Matrix Order

Matrix Order Overview

Sapphire Web Pack Matrix Order enables the user to select Inventory Quantities from a Matrix Style Table and is contained within the Data Entry mode of Sapphire Web Pack. A Matrix Order allows for Inventory Items of Column Name and Row Name to be established as a template and category for the Table Matrix. A fashion matrix, or ‘Colour-Size Matrix’, refers to the means whereby fashion, footwear and/or apparel retailers track product variants in a grid format. These Manufactures, Distributors and Retailers manage their product variants by creating a multi dimension grid aligning the colours of a line of stock against the sizes.

A Matrix Order in the manufacturing industry commonly referred to as a colour style matrix. Typically fashion apparel will use a size colour style matrix for all there inventory, this will include footwear as well. Typically manufacturers and retailers will use a master product to identify and then have a multidimensional grid aligning size, colour, style against the master inventory item. 

Once a size, colour, style matrix has been established in Sapphire Web Pack, the Master ID or commonly referred to as the Parent ID will form the header and then the various sizes, colours and styles sitting under the header. Each inventory item is still a unique item. The power of the Sapphire Web Pack Matrix Order size, colour, style matrix inventory item is the fact that you can enter the Master ID and as soon as you hit the Tab key it will automatically bring up a matrix not dissimilar to a spreadsheet. Then you simply Tab or click the item that you want and you can enter the quantities into that particular grid. Alternatively you can simply tab through each cell and put a quantity and you’ve also got the ability to Tab through using a barcode scanner and scanning the barcodes. That will populate the quantity end of the grid as well. Once the Order Client Invoice (OCI) or Order Vendor Invoice (OVI) has been produced, the finish product received by your client or vendor in the form of a Matrix Invoice where it will only show one master line, and on that one line it will show the various quantities, colours and styles for a Vendor or Client Invoice. The benefit for the client or the vendor receiving the invoice is that the master item will only be one line, and then within the line it’ll show the different sizes, quantities and styles so it will become a very condensed and simplified invoicing processing both receiving by your customer or receiving by your vendor.

A matrix is an efficient tool for entering stock by size and colour, as well as assessing variants (i.e. sizes/colours) for re-order and transfer purposes. This functionality is optimal for users who like the Matrix style display when ordering Inventory Items. Items in your Inventory that have a Matrix setup for them should be ordered using this function.

Web Pack-Data Entry
Web Pack-Data Entry Menu-DataEntryMenu-Matrix Order

This option allows the user to select Inventory Quantities from a Matrix Style Table. 

When the Matrix Order function is selected, SapphireOne will display a list of customers that are currently recorded in the data file. The list below is from the Bondi Blue demo data file.

Left mouse click on the Client that the Matrix Order order is to be created for. When a Client is selected SapphireOne will display the Matrix Order screen ready for data entry as seen below. With the Matrix Order screen it will show left to right a picture of the Inventory, the Inventory ID, Inventory Description, Order Quantity, Price of that Inventory to that customer, Amount, Tax and Total.

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for anybody doing data entry within SapphireOne. Any data entry field that the user can type into using a keyboard, they can use this feature.

They can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client and they have just made a phone call to that particular client using the Softphone technology, this will automatically date and time stamp the contact and the phone number you called to. As soon as the call is completed or finished, the user has the ability to use the Speech to Text (Windows) function or Dictation (MacOS) function and dictate into the memo field of the CRM contact, adding as much description as they require.

This functionality applies across every single Data Entry screen. For example, if the user is entering a Vendor Invoice (VI) and they want to add a memo within the Vendor Invoice (VI), the user can simply dictate the memo. Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account when the user is completing data entry using a General Ledger, there’s always a unique memo field for each General Ledger account line, the user can utilise this feature to quickly add the information they need to add. Additionally, if you’ve got an interview with an employee and after the interview process is completed the user is able to make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool and it’s something that we at SapphireOne as well as our clients utilise daily. It is a massive timesaver. 

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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