Inventory - Empower Profitable Growth and Inventory Mastery

Inventory Management Overview

Inventory, also known as stock or Stock-Keeping Unit (SKU), encompasses the goods and materials that an organisation holds for the primary purpose of reselling, production, and manufacturing. Effective inventory supply chain management focuses on organising and maintaining inventory across various departments, locations, facilities, and third-party logistics centers (3PL). This includes managing handling, ordering, shipping, and associated costs.

SapphireOne Inventory Management is designed to balance and maintain a business’s physical inventory, assisting with quality management, price forecasting, inventory valuation, replenishment lead times, future inventory pricing, Material Requirements Planning (MRP), handling returns, and managing defective goods. By addressing these aspects, SapphireOne Inventory Management helps maintain optimal inventory levels within the organisation.

SapphireOne’s Inventory mode offers functionality that enables users to store and record all inventory items, stock, goods, equipment, and materials intended for resale by a business or organisation.

SapphireOne classifies inventory according to various stock types, including Non-Diminishing, Normal, Serial, Batch, Item, Activity, Hire, Asset, Voucher and General Ledger. Each control type has its own unique functionality, and several price controls can be maintained, such as average, item, and fixed pricing. SapphireOne categorises inventory into ten different types, as follows:

• Non-Diminishing – Non-diminishing inventory items refer to services that are billed based on the time spent by an individual, such as professional services. In these cases, the time expended does not decrease, and the service is essentially metered. One prime example of a non-diminishing inventory item is a six-minute time block. Another instance can be seen in freight charges, where you may bill your client for shipping costs or receive invoices for freight expenses from your Vendors. In this context, the setup is considered non-diminishing.
• Normal – A Normal inventory item is a basic stock type where you purchase a certain quantity from a vendor, sell a portion of it, and keep the rest in stock. The sold items are recognised as revenue in the Profit & Loss (P&L), while the remaining stock is recorded as a current asset in the balance sheet. For instance, you can manufacture ten Normal Diminishing inventory items, sell five of them, which will appear on the P&L as income. The remaining five items will have a manufacturing cost, also listed in the P&L, and will be presented as an asset valuation on the balance sheet.
• Serial –Serialised inventory is similar to Normal inventory, with the main difference being that each manufactured or purchased item has a unique serial number, such as an iPhone’s serial number. When creating a serialised inventory item, additional defaults are automatically generated for both purchasing and sales. Users will be prompted to select or create unique serial numbers for each item during purchase or manufacturing. When selling serialised inventory, users will be asked to pick the specific serial number or scan it, and the serial numbers will appear on the Sales Client Invoice (SCI). Each serial number is stored for the life of the SapphireOne datafile.
• Batch – Batch inventory is similar to Normal and Serial inventory, but it has a unique Batch ID for a large volume of identical items, such as a batch of yogurt. When creating a batch inventory item, the system generates default values for both purchase and sale. Users can select existing batch numbers or create new ones for each batch-based inventory item. During the selling process, they must specify the particular batch number or scan its barcode, which includes information such as an expiry date or best before date. We keep a record of the batch numbers for the entire lifespan of the SapphireOne data file.
• Item – Item inventory refers to products that are typically sold in bulk or large quantities and are measured by weight or a unique number, such as nails or washers. Due to their large volume, it is impractical to count them individually, and they are usually managed and tracked by weight or quantity. Item-based inventory is commonly used in construction, manufacturing, and similar industries where bulk materials are used.
• Activity – Once an inventory item is set up as an Activity in SapphireOne, it can be allocated to a resource in SapphireOne Job Projects. Multiple resources can be set up, each with an unlimited number of activities. The primary purpose of establishing an Activity is to track activities within the inventory system. When purchasing activities or creating Sales Client Invoices for activities, the information flows to SapphireOne’s Job Projects, providing a complete view of job costs and revenue.
• Hire – Hire Inventory in SapphireOne allows users to designate a specific item as a hire item, which enables the inbuilt hire functionality in the Point of Sale drop-down menu. When an inventory item has a Hire type code, it can work within the hire functionality of SapphireOne. This functionality enables users to track when the hire inventory was invoiced to a client and when the client returns the hired inventory items. The invoicing can occur on a daily, weekly, or other specific time period, and it will accumulate in a similar fashion to Non-Diminishing inventory items. This feature streamlines the hire process, making it easier to manage and track inventory items that are being hired out.
• Asset – Asset inventory allows SapphireOne users to purchase items that become part of the SapphireOne asset register. This feature is specifically designed for the purchasing of company or organisation assets that are held by the company, and facilitates the disposal of those assets by enabling users to complete a Sales Client Invoice for their disposal. By tracking assets within the system, users can easily monitor asset depreciation, maintenance, and other related costs. This functionality helps businesses to efficiently manage their asset portfolio and ensure compliance with accounting standards.
• Voucher –SapphireOne’s Voucher Inventory allows users to create vouchers for clients in Australia. There are two types of vouchers available. The first type is a prepaid voucher, also known as a gift card, which can be purchased and redeemed by the recipient against goods or services. The second type is a reward program or incentive program where vouchers are issued based on points per dollar spent. This type of voucher is commonly used by businesses to incentivise customer loyalty or as part of a promotional campaign. With SapphireOne’s Voucher Inventory, users can easily manage and track the issuance, redemption, and balance of both types of vouchers.
• General Ledger – SapphireOne’s General Ledger inventory feature enables users to directly code purchase or sales transactions to a General Ledger account without the need to create an inventory item. This offers users enhanced flexibility and control over their accounting processes by allowing direct transaction coding to their General Ledger. With SapphireOne, users can choose any General Ledger account and efficiently manage specific expenses, such as office stationery or staff amenities. This is particularly useful when a vendor requires an Order Vendor Invoice for basic supplies or amenities.

