Manager

Manager Overview

The Manager Inquiry function within SapphireOne Inventory Manager Mode is the single repository for all Inventory management information. Within the function is a group of features which all collectively assist with the management of a variety of tasks. These functions have the ability to consolidate and automate procedures in SapphireOne, including Parent Project, Standing Invoices, Auto Billing and Importer.

  • Parent Project – This is utilised to consolidate costing and billing across a number of child projects.
  • Standing Invoices – This is utilised for reoccurring transactions. These can be daily, weekly, fortnightly, monthly, bi-monthly, etc.
  • Auto Billing – This is utilised when Invoices are required to be auto generated for a Job Project.
  • Importer – This functionality is utilised when On Costs must be calculated when importing goods, or any other time when On Costs have to be calculated on Landed Purchased items.

To obtain full details for the Manager you can Look by selecting a single item or a group and then selecting Look . To Modify a Manager item you can double click on the Manager item or you can click on the Manager once and select the Modify  icon or use the keyboard shortcut. Both screens look the same but only by selecting Modify can you amend the data. To create a new Manager item, click on the New  icon or use the keyboard shortcut. SapphireOne will now display the Manager item you have selected ready for viewing or modification. The screen heading name will reflect the type of Manager record on screen at the time commencing with the Details Page. 

SapphireOne Inventory Management Software retains strict audit control and therefore does not allow the deletion of a Manager record, however SapphireOne does allow Manager records to be made inactive.

All inquiry screens have the option to Customise the list of items that are displayed on page. The Custom Inquiry Option allows you to select the data fields that are displayed, and the order in which the columns of data are displayed across the screen. While a list of clients has been used to demonstrate this here, any type of inquiry may be customised within SapphireOne.

The list below is the Standard Inquiry list.

When the ‘Swap to Custom Inquiry‘ button in the lower left hand corner of the screen is selected the system will display the default Custom Screen as seen below. This Custom List screen gives the user user two main options when organising the order that the data is displayed:

  1. To add or remove the data field columns that are displayed on screen. To add or remove a column, go to the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen you can right click on the column lines and select from Delete, Move Left or Move Right. Further information on the Setup screen is documented below.
  2. To change the order in which the data field Columns are displayed. To change the order of the columns, go to the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen you can right click on the column lines and select from Delete, Move Left or Move Right. Further information on the Setup screen is documented below.

Once the user has customised the Custom Inquiry screen, the screen view will become unique to the user and each time the user logins they will be shown the same custom view. The user also has the option to select and save unlimited custom views. This can be done in the ‘Setup’ screen as documented below.

The Inquiry screen below is the initial Custom Inquiry screen which may be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To commence setting up your Customised List screen, select the Setup button as seen above. The Setup screen will be displayed as seen below.

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From this screen the user is able to add and remove columns of data as required. Almost every field within the SapphireOne data tables is able to be included in the Custom List screen if the user is authorised.

There are a number of menu items across the top of the screen. These are as follows:

  • Reset to Default – Selecting this button will set the display back to default as determined by SapphireOne. When a new data field is selected SapphireOne will add it to the right hand side of the columns of data. You can then click on the field heading and drag it to wherever you want across the screen.
  • Show Related Record – You can also add related fields from other tables. Clicking on the checkbox at the top of the screen, allows you to choose a related record and a mini view of the related record for the chosen record will be displayed for the currently selected record. You will need to select the fields displayed.
  • Favourite Set – You can use this option at the top left of the screen to save a custom created screen for later use. For example, you can have a simplistic Inquiry screen for general use, and a more complex screen view when auditing certain information.

When setting up a New Manager record, this initial Details Page is very similar for all four types of manager functions. Until you have completed the required details on this page the Save button will not be active and you will not be permitted to proceed to the additional pages available on the Page menu. Depending on the Type of record selected, the Page menu will alter for each of the four items in Manager. However, once the Type flag is set on the creation of any New Manager record and this record is saved the Type cannot be modified. 

