Inventory Locations

Inventory Locations Overview

SapphireOne Inventory Locations Inquiry is the single source of all inventory and their respective locations, giving a holistic view of all inventory in a location by location basis. Inventory Location Inquiry is company specific and displays data applicable to the company the user is logged into. To view more than one company location data the user will need to be logged in as a Multi Company Master user.

If there are multiple locations in the data file, provisions may be made in the Master Record so that the user is limited to working at a single location. Once this is done, the user will be limited to only viewing and modifying inventory items in the chosen location.

As seen in the screen below, each item is listed once for each of the locations held within the Company that the user is logged into. Various types of alarms may be set for each inventory item.

While most screens or Pages from an Inventory Inquiry are here in this Inventory Locations Inquiry, the user will find that numerous data entry fields will not accept data. They do however display the data already entered through the Base Inventory Inquiry function and are here so that you can view or check on the information entered. When changes are required to this data, you will have to use the Base Inventory Inquiry function to make the alterations. 

Inventory Inquiry vs Inventory Location Inquiry

  • Prices – The user has the option of using the Base Inventory Price or the Location Inventory Price.
    • Base Inventory Price – Set the price in the Base Inventory Inquiry and the price will flow through to all locations.
    • Location Inventory Price – The user may set individual prices on a Location by Location basis. However, if the Base Inventory Price is changed and re-written it will flow through to all Locations.
  • Built Items –These should be created using a Base Inventory Inquiry and the Inventory Components, or part of the Built item or Kit, added in the Base Inventory Inquiry forming part of your Bill of Materials (BOM).
    • Build Lines Page – While this page is displayed in this Inventory Location, there is no provision for the managing of the component lines by either Adding, Modifying or the Deletion of these lines. This can only be done in the Base Inventory Bill of Materials (BOM).
    • Prices – The prices for Built/Kit items can be managed on a location by location basis.
  • Bin Items – These types of inventory items must be turned on in a Base Inventory Inquiry in the More Details page.
    • Bin Set up – Bins must be set up using this Inventory Locations Inquiry on the Details Page.
  • Bay Items – These types of inventory items are set up and activated here in this Inventory Locations Inquiry.
    • Bay Setup – The actual Bays themselves are created by going to a Location Inquiry followed by the Picking Efficiency Page. In the Bays area there is provision for the entry of an infinite number of Bays for each Inventory location item.
    • Default Arrival Bay – From the Picking Efficiency Page the user may also select a Default Arrival Bay in the top right-hand corner of the Bay area.
  • Default Location – The default inventory location is displayed here. If multiple locations are needed the user can create infinite additional locations in Utilities > Controls > Master Defaults > Inventory and alter the default location setting at any time.
    • When a new Base Inventory item is created SapphireOne will display a pop up with the default location selected. If other locations have been created the user may select these locations if they want to. Until a Purchase Order or a Stock Transfer is performed for each and any other locations stock, the new Inventory Item will not appear in an Inventory Locations Inquiry list other than for the Default Location. 
  • When a New Inventory item is created using the Base Inventory Inquiry function the new Inventory Item is installed in the Default Location that is selected when you set up the Inventory Master defaults. 
  • All Inventory Location ID’s must be different across the entire data file across all Companies. With multiple company data files any error messages pertaining to the fact that the ID already exists means it has been used in another Company within the SapphireOne datafile.
  • Any alteration to either Prices or Stock Levels made in this Inventory Locations Inquiry will only be applicable to that location.

Inventory Locations Inquiry Details Page

When first Looking  or Modifying  an Inventory Inquiry the Details page is the first page the user is presented with. You can change the Page you are viewing by navigating to the Page drop-down menu on the left hand side of the SapphireOne Toolbar.

The Inventory Location Inquiry list screen displays a list of current active Inventory items. Inventory items allow for easy selection of any of your individual Inventory records for additional viewing and modification. You can select a single record or a group of records and Look to view or Modify to edit. 

While each Page in an Inventory Locations Inquiry is identical to the Base Inventory Inquiry screen, the user will find that many of the data entry points here do not allow for data entry or modification. All data in these data entry fields must be entered in a Base Inventory Inquiry.

Inventory Area

There are six data fields that display data entered though a base Inventory Inquiry from the Inventory Location ID to the Location ID.