SapphireOne’s Inventory Price Book is a versatile tool featuring multiple Rule Types, such as Rate Rule, Quantity Rule, and Discount Rule. These rules can be applied to inventory items using several pricing structures, including Fixed Quantity, Quantity Break, Standard Markup, Standard Margin, Cumulative Markup, Cumulative Margin, Standard Rate, Cumulative Rate, Price Code, and Price Code Cumulative. The Inventory Price Book enables users to create and manage bespoke price lists for their inventory items, allowing them to effortlessly modify prices based on factors such as quantity, markup, and discount. This ensures accurate pricing and enhances profitability.

With SapphireOne’s Price Book, users can generate an unlimited number of unique prices per client, vendor, client class, vendor class, inventory class, job project, job project class, location, tag, and company .

Inventory Inquiry

SapphireOne’s Inventory Inquiry screen functions as a repository for all essential inventory information. It offers users a complete overview of inventory data, encompassing stock levels, product descriptions, and pricing. Moreover, the Inventory Inquiry screen grants seamless access to a range of pages and screens associated with inventory management, including stock adjustments, purchase orders, sales orders, as well as vendor and client details. By utilising the Inventory Inquiry screen, users can rapidly access critical information and manage their inventory with ease.

To obtain full details for the Inventory you can Look by selecting a single inventory or a group and then selecting Look . To Modify an Inventory item you can double click on the Inventory item or you can click on the Inventory once and select the Modify  button or use the keyboard shortcut. Both screens look the same but only by selecting Modify can you amend the data. To create a new Inventory item, click on the New button or use the keyboard shortcut.

• When entering data in other areas of SapphireOne, changes made to inventory details created by the default setting will not become permanent parts of the inventory record. However, any alterations made to inventory details in the Inventory Management Software will be permanent and will appear in any subsequent screens with inventory information.
• If a transaction is created for an inactive inventory item, SapphireOne will automatically reactivate it. By default, inactive inventory items will not be displayed, but users can choose to include them by selecting “Include Inactive” in a query under the Tools menu.

Choosing between a Standard Inquiry and a Custom Inquiry Screen

Inventory Inquiry Details Page

The Inventory Inquiry screen in SapphireOne presents the Details page as the initial view when Looking or Modifying an inventory item. However, users can easily navigate to other pages by accessing the Page drop-down menu on the (default) left-hand side of the SapphireOne Toolbar.

In addition, the Inventory Inquiry list screen displays a list of current active inventory items, making it easy to select individual records for additional viewing and modification. Users can select a single record or a group of records and either Look to view or Modify to edit. This feature is commonly referred to as a Base Inventory Inquiry.

Inventory Area

The Inventory area in SapphireOne allows users to create and manage inventory items by entering an Inventory ID, name, class, project settings, type, and other optional details such as department, URL, and General Ledger department. The active checkbox enables or disables an inventory item.

