Status Report

Inventory Status Report Overview

The Status Report screen within SapphireOne Inventory Mode enables the user to view the current status of all inventory items. The user has the ability to view the status of Current Orders and Backorders, as well as the minimum and maximum stock levels currently set for the inventory item. These reports can be reported by Reorder, Level, Status, Serial and Unposted Serials.

Inventory-Inventory-Status

When the Status Report is selected from the Inventory Reports Menu, SapphireOne will present a print dialog screen for the user to select and customise the criteria and data they would like included within the Status Report.

The user can select from the Print Destination, Inventory Type, Report Type, Report Sort Order and Report Selection drop-down menus to determine the preferred report layout. Reports are created using a combination of the selected metrics.

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. 

Print Destination Menu

The Print Destination Menu allows the user to choose the destination for the Report, and select from the options Printer, Custom Report, Quick Report and Labels.

Printer  Tells SapphireOne to send the report straight to the Printer. 
Custom Report  This allows the user to create a custom designed report. Once selected SapphireOne will use this option on the Print Destination menu. 
Quick Report  Selecting this option will open the Sapphire Quick Report function. 
Labels  Selecting this option will open the Sapphire Label Design Report Editor, allowing the user to design Labels as required. Labels can be designed and printed on a sheet or roll.

Inventory Type Menu

The Inventory Type Menu allows the user to select if they would like to report on Base Inventory or Location Inventory.

Base Inventory SapphireOne will report on all Base Inventory.
Location Inventory  SapphireOne will report on all specific Location inventory.

Report Type Menu

Selecting the Report Type option will enable the user to print different layout styles of the Report.

Reorder This report lists the inventory reorder requirements, providing the user with all values that may be useful in knowing when to reorder stock and how much to order. The report prints the items for reordering requirements based on the Minimum and Maximum stock levels entered for each Inventory item. 
Level This report lists the Current stock levels for each inventory item in all locations. 
Status This prints the status of the inventory items. For example, how many inventory items are on backorder. 
Serial This report prints the status of all Inventory items and displays the items with Serial Numbers attached.
Un-Posted Serial This report prints the status of all inventory items and displays the items with Serial Numbers attached that have not been posted. 

Report Sort Order Menu

The Report Sort Order Menu allows the user to select from various sorting methods and criteria to organise data in different sequences while still maintaining the same fundamental report format. The user can sort data by:

No Sort This will not apply any additional data sorting to the report.
By ID  This will sort the order of the data by inventory ID.
By Class This will sort the order of the data by inventory Class.
By Supplier This will sort the order of the data by Vendor.
By TTD Sales Value This will sort the order by Total To Date Sales Value.
By TTD Sales Quantity This will sort the order by Total To Date Sales Quantity.
By Department This will sort the order of the data by Department.
By UDF1 This will sort the order of the data by User Defined Field 1 (UDF1).
By UDF2 This will sort the order of the data by User Defined Field 2 (UDF2).

Report Buttons

Background Button Selecting this button allows the user to run the report in the background of the SapphireOne server, allowing the user to continue with other tasks while the report is generating.
Print Button Select this to Print the Report.
Cancel Button Select this to Cancel the Report.
Record List Button Selecting this button brings up a list of all inventory items within the users SapphireOne data file. The user can then use the ‘command/F’ and ‘ctrl/F’ search function to search for the inventory item to be printed.
Options Button The Options Button allows for even further customisation of the Report. Further details are outlined below.
Queue Button Selecting this button will put the report in a Queue, allowing the user to select the time and day for the report to run and print.

The user also has the option to create custom reports using SapphireOne Quick Reports or Custom Reports functionalities.


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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