  • ID – SapphireOne will display the Inventory Locations ID here.
  • Class – SapphireOne will display the assigned Inventory class.
  • Name – The name of the Inventory item is displayed here.
  • Type – The type associated with the Inventory item. These include Non-Diminishing, Normal, Serial, Batch, Item, Activity, Hire, Asset, Voucher and General Ledger. 
  • Company – SapphireOne by default will display the Company that the user is logged into and this may not be altered by a user logged into a specific company.
  • Location – The location ID will be displayed here. To look at the locations setup in any data file got to Inventory > Inventory > Locations Inquiry.
  • Job Project – If a Job Project is to be linked to an Inventory item it may be entered here. As with prices, a job project may be entered at the Base Inventory level or here in an Inventory Locations Inquiry where it will over ride the setting in the SapphireOne Base Inventory Inquiry.
  • Linked Data – When this button is selected SapphireOne will display a Location Stock pop up. This pop up displays stock levels for this Inventory Location item in any location that has stock. It displays Available, B/O, and Order Levels, as well as when the Next Delivery is expected.

Grouping Area

All data entry for the six user customisable Tags in this are in setup and entered in a Base Inventory Inquiry and the data is displayed here for viewing only.

  • Production Area – Option to enter the location where the inventory item is produced. This becomes part of the Bill of Materials (BOM) and defines where the manufacturing facility is located.

Description Area

All of the data entry fields in this area have their data entered in a base Inventory Inquiry, with the exception of the Site field.

  • Std Units – This is a description of the unit of measurement used to describe the item. For example, Each, Set, Box, Pack, Carton and can be anything that best describes the item.
  • 2nd Units – This is used to indicate the number of items in the unit.
  • Pallet – The number of the Inventory items that are shipped on a Pallet. When a Sales or Purchase order is raised, the number of Pallets required for this Inventory Item will be displayed on the transaction. SapphireOne will display the number of Pallets required to ship this Inventory Item. If you are charged by the Pallet for shipping, you may have to make a change to the Quantity in the order or purchase order, as SapphireOne automatically calculates that 1.1 Pallets would be required to ship the item. 
  • Weight – When the item is Purchased or Sold SapphireOne will display the total weight of the items on a per line basis. It will also display the weight for the entire order on the bottom of any inventory data entry screen. This is so that shipping weights may be calculated. For example, shipping is charged by the Tonne. 1 Tonne is $100.00 and 2 tonnes is $200.00. So, if the order weighs 1,001 kilograms the shipping fee could be $200.00. 
  • Inner Height, Width and Depth – Product dimensions without packaging. Useful for calculating packaging.
  • Outer Height, Width and Depth – Product dimensions including packaging. Useful for freighting by volume. This is used when your shipping cost is calculated on a volume basis.
  • Site – A site location name may be entered here.

Prices (Affects Only This Location) Area

The user may set prices here on an Inventory location by Inventory location basis. Any Prices set here will over ride the prices set from the Base Inventory Inquiry level at this location. The user must note to manually maintain the unique pricing for this particular location, because if any further changes are made at the Base Inventory level it will override the unique inventory location pricing.

There are 10 prices that may be set for each Inventory Item. A through to H and EX (Exempt). Controls on the prices that inventory items may be sold at are set in Master Defaults. For example, the sale being conducted at below the Average Cost Last Cost, or Floor Price.

Include Tax Checkbox – Prices are by default displayed without tax – GST in Australia, VAT in the UK, Sales Tax in the USA, etc. If they are to have tax included select this checkbox.

Bulk Updating of Pricing, Markup & Margins
  • When opening an Inventory Location Inquiry there are two functions in the Sapphire Tools menu which allow for the Bulk Importing or Creation of Prices – the Update Price by Margins and Update Price by Markup. Using these tools allows the user to select entire sections of their inventory and update the prices in bulk.
  • For example, once the first group of inventory items has had their prices updated, the user could go back to Master Defaults again, alter the Margin Pricing then select a different group of inventory items and run the procedure again altering the margins for them. This procedure could be repeated for any number of groups of inventory items.
  • The user is reminded that if these prices are altered in a Base Inventory Inquiry any alterations to prices will re-write prices in all locations.

