Displaying And Selecting Records - Discover Inactive Records And Their Impact

Displaying and Selecting Records Overview

The deletion of records in the database is not allowed in SapphireOne. Records that are not required, may be removed from the list by marking them inactive. Once the record is marked as inactive they will generally no longer be displayed in lists. 

While the options documented below will display inactive records in SapphireOne, they may also be used with activate records. SapphireOne will check first to see if there will be any affect to items in the data file. For Client or Vendors, they must have a nil balance and for inventory items they must not have any transactions auctioned against them.

The most common reason for displaying an inactive record would be to change the status of the record from inactive back to active.


The user has two options when inactive records must be displayed in the list. When they want to view or manage inactive records, the user only has to select either the Tools menu or the Find function from the Options menu on the main toolbar and then select the correct procedure from there.

The procedure does vary slightly depending on the function being used at the time. 

For this first example a Client Inquiry will be used and the Tools and Find options from the Options menu on the main toolbar are as seen to the right and immediately below. Selecting the Include Inactive option as seen below will cause all inactive records to be displayed in the list.

Note that the Make Inactive option on the Tools menu, will make ALL Selected Records Inactive provided that to do so, will not have any effect on the current balances in the data file. 

The option to select from the Find pop up as seen below would be to display All Records 

Basically, both options do the same thing so select the option that suits best for displaying the records that the user wants. A second example is a base Inventory Inquiry. 

The Toggle Active function acts as a switch when using an Inventory Inquiry. Any selected/highlighted inventory items marked as Inactive will have their status switched to Active and all Inactive items will have their status switched to Active. Use with care.

Last Find is remembered

When any list is on screen and the Find option is selected from the Options menu as seen above, SapphireOne displays the find pop up dialog as seen below. SapphireOne by default in the past has always populated this pop up with the same default selections for each list screen. 

The most common default item is the first drop down menu to have the ID. If we alter this and select Class_LK and use a Class of TO tp find. SapphireOne will filter the list and only display inventory items with a Class of TO 

The user may navigate to other areas of SapphireOne but when they return and ask for another Inventory Inquiry SapphireOne will display the list as normal. When the Find option is selected again SapphireOne remembers the last find executed and displays the last find option selected as seen below. Class_LK. 

Remembering the find command is on a user by user basis. When each user executes find anywhere in SapphireOne SapphireOne stores the details against the user who ran the find function. Note this function may be turned off by selecting the option on the first page of a User Access Inquiry

To return to displaying all records access the Options menu again and select Show All records. 

Selecting Multiple Lines

When entering multiple lines in a transaction the user may use the following procedure.

When you select the @ symbol and the first Relate list is displayed on screen, you may select multiple lines of any types of transactions at the same time. 

Hold down the Command or Control key and use the mouse to click or select all of the lines to be added to the transaction. When you are holding down the Command key you are able to toggle your selection. If it is not selected, select it and if it is selected, de-select it. When you have completed your selections, select the OK-Button button. 

Your selections are then entered into the Line listing area all at the one time. The will all have zero dollar values in accounts mode or in the case of inventory the cursor will be placed in the Quantity field ready for the input of quantities. You may then select each line and enter in the values as required on a line by line basis. 

Enter in the first dollar value or quantity and the select the down arrow key. The cursor will the move down to the next dollar value or quantity field ready for data entry. Keep using the down arrow to move down the list entering the required values as required. 

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

Was this helpful?

Previous Article

Blind selection of Tools

Next Article

Custom Inquiry