SapphireOne Inventory
Warehouse accuracy at scale
SapphireOne Inventory equips your organisation to manage inventory across locations with rigorous traceability, barcode-driven accuracy, and governed stock movements across Sales, Purchases, Inventory, Manager, Point of Sale (POS), and Inventory History.
Maintain end-to-end visibility within Inventory by managing serial and batch numbers for precise tracking, accountability, and audit-ready control.
Accelerate accurate stocktakes using Inventory Scan Count and Inventory Count, supporting cycle counts and year-end verification with handheld scanning while reducing operational disruption.
Manage shelf-life risk by extending expiry on eligible serial or batch items using Expiry Increase, keeping perishable or time-bound inventory compliant and saleable.
Improve picking efficiency and warehouse utilisation by reallocating batch quantities between bays with Swap Bay Location, enabling more efficient routing and better storage outcomes.
With Inventory History providing a clear record of movements and valuation events, and tight integration to Accounts and Job Projects, SapphireOne Inventory ensures inventory activity is auditable, valued in real time, and ready for accurate fulfilment at scale.
Inventory | Sales
Sales accuracy with instant inventory updates
SapphireOne Inventory Sales streamlines the path from quote to cash with disciplined sales controls, accurate inventory movement, and real-time ledger impact. It helps your organisation move from enquiry to fulfilment with less re-keying, fewer delays, and clearer visibility across sales, inventory, tax, and receivables.
Create a Sales Client Invoice with fast search and prefilled rates, supporting accurate line entry and clean posting through to Accounts and Receivables. This helps ensure client balances, ageing, and reporting remain current as sales activity is processed.
Convert sales efficiently by progressing a Quote Client Invoice to an Order Client Invoice, or directly to a Sales Client Invoice, so your team can move accepted work forward without unnecessary duplication. Where required, the workflow can support project-based or point-of-sale scenarios while maintaining continuity from quote to invoice.
For counter sales, raise a Till Client Invoice at the register using barcode scanning and immediate payment capture. This helps keep inventory, revenue, and tax aligned as sales are completed, supporting accurate operational records and timely financial reporting.
Close shifts confidently using Reconcile Point of Sale (POS) Transactions to match takings to card and cash totals. This protects transaction integrity across daily sales, strengthens cash control, and supports audit-ready point-of-sale records across locations.
Inventory | Purchases
Procurement that updates inventory in real time
SapphireOne Inventory Purchases streamlines procurement from requisition or order through to payment with real-time inventory updates, accurate costing, and audit-ready purchasing records. It helps your organisation manage purchasing activity with stronger control from initial request through to received goods and vendor liability.
Raise an Order Vendor Invoice and convert it to a Purchase Vendor Invoice in a single action from inquiry workflows or through Sapphire Tools. This reduces re-keying, improves transaction continuity, and keeps procurement moving as goods arrive.
Where purchasing begins with an internal request, raise a Requisition Vendor Invoice and progress it through approval before converting directly to a Purchase Vendor Invoice. This ensures costs, liabilities, and inventory are captured accurately without duplication or delay.
Create Purchase Vendor Invoice records with fast vendor search, clear payment terms, and precise item entry so receipts update inventory, costs, and liabilities for downstream reporting. This gives finance and procurement teams a shared view of what has been ordered, received, costed, and posted.
For teams receiving off site, use Sapphire Web Pack to place vendor orders and capture deliveries in the browser, including weights, cartons or pallets, and line-level links to Job Projects or assets where required. Partial deliveries can be managed while remaining quantities stay open for control and follow-up.
Strengthen purchasing governance with Check for Duplicate PVI to identify duplicated Purchase Vendor Invoice records. This supports cleaner purchasing history and helps finance teams remediate errors appropriately while preserving transaction integrity.
Inventory | Inventory
Harnessing inventory, igniting insights, driving success
SapphireOne Inventory Inventory provides governed control of items, locations, and traceability so inventory remains accurate across your organisation’s network. It supports stock control, valuation, production, pricing, and operational planning through structured inventory workflows.
Manage stock movements and corrections using Adjustment Journal, Transfer Journal, Build Journal, and Order Build Journal. Corresponding Adjustment Transactions and Build Transactions help maintain a complete record of inventory activity for operational review and audit support.
Control production and kitting with Bill of Materials, Build Worksheet Report, Matrix, and Additions and Deductions. These tools help your team define, assemble, and manage built inventory items while maintaining clearer visibility over component use and finished stock outcomes.
Support compliance and traceability with Serial/Batch Numbers, Material Safety Data Sheets (MSDS), and expiry-related controls where applicable. This gives your organisation stronger visibility over item history, handling requirements, and stock accountability.