The Price Update function will update all prices for all of the Inventory items that are currently in the list on screen and off screen. If you have 50,000 items in the list onscreen SapphireOne will update prices for all of them.

  • Base or Location – First select the inventory you would like to update:
    • Inventory Item – Base Inventory and all Location Inventory item/s, or just a Single Location that your Inventory Item/s are located.
    • Select Your Inventory – By default all Inventory items onscreen and in the list will be updated. Use the Find ‘Command/Ctrl F‘ option to select the Inventory item/s that you want this markup to be applied to.
  • Markup Tool – When this tool is selected SapphireOne will update all Standard Prices for all Inventory items in the list by using the Last Cost of the item for the Standard Price only.
    • Popup – An ‘Are You Sure’ pop up will be displayed asking the user to confirm that The Standard price by x% of Markup based on the last cost of the item, Select YES to continue.
    • Popup – A second ‘Request’ popup will ask the user to enter the actual Markup that is to be applied to the last cost as a percentage.
  • Enter the numerals only and do not enter a % symbol as SapphireOne will assume the %.

If different Margins are to be applied to various inventory items, the procedure below will have to be repeated for each and every margin for each group of inventory items. Any one of ten margins, or all ten of them, may be selected and the margin re-set at a time as follows .

  • Base or Location – First decide of you are going to update the Base Inventory and all Location Inventory items, or just a Single Location.
  • Master Defaults – First go to Utilities > Controls > Master Defaults > Inventory 2 Page.
    • On this Page is an area named Price Margins. It contains the same data entry fields that are on the first page of either an Inventory Inquiry or an Inventory Locations Inquiry (with 10 prices and 10 Lines).
    • It is directly linked to the Margin tool in both a Base and Location Inventory Inquiry.
    • The user has the option of entering anywhere from a single margin through to margins for all ten prices. For a 50% margin enter in .50, for a 25% margin enter in .25, and so on.
    • This margin data entry sets up the Margin, that the Margin tool function will apply to your prices.
    • When you have entered the margins that you want, select the tick on the main toolbar.
  • Base or Location – Return to the Inventory Inquiry where you want the Margins to be applied to.
  • Inventory Item Selection – Select which Inventory Lines you would like to update price Margins for.
  • Update Price by Margins tool – Go to the Sapphire Tools on the main toolbar and select the required tool.
  • Margin Popup – An ‘Are You Sure’ pop up will be displayed. Read it carefully as it will state the number of items that are going to be updated when you select ‘Yes’.
  • Final Checking – Check that the results are as expected.
  • Different Inventory – If a different selection of Inventory Items are to have their margins re-set, repeat the procedure by going back to the Base or Location option in the list above. Remember every different margin will have to be set up in Master Defaults before applying them to your Inventory Items.

FX Prices Area

The FX Prices displays foreign currency, showing all Inventory that is bought and sold in those currencies. The Update button is used to perform a manual update of the latest FX prices for these specific Inventory items.

This section of the Details Screen will only display if Foreign Currency has been activated within SapphireOne. 

Stock Levels Area

This area displays the stock levels for this particular Inventory Location item. It illustrates the status and settings for the current stock for all locations (Inventory Location Inquiry for each Location). The Minimum and Maximum stock levels can both be modified, and all other items displayed are entered into a Base Inventory Inquiry screen.

  • Minimum Stock – This is the minimum threshold of stock at all times.
  • Maximum Stock – This is the maximum threshold of stock at all times.
  • Current – The present quantity of stock. This includes all posted transactions.
  • Unposted – The present quantity of stock including un-posted.
  • Carton Quantity – The number of items in a carton. If the inventory item is Purchased or Sold by the Carton, enter in the number of Inventory Items in a Carton. Then when a transaction is raised SapphireOne will display the number of Cartons in the transaction. This will help prevent the Purchasing or Selling of split Cartons.
  • Carton Volume – This is the cubic volume of the carton.
  • Back-Order (OCI) – The total number of Inventory lines in all Order Client Invoices (OCI).
  • Orders (OVI) – The total number of Inventory lines in all Order Vendor Invoices (OVI).
  • FOQ – Fixed Order Quantity this is the number that the Inventory item has to be ordered in multiples of.
  • Indent Date – This is the indent date.
  • Vendor Stock – You may obtain an automated feed for the vendor stock levels.
  • Allocated – Stock that has been ordered and assigned to a client’s order.