• ID – The Inventory ID is the very first item to be created in the Inventory Details screen. SapphireOne recommends establishing a criteria before entering any ID’s, as once saved these ID’s may not be deleted and so re-used. We recommend using your vendor ID as your Inventory ID), i.e. Apple iPhone ID can be entered as an Inventory ID NQA92ZP/A (Identify your iPhone model). Once the ID has been created it will become the default Inventory ID for the Inventory Item. Under normal circumstances the Inventory ID will not be changed or modified, however it can be amended by going to Utilities > Utilities > Sapphire Tools > Change ID. Only an authorised user can modify an Inventory ID. Sapphire One’s Inventory ID currently supports 80 alphanumeric characters.
• Name – The name of the Inventory item will be entered here. The Inventory Name can be modified at any time.
• Class – All inventory items may be assigned to an Inventory Class this enables additional Sorting, Searching, Reporting and Pricing for inventory items in the assigned Inventory class. For example, you can organise your Inventory Items into different classes such as iPhone, Desktop, and iPad to distinguish and group them. Inventory Classes must be set up first and the Inventory item assigned to an existing Class. Inventory Classes may be created by using an Inventory Class Inquiry. SapphireOne Inventory class supports up to six alphanumeric characters.
• Job Project Settings – This drop-down menu allows you to select from Expense, Stock, Disbursement, Time, Direct, Other, Income and Non Tracking. This is to categorise the Inventory item in regards to a Job Project. SapphireOne Job Project ID supports up to 12 alphanumeric characters.
• Type – The Type drop-down menu provides a range of options to select from, such as Non-Diminishing, Normal, Serial, Batch, Item, Activity, Hire, Asset, Voucher, and General Ledger. These options determine the specific functionality associated with each Inventory item. By default, SapphireOne assigns the Type of inventory item based on a setting in Master Defaults. To change this setting, navigate to Utilities > Controls > Master Defaults > Inventory Page. The default setting in Master Defaults is Normal, but users can modify it to any inventory type available in the Type drop-down menu.
  • If you select the Serial or Batch option in the Type drop-down, SapphireOne will automatically activate tracking for either Serial or Batch numbers. When an item is designated as Serial or Batch, a dialog box will appear during purchase or sale transactions, prompting users to enter Serial or Batch numbers.
  • On the other hand, if you choose the Activity or Hire option, SapphireOne will display additional data entry fields related to the item. It is essential to complete these fields accurately to ensure the proper processing of these Inventory items throughout SapphireOne.
• Discontinued, On Hold, Web and Indent Checkboxes – These allow you to flag the Inventory item for various states.
  • Discontinued Checkbox – When selected, the Discontinued checkbox enables the Inventory item to continue functioning as normal, but prevents re-purchasing of the item. This ensures that you do not inadvertently repurchase stock that you no longer wish to retain in your inventory list. In addition, the Discontinued checkbox also provides a notification that the item has been discontinued. This allows users to manage inventory more effectively and make informed decisions about future purchases.
  • Hold Checkbox – When an item is marked as ‘On Hold,’ it prevents the sale of that particular item. The user may also provide a reason for putting the item on hold, which can be displayed in the system. For instance, an on-hold inventory item can be an Apple reseller with a new product that has been embargoed until the release date. In this case, they would mark the item as ‘On Hold’ until the release date arrives, at which point they can remove the hold and commence sales. This feature ensures that inventory management is precise and efficient, preventing sales of items that are temporarily unavailable or embargoed.
  • Web Checkbox – Tells SapphireOne to display this inventory item in the Web Store when it is used. Only inventory items that will be displayed in the SapphireOne Web Store will be those items that have the checkbox selected.
  • Indent Checkbox – Tells SapphireOne to mark the item as indent.
• Job Project – The Inventory item may be linked to a Job Project if a Job Project ID is entered into the data entry field. Job Projects are set up in the Job Project Inquiry screen. This is an optional field.
• Department – The entry of a department is optional depending on a number of factors. One factor would be if reports are to be generated at the department level. This is an optional field.
• Rep – The user has the option to input a Rep ID as necessary. A Rep ID serves various functions, including commission payments. Therefore, it holds significance to ensure accurate entry of the correct Rep ID. This ensures precise tracking and processing, particularly when it comes to commission-related matters.
  • For additional documentation on representatives and commissions please read the article entitled Sales Rep and Carrier
• URL – You can associate the Inventory item with a URL. The URL itself will be recorded as an active hyperlink.
• 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. 
• Department – You may link the Inventory item to a General Ledger department.
• Active Check Box – The active checkbox is responsible for enabling and disabling an Inventory Item. The active checkbox will default to true when a new Inventory item is created. Un-checking this will mark this item as inactive, provided the stock level is zero.

