Transaction Lines Inquiry - Revolutionise invoicing with comprehensive line item insights

Transaction Lines Overview

The SapphireOne Transaction Lines Inquiry screen displays all of the individual transaction line items entered in the Invoicing functions, from a Vendor Requisition to a Cash Return. 

This function displays a list of all transactions on screen and gives the user the ability to create detailed reports on all Purchases on a line by line basis. 

These transactions are initially listed in order of entry with the most recent dated transaction at the top. You can change the sort order by simply clicking on any of the column headings. You can also change the selected column by re-clicking the column heading to change it from ascending to descending, or vice versa.

You can adjust the order of the columns by clicking on the column and dragging to the left or right. Like other List Windows, you can re-organise the information displayed by highlighting and using functions from the Options Menu. 

From this list you can Look at all Transactions. You may use a keyboard shortcut. Any modifications to these records must be made in the appropriate Transaction Inquiry Screens.

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.

Transaction Lines History

Double clicking on a Transaction Line will bring up a dialog box containing historical information about the selected transaction.

The information displayed here is for viewing only. Modifications can be made in the Transaction Inquiry screen of the related transaction in Inventory > Inventory > Transactions.

Transaction Types

There are several Transaction Types which are displayed in the Purchases Transaction Lines Inquiry screen. Each type is indicated by a three-letter code. 

The first letter of the three letter code type indicates where the transaction originated:

R: Requisition O: Order
P: Purchase

The second letter of the three letter type code also indicates where the transaction originated:

V: Vendor M: Money
G: Goods

The third letter of the three letter type code indicates what the transaction is:

I: Invoice J:  Journal
C:  Credit P:  Payment
R:  Receipt

Using this coding system above the following transactions are as follows:

Requisition Vendor Invoice is coded RVI, a Order Vendor Invoice shown as OVI, a Purchase Inwards Goods Journal is a PGJ, a Purchase Vendor InvoicePVI, a Purchase Vendor Credit is PVC, a Purchase Money Payment a PMP, and a Purchase Money Receipt is a PMR.

How to Print Purchase Lines Reports 

To print a Transaction Purchase Lines Report, first select the transaction line or selection of transaction lines you would like to print by highlight the transactions and hitting the ‘Command/Ctrl G‘ keys to Show Subset, or use the Options Tool and select ‘Show Subset’. If a selection is not selected SapphireOne will print all transaction lines.

Next select the Print icon on the main toolbar to display the print dialog box.

The user can choose from the Print Destination, Report Type and Report Sort Order drop-down menus to determine the preferred report layout. Reports are printed using a combination of the two. 

  • Print Destination – This allows the user to select the destination for the print function from Printer, Custom Report, Quick Report and Labels.
  • Report Type – These options will enable the printing of different layout styles. Detailed information on each of the Sales Report Types is outlined below.
  • Report Sort Order – These options will enable the user to select a lot of various sorting methods or criteria.
  • Report Selection – These two radio buttons enable the printing of All Records, or just the Current Selection of records.
    • The Report Selection option will be altered by SapphireOne if the button is selected by the user.
    • Once SapphireOne determines that options have been set up it will automatically reset the Report Sort Order drop down menu to by Options Control.

Report Types

The report options in the Report Type drop down are outlined below.

MTD\TTD – Detailed:  This provides the ability to create a customised detailed purchases report viewing data by selecting the button and allowing you to specify breaks as required. 
MTD\LMTD–TTD\LTTD:  This provides the ability to create a customised detailed purchases report viewing data by selecting the button and allowing you to specify breaks as required. 
MTD\TTD – Totals:  This provides the ability to create a customised summarised purchases report for viewing data by allowing you to select the button and specifying breaks as you requre. 
MTD\LMTD–TTD\LTTD:  This provides the ability to create a customised analysis report displaying totals with various breaks as required. 

Report Options

Selecting the button gives the user the ability to customise the report even further.

  • Break Configuration – By using two drop down menus the user is able to set break points for the report.
  • Pre-Processing – Selecting the Pre-Processing Checkbox activates the pre-processing options. Any one of these radio buttons may be selected at a time.
    • Sales through to Vendor radio buttons – Selecting one of these radio buttons will tell SapphireOne to base the report on the radio button option as selected with one exception the Custom radio button.
    • Custom Radio Button – When this radio button is selected SapphireOne will now display an additional Pop up. When the Custom button is selected this brings up a new Edit Formula pop up.
    • Here you can enter in a formula or full database style query, to further enhance the printing of the Transaction Line Inquiry details.
  • Other Buttons – There are a number of buttons across the bottom of the screen. SapphireOne does provide for the Saving of a report once setup, and the Loading or re-loading of an existing saved Transaction Lines Sales report.
  • S/P Button – Selecting the button (Sales and Purchases) will bring up the Sales and Purchases Select Report Controls dialog box. This enables the user to perform a query on Sales and Purchases.
    • The user can search for a particular Internal Reference number, a Period, a range of Periods or All of your records.
    • This can be used in the preparation of Sales & Purchase Ledger Reports. 

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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