Inventory Management Overview

Inventory, also known as Stock or Stock-Keeping Unit (SKU), refers to the goods and materials an organisation stores for the ultimate goal of reselling, production and manufacturing. Inventory supply chain management is about managing the placement and shape of stored inventory in different departments, locations, facilities and third party logistic centres (3PL). Inventory maintenance involves an organisation seeking to manage handling, ordering, shipping and costs related to these activities.

SapphireOne Inventory Management Software balances and maintains businesses physical inventory, quality management, price forecasting, inventory valuation, replenishment lead times, future inventory pricing, Material Requirements Planning (MRP), quality management, returns and defective goods. Managing these requirements helps maintain optimal inventory levels within the organisation.

Inventory in SapphireOne can be classified in accordance to a variety of stock types including Non-Diminishing, Normal, Serial, Batch, Item, Activity, Hire, Asset, Voucher and General Ledger. Each control type consists of its own functionality. In addition a number of price controls can be maintained including average, item and fixed.

SapphireOne’s Inventory Price Book contains Rule Types including Rate Rule, Quantity Rule and Discount Rule with multiple breaks such as Fixed Quantity, Quantity Break, Standard Markup, Standard Margin, Cumulative Markup, Cumulative Margin, Standard Rate, Cumulative Rate, Price Code and Price Code Cumulative.

Inventory Inquiry

SapphireOne’s Inventory Inquiry screen is the single repository for all master inventory information. There are many additional pages and screens available in an Inventory Inquiry.

To obtain full details for the Inventory you can Look by selecting a single inventory or a group and then selecting Look . To Modify an Inventory item you can double click on the Inventory item or you can click on the Inventory once and select the Modify  icon or use the keyboard shortcut. Both screens look the same but only by selecting Modify can you amend the data. To create a new Inventory item, click on the New  icon or use the keyboard shortcut.

SapphireOne Inventory Management Software retains strict audit control and therefore does not allow the deletion of Inventory, however SapphireOne does allow them to be made inactive providing certain criteria are met. 

  • In other areas of SapphireOne whilst entering data you may alter Inventory Details which are created by the default setting and they will not become a permanent part of the Inventory Record. Any alterations you make here will become a permanent part of the Inventory record and will appear in any screens with Inventory Information subsequently.
  • If a Transaction is created for an Inactive Inventory SapphireOne will re-activate it automatically. SapphireOne will not display Inactive Inventory items unless the user selects Tools followed by ‘Include Inactive’ in a query.

Choosing between a Standard Inquiry and a Custom Inquiry Screen

All inquiry screens have the option to Customise the list of items that are displayed on page. The Custom Inquiry Option allows you to select the data fields that are displayed, and the order in which the columns of data are displayed across the screen. While a list of clients has been used to demonstrate this here, any type of inquiry may be customised within SapphireOne.

The list below is the Standard Inquiry list.

When the ‘Swap to Custom Inquiry‘ button in the lower left hand corner of the screen is selected the system will display the default Custom Screen as seen below. This Custom List screen gives the user user two main options when organising the order that the data is displayed:

  1. To add or remove the data field columns that are displayed on screen. To add or remove a column, go to the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen you can right click on the column lines and select from Delete, Move Left or Move Right. Further information on the Setup screen is documented below.
  2. To change the order in which the data field Columns are displayed. To change the order of the columns, go to the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen you can right click on the column lines and select from Delete, Move Left or Move Right. Further information on the Setup screen is documented below.

Once the user has customised the Custom Inquiry screen, the screen view will become unique to the user and each time the user logins they will be shown the same custom view. The user also has the option to select and save unlimited custom views. This can be done in the ‘Setup’ screen as documented below.

The Inquiry screen below is the initial Custom Inquiry screen which may be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To commence setting up your Customised List screen, select the Setup button as seen above. The Setup screen will be displayed as seen below.


From this screen the user is able to add and remove columns of data as required. Almost every field within the SapphireOne data tables is able to be included in the Custom List screen if the user is authorised.