Inventory Types within SapphireOne

Non-Diminishing	This type (also referred to as Never-Diminishing) is selected when the tracking of stock levels is not required. Instead, SapphireOne will display the actual units sold for that item. For example these may consist of Services, Freight, or other Non-Stocked Items.
Normal	For all inventory items where the normal tracking of stock levels is required. This is the SapphireOne default when a new item is being created. The default setting in Master defaults is Normal but this may be altered to any item in the drop-down.
Serial	Tracking of stock levels as for normal inventory items but serial functions are turned on in the inventory details. Each and every inventory item must have individual serial numbers when purchased and sold. This is enforced by SapphireOne.
Batch	Tracking of stock levels as for normal inventory items but batch functions are turned on in the inventory details. This allows batches of the same inventory item to be assigned a serial number which then becomes a batch number. These items are also tracked by SapphireOne when they are purchased and sold as batches and this is enforced by SapphireOne. The stock levels in each batch are tracked individually.
Item	Normally used to distinguish an item that is tallied using weights of measure. For example 1kg of nails.
Activity	This Inventory item can be linked to a Timesheet or a Resource and is classified as non-diminishing. It is typically used for professional services, labor, equipment or any time allocation for individuals, and other similar activities. This Inventory type allows users to accurately track time-based costs. In the Description area, two additional data entry fields are displayed. It is essential to complete these fields accurately for SapphireOne to process Activity items correctly. These fields are the Unit of Hire, which denotes the unit of measure for the Inventory item, and the Allowance or Rate, which specifies the hourly rate or allowance for the activity or equipment. Using this Inventory type, users can effectively manage time-based costs and optimise resource allocation in their organisation.
Hire	The type Hire is selected when the organisation has products that they hire to their clients. Hire Items may only be used through the POS Hire feature. It will not be displayed in any of the Sales or Purchases lists.  A further change is in the Prices area where a data entry field Bond will be displayed as occasionally hire items require the payment of a Bond, or Deposit of some type. Since this is not required for all Hired items SapphireOne does not enforce the entry of a value here.
Asset	Is used when the inventory item is purchased with the intent or desire of use as a fixed asset for purchase and sale.
Voucher	The item is tracked as a voucher. Each voucher is individually tracked and can be sold and redeemed at a later date.
General Ledger	Is used when the inventory item is purchased with the intent or desire of use as a General Ledger account.

Grouping Area in Inventory

Inventory items in SapphireOne can be tagged with up to six tags for additional searching and classification purposes. These tag headings can be customised by the user under Utilities > Controls > Master Defaults > Inventory Page. To add a description to the tag, simply type it in the field and press Tab to add it to the standard description list. These tags appear as the last three columns on the right-hand side of the list in a standard inventory inquiry, and can be used for filtering when using the Web Pack to display inventory items.

The drop-down menus can be updated by entering an item not on the list, and SapphireOne will prompt the user to add it to the list. Items can be removed by selecting them with command/control and confirming the removal prompt.

In addition to the six data entry fields for tags, there are three additional fields for season, area, and indent, which are used when a customer order is selected from a browser using the Sapphire Web Pack. These fields are linked to the SapphireOne web area in Master Defaults on the Inventory and can be used for pre-ordering inventory items. For example, if customers use the Pre-Order function in the Sapphire Web Pack to enter anticipated future orders for inventory items, sales staff can see the quantity and timing of stock purchases needed to fulfill those orders.

When the Customer Order function is selected, the user will see a dialog asking for the selection of Current Stock (Normal) or Pre-Order. If the required Master Default has not been set up, a dialog will appear to prompt the user. Once the Pre-Order for a specific season has been selected, the Inventory List in the Sapphire Web Pack will display only those items with that season entered in the Season data entry field. All other items will be filtered out.