Manager Inquiry Parent Project Function – Details Page

From the Type drop-down menu, select the Parent Project option. It should be noted that the screen heading when a new manager record is being set up will be New Manager. The name will remain as New Manager until the ID, Name and a selection made for the Type of manager function it is made and saved. When the new Manager record is re-opened it will alter the screen heading to comply with the function selected from the Type drop down menu.

Main Details Area

The Main Details area is where basic details about the Parent Project are stored.

  • ID – The new Parent Project’s ID is the first item to be created in the Manager Main Details screen. SapphireOne recommends establishing a criteria before entering any ID’s, as once saved these ID’s may not be deleted. Once the ID has been created it will become the default Manager ID for the Manager Item. Under normal circumstances the Manager ID will not be changed or modified.

If there is no Master Project (i.e. No project with the same ID as the Manager record), and the Create Project button is not selected in the Manager Details Screen, SapphireOne will automatically create this project for you when you Save out of the new Manager record. 

  • Name – The name of the Manager item is entered here. The Manager Name can be modified at any time.
  • Type – For this function select Parent Project. This can not be changed once selected and saved.
  • Company – SapphireOne by default will enter the Company that the user is logged into and this may not be altered by a user logged into a specific company. 
  • Create Project – This button is only available for a Parent Project, and only if it has not already been linked to a Job Project. If a Job Project exists with the same Job Project ID as the Manager ID it will be automatically linked. Clicking on the Create Project button will bring up the Parent Project Screen allowing the user to create a Master Project in the Job Project file to act as the parent record. This button will only appear on a screen refresh.
  • Status – This list box allows you to set the Active status of this Parent Project record. The options are as follows:
    • Active – This Manager record will default to this option when first created.
    • Completed This option is selected by the user when this Manger record has been completed.
    • Ordered – The manager event is marked as ordered. This is only used when other functions are used in manager.
  • Inactive Check-Box – The user may select this option when the listing of this Manager record is no longer required in SapphireOne. This record may be viewed again by selecting the ‘Include Inactive’ option from Sapphire Tools.
  • Brief – If a brief has been drawn up for this Parent Project manager record, the details may be recorded here.
  • Contact – If any contact details have been provided for this Parent Project manager record, the name of the contact may be entered here.

Extra Area

This area is inactive within a Parent Project Inquiry screen.

Notes Area

Any notes that are required may be entered here. You can select the Green clock  icon to add Time and Date stamps to your notes. You can also highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.

Parent Project More Details Page


The Parent Project More Details Page is located by navigating to Inventory > Manager > Manager Inquiry > Parent Project > More Details Page.

Any Child Projects that are to be linked to this Parent may be linked using the green icons in the Parent/Child Project Area. For any Projects that are linked SapphireOne will import the data and display it in the Projects Area.

Parent/Child Projects Area

The linking of Child Projects to this Parent Project is set up here. Linking Child Projects will then combine them together as a group under the Parent Project.

  • Job Project Additions – Click on the icon in the top right hand corner of the screen to add a new child in the Parent/Child Projects Area. An alert will be displayed asking for the ID of the Job Project that is to become a Child of this Parent. The exact ID must be entered and the use of wildcards ‘@’ or ‘?’ to replace characters in the ID is allowed.
  • Job Project Removal – Select the icon to remove the selected Job Project from the list.
  • Copy Mailing – When the icon is selected, SapphireOne will copy the Mailing/Delivery address from contacts.
  • Job Project Inquiry – When a Child Job Project is selected and the icon is selected, SapphireOne will open the selected Child Job Project ready for viewing only. If the user wants to modify any data in a Child Job Project, they will have to use a Job Project Inquiry.

Totals & Project Areas

As the Job Project commences the Totals and Project Areas will detail the totals as follows:

  • Totals – The items in the totals list consolidates totals across all Child Job Projects that are linked to this Parent.
  • Project – The items in the Project list display totals for all the currently highlighted Job Projects from the list above.