There are a number of menu items across the top of the screen. These are as follows:

  • Reset to Default – Selecting this button will set the display back to default as determined by SapphireOne. When a new data field is selected SapphireOne will add it to the right hand side of the columns of data. You can then click on the field heading and drag it to wherever you want across the screen.
  • Show Related Record – You can also add related fields from other tables. Clicking on the checkbox at the top of the screen, allows you to choose a related record and a mini view of the related record for the chosen record will be displayed for the currently selected record. You will need to select the fields displayed.
  • Favourite Set – You can use this option at the top left of the screen to save a custom created screen for later use. For example, you can have a simplistic Inquiry screen for general use, and a more complex screen view when auditing certain information.

Inventory 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 Inquiry list screen displays a list of current active Inventory items. Inventory items allowing 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. Inventory Inquiry is commonly referred to as Base Inventory Inquiry. 

Inventory Area

  • ID – The Inventory ID is the very first item to be created in the Inventory Details screen. SapphireOne recommends establishing a criteria before entering any ID’s, as once saved these ID’s may not be deleted. We recommend using your supplier/vendor ID as your Inventory ID), i.e. Apple iPhone ID can be entered as an Inventory ID NQA92ZP/A. Once the ID has been created it will become the default Inventory ID for the Inventory Item. Under normal circumstances the Inventory ID will not be changed or modified, however it can be amended by going to Utilities > Utilities > Sapphire Tools > Change ID. Only an authorised user can modify an Inventory ID.
  • Name – The name of the Inventory item will be entered here. The Inventory Name can be modified at any time.
  • Class – All inventory items may be assigned to a Class this enables additional Searching, Reporting and Pricing for inventory items in the assigned class. For example, you can organise your Inventory Items into different classes such as iPhone, Desktop, and iPad to distinguish and group them. Inventory Classes must be set up first and the Inventory item assigned to an existing Class. Inventory Classes may be created by using an Inventory Class Inquiry.
  • Project Settings – This dropdown allows you to select from Expense, Stock, Disbursement, Time, Direct, Other, Income and Non Tracking. This is to categorise the Inventory item in regards to a project.
  • Type – The type drop-down allows you to select from Non-Diminishing, Normal, Serial, Batch, Item, Activity, Hire, Asset, Voucher and General Ledger. These options control the functionality associated with the Inventory item. SapphireOne will default the Type of inventory as entered, by a setting in Master Defaults: To do this go to: Utilities > Controls > Master Defaults > Inventory Page. The default setting in Master defaults is Normal but this may be altered to any item in the drop-down.
    • The selection of Serial or Batch will cause SapphireOne to activate the tracking of either Serial or Batch numbers within SapphireOne. When an item is set as Serial or Batch a dialog is displayed when the item is purchased or sold enabling the entry of either Serial or Batch numbers. 
    • The selection of either Activity or Hire will result in additional data entry fields relating to the item to be displayed. These must be filled in to enable the correct processing of these Inventory items throughout SapphireOne.
  • Discontinued, On Hold and Web Checkboxes – These allow you to flag the Inventory item for various states.
    • Discontinued Checkbox – Allows the Inventory item to continue as normal, with the exception of notification and prevention upon re-purchase.
    • On Hold Checkbox An item marked as ‘On Hold’ prevents the sale of that item. You may provide a reason that can be displayed.
    • On Web Checkbox – Tells SapphireOne to display this inventory item in the Web Store when it is used. Only inventory items that will be displayed in the SapphireOne Web Store will be those items that have the checkbox selected.
  • Job Project – The Inventory item may be linked to a Job Project if a Job Project ID is entered into the data entry field. Job Projects are set up in the Job Project Inquiry screen. This is an optional field.
  • Department – The entry of a department is optional depending on a number of factors. One factor would be if reports are to be generated at the department level. This is an optional field.
  • URL – You can associate the Inventory item with a URL.
  • Company – SapphireOne by default will enter the Company that the user is logged into and this may not be altered by a user logged into a specific company. 
  • Department – You may link the Inventory item to a General Ledger department.
  • Active Check Box – The active checkbox is responsible for enabling and disabling an Inventory Item. The active checkbox will default to true when a new Inventory item is created. Un-checking this will mark this item as inactive, provided the stock level is zero.

