Inventory Management - Data Entry

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

    Inventory Management - Data Entry

    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 - Data Entry

    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 - Data Entry

    Client Inventory Return Entry


    Client inventory return entry managing inventory that is linked to a client is a seamless process within SapphireOne.

    • Managing Inventory Client Returns

      When managing inventory client returns it’s imperative that a seamless process of tracking those returns and allocating as a credit against the client account is real time

    • Unique Message

      Identical to all sales client inventory data entry screens as a “client quote order sales invoice. All the same functionality ability to link to the client ability to have unlimited lines linked to a projects per line unique rates of each inventory item and all the tabs in the top right hand corner and the ability to use tab in the bottom right for example for putting an order on hold or placing a unique message.

    Inventory Management - Data Entry

    Cash Return Entry


    Inventory cash return allows the user to return stock into SapphireOne without linking to a client record. This allows to record the type of inventory ID the quantity returned as part of the return we can return all at normal inventory types e.g. serialise inventory size, colour, style inventory normal batch all the types of inventory that are contained within the Sapphire Inventory System, this also allows us to link to a particular project and track all the related information on the inventory cash return.

    • No client record

      Inventory cash return is used only when there is no client record involved.

    • Track related information

      Sapphire Inventory System allows us to link to a particular project and track all the related information on the inventory cash return.

    Inventory Management - Data Entry

    Cash Inventory Cash Invoice


    Cash invoice where there is no requirement to track a client or provide credit.

    • Debtor Invoice

      When you do not want to provide credit as a debtor invoice for client invoice you want the transaction to be strictly cash the cash inventory cash invoice is the perfect way to manage stock but not have the requirement for debtor invoice client invoice.

    • Functionality

      With SapphireOne’s cash inventory cash invoice we have all the same tab functionality in the top right hand corner that we’ve come to expect throughout SapphireOne we can quickly click on the entry tab and look at stock availability, we can look at the pricing, and we have all the normal controls to the same functionality but no requirement for debtor/ client management.

    Inventory Management - Sales Inquiry

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


    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.


    Client 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 client’s record and will then be used in any future transactions of any type for the client.

    Inventory Management - Process



    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.

    Users 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.

    Inventory Management Key Features

    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.

    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 client’s credit limit, terms and sales history. Produce shipping manifests to track the delivery of your sales.

    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.


    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.

    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.


    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 back orders and have the ability to load all orders or only ones that already have picking slips printed. The back order 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.

    Inventory Management Key Features

    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.

    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.

    Current & Historical Sales Items

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

    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.

    Inventory Management Key Features

    Transaction and 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.

    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 sales staff with the SapphireOne Action function.

    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 a Line Item from this inquiry screen will 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).

    Inventory Management Key Features

    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.

    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.

    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.