Manager Inquiry Standing Invoices Function

This function is used to set up recurring transactions which can be daily, weekly, fortnightly, or monthly, although SapphireOne has the flexibility to set up any time period that the user wants. The Main Details area on the Details Page is where basic details about the Parent Project are stored.

This process now runs on the server (or single user background) automatically either once a day or any time the server/software restarts and the date as entered has been reached. Servers are normally on 24 hours a day so when the clock rolls midnight and the date is reached the Standing Transaction will be created according to two criteria:

  • Date As Entered – The Date as entered into the Standing Transaction itself. Further documentation on this article can be found below.
  • Master Default Setting – The Master Default setting for standing transactions if the number of days before has been altered from the default of 0.

For example, if 3 is entered into Master Defaults, SapphireOne will create the standing transaction 3 days before the date of the standing transaction itself. This will give users the opportunity to check the transaction before its due date. They can then modify or delete it if required as it is created by SapphireOne but it remains un-posted.

Standing Invoice Details Page

For each type of creation method and group, a Standing Invoices Manager record needs to be created. This Details Page allows the automatic creation of Inventory transactions under a different range of creation methods. This Page can be found by navigating to Inventory > Manager > Manager Inquiry > Details Page. 

Main Details Area

  • ID – The Standing Invoice’s ID is the first item to be created in the Standing Invoices Details screen. SapphireOne recommends establishing a criteria before entering any ID’s, as once saved these ID’s may not be deleted. Once the ID has been created it will become the default Manager ID for the Manager Item. Under normal circumstances the Manager ID will not be changed or modified.
  • Name – The name of the Manager Standing Transaction item is entered here. The Name can be modified at any time.
  • Type – For this function select Standing Invoice. This can not be changed once set and the new Standing Transaction saved with the tick. Once the the standing transaction is re-opened the Type selection menu will be greyed out to indicate this.
  • Company – SapphireOne by default will enter the Company that the user is logged into and this may not be altered by a user logged into a specific company. 
  • Status – This list box allows you to set the Active status of this Parent Project record. The options are as follows:
    • Active – This Manager record will default to this option when first created.
    • Completed This option is selected by the user when this Manger record has been completed.
    • Ordered – Once the standing transaction has been ordered the status may be altered to Ordered.
  • Inactive Check-Box – The user may select this option when the listing of this manager record is no longer required in SapphireOne. This record may be viewed again by selecting the ‘Include Inactive’ option from Sapphire Tools.
  • Brief – If a brief has been drawn up for this Parent Project manage record, the details may be recorded here.
  • Contact – If any contact details have been provided for this Standing Invoice manager record, the name of the contact may be entered here.

Extra Area

This area is inactive within a Standing Invoice Inquiry screen.

Notes Area

Any notes that are required may be entered here. You can select the Green clock  icon to add Time and Date stamps to your notes. You can also highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.

Standing Invoices More Details Page

Before a Standing Invoice is set up the user must already have the seed records or templates for the new Standing Invoice item set up within SapphireOne. The user may then use the button and icons to first import the seed transactions and then process them as required.

The Rules area of the More Details Page, as documented below, has four options for the selection of a seed record. For the first option Invoices Inventory items do not need to be added to the AutoFill area as the seed invoices will have these Inventory items already in them. For the remainder, Project, Client and Vendor it is essential that Inventory Items are added as the standing invoices will be created without any lines in them unless they are added.

Standing Invoices Area

  • Create All Button – This button will create a Standing Invoice for all of the items in the list. This button will only create Invoices when the Date on the invoice being used as a Base is less or earlier than the current date.
  • Create One Button – This button will create Standing Invoices for just the selected item on screen. This button will only create Invoices when the Date on the Invoice being used as a Base is less or earlier than the current date.
  • Delete Icon – Selecting the Delete icon deletes the selected Seed record.
  • New Icon – Selecting the New icon will display an alert allowing the user to add a new Seed Record.
  • Zoom Icon – Selecting Zoom icon enlarges the line entry area into full screen view.
  • Zoom Icon – Selecting Minimise icon returns the line entry area to its original size.

