Build Journal

Build Journal Overview

A Build Journal within SapphireOne can be commonly referred to as a Bill of Materials or a BOM. These are typically inventory structures that are associated with a manufacture of inventory commonly referred to as a Build Journal. A Build Journal is created from various components that can consist of raw materials, sub-assemblies, intermediate assemblies, inventory parts and sub-components. Quantities can vary from time to time depending on the particular Build Journal.

The inventory items can also be made up of all the various types of inventory within SapphireOne. These are Non-Diminishing, Normal, Serial, Batch, Item, Activity, Hire, Asset and General Ledger. A Build Journal is the founding document to communicate within your organisation regarding the various inventory components required for the manufacture of the Bill of Materials (BOM). These may include a production departments, inventory departments/warehouses, inventory locations, human resources, external vendors, etc.

The Bill of Materials (BOM) will be the final repository for the production of the newly built inventory item. When generating a Build Journal, this may require the use of existing inventory items that may also require the requisition from various vendors for inventory products that are not currently held within your inventory to produce the final Bill of Materials (BOM).

Bill of Materials (BOM) or Build Journal is defined by two distinctively different types and they are as follows; Manufacturing Bill of Materials and Engineering Bill of Materials.

In the process production industries, the BOM is also referred to as the list of ingredients, recipe or formula. The BOM is frequently used by production engineers and is attributed to the current production build inventory items of the finished product to distinguish it from improved versions under study or development. This is commonly referred to in BOM as versioning.

The second type of Build Journal is an Engineering Bill of Materials (BOM) or referred to as a Manufacturing Bill of Materials (BOM) and can also be referred to as a Service Bill of Materials (BOM). This will be driven from a Client Quote Invoice (QCI) and Order Client Invoice (OCI). In each case, the requirement for a SapphireOne Build Journal is the founding document for creating the finished inventory product.

A simple or quasi-Bill of Materials (BOM) can also be a more flexible versioning list of inventory items. This is used to represent a group of related generic inventory items with similar characteristics that are often interchangeable within the Bill of Materials as they possess similarities or common features.

Within SapphireOne, the BOM is your data repository to identify various inventory items and their relationship and allowing the automation of your BOM.

The Sapphire One Build Journal Data Entry screen has been designed specifically for organisations that are in the process of maintaining Bill of Materials, commonly referred to as BOMs.

Where used: Inventory > Inventory > Build Journal

This Built Inventory item is built using Base Inventory Inquiry items. This Build Journal function is used to assemble a number of Base Inventory items that go to make up a Built Inventory Item. 

The Build Journal function differs from the Build Order Journal function in that once this Build Journal transaction is saved allocated Inventory stock levels are not affected but un-posted stock levels are affected. 

This function is much like a recipe, it contains a list of Base Inventory items that will go to make up a new Built Inventory Item. 

These Base Inventory items will only be allocated to this transaction when it is posted. 

A good example of this could be a bicycle. The wheels for example would contain a single rim, a single hub and 50 or more spokes. There would be 2 wheels, with a different hub and the parts that go to make up the rest of the bicycle. 

For single items, there would be 1 of each but for the spokes a quantity of 50 or more would be needed for each and every wheel to be built. There would be a second wheel with at least a different hub and all of the parts that go to make up the remainder of the bike.
Once saved it would be listed as a Built Inventory item with its own ID and name.

  • The only stock items that SapphireOne will accept in this Build Journal function are those Inventory Items that are built and have one of the Manufacture radio button selected as seen to the above. 
  • However, once you enter the Built Inventory item and enter in a Quantity and then post this Build Journal your stock levels will immediately decrease by the Quantity entered here. The inventory stock remains but is merged into the newly built item and once this transaction is posted the inventory items within the newly built items will be removed from stock levels. This will mean that the Inventory stock that is in these posted Built items is still in stock it will be reserved for the built items. This will prevent the overselling of stock that should be held for these built items. 
  • No total cost is involved as this is only the moving of several stock items to make single items. 
  • SapphireOne requires you to select an Inventory item which is displayed under Master Build Lines area. Whereas the inventory items that go to make up the Master Build item are listed under Item Lines area. If the Master Build Item is an item which your company sells consistently SapphireOne will require only the Qty to be built to be entered at any time. A limiting factor in the quantity will be the stock levels available at the time of entering this Build Journal. 
  • SapphireOne also allows you to create a one-off inventory item provided that the line items already exist within SapphireOne. 
    For example: Your company has sold a Door – Complete but in this particular instance the door is required to be stained or painted and installed. SapphireOne now allows you to add these additional non-diminishing items to the Master Build Item. 

Insufficient Stock Warning: 

If the user attempts to enter in a quantity for the built Item in excess of the Inventory stock available, the user will be presented with an alert advising of the limitations of your current stock level. 

Build Basic Procedure: 

  1. First enter in any Notes or Instructions for this Item. 
  2. Enter in the Inventory ID for the Item. This field is wildcard searchable. The Inventory Description will appear in the Description field. 
  3. Enter in the number of Items to be built in the Qty field. SapphireOne will display immediately after this the maximum number that may be built. This is based on the items in the build with the least amount of stock as displayed in the Item Lines area. In the example on the previous page the limiting factor is AACUT with a stock level of 73 items. 
  4. You have several options for saving. The , the , the return key on the number pad or selecting the button. You should be aware that selecting the button will print out a bill of materials, as well as saving the transaction immediately.

Tip: You may also print out a Bill of Materials after the transaction has been saved by going to: Inventory \ Inventory \Transaction Inquiry selecting the transaction to either Look at or Modify and then the selecting the small arrow to the right of the print icon. This will display a small drop-down menu with Bill Of Materials at the bottom. This Bill of Materials selection will only work with transactions that have a type of BGJ. 

Note: Any alterations to this Built Item must be made using an Inventory Inquiry.  Inventory \ Inventory \ Inventory Inquiry \ Build Lines.

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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