Open to Buy

Open to Buy Overview

Open to Buy is a merchandising budget plan for purchasing stock that has not yet been ordered. This is typically utilised by retailers for the purchase of seasonal inventory that is generally ordered months in advance. It allows for the assessment of inventory needs from a financial perspective. This includes revenue and margin allowing the SapphireOne user to gain insight into their Open to Buy process and ensuring adherence to the organisations merchandising budget.

Open to Buy can also be referred to as an Inventory Buying Plan or an Open to Receive

Open to Buy Inquiry

The Open to Buy Inquiry screen allows the user to create a list of open to buy plans.

Clicking New , Look or modify allows you to set up a SapphireOne Open to Buy,

The key figure is your Targeted Ending Inventory. 

The SapphireOne Open to Buy formula is as follows:  Planned COGS + Ending Inventory – Beginning Inventory = Purchases Open to Buy figure. 

The user may budget by Inventory Class or by Inventory Tags. These items are displayed on the first page of an Inventory Inquiry in the Inventory area. The user has the option of either selecting a single Class or Tag or a mixture of either Inventory Classes or Tags. 

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.

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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.

 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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