Rules Area

These two areas define the criteria for the selection of records and the trigger dates for this new Standing Invoice.
In all four cases when selecting the seed record, the initial procedure is the same for all of them which is as follows.

  • From Drop Down Menu –  The user must first make a selection from the drop down menu where the user has four options when selecting the seed records, from an Invoice, Project, Client or Vendor. This will be further documented below.
  • Every Data Entry Field – Enter a number to indicate the time period.
  • Period drop down menu – Select as required, Weeks, Months or Years.
  • Next Date – SapphireOne will enter tomorrow as the first Invoice creation date followed by the second date as calculated by SapphireOne. This is based on the information entered into the Every Data Entry Field field above.
  • Adding a Seed Record – When the above details have been entered select the icon at the top of the screen to select your seed record or records. SapphireOne will then display an alert which will alter depending of the selection made from the rules drop down menu. For the last three of these options below, Job Project, Client and Vendor, the AutoFill area will have to be entered manually by the user. These options are as follows.
    • From Invoice – When the icon is selected, SapphireOne will display an alert allowing for direct selection of the seed records. An alert will display a list of transactions with options for searching and finding the required seed record or records. Multiple records may be selected or marked at once. When processed these records will update the selected Invoices to produce the new Invoice. The AutoFill area will not have to be addressed as the seed record is the Invoice itself.
    • From Project – When the icon is selected, SapphireOne will display an alert asking the user to enter in a valid Project ID. This allows the creation of a Standing Invoice from a Project. For this to be successful the Lines field in the AutoFill area needs to be filled in manually by the user. Further details are documented below.
    • From Client – This option acts in the same way as Job Projects but using the Client record so an alert will ask for a valid Client ID. The AutoFill area has to be manually entered by the user.
    • From Vendor – This option also acts in the same way as Job Projects but using the Vendor record and an alert will ask for a valid Vendor ID. The AutoFill area has to be manually entered by the user.

For Job Project, Client and Vendor above, it is critical that the Lines field in the AutoFill area are filled in as these are the lines that will be created in the invoice. If no lines are entered into the AutoFill area, SapphireOne will attempt to create the transaction without any lines. Further details are documented below. If you attempt to change an already existing rule where there are linked items SapphireOne will display an error alert.

Trigger Area

This area allows for the setting of an automatic trigger which will create the Standing Invoices.

  • If the Every field is set to zero the user will be required to use the Create All button or the Create One button to manually create the Invoice or Invoices. 
    • When the Every data entry field is set to other than zero, the user then has the option of setting a Next date and the 2nd Date. These item will be filled in automatically by SapphireOne from the period you have set in the Every date. These may be altered if required. The Invoices will only then be created automatically by SapphireOne. 

AutoFill Area

It is critical that this AutoFill area is used for the remaining three options, for Job Project, Client and Vendor. The user selects one of the aforementioned items, then uses this AutoFill area to enter the Inventory lines that will go to make up the transaction for the Job Project, Client or Vendor.

  • Use the Add icon in the Auto Fill area to add a line. If the Delete icon is selected the Inventory Item will be deleted.
  • Inventory ID – SapphireOne will then display an alert requesting an Inventory ID so that an Inventory item can be allocated to the selected Job Project, Client or Vendor Invoice.
  • Wildcard entry – The wildcard entry ‘@’ or ‘?’ is permitted to replace characters in the ID or you may enter the correct Inventory ID.
  • Quantity – Once the Inventory item is in the AutoFill list, click in the quantity column. An alert will be displayed to change the quantity to a fixed number, or use a specific field in the Inventory record. 

Manager Inquiry Auto Billing Function

Selecting Auto Billing from the Type drop-down menu in the Details screen allows for the creation of invoices on an automatic basis for data that has been entered and linked to the Job Project.

