Transactions

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

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 Invoice a PVI, a Purchase Vendor Credit is a 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:	0	Un-posted (Modifiable). SapphireOne is preparing to post transaction.
Yes:	1	Posted. The line has been correctly entered and has been posted.
Wait:	3	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:	4	Record in use while trying to update. Will post in next posting run.
Hist:	2	Record is now in History.
Rec:	8	Waiting to be Reconciled but already posted.
Later:	6	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.

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