Stock List

Stock List Inquiry Overview

The Sapphire Web Pack Stock List functionality, also known as Stock or Stock-Keeping Unit (SKU), refers to the goods and materials an organisation stores for the ultimate goal of reselling, production and manufacturing. Stock List supply chain management is about managing the placement and shape of stored inventory in different departments, locations, facilities and third party logistic centres (3PL). Stock List maintenance involves an organisation seeking to manage handling, ordering, shipping and costs related to these activities.

The Sapphire Web Pack Stock List functionality balances and maintains businesses physical stock list, quality management, price forecasting, stock list valuation, replenishment lead times, future stock list pricing, Material Requirements Planning (MRP), quality management, returns and defective goods. Managing these requirements helps maintain optimal inventory levels within the organisation.

Stock List mode within the Sapphire Web Pack allows the user to store and record all stock list and inventory items, goods, equipment and/or materials intended for resale by that business or organisation.

Stock List can be classified in accordance to a variety of stock types including Non-Diminishing, Normal, Serial, Batch, Item, Activity, Hire, Asset, Voucher and General Ledger. Each control type consists of its own functionality. In addition a number of price controls can be maintained including average, item and fixed. Sapphire Web Pack categorises stock lists and inventory as types of stock list. Currently the Sapphire Web Pack categorises ten types of inventory stock. These 10 types are as follows. 


Non-Diminishing inventory items are typically a service and that could be as simple as a professional service or anything where you are billing for individual person‘s time that does not diminish i.e. something that’s metered. An example of Non-Diminishing is a six minute block.


Normal inventory item is simply as follows, we purchase ten from a vendor and we sell five, and we have five remaining in stock. The five that have been sold will update the Profit & Loss (P&L) as revenue. The five remaining in stock will update the balance sheet as a current asset. Another example, we may manufacture ten Non-Diminishing inventory items, and once again we sell five. Those five sold will appear on the Profit & Loss as income and the five remaining will have a manufacture cost, which will also appear on the Profit & Loss and the five remaining Non-Diminishing inventory items will also be presented as an asset valuation on the balance sheet. 


Serial inventory, commonly referred to as Serialised inventory, is identical to Normal with the fundamental difference being we manufacture or purchase to resell, but each item we manufacture or purchase for resell will have a unique serial number. This could be something as simple as an iPhone as each iPhone has a unique serial number. When we create a serialised inventory item it will automatically create additional defaults in both the purchase and sale. When we purchase or manufacture an inventory item, the user will either be asked to select the serial numbers when purchasing or prompted to create a unique set of serial numbers for each inventory them. Alternatively, when we sell the serialised inventory items, during the picking process, the user will be asked to pick the particular serial number or they may be required to scan the serial number and the serial numbers will appear on the Sales Client Invoice (SCI). We also store a copy of each serial number for the life of the SapphireOne datafile. 


Batch inventory follows the same fundamentals as Normal and Serial inventory, the difference being that there will be a unique Batch ID as you will have a large volume or a volume of inventory items with a batch number that will be identical. We will manufacture or purchase inventory to resell, but each batch based inventory item we manufacture or purchase for resell will have a unique batch number. This could be, for example, a batch of yoghurt. When we create a batch inventory item it will automatically create additional defaults in both the purchase and sale. When we purchase or manufacture a batch based inventory item, the user will either be asked to select the batch numbers when purchasing or prompted to create a unique batch number for each batch based inventory. Alternatively, when we sell the batch based inventory items, during the picking process, the user will be asked to pick the particular batch number or they may be required to scan the batch number and the batch numbers will appear on the Sales Client Invoice (SCI). We also store a copy of the batch number for the life of the SapphireOne datafile. The batch number may also have an expiry date, or sometimes referred to best before date, incorporated as part of the batch number. The batch number and expiry date or use by date or best before date may form part of a barcode. 


Item inventory, as an example, maybe nails or washers or something that is in extremely large quantities that typically may be measured in the form of weight or a unique number. Item based inventory is something that is too voluminous to count individually.


The Activity inventory, once an inventory item within SapphireOne is set up as an Activity, will flow to the resource in SapphireOne Job Projects. Within SapphireOne Job Projects, you can set up an unlimited numbers of resources and each resource can have an unlimited number of activities within it. The sole purpose of establishing an Activity is for the tracking of activities within your inventory system. When purchasing activities or doing Sales Client Invoice for activities, and this in turn, will flow to SapphireOne’s job projects.


Hire Inventory enables the SapphireOne user to make a particular item as a Hire item. Within Inventory mode in the Point of Sale drop-down there is an inbuilt hire capability once your inventory item has a type code of Hire allowing this type of inventory item to work within the hire functionality of SapphireOne. It is able to track when the Hire inventory was invoiced out to a Client and when that Client returns the hire inventory items from the hire. This may be invoiced on a daily basis, weekly basis or some other specific time period, and will accumulate in a similar fashion to Non-Diminishing inventory items. 


Asset inventory enables the SapphireOne user to purchase an item that will become part of the SapphireOne asset register. This is specifically designed for the purchasing of company or organisation assets to be held by the company and facilitating when the disposal of those assets occur to the ability to be able to complete a Sales Client Invoice for the disposal of the asset. 


Voucher Inventory enables the SapphireOne user to create vouchers for a Client. These vouchers may take two forms. One may take the form of a prepaid voucher where somebody has purchased a voucher, or sometimes referred to as a gift card, and someone can then redeem the value of the voucher or gift card against goods or services. Alternatively, a voucher could be a reward program or an incentive program where a voucher is issued based off points per dollar spend. 

General Ledger

General Ledger inventory enables the purchase or sales transactions to be coded directly to a General Ledger account without the need to set up an inventory item, so the user can directly code to their General Ledger.  

SapphireOne’s Inventory Price Book contains Rule Types including Rate Rule, Quantity Rule and Discount Rule with multiple breaks such as Fixed Quantity, Quantity Break, Standard Markup, Standard Margin, Cumulative Markup, Cumulative Margin, Standard Rate, Cumulative Rate, Price Code and Price Code Cumulative.

Stock List Inquiry is contained within the Inquiry mode of Sapphire Web Pack.

Web Pack-Inquiry
Web Pack-Inquiry-Stock List

The Stock List function within SapphireOne Web Pack is the equivalent of an Inventory Inquiry within SapphireOne Client Server Mode. Selecting the Stock List function will display a list of all inventory items within SapphireOne. The user has the ability to use the search icon to perform a comprehensive search for a particular inventory item or group of items.

If SapphireOne detects that an item is a Matrix item, SapphireOne will replace the stock levels with a ‘View Matrix Details’ button as seen in the last inventory item above.

When the ‘View Matrix Details’ button is selected SapphireOne will display additional details for the Matrix item enabling the user to see exactly what stock is on hand.

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.

You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.

As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.

Dictation and Speech to Text Procedure

This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and 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 GL account line. The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool. It is 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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