Inventory Types within SapphireOne Inventory Management Software

Non-Diminishing: This type (also referred to as Never-Diminishing) is selected when the tracking of stock levels is not required. Instead, SapphireOne will display the actual units sold for that item. For example these may consist of Services, Freight, or other Non-Stocked Items.
Normal: For all inventory items where the normal tracking of stock levels is required. This is the SapphireOne default when a new item is being created. The default setting in Master defaults is Normal but this may be altered to any item in the drop-down.
Serial: Tracking of stock levels as for normal inventory items but serial functions are turned on in the inventory details. Each and every inventory item must have individual serial numbers when purchased and sold. This is enforced by SapphireOne. 
Batch: Tracking of stock levels as for normal inventory items but batch functions are turned on in the inventory details. This allows batches of the same inventory item to be assigned a serial number which then becomes a batch number. These items are also tracked by SapphireOne when they are purchased and sold as batches and this is enforced by SapphireOne. The stock levels in each batch are tracked individually. 
Item: Normally used to distinguish an item that is tallied using weights of measure. For example 1kg of nails.
Activity: This Inventory item may be linked to a Timesheet or a Resource and is also non-diminishing. It is commonly used when the inventory item is to be for labour costing or some other similar type of activity.  Two additional data entry fields are displayed in the Description area and these must be filled in for SapphireOne to be able to process these Activity items correctly.  They are the entry of the Unit of hire and the Allowance or rate. 
Hire: The type Hire is selected when the organisation has products that they hire to their clients. Hire Items may only be used through the POS Hire feature. It will not be displayed in any of the Sales or Purchases lists.  A further change is in the Prices area where a data entry field Bond will be displayed as occasionally hire items require the payment of a Bond, or Deposit of some type. Since this is not required for all Hired items SapphireOne does not enforce the entry of a value here. 
Asset: Is used when the inventory item is purchased with the intent or desire of use as a fixed asset. 
Voucher:The item is tracked as a voucher. Each voucher is individually tracked and can be sold and redeemed at a later date.
General Ledger:Is used when the inventory item is purchased with the intent or desire of use as a General Ledger account.

Grouping Area

Here the user may use up to six Tags for Inventory items. This enables additional searching and classification. It should be pointed out that for these tags the user has the ability to change the headings if required. The tag headings are set up by going to: Utilities > Controls > Master Defaults > Inventory Page. The description boxes may be added to by the user by simply typing a description within the field. If the user then selects Tab, the user will be prompted with the option to add this description into a standard description list.

These tags also appear in a standard inventory inquiry as the last three columns on the right-hand side of the list. When the Web Pack is used to display Inventory items these same fields are also selectable enabling the filtering of the Inventory items that are displayed to the user. 

The drop-down menus are created by entering in an item not on the list. SapphireOne will then ask if you want to add it to the list. Items are removed by selecting command/control first then selecting the item. The user will then be asked if they want to remove it from the list. 

Besides the six data entry fields discussed above, you have three additional data fields for season, Area and Indent. The titles of these are non modifiable. They are used when a Customer Order is selected from a browser using the Sapphire Web Pack. They are directly linked to the SapphireOne web area in Master Defaults on the Inventory.

An example of its use would be if customers were to use the Pre-Order function in the Sapphire Web Pack to enter in anticipated future orders for inventory items. This would then give sales staff an indication of the quantity and timing of any purchases of stock that they would need to fill those orders. 

Once the Customer Order function has been selected the user will have displayed the Customer Order screen. In the centre of this screen will be a dialog asking for the selection of Current Stock (Normal) or pre-Order. If the required Master default has not been set up the user will be shown a dialog. Once the Master default has been set up it will be added to the dialog details. 

Once the Pre-Order for Winter 2033 has been selected, the only inventory that will be displayed in the Inventory List using Sapphire web pack will be those items that have Winter 2033 entered into the Season data entry field. All others will be filtered out! 