Auto Billing Details Page

Main Details Area

  • ID – The Auto Billing’s ID is the first item to be created in the Auto Billing Details screen. SapphireOne recommends establishing a criteria before entering any ID’s, as once saved these ID’s may not be deleted. Once the ID has been created it will become the default Manager ID for the Manager Item. Under normal circumstances the Manager ID will not be changed or modified.
  • Name – The name of the Auto Billing Transaction item is entered here. The Name can be modified at any time.
  • Type – For this function select Auto Billing. This can not be changed once set and the new Auto Billing item is saved with the tick. Once the the Auto Billing item is re-opened the Type selection menu will be greyed out to indicate this.
  • Company – SapphireOne by default will enter the Company that the user is logged into and this may not be altered by a user logged into a specific company.
  • Status – This list box allows you to set the Active status of this Parent Project record. The options are as follows.
    • Active – This Manager record will default to this option when first created.
    • Completed This option is selected by the user when this Manger record has been completed.
    • Ordered – Once the transaction has been ordered the status may be altered to Ordered.
  • Inactive Check-Box – The user may select this option when the listing of this manager record is no longer required in SapphireOne. This record may be viewed again by selecting the ‘Include Inactive’ option from Sapphire Tools.
  • Brief – If a brief has been drawn up for this Parent Project manage record, the details may be recorded here.
  • Contact – If any contact details have been provided for this manager record, the name of the contact may be entered here.

Extra Area

This area is inactive within an Auto Billing Inquiry screen.

Notes Area

Any notes that are required may be entered here. You can select the Green clock  icon to add Time and Date stamps to your notes. You can also highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.

Auto Billing More Details Page

Auto Billing Area

The Auto Billing area lists the Job Projects to be billed and the date of the last billing. Before an Auto Billing item is set up the user must already have the seed records or templates for the new Auto Billing item set up in SapphireOne.

  • Bill All Button – This button will generate Job Client Invoices (JCI) for all listed Job Projects that are earlier than the current date.
  • Bill One Button – This button will create a single Transaction for just the selected Job Project.
  • Zoom Icon – Selecting Zoom icon enlarges the line entry area into full screen view.
  • Zoom Icon – Selecting Minimise icon returns the line entry area to its original size.
  • Delete Icon – Selecting Delete icon deletes the selected Seed record.
  • New Icon – Selecting New icon will add a New Seed Record.

The Bill All and Bill One buttons will only create Invoices, JCI’s, when the Date on the Invoice being used as a template is less or earlier than the current date.

Rules Area

This area lists the different rules that can be applied in the creation of invoices. Standard Charges means the Invoice will be created using the pricing data on the linked Inventory that is created. 

  • Invoicing Method Drop Down – Selecting from this drop down menu controls how many lines are to be created on the invoice from displaying only minimal data to displaying every item listed.
    • Grand Total – The Grand Total option from the drop-down menu is just one grand total that is configured in Master Defaults.
    • By Major Section – The By Major Sections option from the drop-down menu shows the major tracking areas as configured in Master Defaults.
    • Line Totals – Choosing by Line Totals from the drop-down menu will create new lines for different product codes descriptions and rates. This data is from the activity inventory link or the inventory code if the transaction is a purchase.
    • All Lines – Choosing All Lines from the drop-down menu will create a separate line for each entry. 

Trigger Area

  • Every – Enter in the number of Periods.
  • Menu Selection – Select the Period in Weeks, Months or Years.

For the Rules area to function correctly it is essential that the Inventory Class settings in the Inventory Inquiry are correctly setup. The Inventory Class screen seen below may be viewed by going to Inventory > Inventory > Inventory Class Inquiry and selecting a Class to Modify . There are drop down menus in the Inventory Class area for Project Settings and Inventory Settings. The Inventory Items to be used in the auto billing function must be set as Stock or Product.

Manager Importer Function

There are four items that must be set up before the Importer function is used. These include:

1. Activate Importer in Master Defaults

To display the additional Importer Line on Purchase transactions, the Purchase On Cost check-box needs to be selected in the Invoice Settings Screen of Master Defaults in Utilities Mode.To do this go to Utilities\> Controls > Master Defaults > Invoices Page.