Inventory Locations Inquiry More Details Page

This Page displays additional internal data controlling the Inventory item. It also displays the creation, modification and last up-date details. Most data entry on this page must be entered and modified on the Base Inventory Inquiry More Detail Page.

Costs Area

  • Costing Type – Displays the costing type selecting in the Base Inventory Inquiry screen
  • Stocktake – The last date this item was included in a stocktake.
  • Current – The calculated cost based off the Costing Type.
  • Average – The average of the paid costs. When a new Inventory Item is created, SapphireOne will use Average as the Costing Type.
  • Last – The cost of the last purchase. If you modify the Last cost a reason is requested and logged.
  • Floor Price – Allows you to set and use a minimum cost that can vary to your actual cost. This is set up from Utilities > Controls > Master Defaults > Inventory.
  • Log – Every change to the last cost generates a log entry. This area is not editable by the user and and documents the reason to change last cost.

Vendors Area

SapphireOne will display all Vendors entered through a Base Inventory Inquiry here. Any OVI’s and PVI’s in SapphireOne will also be displayed, as well as further details including the item purchased, Last Cost, Price and Next Delivery date.

Tracking Area

This area displays when the inventory item was created, when it was last updated and who was responsible for the last modification. Any alteration of these details must be made in a Base Inventory Inquiry.

Tax Details Area

This area controls the Tax applicable to the Inventory item, and will be dependent on the country your organisation is located. The Tax Code set in the Client or Vendor record will override this setting at the transaction entry point.

Importer Area

This function assists the user with the import or export component of the organisation. This section of the screen will contain the Tariff ID information and Duty percentage details. When using this function, the user will need to ensure all the items you are importing or exporting are set up as Normal items including Non-Diminishing Tariff items.

User Defined Fields Area

This area contains four fields that are customisable by the user. The first two fields are indexed and will appear in the Find ‘Command/ctrl F’ screen to allow fast searching for secondary data. All four fields can be queried by using the Detailed Query ‘Command/Ctrl Y’. Custom headings are set up in Utilities > Controls > Master Defaults.

More information on SapphireOne Custom fields can be found in the Custom Page section below.

Custom Page

For the existing default names as entered by SapphireOne, the first number indicates the order that it is in the group, and the second number denotes how long the actual data entry field is for the entry of user data. For example, ASAlpha_1_20 denotes that the Data Entry Field is the 1st data entry field in the group, and it will allow up to 20 characters. ASAlpha_8_80 denotes that is is the 8th data entry field in the group with a maxim limit of 80 Characters.

Analysis Page

This screen records the total of the movements for this line item for the month and total to date. The Sales Analysis area records the movement for each period showing a basic analysis of the sales performance for the Inventory Location item. This is shown as Month To Date (MTD) and also Total To Date (TTD). The total number of un-posted units is also included.

Controls Page

If any alterations to the details on the Controls Page of an Inventory Locations item is required the user must use a Base Inventory Inquiry.

Controls Area

This area displays all Controls data entered within the Base Inventory Inquiry screen, with the exception of Back Order functionality.

  • Second ID – Allows you to store a secondary ID as an alternative. 
  • UPC/Bar Code – Is for the storing of a UPC / Bar Code for the Inventory item. This code may be entered at the time of invoicing with the use of bar code scanner. If the ID doesn’t exist for the entered code SapphireOne will then look for the entered code and replace the code with the correct Inventory ID. 
  • On Cost Factor – Allows you to manually enter an On Cost Factor which works with the Order Vendor Invoice. An On Cost Factor of 1.1 will increase your cost by 10%, an On Cost Factor of 0.5 will reduce your cost by 50%.
  • Wet % – If you produce or import wine into Australia, or sell it by wholesale, you will have to account for Wine Equalisation Tax (WET).
  • Decimal Places – Entry of a number in these two data entry points tells SapphireOne how many numbers to display after a decimal point. For quantity, it is a simple fraction of a unit. For Price normally 2 places down to a cent but SapphireOne will allow more if required. For example, as a commodities Trader, you may wish to use 9 decimal places which will display a price as 00.123456789.
  • No Discount Checkbox – When selected will prevent any discounts being used with this inventory item.
  • No Print Checkbox  When selected the item will prevent the line detail for the Inventory item from printing. This is used when you are presenting an Invoice for services.
  • Random Qty Product – adds additional functionality to delivery run
  • Random Weight Product – allows you to make up weights from similar products ie fish or meat.
  • Random Pallet Product – Your qty is calculated from your pallet multiplied by pallet quantity.
  • Back Order – This checkbox is specific to an Inventory Location Inquiry and that is the option to always Back Order the inventory item. This checkbox is not displayed in a base Inventory Inquiry and must be set here on a location by location basis. Once selected SapphireOne will automatically fully back order any inventory item that has this check box selected overriding any back order selections set in other areas of SapphireOne.