Maintain visibility across locations using Inwards Goods Report, Inventory Stocktake Report, and Open to Buy planning. These capabilities help teams monitor receipts, verify stock on hand, and plan purchasing or replenishment activity with greater confidence.
Support pricing and planning with Price Estimate, Price Book, and Inventory Unit Demand Report, helping inventory valuation, availability, and demand planning remain aligned with operational needs.
With barcode-driven workflows and location-aware processing, SapphireOne Inventory Inventory helps keep inventory auditable, accurately valued, and ready for fulfilment at scale.
Inventory | Manager
Inventory mastery, forecast precision, operational excellence
SapphireOne Inventory Manager gives your organisation a controlled operational layer for delivery management, manifests, services, rebates, loyalty programmes, vouchers, tariffs, and related inventory management records. It helps teams coordinate fulfilment, logistics, service activity, and commercial controls while maintaining visibility across key inventory management processes.
Manage delivery planning with Delivery Run, which acts as a pre-manifest function and assists in creating Manifest records automatically. Delivery Run allows specific delivery runs to be created, individual clients to be linked to a run, and clients to be sequenced into the required delivery order for dispatch planning.
Create, modify, and view Manifest records to manage and track the delivery of goods. A Manifest can be linked to an existing Delivery Run and used to organise the items required for delivery, improving dispatch visibility and supporting more consistent fulfilment control.
Use Create Manifest Run to link client orders due for delivery to a predetermined Delivery Run sequence. This supports organised delivery by carrier, such as postal, courier, or freight providers, and helps teams manage delivery dockets, invoices, picking and packing slips, and electronic files connected to the manifest process.
Strengthen logistics control with Load Delivery Run, which allows delivery runs to be added to selected manifests. When used, SapphireOne can create a manifest for delivery runs with transactions for a selected date, helping teams coordinate daily delivery activity and maintain a clearer dispatch workflow.
Support broader inventory management administration through Importer, Manager, Tariff, Manifest Vehicle, Services, Rebate, Loyalty, and Voucher. These inquiry areas help your organisation manage the commercial, service, vehicle, and programme records that sit around inventory operations.
Together, SapphireOne Inventory Manager provides a governed logistics and management workspace for inventory-led organisations, improving delivery sequencing, manifest control, operational visibility, and audit-ready fulfilment records across SapphireOne.
Inventory | Point of Sale
Mastering retail, Delivering delight, driving success
SapphireOne Inventory Point of Sale enables retail point-of-sale and counter sales with real-time inventory movement, immediate payment capture, and audit-ready cash control. It is designed to support fast front-counter processing while keeping financial and inventory records aligned.
Raise a Till Client Invoice at the register using barcode scanning and instant payments so inventory, revenue, and tax update as transactions are completed. This helps reduce manual handling and provides clearer visibility over daily sales activity.
Close out shifts with Reconcile Point of Sale (POS) Transactions, ticking off transactions, confirming float and totals, and posting a balanced till. The same workflow is available through Sapphire Web Pack for browser-based sites, supporting consistent processes across locations.
Support staged purchasing with Process Lay By Payments, applying instalments to the original posted lay by to maintain accurate balances and complete client history. This helps teams manage deposits, outstanding amounts, and final payments with greater control.
If your team needs a guided process, follow the Record Point of Sale (POS) Transactions procedure for consistent card integrations, receipt handling, and cash-up activity. This supports reliable daily close routines and stronger oversight of retail or counter sales operations.
Inventory | History
From retrospection to resilience, reaping rewards
SapphireOne Inventory History provides audit-ready inventory history for investigations, controls, reconciliation, and period assurance. It gives authorised users the ability to review historical inventory activity and investigate transaction detail when exceptions or reporting questions arise.
Review historical inventory transactions across any date range and filter by transaction type, Inventory ID, or Client ID for targeted queries and internal audits. This helps your organisation identify the specific movement, sale, receipt, or adjustment records relevant to the review.
For deeper analysis, inspect Inventory Lines to validate quantities, prices, and item details. Where reporting packs or reconciliation schedules are required, export CSV files for board reporting, audit review, or operational analysis.
When corrective action is required, use the appropriate retrieve-to-current workflow to move selected transactions into the current period for reversal or re-allocation. This supports controlled remediation while preserving the historical audit trail.
Improve purchasing data hygiene by running Check for Duplicate PVI to identify duplicate Purchase Vendor Invoice records. Unposted entries can be reviewed and corrected, while posted records should be remediated through controlled correction processes to maintain transaction integrity.