Description Area

  • 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 may be used to indicate the number of items in the unit. For example, if the item is sold as a single unit as seen above, Each. the 2nd Units would be set as 1. But say you also have a carton with 12 of the items in it. You would then create a new inventory item with the units set as carton and the 2nd Units set at 12. When a user was selling these packs, they would enter in a quantity e.g. 60 in the invoice. SapphireOne would then divide the quantity by 12 and enter the result, 5 into the 2nd Units data entry field in the transaction. This then indicates to anyone doing the picking that they are to pick 5 cartons to fill the order. 
  • Pallet – Here you may enter in the number of these 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 as SapphireOne has calculated 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.

Standard Prices Area

The Standard Prices area enables the user to enter pricing details for the Inventory. These now range from your Standard, A through to H and Ex, tax exempt. The user has the option of entering any of these prices manually but should be aware that doing so will overwrite pricing in ALL locations. The selection of the ‘Include Tax’ check box will determine if the displayed prices do or do not include tax. 

The margin type drop down allows the selection of a number from 1 to 10. The drop-down tells SapphireOne what line to read from the Price Margins area found in Utilities > Controls > Master Defaults > Inventory 2 Page. When the Update Prices by Margins Tool is used and is set at 1 it will read the first line.

Bulk Updating of Pricing occurs through an Inventory Location Inquiry. There are two functions on the Tools menu which allow for the Importing or Creation of Prices. 

If pricing based on a Markup or a Margin is required, the user will have to do this on a location by location basis. Since these functions are from the Tools menu they are documented under Tools. The user is reminded that here in a Base Inventory Inquiry any alterations to prices will re-write prices in all locations. 

A selling price restriction controls the prices that inventory items may be sold. To set these up go to: Utilities > Controls Master Defaults > Inventory Page. For example, the sale being conducted at below the Average Cost Last Cost, or Floor Price. These Selling Price Restrictions now also check Price Book for discounts before allowing a sale. If a price book entry discounts the sale to below the minimum selling price, the sale may be stopped. 

FX Prices Area

The FX Prices displays foreign currency, displaying everything that is bought and sold of the Inventory in those currencies. The update button is used to perform a manual up date of the latest FX prices for this specific Inventory item. 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 item. It illustrates the status and settings for the current stock for all locations (Inventory Location Inquiry for each Location).

  • 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. 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 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.

Costs Area

  • Costing Type – The four costing types available are as follows:
Average:Average costing will apply the cost divided by the stock available (Note this is the SapphireOne default).
Standard:Allows a Standard Price to be applied to an item. This requires that a general ledger account be set up to hold any variances.
Item:Allows the cost of the original order to be applied to the item.
Fixed:This option changes the way SapphireOne manages Last Cost within SapphireOne. If the Inventory Costing Type is set as Fixed an additional field will be displayed as documented later in this article.
  • 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 is slightly higher than your actual cost. This is Set up from Utilities > Controls > Master Defaults > Inventory.
  • Invoice Header Item – On printing an invoice only the name is printed not the ID. When the  Invoice header item checkbox is selected SapphireOne will forcibly default the  Inventory Item Type on the first page to Non-Diminishing as it will assume that this Inventory item is to be only used as a header and stock level tracking will not be required. Any standard reports will then only print the Inventory description for the item and will not print any Quantities or ID’s for the Inventory items with the checkbox selected. This inventory item will then be used as a header in invoices for the insertion of additional details. Note that Quick Reports and specifically created Custom Reports will not be affected by the selection of this checkbox.
  • Use Zero rate on PO – Your purchase Orders always default to zero for this inventory item, forcing the user to do manual data entry.
  • 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

This area now contains the default vendor as well as all OVI’s, or orders processed against this inventory item. The details of the preferred supplier may be recorded in the Vendor field along with the lead-time Vendor Product ID and the Vendor Description of the goods or services.

You may store an unlimited number of Vendors for an Inventory Item. The two buttons allow you to Add and Delete  a Vendor.

To add an additional Vendor for the Inventory item, select the Add   button and a dialog box will appear allowing the entry of the new Vendor details including the Vendor Lead Time, Vendor Product ID, Name and Current Price.

