Transactions Report

Inventory Transactions Report Overview

The Transactions Report within SapphireOne Inventory Mode provides a comprehensive overview of all transactions that have affected inventory items. These reports outline transaction details of inventory items for stock take reporting and Builds requirements. 


When the Transactions 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 report.

The user can select from the Print Destination, 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.

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 timesaver.

Print Destination Menu in Transactions Report

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

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. 

Report Type Menu in Transactions Report

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

One Line Stocktake  This report gives the transaction details of the selected transaction and its value for stock take purposes. 
Stocktake Audit  As in the previous report, this report gives stocktake transaction details, and also includes the sub-lines showing which inventory items were adjusted. 
Stocktake Audit Serial The report is the same as the Stocktake Audit report, and also includes inventory serial numbers.
Work Order Report  This report generates a work order to recommend stock levels for build of materials. This report lists the items to be built in report form. 
Inventory Check This checks the invoices against current stock levels for Built items. 

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 Type This will sort the order of the data by transaction type.
By Date In This will sort the order of the data by the date the transaction was created.
By Date Due This will sort the order of the data by the due date of the transaction.
By Internal Ref This will sort the order of the data by the Internal Reference Number of the transaction.
By Sequence Number This will sort the order of the data by the Sequence Number of the transaction.
By Period This will sort the order of the data by the Period of the transaction.

Report Selection Menu

The Report Selection Menu allows for additional sorting of report criteria.

Unpost Only This will display un-posted transaction records only.
Location Inventory  This will display all inventory items, including inactive items.

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.
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.

Additional Report Options

Clicking the Options button provides users with the opportunity to further customise their report as desired.

  • Break Configuration – Users can set break points for the report by utilising two dropdown menus.
  • Pre-Processing – By selecting the Pre-Processing checkbox, users activate pre-processing options, with only one radio button selectable at a time.
    • Sales to Vendor Radio buttons –Choosing one of these radio buttons instructs SapphireOne to base the report on the selected option, except for the Custom radio button.
    • Custom Radio Button – hen selected, SapphireOne displays an additional dialogue with a new Edit Formula dialogue. Users can enter a formula or full database-style query to enhance the printing of the Transaction Line Inquiry details.
  • Other Buttons – Several buttons at the bottom of the screen allow users to save a report setup, load or reload an existing saved Transaction Lines Sales report.
  • S/P Button – Clicking the S/P button (Sales and Purchases) opens the Sales and Purchases Select Report Controls dialogue box, enabling users to query Sales and Purchases.
    • Users can search for a specific Internal Reference number, a Period, a range of Periods, or all records. This feature is useful for preparing Sales & Purchase Ledger Reports.

Additionally, users can create custom reports using SapphireOne Quick Reports or Custom Reports options.

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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