Accounts Area

The General Ledger Accounts show the default GL account links that are updated when the Inventory transactions are posted. These four accounts include Sales, Cost of Goods, Assets and Variance. You will be required to enter your General Ledger accounts for each of the four.

Formula Pricing Area

This allows a calculation to be linked with an inventory item. For example, when you purchase an item in a box of 100 but sell the item as 100 individual items. You are provided with the ability to Add, Subtract, Multiply and Divide

Transactions Page

This Page by default initially lists all the transactions for the selected Inventory item for the current period only. Double clicking on an inventory item will display the historical record for the selected transaction line.

  • Open In Inquiry – This button will open a standard transaction inquiry screen.
  • Quick Report – This will display a dialog box enabling the user to create quick reports that may be saved for future use.
  • Invoice Detail – This button will display the original invoice that the highlighted transaction originates from. All lines within the transaction are also displayed. 
  • Recent History Checkbox – Selecting the Recent History checkbox will load all transactions for the selected Inventory item for the current year. 
  • Complete History Checkbox – Selecting the Complete History checkbox will load all transactions for the selected Inventory item as a complete history.

Build Lines Page

The Build Lines Page allows the user to view details of the Inventory Items that go to make up any Built Inventory Items.

The information is for viewing the details previously set in the Base Inventory Inquiry. Any updates to the below information can be made through the Base Inventory Inquiry Build Lines Page.

Build Lines Area

The Build Lines area displays the Inventory components that make up the Bill of Materials. 

  • Makeup Quantity – Refers to the number of items produced at a minimum by the build.
  • Manufacture Lead Time – Refers to the time it will take to produce the complete makeup quantity.
  • Cost Per Unit (Average Cost) – Refers to the average cost of each unit i.e. the makeup quantity.
  • Cost Per Unit (Last Cost) – Refers to the cost of each unit when it was last built.
  • Price Per Unit (Standard Price) – Refers to the price of each unit.
  • Manufacture From Invoices – Permits the user to build the inventory at the time of creating the Sales Invoice. Please see below for further information.
  • Manufacture Only – Selecting this button will limit the user to only build inventory through the Build Journal function in Inventory > Inventory > Build Journal. Please see below for further information.
  • Manufacture from Invoices (KIT) – Permits the user to build and modify the build at the time of creating the Sales Invoice. Please see below for further information.
  • Copy Line Items to Invoice – Will copy build lines as individual inventory items onto the finished Client Invoice. Please see below for further information.

Manufacture From Invoices

SapphireOne Inventory Management Software will require zero Inventory to manufacture from invoices. Inventory quantities for your Build Lines will only be adjusted when the invoice is saved as SapphireOne will create a posted BGJ at this point. 

Manufacture from Invoices permits you to build the inventory at the time of creating the Sales Invoice. The Bill of Materials that go to make up the build are selected automatically by SapphireOne based on the inventory items as entered into the Build Lines Page. SapphireOne will also check that there are sufficient quantities of all inventory items required. On saving the Client Invoice transaction, a BGJ transaction will be created which will automatically be posted by SapphireOne. 

Should you modify the Client Invoice, increasing or decreasing the quantity sold, SapphireOne will automatically reverse the BGJ and re-do the BGJ reflecting the correct cost component. If you modify the build at the time of invoicing a ‘/k’ will be appended at the end of the Inventory ID e.g. KITPACK/K.