Tracking Area

Displays when the inventory item was created, when it was last updated and who was responsible for the last modification.

Importer Area

This function assists you with the import or export component of your business. This section of the screen will contain your Tariff ID information and an option to include any duty as set up in the Manager function. When using this function, you will need to ensure all the items you are importing or exporting are set up as Normal items including Non-Diminishing Tariff items.  However, the Manager function of Tariff will need to be set up first.

Tax Details

This controls the Tax applicable to the Inventory item. This 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.

User Defined Fields Area

These are four fields that can have customised names. The user has the ability to rename the four fields. This is set-up in Utilities > Controls > Master Defaults.

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 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. A Period Analysis is not available here in an Inventory Inquiry as it is done on a location by location basis. If you require a Period Analysis, perform an Inventory Locations Inquiry, select the item and the location to View or Modify and select this Analysis screen from the Page menu. 

Controls Page

Controls Area

  • 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.

Message Area

A message can be entered here for either a Client or Vendor. This will appear on your Client and Vendor transactions accordingly.

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

Serial/Batch Master Defaults Area

Auto Serialize

This is active only for items where Serial/Batch is selected as the Type in the More Details screen and auto Serialise is enabled in Utilities > Controls > Master Defaults > Inventory. From here you have two options:

Do not select the check box. You may then allocate specific serial numbers at the time of purchase then allocate those serial numbers in each transaction as the items are sold. 

Alternatively, you may attach ANY serial number of your choice to the individual units when purchased. 

You may also specify an Expiry date for perishable items. This Expiry field may also be used to set the number of expiry days after Purchase or Manufacture of any Inventory item for any other reason. 

The second option is to select the check box and additional data entry fields will be displayed. The user should note that the ability to manually enter serial numbers at the time of purchasing the inventory item will be removed. This checkbox should only be used when the serial numbers will be consecutive. 

You can select a Prefix for the serial number. 

The Format entry field allows you to select a beginning number for the serial numbers. 

The Example field displays the way the serial number will look as well as the first number to be used. 

If the checkbox is selected and nothing is entered SapphireOne will by default commence the serial numbers at 1. 

Project Area

When the Project Breakdown button is selected the screen below is displayed. 

If you require an Inventory item to be allocated to a project, or across a number of projects, this distribution may be pre-set in the Inventory item itself. This will then automate the creation of a line in the transaction for each project as set in the Inventory items Project Breakdown function. 

To enter a project that is to receive a quantity as a percentage, select the Project Breakdown button, select the project and then a percentage. Remember that for all of the projects that are entered they must add up to 100%. You must then select the button and then also the on the main tool bar to save the changes in the Project Breakdown pop up in the selected Inventory item. 

In the example below when a quantity of 10 is entered into a Client Invoice, SapphireOne Inventory Management Software will again display a very similar pop up to the pop up as seen above, allowing the user to accept what is calculated by SapphireOne by selecting the button immediately, or to modify the quantities and then select the button. 

It will then split the quantity as specified in the Project Breakdown function in the item itself and create a line in the transaction for each project as entered in the Items project breakdown area as seen above using the percentages to set the quantities. 

The user still has the opportunity to change these lines as normal in any transaction. 

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.

Full Description Area

This allows the creation of a long description for the Inventory item. You may also choose to have this description appear on Invoices and other documentation. The description area is infinite and allows for as much text as required.

Additional Barcode Details

For each Inventory item there is a provision for storying an unlimited number of barcodes for the same item. These are in addition to the UPC/Barcodes above. For example, you may require a unique barcode for the individual product, the carton, cartons in a box, pallet and other various sized containers.

Transaction Line Page

This Page by default initially lists all the transactions for the selected Inventory item for the current period only. Double clicking on a line item will tell SapphireOne Inventory Management Software to 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.

Keywords & Notes Page

The Keywords and Notes Page is identical across all Inquiry pages in SapphireOne.

Keywords Area

The Keywords and Notes page is essentially identical across all enquiry’s in SapphireOneYou can add your own customisable keywords to the list and re-use them additionally you can add keywords that apply to this particular record. You can remove keywords from the list by holding down command MAC/Cntrl Windows.

