

    • Current & Historical Sales Items

      Access all current and historical (posted) transactions for a client through the Client Inquiry function.

    • Client Purchasing Analysis

      Easily access the sales history of clients through the Client Inquiry function of SapphireOne, and view this data as both line items and graphically to help with Client Sales Analysis.

    • Price Book

      Set up a client Price Book to automatically update a special inventory sales price for a specific client when invoiced.Access all current and historical (posted) transactions for a client through the Client Inquiry function.

    Transaction & Sales People Inquiry

    • Transaction Inquiry

      The Transaction Inquiry screen presents a window that contains all the current Quotes, Orders and Invoices entered through the Sales Menu. Users can use this inquiry screen to pick transactions to be modified, viewed or printed in a variety of different report types.

    • Transaction Line Inquiry

      The Transaction Line Inquiry Screen (Sales Line Inquiry), displays a complete list of the line items entered in the Invoice Transaction screens. Selecting an Line Item from this inquiry screen with give the user a more detailed look at the transaction that this item is related to. All Sales Lines are listed allowing you to obtain a fully detailed report on all sales lines (ie. Sales Line, Margin Analysis, Mark-up Analysis, Allocation Analysis and a variety of Total and Detailed reports).

    • Sales People Inquiry

      Add or modify Sales people to allocate specific controls that they may have over Inventory. Assess the performance of your Sales Staff by easily checking Month to Date and Total to Date sales information. Allocate or check the actions of your Sale Staff with the SapphireOne Action function.

    Sales Reports

    • Transaction Reports

      Produce reports based on the Invoices that have been produced from the Inventory file. The different types give you different levels of report. By making a selection from the four drop down menus of Print Destination, Report Type, Report Sort Order and Report Selection various types of reports can be prepared.

    • Invoice Reports

      Produce a report on all the Invoices currently in the system for Clients. SapphireOne allows for a variety of Report Types and Report Sort Orders to be selected in the Invoice Reporting option of the application.

    • Orders Report

      Produce a variety of different styles of Order Reports for Clients. Some of the more common types used include those linked to the Packing Slip, Picking, Packing & Picking and Invoice.