Inventory Alarm

An Inventory Alarm may be set up for SapphireOne users when certain parameters are met when users are conducting sales from your inventory. 

Establishing a New Inventory Alarm

  1. Navigate to Inventory > Inventory > Inventory Alarm.
 
  1. Select the New Record button on the Toolbar.
  2. Within the Details area set the desired configuration as follows.
    • Item or Class – The alarm may be applied to an Inventory item or Class but not to both. SapphireOne will hold the details as entered into the last data entry field accessed and delete any data entered into the other data entry field. 
    • Location – A location may be entered but it is not essential. 
    • Alarm Type – Next from the drop-down menu an alarm type may be selected as follows. 
      • Available Less than minimum – When this option is selected an alarm will be presented to the user if stock levels will fall to less than the minimum for the stock that is being entered.
      • Last Cost exceeds floor price – When this option is selected an alarm will be displayed to the user when the condition has been met.
      • Batch Expiry – If the batch that has an expiry date entered and this date has been exceeded, there will be an alarm displayed to the user.
      • Arrival Date Passed – If the arrived dated for an item has been pass SapphireOne will display an alarm.
  1. Next select the button to add a user or a group of users that this alarm will apply to.
  2. Within the Details area set the desired configuration as follows.
    • Link – From the three radio buttons to following options are available.
    • User – This alarm may be linked to specific users. Once the User radio button is selected SapphireOne will display a data entry field ready for the entry of a user ID.
    • Level – For the second radio button, you have the option of setting the alarm at the Workflow level. When the button is selected, SapphireOne will display the workflow rules level selection pop up enabling a quick and simple selection of the work flow rule level.
    • User who started transaction – The last radio button is for the rule to apply to the user who started or created the transaction. The selection of a user is not required as SapphireOne will enter the user who created the transaction.
    • Authorisation Required – When this checkbox is selected SapphireOne will keep the transaction in error until it has been approved by the selected user or level of users.
    • Sequential Authorisation By level – When this radio button is selected SapphireOne will display a ‘Change’ button. Selecting this button will open a dialog that shows the SapphireOne users hierarchically in relation to permission levels for selection.
    • Send email to User – When this checkbox is selected SapphireOne will send an email to the entered user.
  1. Select the Green tick button to save the Inventory Alarm.

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.

You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.

As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.

Dictation and Speech to Text Procedure

This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.

Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line. The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive timesaver. 


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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