Transactions - Pioneering Comprehensive Purchase Perspectives

Transaction Inquiry Overview

The SapphireOne Transactions Inquiry screen in the Inventory Purchases menu presents a list of all the users purchases entered through the Purchases menu.

The purchases transactions are initially listed in order of entry with the most recently dated purchases 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 also 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 also View or Look at all purchases transactions. You may also Modify transactions that are currently un-posted. You may also use the correct keyboard shortcut. Double clicking on the transaction will bring up the transaction screen.

If the button is selected from a standard Inquiry, the screen will split in two. As a line is selected in the top section, the lines that go to make up the selected transaction will be displayed in the lower section. It is a toggle and the button will alter to display ‘Hide Invoice Lines’. This option is not available when the customised list is being used.

The Delete option is only available for un-posted Purchases Transactions. A pop up will ask if you want to Delete One or Delete All. There is also a Cancel One or Cancel All option. If you attempt to delete Posted items a pop up will be displayed warning the user that the transactions are Posted.

Choosing between a Standard Transaction Inquiry and a Custom Transaction Inquiry Screen

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.

Posting Transactions in the Transaction Inquiry

A Posting option is available from the Purchases Transactions Inquiry screen from the Sapphire Tools Processes drop-down menu. The tool is named Post Transactions.

Please note that this will post ALL transactions in the list. To post a selection of transactions only, highlight the transactions you would like to post and hit the ‘Command/Ctrl G‘ keys to Show Subset, or use the Options Tool and select ‘Show Subset’ to show your selected transactions. Once you have a selected subset you may then proceed to post the Transactions.

Transaction Types

There are several Transaction Types which are displayed in the Purchases Transaction 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.

Status Codes

Each transaction has a Posted Status code attached. These are detailed below and are held in the Control Tab of a Transaction.

Name.  Status Nº.  Details. 
Ent:  -2  Un-posted Lines updated (Modifiable). Line entered correctly and is ready to be posted. 
No:  Un-posted (Modifiable). SapphireOne is preparing to post transaction. 
Yes:  Posted. The line has been correctly entered and has been posted. 
Wait:  Waiting to be posted. 
Err:  -1  Error in posting (Modifiable). System will not post until the error has been corrected. 
Work:  12  Currently Processing un-posted. The line is being posted now. 
Lock:  Record in use while trying to update. Will post in next posting run. 
Hist:  Record is now in History. 
Rec:  Waiting to be Reconciled but already posted. 
Later:  Waiting to be posted via the activity Queue button. 

How to Print Reports from a Purchases Transaction Inquiry

Selecting the Print icon on the main toolbar brings up a print dialog box which allows the user to create various purchase reports based on information in the data file.

  • Print Destination – Allows the user to select between Printer, creating a Custom Report or a Quick Report.
  • Report Type – The user may select the type of report that you want to print. Details of all Report Types are outlined below.
  • The Report Sort Order – Allows the user to sort data in different sequences and criteria while still using the same fundamental report format. 

Report Types
  • One Line Purchase – This report summarises the Purchases into one line. 
  • Purchase Audit – This report produces an audit trail report of the Purchases made. 
  • Purchase Audit Serial – This report produces an audit trail report of the purchases including the Line Items that have serial numbers attached to them. 
  • Purchase Allocation – This report details invoices and payments including allocation from the individual Client accounts. 
  • Inventory Check – This prints a report showing stock levels per Invoice. 
  • Inventory Location – This report prints a report showing stock levels per Invoice with an additional column specifying the location of each stock item. Please note: This report has been designed for data files with Locations set up. 
  • Requisition Audit – Provides an audit report of requisition transactions.
  • Advanced… – Gives the user the ability to full customise and create your own reports.
  • Discontinued Inventory – This creates a report of all discontinued inventory.

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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