Build Lines Page

The Build Lines Page is used to create a Bill of Materials (BOM) for Inventory.

Bill of Materials (BOM) Overview

When building any new Bill of Materials item from your Inventory, you must use a Base Inventory Inquiry to create the Inventory item that you want to build. The inventory items that are listed on the screen will make up the Bill of Materials.

A Bill of Materials Inventory can be made up of the various SapphireOne Inventory types – being normal, non-diminishing, serial, batch, item or activity, etc. For example, a Bill of Materials for a bicycle would consist of the real Inventory items used for its assembly (such as the frame, wheels, pedals) and labour. The bicycle itself would be the complete Bill of Materials.

Once you have the required Inventory entered using the button, you may then green tick to complete the Bill of Materials. This enables the Inventory to be compiled and shows the Inventory which forms the completed Bill of Materials. 

Costing is obtained from each of the lines in the build and not from the Bill of Materials itself. While Inventory Items are selected for this Bill of Materials here, there is normally no change in Inventory stock levels until the Bill of Materials is completed and posted. There is an exception to this rule, which is when the user elects to select the Manufacture Only button, as described in more detail below. 

Build Lines Area

The Build Lines area is used to select 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.

With the exception of Manufacture from Invoices, any attempt to sell a Bill of Materials that has zero stock is not permitted. If this advice is not adhered to SapphireOne will display available stock in the negative. 

Adding a Line Item

When you select the button to add a new line item the below dialog box is presented. You have to fill in the Inventory ID and the quantity to be added to this build. 

To delete a line item, highlight the line and select the Delete button.

Modifying a Line Item

Double clicking on a line item will present the above dialog with fields for the Inventory ID, Quantity, the 2nd Unit, Weight and Notes to be adjusted.

Any modifications to the Inventory Bill of Materials will be reflected in all locations.

  • If an Inventory item is waiting to be built and the item is allocated to a sale, SapphireOne will ask if the Inventory is to be built now or later. 
  • If Non-Diminishing items are used, the cost that has been filled in will be used when the item is being built. This will take the items from the Cost of Sales account and move them into the specified Assets account. 
  • The Fixed button becomes available by modifying an item within a Bill of Materials. Selecting the the Fixed button allows you to set a fixed quantity to be used regardless of how many units are to be sold. If it’s not fixed the quantity will automatically split over.
  • When transferring Bill of Materials between locations, the individual Bill of Materials inventory quantities will be adjusted in both locations as normal. However, the Inventory quantities for the individual components that go to make up the Bill of Materials will also be transferred. They will be reduced in the from location and increased in the to location.
  • Any sales of these individual components in the to location will then be allowed and tracked. However the Inventory quantities of the Bill of Materials will be adjusted downwards accordingly.

When selling a Bill of Materials, if a Bill of Materials has any negative inventory SapphireOne will flag an error on the relevant Build Journal within the transaction.

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. 

Reorder Location – This data entry field is directly linked to the re-order tool that is used from SapphireOne Inventory Inquiry. It has a light blue background so wild card / question mark searching is provided so that inventory location may be searched for. When you open the Reorder page from Inventory Inquiry it will show all inventory location items for re-order using the locations that have been set-up as default in the MRP page displayed above. 

Example of SapphireOne Material Requirements Planning (MRP)

SapphireOne Material Requirements Planning MRP function forecasts can be calculated or entered manually. These forecasts can be dependent and controlled by sales orders and purchase orders. In SapphireOne Inventory Management software there is also provision for it to be independent as the user may adjust estimations manually if required. 

So, let’s consider as an example – SapphireOne Material Requirements Planning MRP Forecasts for May, June, July. 


Based on the previous 2 years sales (Usage History Graph), SapphireOne has calculated that the Stock requirements in May will be 1251 items. SapphireOne also has the capability to calculate this requirement based on up to 4 years of historical sales. 

Since there are already 1699 items on hand (from April) plus an additional 500 inventory items will be required for orders in May. That’s why at the end of May SapphireOne has indicated that approximately 948 inventory items will remain on hand. 


