Sales Lines Overview
The Sales Lines inquiry allows the viewing of the data from the individual sales, purchase lines and Point of Sale (POS) within transactions that have updated the Inventory file. This inquiry displays all the line items that have affected the Inventory file. These are recorded in the form of quantities that relate to Purchases, Sales, and Adjustments. These details are provided for all types of inventory items including Normal, Non-Diminishing, Serial and Batch etc.
All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.
The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:
Swap to Custom Inquiry
When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:
- To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
- To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.
The Inquiry screen below is the initial Custom Inquiry screen, which can be modified by the user.
Custom Inquiry Screen ‘Setup’ Function
To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.
From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
The screen features several menu items across the top, which include:
- Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
- Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed.
- Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
Dictation and Speech to Text Overview
SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.
You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.
As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.
Dictation and Speech to Text Procedure
This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.
Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line.
The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.
Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive time saver.
You may view the original entry by double clicking on a line or by selecting the Look button.
Once a line has been selected it may be viewed as seen below.
Sales Line Details
There are a number of areas where the data for the sales line is displayed. The area to the right has the following details displayed about the Client or Vendor.
- Client or Vendor Details
- ID – The Client or Vendors ID will be displayed here.
- Date In – The date that the transaction was entered.
- Delivery – The date that deliver was expected.
- Internal & External – The Internal and External numbers for the transaction.
- Rep ID- The Representatives ID.
- Sequence – The unique sequence number for the transaction.
- Inventory Details
- Inventory ID – This is the Inventory ID with the suffix ~1 showing its location.
- Name – The name of the Inventory item.
- Units – The inventory units if entered.
- Ordered – This is the quantity originally ordered if ordered as an OCI and then converted to a SCI. (Will always appear as 0 if originally ordered as an SCI).
- BackOrder – This is the quantity ordered on Back Order if ordered as an OCI then converted to an SCI. (May appear as more than 0 if the transaction was originally an OCI then converted to an SCI and there was a back-order component to it.
- Deliver/Qty – This is the quantity that was delivered.
- Rate – (For a single item) – The rate or price that the items was sold or purchased for.
- Discount – This is any discount that was given to the Client or by the Vendor.
- Tax & % – This is any tax that is applicable to this transaction. In this case the S Tax Code in Australia is taxed at 10%. The following field displays the tax as a monetary value for the line, either sales or purchases.
- Tax – This is the total amount of tax in this line.
- Total – (Quantity times Rate) – This is the total for this line and includes tax .
- Project – If a project has been linked to this line it will be displayed here.
- Asset – If an asset has been linked to this line it will be displayed here.
- Weight – (Item weight times quantity) -If weight has been entered for the item to gross weight will be displayed here .
- Carton – If the carton details have been entered the carton details will be calculated here.
- Pallet – If the pallet details have been entered the carton details will be calculated here.
Printing a Sales Lines from History
Print alert options
Report Types (for Sale Lines):
|Sales Lines:||Subtotalled sales lines report.|
|Margin Analysis:||Subtotalled sales margin analysis report.|
|Mark-up Analysis:||Subtotalled sales mark-up analysis report.|
|Allocation Analysis:||Subtotalled allocation analysis report.|
|Style 1 – Totals:||This report gives MTD, YTD and LYTD figures in a single column break analysis, with totals only.|
|Style 2 – Totals:||This report gives MTD, YTD and LYTD figures in a two-column analysis, with totals only.|
|Style 3 – Totals:||This report gives MTD, YTD and LYTD figures in a three-column analysis, with totals only.|
|Wide 1 – Totals:||This report gives MTD and YTD figures in a single column break analysis, with totals only.|
|Wide 2 – Totals:||This report gives MTD, LYMTD, YTD and LYTD figures in a single column break analysis, with totals only.|
|Wide 1 – Detailed:||This report gives MTD and YTD figures in a single column break analysis, with detailed lines.|
|Wide 2 – Detailed:||This report gives MTD, LYMTD, YTD and LYTD figures in a single column break analysis, with detailed lines.|
|Wide Sales Lines:||This creates a full report on all sales lines.|
|Sales & Purchase Ledger:||This creates a Sales and Purchase Ledger report.|
|Serial Number Breakdown:||This creates a detailed report on serial numbers.|
|Customer Order Card:||This report produces a card type order for a customer.|
|Sales Volume Review:||This report produces a report based on the volume or quantity.|
|Sales Volume Review by Class:||This report produces a report that shows the sales volume attributed to each class of Inventory|
|Inventory Produced x Profile:||This report produces a report on what has been produced for each profile.|
|Shortage Report x Inventory Class:||This report enables the user to check which classes are in short supply.|
|GL Transaction x Period x Account:||This report prints a report of sales by period and then by G/L account|
|Custom Report:||This is a custom report|
Report Sort Order
The Types available are..
- GL Only
- Clients Only
- Vendors Only
- Cash Only
The two drop-down menus in the Break Configuration Area can be seen in the screenshot above. Note that the Related File List menu is showing the main menu items available. By default it will open with the HJournal Lines open and display them.
When you select one of the other items as shown in the screenshot above there are additional fields as subsets for you to select from.
Once the appropriate field has been selected SapphireOne will place the data in the Break List Box where the field may be manipulated by either clicking on the line to bring up an options box or selecting ascending or descending order by clicking on the direction arrows .
- In the Calculations area enter the period you wish to report on in the Period entry field.
- By clicking on the Use Header Period checkbox SapphireOne will report on the period entered in the Client or Vendor Transaction Screen rather than the period set by inventory.
SapphireOne has the ability to run different periods for each area. For example the period you enter for a Client or Vendor Transaction may be different from the period that is set for inventory.
Selecting the Sales Based checkbox tells SapphireOne that the report is to be Sales based (reports sales in positive terms and stock in negative terms) as opposed to Inventory based (reports sales in negative terms and stock in positive terms).
You can pre-select records in the Inquiry Screen for reporting prior to running the report by using (Command/Control F or Command/Control Y) shortcut key or select the Options menu and Find.
If any of the Wide Report Types are selected in the main print dialog screen and select Report Controls is also selected, more flexibility is enabled in the Calculations area under the button.
Columns A, B, and C drop-down menus allow the user to select the information that is to be inserted in each column required in the report.
The Sales Line Report will automatically report on all sales lines displayed in the Inquiry Screen unless the checkbox has been selected and the appropriate processing option radio button is chosen.
- The field is for information use only and will not print on the report.
- The and fields will print header and footer details on the report.
- Click to save the report settings and return to the Sales Lines Report Screen.
- You may now select the button in the Sales Lines Report Screen to preview and print the report.
The buttons across the bottom of the Select Report Controls screen perform the following functions.
- Selecting the button will cause SapphireOne to display the Sales and Purchases Selection screen seen to the right.
- Reports created in this Sales Lines Inquiry can be saved for future use by selecting the button. Don’t forget to select a specific name for the report and to place it in a location that you will remember.
- Saved reports can be recalled using the button and selecting the name of the saved report.
- The button will clear all options selected within this screen enabling a new report to be created from start again.