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.
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.
The quote also displays the availability status of the item, either in stock or on back order, and the number of items in each.
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.
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.
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.
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.
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.
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.
Client inventory return entry managing inventory that is linked to a client is a seamless process within SapphireOne.
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
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 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.
Inventory cash return is used only when there is no client record involved.
Sapphire Inventory System allows us to link to a particular project and track all the related information on the inventory cash return.
Cash invoice where there is no requirement to track a client or provide credit.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Quickly access contacts, shipping details, terms, overdue invoices and past transactions for clients in either the Quote, Order or Invoice stages of a transaction.
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.
Access all current and historical (posted) transactions for a client through the Client Inquiry function.
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.
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.
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.
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).
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.
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.
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.