When selecting Manufacture from Invoices, you will be presented with the following additional options:

  • Use Component – Selecting this option will list the components used to make up the build on the Invoice and Bill of Materials BOM.
  • Enter Serial on Sale – Any serial numbers associated with the components can be entered at the time of sale.
  • Use Master Price Formula – You can use formula pricing to set the price of the inventory item or build in the invoice.

Manufacture Only

SapphireOne Inventory Managment must have stock created by using the Build Entry function. At this time a BGJ will be created and inventory stock levels will be adjusted as well. The user needs to enter a quantity for the Bill of Materials BOM as for a normal inventory item. The user will only see the Master Inventory ID and not any of the Inventory lines that go to make up the master. Since the user will only see the Bill of Materials BOM ID no alterations are possible. 

When selecting Manufacture Only, you will be presented with the following additional options:

  • Use Component – Selecting this option will list the components used to make up the build on the Invoice and Bill of Materials BOM.
  • Enter Serial on Build – Any serial numbers associated with the components can be entered at the time of build.
  • Use Master Price Formula – You can use formula pricing to set the price of the inventory item or build in the invoice.

Manufacture from Invoices (KIT)

Manufacturing on client invoicing with the ability to use kit’s. This works exactly the same as Manufacture From Invoices, however gives you the ability to use KIT’s. If you modify the build at the time of invoicing a ‘/k’ will be appended at the end of the Inventory ID.

Copy Line Items to Invoice

Copy Lines to Invoice will copy build lines as individual inventory items onto the finished Client Invoice. When selecting Copy Line Items to Invoice, you will be presented with the following additional options:

  • Price Set from Master – The price of the Master item is pulled directly from the Inventory item.
  • Print Lines – All the component lines copied will be marked to print as part of the invoice. By default, the lines will not be printed unless this option is selected.
  • Show Price on Lines – The price of components are shown on the invoice.
  • Don’t Show Master – Only the component lines are shown on the invoice.
  • Use Master Price Formula – You can use formula pricing to set the price of the inventory item or build in the invoice.

While using a Base Inventory Inquiry, any modifications made to the Inventory Items going to make up an EXISTING Built item will be reflected in ALL locations. Care should be exercised as alterations to the existing Built item may NOT be required in all Locations. If individual Built items are required for specific locations the user will have to establish a base inventory item for each location.

Material Resource Planning (MRP) Page

Material Requirements Planning (MRP) is a forecasting tool used for production planning, and scheduling of Inventory for procurement teams to analyse historical purchasing. SapphireOne Material Requirements Planning tool generates time-based data ranges up to 4 years historically and 30 periods projected into the future.

The main purpose of MRP software is to have the right materials at the right place and time. 

In any inventory management software, regardless of the level of sophisticated technology used, the Saw Tooth pattern is followed. In this pattern, there is a certain amount of inventory that you start with, then you consume it, Inventory levels drop, you reorder the Inventory, you receive this Inventory and the cycle starts again. 

In MRP there are four distinct steps:

  1. Demand / Consumption – You have an amount of Inventory that you are consuming or you are expecting to consume. 
  2. Re-Order Point – Once your Inventory drops down to a certain level then you will need to re-order (this threshold can also be set in your details page). 
  3. Demand During Lead Time – After re-ordering you continue to use Inventory while the re-order is on its way. 
  4. Replenishment – New Inventory arrives before your inventory has run out of stock completely. 

Material Requirements Planning software balances supply and demand. It monitors what you have now and what you have used in the past from historical records. It then informs you when it is time to re-order using lead times as entered into the stock items master record. 

Material Requirements Planning takes into account 3 key points: 

  1. What you need – The total amount of material required to be on hand to support the gross demands of the business.
  2. What you have – The supply you actually have in your stockrooms, retail shelves, warehouse, other locations, and what is already on order but has not yet been received. 
  3. What you require to reorder and when – The net planned quantities and dates required to support the demands of your business, based on the Supply you already have, and have on order. 

Price Book Page

The Price Book page allows you to see the prices of items linked to the Inventory item on a location by location basis.

Any Price book entries that SapphireOne displays here will affect either the Price or Last Cost depending on the way the Price book entry has been set up. To Create New, Modify or View Price Book entries, please go to: Inventory > Inventory > Price Book Inquiry.