Description Area in Inventory

SapphireOne’s inventory management includes features for units of measurement, pallets, weight, and product dimensions to aid in shipping and calculations, including useful packaging and freighting information. The options are as follows:

• Primary Units – This term refers to the unit of measurement used to describe an item, such as Each, Set, Box, Pack, or Carton. The primary unit should accurately represent the item in question.
• Secondary Units – This term is used to indicate the number of items within the primary unit. For example, if an item is sold individually, the primary unit would be “Each,” and the secondary units would be set to 1. If a carton contains 12 items, the primary unit would be “Carton,” and the secondary units would be set to 12. When invoicing these packs, users would input a quantity (e.g., 60). SapphireOne then divides the quantity by the secondary units (12) and enters the result (5) into the secondary units data entry field in the transaction. This information guides those responsible for picking and packing the order, indicating that five cartons are needed to fulfil the order.
• Pallet – This field allows you to enter the number of inventory items shipped on a pallet. When creating a sales or purchase order, SapphireOne displays the number of pallets needed for this inventory item. If shipping is charged per pallet, adjustments to the order quantity may be necessary based on the number of pallets required.
• Weight – SapphireOne displays the total weight of items in a purchase or sale on a per-line basis and the overall order weight at the bottom of any inventory data entry screen. This information is useful for calculating shipping weights, which can impact shipping fees.
• Inner Height, Width, and Depth – These dimensions represent the product size without packaging, useful for determining packaging requirements.
• Outer Height, Width, and Depth – These dimensions include product packaging and are useful for calculating shipping costs based on volume. This information is relevant when shipping fees are determined by volume rather than weight.

Standard Prices Area in Inventory

The Standard Prices section in SapphireOne enables users to enter pricing details for their inventory items. Standard pricing options range from A through to H and Ex, which is tax-exempt. The user can manually enter any of these prices but should be aware that doing so will overwrite pricing in all locations. To include tax in displayed prices, the user can select the ‘Include Tax’ checkbox.

The margin type dropdown allows users to select a number from 1 to 10, which tells SapphireOne what line to read from the Price Margins area found in Utilities > Controls > Master Defaults > Inventory 2 Page. When the Update Prices by Margins tool is used and set at 1, it will read the first line.

Bulk updating of pricing can be done through an Inventory Location Inquiry, where two functions in the Tools menu allow for importing or creating prices. If pricing based on a markup or margin is required, the user will have to do this on a location-by-location basis. Since alterations to prices made in a Base Inventory Inquiry will rewrite prices in all locations, users are advised to exercise caution.

Selling price restrictions can be set up under Utilities > Controls Master Defaults > Inventory Page. These restrictions control the prices at which inventory items can be sold, for example, setting a floor price or prohibiting sales below the average or last cost. The Selling Price Restrictions now also check the Price Book for discounts before allowing a sale. If a price book entry discounts the sale to below the minimum selling price, the sale may be stopped.

FX Prices Area

The FX Prices section displays foreign currency prices for the Inventory item, showing the buy and sell prices in those currencies. The update button can be used to manually update the latest FX prices for this item. This section will only be visible if Foreign Currency has been activated in SapphireOne.

Stock Levels Area

This area displays the stock levels for this particular Inventory item. It illustrates the status and settings for the current stock for all locations (Inventory Location Inquiry for each Location).

• Minimum Stock – This is the minimum threshold of stock at all times.
• Maximum Stock – This is the maximum threshold of stock at all times.
• Current – The present quantity of stock. All posted transactions.
• Unposted – The present quantity of stock including un-posted.
• Carton Quantity – The number of items in a carton. If the inventory item is Purchased or Sold by the Carton, enter in the number of Inventory Items in a Carton. Then when a transaction is raised SapphireOne will display the number of Cartons in the transaction. This will help prevent the Purchasing or Selling of split Cartons.
• Carton Volume – This is the cubic volume of the carton.
• Back-Order (OCI) – The total number of Inventory lines in all Order Client Invoices (OCI).
• Orders (OVI) – The total number of Inventory lines in all Order Vendor Invoices (OVI).
• FOQ – Fixed Order Quantity this is the number that the Inventory item has to be ordered in multiples of.
• Indent Date – This is the indent date.
• Vendor Stock – You may obtain an automated feed for the vendor stock levels.
• Allocated – Stock that has been ordered and assigned to a client’s order.

Inventory Inquiry More Details Page

This Page displays additional internal data controlling the Inventory item. It also displays the creation modification and last up-date details.

Costs Area in Inventory

Typically, when costs are manually updated in a Base Inventory Inquiry, it’s important for the user to be aware that the updated costs will immediately be applied to all locations for the Inventory item.

However, it’s crucial to note that if these costs are updated using Gateway III, they will not automatically propagate to any of the locations for the inventory item.

This area displays various costing types, stocktake information, invoice header item, and vendors for the inventory item.