SapphireOne will then add an additional line into the details area of an OVI or a PVI as seen in the screen shot below.

2. Set up Inventory Classes

Below is an example of an Inventory Class Inquiry screen. Duty is set up in a Class on its own while Shipping and Freight are combined in this example as SHIP. Depending on your requirements you may decide to set up Duty, Freight and Shipping in three separate classes. Duty is set up as DUTY. Shipping and Freight is set up as SHIP. 

For the Importer function to work effectively it is crucial that the Inventory Settings are defined correctly in the Inventory Class screens before any Importer records are set up. The Inventory Class screen may be accessed and modified by going to Inventory > Inventory > Inventory Class Inquiry.

The critical settings in this Inventory Class as seen above are the Project Settings and Inventory Settings.These two drop-down menus currently have the following options:

  • Project Settings – Expense, Stock, Disbursement,Time, Direct, Other, Income and Non Tracking.
  • Inventory Settings – Product, Shipping, Duty, Other and After Duty.

All Inventory Classes for any item that will cause an on cost when importing goods must be set up before creating any new Importer records in Manager. SapphireOne will then use these Inventory Classes to determine the groupings used in this Importer function. The Importer function looks through your Inventory Items to the Inventory Class it is linked to, and then to the Inventory Type as selected in the Inventory Class. These could be Tariffs, Freight, and Duty to name just a few. A complete list is documented below.

3. Creating New Inventory Items that will be used for “On Costs”

If the Inventory Item linked into Importer is not classified, or the Inventory Class does not have the Inventory Settings drop-down selected correctly as above, Importer will not work. Duty for example could have several Inventory items with the Duty Inventory Setting, such as Duty, GST, VAT etc. depending on the level of reporting required by your company. 

If the automatic Tariff collection function is to be used, the required Tariffs must also be setup as non-diminishing Inventory Items and then linked to the appropriate Class as documented above. Importer looks at the Inventory Settings selection that has been made to determine how the Inventory Item is to be processed. The Manager based Importer function will then display these items in the More Details page in the Linked Data area. As each transaction is selected in this area, the Inventory Lines in the transaction itself will be displayed in the Line Details area down the bottom of the screen.

4. Creating Other Inventory Items

The first Inventory items to be created would typically be an Inventory Class for Duty and Freight in order to separate these additional on costs which are displayed within the Manager function. 

Importer Details Page

Main Details Area

  • ID – The Importer’s ID is the first item to be created in the Importer Details page. SapphireOne recommends establishing a criteria before entering any ID’s, as once saved these ID’s may not be deleted. Once the ID has been created it will become the default Manager ID for the Manager Item. Under normal circumstances the Manager ID will not be changed or modified.
  • Name – The name of the Importer’s Transaction item is entered here. The Name can be modified at any time.
  • Type – For this function select Importer. This can not be changed once set and the new Importer item is saved with the tick. Once the the Importer item is re-opened the Type selection menu will be greyed out to indicate this.
  • Company – SapphireOne by default will enter the Company that the user is logged into and this may not be altered by a user logged into a specific company.
  • Status – This list box allows you to set the Active status of this Importer record. The options are as follows.
    • Active – This Manager record will default to this option when first created.
    • Completed This option is selected by the user when this Manger record has been completed.
    • Ordered – Once the Importer has been ordered the status may be altered to Ordered.
  • Inactive Check-Box – The user may select this option when the listing of this manager record is no longer required in SapphireOne. This record may be viewed again by selecting the ‘Include Inactive’ option from Sapphire Tools.
  • Brief – If a brief has been drawn up for this Importer record, the details may be recorded here.
  • Contact – If any contact details have been provided for this Importer record, the name of the contact may be entered here.

Shipping Details Area

  • Ship – The name of the vessel the import shipment is on.
  • Date – The date that the shipment was sent.
  • Time – How many days to ship.
  • ETA – Estimate date of arrival of the shipment.
  • In Store – The estimated date that the shipment is expected in store.
  • Arrived – The date that the shipment actually arrived.

