Transaction Lines Overview
The SapphireOne Transaction Lines Inquiry screen displays all of the individual transaction line items entered in the Invoicing functions, from a Vendor Requisition to a Cash Return.
This function displays a list of all transactions on screen and gives the user the ability to create detailed reports on all Purchases on a line by line basis.
These transactions are initially listed in order of entry with the most recent dated transaction at the top. You can change the sort order by simply clicking on any of the column headings. You can also change the selected column by re-clicking the column heading to change it from ascending to descending, or vice versa.
You can adjust the order of the columns by clicking on the column and dragging to the left or right. Like other List Windows, you can re-organise the information displayed by highlighting and using functions from the Options Menu.
From this list you can Look 
at all Transactions. You may use a keyboard shortcut. Any modifications to these records must be made in the appropriate Transaction Inquiry Screens.
In SapphireOne, all inquiry screens provide the option for customisation of the displayed item list. The feature, called Custom Inquiry, lets users choose the data fields to be shown and the sequence of data columns across the screen. The user can save infinite custom views. While a client list is used as an example to follow, any inquiry type can be customised in SapphireOne.
The Standard Inquiry Screen
The Standard Inquiry Screen in SapphireOne provides a foundational view of data, presenting a set of column fields for each record. This screen is designed to offer a straightforward and efficient way to access and review essential information.
The list above represents the standard inquiry list, displaying a fundamental set of data fields for each client record and includes two buttons as follows:
- Swap to Custom Inquiry – When the user selects the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Inquiry Screen, which is documented below.
- Show/Hide Audit Lines – Toggle the Audit lines panel open. This panel will display at the bottom of the Inquiry screen, benefiting workflow by providing an immediate view of the critical details for a selected line.
The Custom Inquiry Screen
When the user selects the ‘Swap to Custom Inquiry’ button from the Standard Inquiry, SapphireOne will display the default Custom Inquiry Screen, as shown below. This screen provides the user with a customisable view of the data set, which is maintained per user and for each particular inquiry.
The options available from the Custom Inquiry Screen are as follows:
- Swap to Standard Inquiry – Return the view to a standard Inquiry.
- Method List Box – This list box, in conjunction with the adjacent operator list box, allows for calculations to be performed across all rows of the displayed data. The results are displayed adjacent to the operator list box.
- Operator List Box – Select an operator to apply to the method selected using the method list box.
- Setup Button – The Setup button will open a modal screen with functionality to customise the Custom Inquiry, as documented in the following section.
- Export Button – Open the data set in CSV format in the devices default spreadsheet application.
The Custom Inquiry Setup Screen
The Custom Inquiry setup screen allows for the customisation of the data view, which is maintained per user and for each particular inquiry. Once the user has customised the Custom Inquiry screen, the screen view will be maintained in subsequent sessions and is unique to the current user account. This screen also provides the option to select and save an unlimited number of custom views per user.
The Custom Inquiry setup screen provides the following functionality:
- Favourite Sets – This option enables the user to save a custom-created screen for future use. For instance, the user can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
- Row Height – Adjust the table row height to the users preference.
- Show Related Record – This option allows the user to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, the user can select a related record, and a view of that related record for the chosen entry will be displayed for that currently selected record. The user will need to select the fields to be displayed.
- Reset to Default – Reset the display to the default view configuration as established by SapphireOne.
The Custom Inquiry setup screen provides the user with two main options for organising the data displayed:
- To remove or relocate a column – Right-click on the column lines and choose from Delete, Move Left, or Move Right.
- To add a column – Locate the desired data set in the list and double-click on it to add it to the custom view as a new column. Edit the location as described above if required. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
Customising inquiry screens in SapphireOne allows for a tailored data view that meets the users specific needs. By leveraging the Custom Inquiry feature, the user can enhance their workflow efficiency and ensure that critical information is readily accessible.
Transaction Lines History
Double clicking on a Transaction Line will bring up a dialog box containing historical information about the selected transaction.
The information displayed here is for viewing only. Modifications can be made in the Transaction Inquiry screen of the related transaction in Operations > Navigation Operations > Sapphire Palettes > Inquiries Palette.