Price Book must also be established or turned on in two other locations. In SapphireOne, Price Book Price Book2 defaults must also be turned on in Master Defaults. To do this please go to: Utilities > Controls > Master Default > Inventory.

Specific Pricebook entries are turned on or off in a Pricebook Inquiry by selection of the check box. To do this, please go to: Inventory > Inventory > Price Book Inquiry. 

The Price Book checkbox must be selected otherwise Price Book will not activate in Data Entry Screens. 

Contracts Table Page

A Vendor / Client Contract is an agreement between your organisation and respective Vendors or Clients covering the exchange of goods and/or services in return for compensation. Vendor / Client contracts determine the business relationship conditions and include information on each parties commitments under the contact.

SapphireOnes Contracts Table Page allows for the set up of exclusive Client and Vendor contracts. Inventory items with contract settings will not be available for processing on Sales or Purchase documentation outside of the settings determined on this page.

Use the Show Table For dropdown menu function to make your selection between Clients and Vendor lists.

Clients – You may set a Cannot sell to list or a Can sell to list

Vendors – You may set a Cannot purchase from list or a Can purchase from list

Select the Add button to add a Vendor or Client to the appropriate list. A dialog box will display to enter the Vendor or Client ID. The field is searchable and the user can use the wildcard entries @ or ? to search for particular Vendor and Clients ID. 

Select the Delete button to immediately remove the highlighted Vendor or Client.

Hire Page

The Hire Page is used to manage Inventory items classified with the type Hire. The List displayed under Hire enables the user to keep track of any Inventory currently being hired. Each line displays sufficient details to identify the item and details of its current hire.

Transaction History Area

This area displays all hire transactions for the selected inventory item. 

The hiring of all inventory items is processed from the Hire function in the POS drop-down menu in Inventory mode.

How to add hire items to Inventory

  1. Purchase the Hire item as a normal inventory item. You will have a purchase price and a selling price set up as you will probably be selling these items as well. 
  2. For each item to be hired, create a second inventory item with its type set as hire. 
  3. Next do a transfer journal (Inventory > Inventory > Transfer Journal) from the normal inventory item to its counterpart set as hire. 
  4. The price in the hire item now becomes its hire price. Alter the hire pricing in the hire item to reflect its hiring price. 

Table Matrix Page

This Page shows you the matrix associated with a particular Inventory item, also sometimes referred to as Size Colour Style. This is used when there are variations of that inventory item (like the size or colour of a shoe). These Table Items must be set up in a Base Inventory Inquiry. 

Serial – Batch Page

The Serial – Batch Page allows the user to keep track of the serial numbers associated with a serial numbered item or batch numbers associated with a batch numbered item. These are set by setting the type of Inventory item on the Base Inventory Inquiry details page. If you have multiple locations, warehouses/stores the user has the ability to check stock levels for each of them.


The lines listed are across all locations in Inventory. These Inventory Items all have a Type of either Batch or Serial. By default, when this Page is accessed it only lists items with a status of Available. When the All button is selected, SapphireOne displays all Serial-Batch numbers in the list.

The status of a Serial/Batch item can be listed as Available, Completed and Removed. The numbers across the footer of the screen give totals which can be used as a control for checking Serial items. 

Bay Info Page

SapphireOne’s Bay Info Page keeps a full inventory record of Current, Un-Posted, Allocated and Available items in your Inventory on a Bay by Bay basis.

Most information in the Inventory Locations Inquiry is entered using the Base Inventory Inquiry screen. However, SapphireOne Bay Info function is unique in this case as it must first be turned on in this Inventory Locations Inquiry on a location by location basis.

The Location Inquiry Picking Efficiency Page can be used to set up and Modify the Bays and Default Bay Locations. This can be found in Inventory > Inventory > Locations Inquiry > Picking Efficiency Page.

Use Bay Checkbox – The user can turn on the Bay function by selecting the Use Bay checkbox in the top right hand corner of the screen.

