Inventory Mode provides a powerful solution to inventory control and tracking. SapphireOne understands the complexity of inventory control and provides the necessary tools to assist with bins, matrix tables, batch control, serial tracking, location control plus department control. SapphireOne includes a choice of three costing methods: average, standard or fixed and item costing, to compliment batch and serial items for your business. Purchase orders, invoices, picking slips and delivery dockets are created with ease. Sales analysis provides a quick snapshot view of your margins or mark-ups to assist in your business decisions. Strong reporting tools are essential to your business and are included with SapphireOne.

Inventory Purchases - Data Entry

Vendor Requisitions

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Requisitions allow staff and other people with access to your system to make requests for goods through SapphireOne which the appropriately authorised person can then process. The Inventory items are linked to their appropriate Vendor ID to automatically provide correct cost prices from the SapphireOne system.


  • Accessibility
    Any user can make a requisition for the product or products they require, where each requisition can have entries for products that are supplied by different suppliers.

  • Built Items
    When an item is ordered that is built from other items, by selecting the built item only the sub items are added to the requisition automatically.

Inventory Purchases - Data Entry

Vendor Order (OVI)

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This sophisticated Vendor Order screen allows ever Vendor detail to be entered on the same form. The inventory items being ordered are linked to a Project ID for better organisation. When complete simply tick the ‘Convert’ box and the order becomes a Purchase.


  • Convert to Purchase
    When it becomes a Purchase the payment for the transaction is immediately recorded, saving time and effort.

  • Custom Controls
    You have the ability to create Custom field headings which will be automatically reflected in all similar records.

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Inventory Purchases - Data Entry

Vendor Return (PVC)

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This function allows for the return of goods and or the receiving of credit for services supplied by a Vendor. It acts the same as Vendor Purchase, however reduces stock levels as opposed to increasing them.


  • Simplified Returns Process
    A usually complicated process is made simple with clear cut information on returns or refunds.

  • System Efficiency
    The SapphireOne system will have all the information needed to return items quickly and efficiently.

Inventory Purchases - Data Entry

Inwards Goods (PGJ)

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Inwards Goods function allows goods to be received into stock before the final Purchase Vendor Invoice has arrived.


  • Manage Arriving Stock
    Inwards Goods allows you to easily manage arriving stock before you have received the paperwork from the Vendor.

  • Convert to Vendor Purchase
    For all Inwards Goods transactions, the Arrivals function can be used to convert Inward Goods to Vendor Purchases (PVI’s) following receipt of the paperwork.

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Inventory Purchases - Data Entry

Vendor Purchase (PVI)

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Vendor Purchase allows for the entry of stock purchases linked to specific Vendors. The Vendor Purchase data entry screen allows you to create a PVI, which is almost identical to the Client Invoice.


  • Reduced Manual Tasks
    When you create a Vendor Purchase, the payment for the transaction is immediately recorded, saving time by reducing manual admin tasks.

  • Project Organisation
    Whilst it is a Cash Purchase, individual lines can also be automatically linked to specific Project IDs, which can then be reported on at the Job Project level.

Inventory Purchases - Data Entry

Cash Purchase (PMP)

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Cash Purchase function is used for cash purchases of stock from suppliers not set up as a Vendor in your SapphireOne system.


  • Automated Processes
    When you create a Cash Purchase, the payment for the transaction is immediately recorded within SapphireOne.

  • Link to Job Projects
    Whilst it is a Cash Purchase, individual lines can also be automatically linked to specific Project IDs, which can then be reported on at the Job Project level.

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Inventory Purchases - Data Entry

Cash Return

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This allows for the return of goods and of the receiving of credit for services that have not been linked to a Vendor. It acts in the opposite way to a Cash Purchase, reducing the level of stock as opposed to adding them.

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  • Simple Returns Process
    A usually complicated process is made simple with clear cut information on returns or refunds.

  • System Efficiency
    The SapphireOne system will have all the information needed to return items quickly and efficiently.

Inventory Management - Purchases Inquiry

Inquiry functions enables you to search the SapphireOne Database and find a Record Transaction or a particular group of Records Transactions for viewing. The three Inquiry screens are: Transaction Inquiry, Transaction Line Inquiry and Vendor Inquiry.

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Transactions - Purchases Inquiry

Purchases Transaction inquiry is an inquiry screen that contains all the various types of transaction that can be generated in the inventory-purchasing mode, these include requisitions (RVI’s), orders (OVI’s), purchases (PVI’s) and inwards goods (PGJ’s).

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Vendors - Purchase Inquiry

This screen displays a list of the vendors currently in the system. The basic details of each vendor, including ID, name and address, as well as the telephone number and main contact for each vendor. It should be noted that for payroll there are vendors that are in a class of SUPER. These vendors are used for payroll purposes and are not displayed to a user without specific access to payroll.

This Vendor Inquiry is documented in detail in the SapphireOne Accounts Reference Manual. The user should read the section in this manual entitled Client Inquiry first as the Client Inquiry is fully documented. Following later in the manual is a section on a Vendor Inquiry. A Vendor Inquiry is very similar to a Client Inquiry.

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Transaction Lines

Inventory Purchases - Process

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Requisition Purchase Process

The system has a number of processes in inventory management, these allow you to perform tasks such as converting requisitions into orders, arrive orders into invoices and post transactions. Once the posting procedure has been performed you can no longer modify it and the general ledger is updated.

The requisitions process allows you to combine and break multiple requisitions into multiple orders by vendor.

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Inventory Purchases Key Features

Vendor Orders

The vendor order screens have common elements of the account’s as well as projects, invoicing & ordering, vendor ID. In order to effectively process data, the user does not need to remember every Vendor ID. The vendor ID field allows for ID queries. Also, the user has the ability to create new vendor details simply by entering a new vendor ID, on the fly.

Loading of Details

When a vendor ID is entered, corresponding details such as name and address, outstanding balance and credit limit are automatically loaded and displayed in the header section of the invoice. This area also displays the information in the customised fields within the vendor, enabling our customers to view the information specifically important to them.

Cash Purchases

Cash purchases are available for one-off entries, so there is no need for vendor ID details. Details of the vendor can be entered manually if required. All the additional screens are similar to vendor orders.

Tracking Details

Each vendor order contains tracking details such as date in, order number, and rep ID. There are two additional fields called arrival and invoice no. which can be entered once the stock has been received.

Instructions and Text Details

On the more details screen, which can be accessed by a simple click of the mouse, contains an area for any instructions or messages to be entered in regards to the order.

Cash Returns

Return of goods is made easy by the consistency in screen layouts. This screen allows the return of goods or the receiving of credit for services, updating stock levels and gl accounts.

Automated Entry

Double entry is a thing of the past with SapphireOne’s automated entry feature. Vendor details are dynamically imported to all transactions.

Vendor Returns

This allows the return of goods or the receiving of credit for services or goods supplied by a vendor, and updates stock levels and gl accounts.

Vendor purchases

The vendor purchase screen is used for the purchase of goods from a vendor. A vendor order can be converted to a vendor purchase, once goods have arrived with a simple click of a button. This saves the user from re-entering data.