Transaction Types
There are several Transaction Types which are displayed in the Purchases Transaction Lines Inquiry screen. Each type is indicated by a three-letter code.
The first letter of the three letter code type indicates where the transaction originated:
| R: | Requisition | O: | Order |
| P: | Purchase |
The second letter of the three letter type code also indicates where the transaction originated:
| V: | Vendor | M: | Money |
| G: | Goods |
The third letter of the three letter type code indicates what the transaction is:
| I: | Invoice | J: | Journal |
| C: | Credit | P: | Payment |
| R: | Receipt |
Using this coding system above the following transactions are as follows:
Requisition Vendor Invoice is coded RVI, a Order Vendor Invoice shown as OVI, a Purchase Inwards Goods Journal is a PGJ, a Purchase Vendor Invoice a PVI, a Purchase Vendor Credit is a PVC, a Purchase Money Payment a PMP, and a Purchase Money Receipt is a PMR.
How to Print Purchase Lines Reports
To print a Transaction Purchase Lines Report, first select the transaction line or selection of transaction lines you would like to print by highlight the transactions and hitting the ‘Command/Ctrl G‘ keys to Show Subset, or use the Options Tool and select ‘Show Subset’. If a selection is not selected SapphireOne will print all transaction lines.
Next select the Print 
icon on the main toolbar to display the print dialog box.
The user can choose from the Print Destination, Report Type and Report Sort Order drop-down menus to determine the preferred report layout. Reports are printed using a combination of the two.
- Print Destination – This allows the user to select the destination for the print function from Printer, Custom Report, Quick Report and Labels.
- Report Type – These options will enable the printing of different layout styles. Detailed information on each of the Sales Report Types is outlined below.
- Report Sort Order – These options will enable the user to select a lot of various sorting methods or criteria.
- Report Selection – These two radio buttons enable the printing of All Records, or just the Current Selection of records.
- The Report Selection option will be altered by SapphireOne if the
button is selected by the user. - Once SapphireOne determines that options have been set up it will automatically reset the Report Sort Order drop down menu to by Options Control.
- The Report Selection option will be altered by SapphireOne if the
Report Types
The report options in the Report Type drop down are outlined below.
| MTD\TTD – Detailed: | This provides the ability to create a customised detailed purchases report viewing data by selecting the button and allowing you to specify breaks as required. |
| MTD\LMTD–TTD\LTTD: | This provides the ability to create a customised detailed purchases report viewing data by selecting the button and allowing you to specify breaks as required. |
| MTD\TTD – Totals: | This provides the ability to create a customised summarised purchases report for viewing data by allowing you to select the button and specifying breaks as you requre. |
| MTD\LMTD–TTD\LTTD: | This provides the ability to create a customised analysis report displaying totals with various breaks as required. |
Report Options
Selecting the button gives the user the ability to customise the report even further.
- Break Configuration – By using two drop down menus the user is able to set break points for the report.
- Pre-Processing – Selecting the Pre-Processing Checkbox activates the pre-processing options. Any one of these radio buttons may be selected at a time.
- Sales through to Vendor radio buttons – Selecting one of these radio buttons will tell SapphireOne to base the report on the radio button option as selected with one exception the Custom radio button.
- Custom Radio Button – When this radio button is selected SapphireOne will now display an additional Pop up. When the Custom button is selected this brings up a new Edit Formula pop up.
- Here you can enter in a formula or full database style query, to further enhance the printing of the Transaction Line Inquiry details.
- Other Buttons – There are a number of buttons across the bottom of the screen. SapphireOne does provide for the Saving of a report once setup, and the Loading or re-loading of an existing saved Transaction Lines Sales report.
- S/P Button – Selecting the
button (Sales and Purchases) will bring up the Sales and Purchases Select Report Controls dialog box. This enables the user to perform a query on Sales and Purchases.
- The user can search for a particular Internal Reference number, a Period, a range of Periods or All of your records.
- This can be used in the preparation of Sales & Purchase Ledger Reports.