How to Create a Bay

  1. First create a new location for the bays. To do this go to Inventory > Inventory > Location Inquiry. If an existing location is to be used the user may skip this step.
  2. Create the Inventory location ID’s that are to be used. Again, if these already exist, the user may skip this step.
  3. Select the location inventory items that are to have bays by selecting the ‘Use Bay’ checkbox within Inventory Location Bay Info Page. There is the possibility that one Bay will not hold all stock for a particular inventory item, so you have the ability to have a number of Bays holding the same inventory items.

The Bay Info Page will then be populated by transactions as they are processed by SapphireOne. When SapphireOne detects that Bays have been turned on for this item, SapphireOne will adjust the bay stock levels accordingly when a Purchase or a Sale is conducted.

Action Page

The Action Page is a seperate table that can be added to the major record and transaction tables. This includes actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps plus All Day Notifications. The Action Page can be viewed as the equivalent to CRM functionality for every major Table within SapphireOne Accounting Software.

You can Add or Delete Actions . If you double click on an existing Action it will zoom in ready to modify.

  • Diary Area
    • Sequence – SapphireOne will automatically enter in a unique sequence number.
    • Title – Enter in a title for this action.
    • Type – Use the user customisable drop down menu to enter in a type. This will then form a permanent type within the drop-down.
    • Action – Use the user customisable drop down menu to enter in an Action. This will then form a permanent action within the drop-down.
    • User – SapphireOne will enter in the user who is creating this action although this may be altered if required.
    • Private – If this check box is selected SapphireOne will only allow the User as entered to view or modify this action.
    • Status – The user has three options.
      • Open – Action is open and active.
      • Hold – Action is active but no alarms will be active.
      • Completed – Action is now Inactive and will not be displayed in any list of actions.
    • Tag – A tag may be attached to an action. This will then form a permanent tag within the drop-down.
    • Link – When created from a function a link to the function is automatically created by SapphireOne.
  • Check List area – A user created check list for creating actions. A check box is provided so that a user can selected them off as they progress.
  • Dates and Times Area:
    • Start/Finish – You can set an action to have a Start and a Finish time, or select the check box for an all Day option.
    • Completed – Once an action has a completed date entered it will no longer be active and displayed in any lists of actions.
  • Alarm Area – An alarm can be set to email someone at a certain date and time, or send your user a reminder and/or email if the email has been entered.
  • Recurring Area – If necessary the alarm may be set to at set periods established by the Type drop down menu. The recurring period may also be set by date if required.
  • Notes Area – You can select the Green clock icon to add Time and Date stamps to your notes. You can also highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.
  • Invite Attendees Area – You can invite multiple attendees to your event and keep track of if they have accepted or rejected your invite. These attendees can be notified by email if the email has been entered.

Documents Page

The Documents Page is used to store and record documents and information relating to data entry, transactions and master tables.

Documents Area

Any type of document can be attached to the Documents area. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files and more.

Documents can be attached using Drag & Drop functionality. To use this functionality, simply drag a document or file from the local computer into the Document List screen and it will append automatically.

Please note that when creating a new record in SapphireOne, you are unable to attach a document until the record has an entered ID.

There are eight buttons and icons on the Document List screen. These are as follows:

  • When the button is selected SapphireOne will open the currently highlighted document for viewing. (The appropriate software must be installed on the local computer or device).
  • When the button is selected SapphireOne displays a popup which asks the user if they want to Import a New Version of the currently highlighted document. (The new version will still be linked to any transactions as was the old version).
  • When the Scan button is selected SapphireOne will access a scanner, and following the usual prompts allows the user to Scan a Document Directly into the data file and link it to this transaction. (The appropriate scanner with software must be installed on the local computer, device or network).
  • The Save button allows the user to save the currently highlighted document.
  • The Link Document button allows the user to link the currently highlighted document to other transaction or transactions in the data file. A popup will be displayed allowing the user to make their selection.
  • The Link Existing document button allows the user to link an existing document in the data file to this transaction or record. A popup will be displayed allowing the user to make their selection from a list of documents.
  • The Delete button when selected will delete the currently highlighted transaction or record.
  • When the Add button is selected SapphireOne will display a search function allowing the user to select a document that is currently on the local computer or device.

Details Area

The Title and Type of the document are displayed in the Details Area.

Last Modified Area

The documents area keeps a record of the Time and Date of when the document was last modified in addition to who initially added it.

 You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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