The forecast for June is for inventory stock levels to be 745. As there should currently 948 items on hand from the previous month, SapphireOne has estimated stock on hand in June to be 203 items. 


Projected stock requirements for July is estimated to be 1050 items. It has now calculated that the previous month’s stock on hand of 203 items, is unable to fulfil stock requirements. Since SapphireOne knows there is 21 days lead time, the artificial intelligence (AI) that is part of the SapphireOne Material Requirements Planning MRP system will indicate 21 days before that month that an additional 847 items is required to be ordered. 

SapphireOne is normally set up in a way that your inventory should never run out of stock and there will always be the minimum inventory items as entered on hand. Thus, to fulfil July requirements which is 1050 stock, the calculation is as follows:

Stock on hand after estimated orders filled: 203 items (from month June). Actual stock required for July: 1050 items. So, net required will be: 1050 less 203 = 847. But say for example the minimum stock on hand set for every month is 100 items. Hence, SapphireOne will calculate the Planned Order Release / Planned order arrival is: 847+100 = 947. 

Price Book Page

Price Book allows you to set up a variety of conditions of which various prices are used. This screen allows you to view any Price Book entries that are linked to this Inventory item in all locations. 

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.

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

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. 

Addition / Deduction Page

Additions and Deductions allow you to schedule additional lines to Inventory transactions based on the Inventory items already added. For example you may add a levy deduction, and then based off the products contained in the levy deduction SapphireOne will automatically add a line to your transaction for a levy.


Materials Safety Data Sheet (MSDS) is a document that lists information relating to occupational safety and health for the use of various substances and products. This allows you to record the information relating to a particular inventory.

The user should take note of two things. The Materials Safety Data Sheet page is only displayed in a Base Inventory Inquiry. It is not displayed on an Inventory Locations Inquiry. The name of the Page is MSDS, however all of the data field headings may be altered by the user so this page can be used for the storing of almost any type of data. The basic layout and functionality of this MSDS page is the same as the Custom Page in this drop-down menu in a Base Inventory inquiry. There is however one major exception as described below. 

The user should note that this MSDS Page has Transaction lines, however these may be best described as subpages. When the initial MSDS page is selected, SapphireOne will display a list of transaction lines or subpages as seen below. Once a subpage has been selected each subpage is exactly the same as the Custom Page further up the Base Inventory Inquiries drop-down menu. 

The user may add an additional transaction Line or subpage of MSDS data by selecting the Button. They may remove a subpage by selecting the button. Double clicking on a line will allow the user to modify the selected page of MSDS data. An additional button provides additional functionality to print out details from this MSDS page by allowing easy access to the Quick Report function. This will allow the production of customised reports to be produced as required for any MSDS data.

All of the Data Field Headings may be altered by going to: Utilities > Controls > Change Names .The user will find these Data Field Headings as the very last items in the list of Data Field Heading. Please refer to Custom Page described above for more information.


  • SapphireOne will enter in a system generated unique Sequence number and the Inventory ID. 
  • For each subpage, the user must enter in a Name or Title
  • If there are multiple pages for this MSDS entry the Order in which they are displayed in the list may be entered here. 
  • If a tag for each subpage is required, the tag name may be entered. Remember this tag list is user customisable.

Alpha Data Field Area

There are 30 Data entry fields in this area in which the headings may be renamed. They will display on screen over 30 characters, however SapphireOne will accept more than 30. Please refer to Custom Page above for further information on how to change data entry field names.

Real Area

This area has an additional 10 data entry fields which will display onscreen over 10 characters. Please refer to Custom Page above for further information on how to change data entry field names.

Date Area

This area is limited to the data entry of dates in the format as seen above. As the MSDSDate fields are underlined, the pick calendar is available for the convenient entry of a date in these data entry fields. Please refer to Custom Page above for further information on how to change data entry field names.

Reseller Page 

The purpose of the Reseller Page is to establish a list of all clients who have stocked this inventory item previously.