Values Area

  • Cost – Total cost of all orders.
  • Purchase – Total value of the purchase.
  • Pre Sold – The total value of the items in the shipment that have already been bought by clients.
  • Duty – The total amount of duty owed from the import.
  • Freight – The total of all freight fees or costs for the shipment.
  • Other – Any other costs not included in the list above.

Notes Area

Any notes that are required may be entered here. You can select the Green clock  icon to add Time and Date stamps to your notes. You can also highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.

Importer More Details Page

The Importer More Details Page is used to add all of the transactions that will form this Importer shipment. Multiple Inventory items and multiple on cost items may be added such as Duty, GST, Freight, etc.

Linked Data Area

Transactions are added into the linked data area using the green icons as follows.

  • Delete Icon – Selecting Delete icon deletes the selected Seed record.
  • New Icon – Selecting New icon will add a New Seed Record.
  • Zoom Icon – Selecting Zoom icon enlarges the line entry area into full screen view.
  • Zoom Icon – Selecting Minimise icon returns the line entry area to its original size.

As each item is selected some details about the selected transaction will be displayed below this area.

Line Details Area

As each transaction is selected in the Linked Data area all lines in the transaction will be displayed here. The ID, Name, Quantity and Total will be displayed on a line by line basis. The Type column is the most important column in this area. The Type will be displayed in the Type column as a single letter as seen above. 

When Manager sees an Invoice that has Inventory items linked to an Inventory Class, that has Inventory Settings of P for Product selected, it knows that these are the inventory items that are to have On Costs added to them. 

When SapphireOne sees Invoices that have Inventory items linked to an Inventory Class that has Inventory Settings that have Shipping, Duty or Other selected, it will know that these Inventory items are the actual On Cost items.

Importer Settings Page

The Settings Page enables the user to view and total all of the various items that currently make up the Importer shipment. For example, the total costs of the Product, Duty, Shipping, etc.The viewing of these items is according to the Inventory Class each Inventory Item is assigned to, and then the selection made in that Class for Inventory Settings.

The menu at the top right hand corner of the screen, as seen below, allows you to view any single component of the order, or all of the components at once. By default the items are listed alphabetically by Inventory ID. It allows for the viewing of Shipping, Duty and Other items such as On Costs to the Invoice lines for the Inventory items. By making a selection from the dropdown menu the user is able to view and total each type so that an overall view of each of the cost that go to make up the importer shipment.

  • List Products – List and total all items classified as Products.
  • List Shipping – List and total all items classified as Shipping.
  • List Duty – List and Total all item classified as Duty.
  • List Other – List and total all items Classified as Other.
  • List After Duty – Lists all items after Duty.
  • All – List and View all transactions in this importer record.

When the user has inserted any Transactions in the More Details page for the Product and On Cost items, the user must return to this Settings Page and select both the and the buttons to tell SapphireOne to update the Importer record. The user will receive an alert asking for confirmation of the update process.

The On Cost values in the Purchase Vendor Invoice (PVI) or the Order Vendor Invoice (OVI) are NOT updated until the button is selected here on this Settings Page.  It is critical to remember that each time the user Modifies, Adds or Deletes a transaction in this Importer record the button will have to be re-selected to re-calculate the On Cost calculation in the Inventory Product/s that are currently linked to this importer record.

The transactions as listed here on the Settings Page do not include GST

Line Data Area

The Line Data area displays all of the transactions that are currently in the Importer record. By using the menu as documented, the user is able to view and check totals for each group of items in the Importer record.

Costings Area

In the Costings area the user will see that there are separate listings for Total Cost, Purchased Items, Duty, Freight and Other if used.

Duty & On Cost Calculator Area

To tell SapphireOne to update the On Cost figure in the Product the user must select the button once. When you select the button SapphireOne will display an alert asking for permission to update the On Cost value in all products linked to this Importer record.

Finally select the Green Tick icon on the main toolbar to save the updated On Cost factor in the purchase transactions. 


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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