Matrix - Unlock the Potential of Master Product Identification

The SapphireOne Matrix in the manufacturing industry is commonly referred to as a colour style matrix. Typically fashion apparel will use a size colour style matrix for all their inventory, this will include footwear as well. Typically manufacturers and retailers will use a master product to identify and then have a multidimensional grid aligning size, colour, style against the master inventory item. 

Once a size, colour, style matrix has been established in SapphireOne, the Master ID or commonly referred to as the Parent ID will form the header and then the various sizes, colours and styles sitting under the header. Each inventory item is still a unique item.

The power of the SapphireOne size, colour, style matrix inventory item is the fact that you can enter the Master ID and as soon as you hit the Tab key it will automatically bring up a matrix not dissimilar to a spreadsheet. Then you simply Tab or click the item that you want and you can enter the quantities into that particular grid.

Alternatively, you can simply tab through each cell and put a quantity. You’ve also got the ability to Tab through using a barcode scanner and scanning the barcodes. That will populate the quantity end of the grid as well. Once the Order Client Invoice (OCI) or Order Vendor Invoice (OVI) has been produced, the finish product will be received by your client or vendor in the form of a Matrix Invoice. It will only show one master line, and on that one line it will show the various quantities, colours and styles for a Vendor or Client Invoice.

The benefit for the client or the vendor receiving the invoice is that the master item will only be one line. Then within the line it’ll show the different sizes, quantities and style. This creates a condensed and simplified invoicing processing both for your customer or vendor.

The Matrix allows for the Items of Column Name and Row Name to be established as a template and category for the Table Matrix. A fashion matrix, or ‘Colour – Size Matrix’, refers to the means whereby fashion, footwear and/or apparel Retailers track product variants in a grid format. These Manufactures, Distributors and Retailers manage their product variants by creating a multi-dimension grid. It process data by aligning the colours of a line of stock against the sizes.

A matrix is an efficient tool for entering stock by size and colour. It’s also efficeint in assessing variants (i.e. sizes/colours) for re-order and transfer purposes.

Matrix Inquiry

This Matrix Inquiry is directly linked to the creation of Table Items in the Controls Page of an Inventory Inquiry. The required Row and Column headings are established here before the creation of table items in a Base Inventory Inquiry.

All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.

The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:

Swap to Custom Inquiry

When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:

  1. To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
  2. To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.

Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.

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

Custom Inquiry Screen ‘Setup’ Function

To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.


From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.

The screen features several menu items across the top, which include:

  • Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
  • Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed.
  • Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.

Selecting New , Modify or Look allows the user to add or Modify an individual Table entry.

The SapphireOne Matrix Data Entry if first presented with a normal sale purchase Data Entry where you add your inventory Matrix ID. We always select the Parent ID Inventory item in for the Matrix, which is always a non-diminishing Inventory item.

Once you select the inventory ID, Master ID or the Parent ID, which is the non-diminishing ID, you type in a quantity and you hit tab. You will then be presented with the below screen. This will allow you to move sizes and colours from the Matrix if required.

Once you have selected process the below screenshot will be presented. Depending on how many sizes and colours you have set up it will automatically snap to a grid. The grid gives you a vertical column on the left and rows across the top, which will give you the various matrices.

In the screen shot example below, the item is listed by colour on the left hand ID on the vertical plane, with the varying stock amounts i.e. size, quantity, etc. is ordered from left to right across the horizontal plane.

Dictation and Speech to Text Overview

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 time saver.

As a user, you can elect to click the mouse in each cell and type in a quantity. Alternatively, it’s far simpler and quicker to Tab through each cell, and by repeatedly selecting Tab, it will highlight the particular size and colour and then the user can type in the quantity.

Then select Tab again and it will take you to the next size and colour cell. Once you have completed all the sizes and colours, it’s simply a matter of hitting process and that will process all the lines into a single line, whether it be a sale or purchase.

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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