The Reseller Page in SapphireOne Inventory Management will be populated with data if the client is marked as a reseller via a checkbox. This is done in the details page of a Client Inquiry. The reseller page is populated with all Clients that have been marked as a reseller. If a client has multiple addresses the list will display all of these on a line by line basis. Each line will include the City, State and Postcode for each reseller that is listed. The Last column shows the last date that they purchased this stock item.

The Open In Inquiry button will open the selected line in a client inquiry.

This Reseller Page is only available here from a Base Inventory Inquiry.  It is not displayed when an Inventory Location Inquiry is used.

Hire Page

The Hire Page is used to manage Inventory items classified with the type Hire. The List displayed under Hire enables you 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).

When a new matrix item is created, it will not have the activate table checkbox selected. The user will not be able to do any data entry unless that check box is ticked. Once checked, SapphireOne will display the buttons enabling the user to create or modify an existing table.

Unless the Inventory Type on the first page is set as Non-diminishing SapphireOne will not display the checkbox. If you have your new inventory item set as normal, you may still return immediately to the Details Page, change it to non-diminishing, save the item and then proceed to create the table on the Table Matrix Page.

Using Table Setup will open the Table Setup screen as shown below.

Table Setup

Selecting the Table Setup button will open the Table Setup screen. This screen comprises of four example tables. The tables to the left show the Rows and Columns which can be selected to display in your table matrix shown on the right two tables. Lines can be selected and moved from the left and right tables using the ‘>’ and ‘<‘ buttons. Alternatively, buttons ‘>>’ and ‘<<‘ will move everything to its respective table. The tag button allows you to insert a tag to associate with that row/column. The Load Grouping button allows you to share similar table matrices across inventory items. Clicking Ok will open the Inventory Table Creation.

Inventory Table Creation

The dialog above allows you to view the table you have created. The Process button will build the matrix creating the inventory items as defined. The user may now enter in a quantity at each point where the names intersect and tab forward to the next one. Once all is complete select the Process button again and SapphireOne will create a transaction with all lines that do not have a value of zero. 

Example Matrix

SapphireOne displays the ID’s and the Names in the matrix as seen above. Stock levels are listed where the row and column of the matrix intersect. For the matrix above the Colours in the rows are the same for both the ID and the Name. The sizes for the columns however have a different ID and Name. 

This is to demonstrate what happens when the ID and Name are the same for the Colours and Different for the Sizes. The user has the opportunity to have the ID different to the name, however for the sake of simplicity ID’s and Names being the same is the best way to proceed. 

These Table Items must be set up in a base Inventory Inquiry. While the Inventory Master Table item must be set by the user as a Non-diminishing inventory type. When SapphireOne creates the actual Table Items it will automatically set the inventory Type as Normal.

Serial / Batch Page

The Serial/Batch Page in allows you 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 details page.

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. 

Inventory Locations Page

This screen is a simplified display of Inventory items split according to their location. 

From here you can see an overall picture of what inventory items you have, where they are located and their current status. The viewing of location data is restricted to the company that the user is logged into. 

The Average Cost of each Inventory item for each location is displayed and may be the same or different for each location. The Standard Price is displayed for each Inventory item and this may also be the same or different for each location. If there are 10 locations and there is an ID for all 10 locations the list here will have 10 lines. 

When you create a new Inventory Item it will appear in the Default Location selected in Master defaults:  Utilities > Controls > Master Defaults > Inventory. It will NOT appear in any other location listings until you do a stock Transfer Entry, or create a Purchase Order for that particular location. 

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.

Notes Area

Any relevant notes which relate to the document may be recorded here. Clicking the green clock icon will add a date/time stamp.

Digital Assets Page

The Digital Assets Page allows the user to attach unlimited media to any major table record in SapphireOne.

Selecting the Digital Assets option from the Page menu within a major table record will display a list of digital assets currently in the data file.

This screen and all ensuing screens will overlay any current screen displayed in your major table. The feature allows you to attach digital assets to your master record. 

  • To add a picture simply select the button. 
  • To delete a picture select the button. 

Please note that adding digital assets can account for additional increase in your data file size.

 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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