SapphireOne’s Inventory Management module delivers comprehensive inventory, manufacturing, and purchasing capabilities that strengthen supply chain management and support a full end-to-end procure-to-pay process. With SapphireOne, businesses gain tighter control over stock levels and costs while improving fulfilment performance and overall customer experience.
Inventory management is one of the most critical and widely used areas of any business. SapphireOne provides a structured, highly configurable inventory foundation that supports everything from basic stock control through to complex batch, serial, and warehouse operations.
Base Inventory and Inventory Inquiry
SapphireOne Inventory Management is commonly referred to as Base Inventory, forming the foundation for all inventory-related processes.
The Inventory Inquiry list screen displays all inventory items in a single view, allowing users to quickly select individual records for detailed review or modification. From this screen, users can easily view item groupings, sizes, prices, and current stock levels.
Each inventory record opens to a Details page, which provides a comprehensive snapshot of the item, including identifiers, classifications, pricing, and stock controls.
Inventory Details Overview
The Inventory Details page contains key information required to manage each item effectively, including:
- Item ID, name, class, type, department, and project assignment
- Grouping and classification details
- Item descriptions and pallet information
- Standard and foreign currency pricing
- Stock levels, minimums, and maximums
This page acts as the central reference point for all inventory activity.
Inventory Area
The Inventory area holds the core definition of each item. Items can be assigned to specific Classes, enabling advanced searching, reporting, and pricing strategies.
Inventory Types define how the system treats each item. Supported types include:
- Normal
- Non-diminishing
- Serial
- Batch
- Item
- Activity
- Hire
- Asset
- Voucher
Selecting an inventory type automatically adjusts system behaviour across other areas of SapphireOne. For example:
- Batch inventory enables batch tracking for all purchases and sales
- Serial or batch tracking enforces system-controlled tracking at transaction level
- Stock levels are maintained individually for each batch or serial number
This ensures full traceability and accurate stock control.
Grouping Area
The Grouping area allows up to six tags per inventory item, providing flexible classification and enhanced reporting.
A common use case is seasonal tagging, which integrates directly with SapphireOne Web Pack. For example:
- Customers can pre-order items online using Web Pack
- Sales teams gain visibility into future demand
- Purchasing teams can plan stock quantities and timing more accurately
This improves forecasting and reduces stock shortages or overstocking.
Description and Pallet Information
The Description area supports operational and logistics data, including pallet quantities.
When pallet quantities are defined:
- Sales and purchase orders display pallet requirements automatically
- Shipping calculations can be adjusted to optimise freight costs
Within SapphireOne, quantity and weight/area fields are linked. Users may:
- Enter a quantity and have weight or area calculated automatically
- Enter weight or area and allow the system to calculate quantity
This flexibility supports accurate logistics and costing.
Standard Prices
The Standard Prices area allows businesses to define multiple pricing levels for inventory items.
Key features include:
- Price codes from A through H, plus Ex (tax-exempt)
- Manual entry of prices per code
- Different pricing structures for different customers or scenarios
This enables flexible pricing strategies without duplicating inventory records.
FX Prices
The FX Prices area displays foreign currency pricing for inventory items when foreign currency functionality is enabled.
Features include:
- Visibility of all configured FX currencies
- Manual FX price updates per inventory item
- Conditional display based on system configuration
This supports accurate international pricing and reporting.
Stock Levels and Availability
The Stock Levels area provides an immediate snapshot of an item’s status across the system, including:
- Minimum and maximum levels for reordering
- Current stock, based on posted transactions
- Un-posted stock, based on pending transactions
- Allocated stock, reserved for delivery or projects
Available stock can be calculated using the formula:
Available stock = Current + Un-posted – Allocated
This information helps inventory managers:
- Adjust economic order quantities (EOQ)
- Set appropriate safety stock levels
- Make informed replenishment decisions
Complete Stock Control with SapphireOne
SapphireOne Inventory Management delivers a powerful, scalable foundation for businesses that require accurate, real-time stock visibility. By combining flexible item definitions, advanced tracking, integrated pricing, and live stock availability, SapphireOne enables organisations to maintain full control over inventory while supporting growth and operational efficiency.