• Costing Type – The four costing types available are as follows:
  • Average – Average costing will apply the cost divided by the stock available (Note this is the SapphireOne default).
  • Standard – Allows a Standard Price to be applied to an item. This requires that a general ledger account be set up to hold any variances.
  • Item – Allows the cost of the original order to be applied to the item.
  • Fixed – This option changes the way SapphireOne manages Last Cost within SapphireOne. If the Inventory Costing Type is set as Fixed an additional field will be displayed as documented later in this article.
• Stocktake – The last date this item was included in a stocktake.
• Current – The calculated cost based off the Costing Type.
• Average – The average of the paid costs. When a new Inventory Item is created, SapphireOne will use Average as the Costing Type.
• Last – The cost of the last purchase. If you modify the Last cost a reason is requested and logged.
• Floor Price – Allows you to set and use a minimum cost that is slightly higher than your actual cost. This is Set up from Utilities > Controls > Master Defaults > Inventory.
• Invoice Header Item – On printing an invoice only the name is printed not the ID. When the  Invoice header item checkbox is selected SapphireOne will forcibly default the  Inventory Item Type on the first page to Non-Diminishing as it will assume that this Inventory item is to be only used as a header and stock level tracking will not be required. Any standard reports will then only print the Inventory description for the item and will not print any Quantities or ID’s for the Inventory items with the checkbox selected. This inventory item will then be used as a header in invoices for the insertion of additional details. Note that Quick Reports and specifically created Custom Reports will not be affected by the selection of this checkbox.
• Use Zero rate on PO – Your purchase Orders always default to zero for this inventory item, forcing the user to do manual data entry.
• Log – Every change to the last cost generates a log entry, This area is not editable by the user and and documents the reason to change last cost.

Tracking Area

The Tracking Area displays essential information about each inventory item, including its creation date, last update time, and the person responsible for the most recent modification.

Importer Area

The Importer Area streamlines the import and export aspects of your business. It contains your Tariff ID information and an option to add any duties configured in the Manager function. To use this feature, ensure that all items being imported or exported are set up as Normal items, including Non-Diminishing Tariff items. The Tariff Manager function must be configured before using this feature.

Tax Details Area

This section manages the tax applicable to each inventory item, which depends on your organisation’s country of operation. The tax code specified in the Client or Vendor record will take precedence over this setting at the transaction entry point.

User-Defined Fields Area

The User-Defined Fields Area provides four customisable fields, allowing users to assign unique names to each field. To set up these fields, navigate to Utilities > Controls > Master Defaults.

Custom Page in Inventory

Custom Page Overview

SapphireOne’s Custom page features text fields designed for versatile, user-defined purposes. Each field is assigned a variable by SapphireOne, which is displayed as the default field heading label. Users can take note of the desired field or heading variable for customisation and modify it by navigating to Utilities > Controls > Change Names. Detailed instructions on this process will be provided below.

The Custom page is organised into the following sections:

• Alpha – Allows letters and numbers, but cannot be used for arithmetic functions
• Real – Allows numbers only, and can be used for arithmetic functions
• Date / Time – Date fields store date values and can be used for date functions, while Time fields store time values and can be used for time functions
• No Heading Defined – Features eight alphanumeric fields that cannot be used for arithmetic functions
• Text – Accepts letters, numbers, and special characters, but cannot be used for arithmetic functions

The data entry fields in these Custom Pages can also be employed in Sapphire Custom Reports, Quick Reports, Custom Inquiries, 4D View Pro, and 4D Write Pro Reports, just like any other data entry fields within SapphireOne.

The example Custom Page below is from an Asset Inquiry; however, the process for customising this page remains the same, irrespective of the function in which the Custom Page is located.

Default Variable Values

In the default variable values defined by SapphireOne, the first number signifies the position of the field within the group, while the second number denotes the maximum number of characters for the data entry field.

For instance, ASAlpha_1_20 indicates that it is the first data entry field in the group and can hold up to 20 characters. Similarly, ASAlpha_8_80 shows that it is the eighth data entry field in the group, with a capacity for a maximum of 80 characters.

Analysis Page in Inventory

The Sales Analysis page records the total of the movements for this line item for the month and total to date. The Sales Analysis area records the movement for each period showing a basic analysis of the sales performance for the Inventory item. This is shown as Month To Date (MTD) and also Total To Date (TTD).

The total number of un-posted units is also included. A Period Analysis is not available here in an Inventory Inquiry as it is done on a location by location basis. If you require a Period Analysis, perform an Inventory Locations Inquiry, select the item and the location to View or Modify and select this Analysis screen from the Page menu. 

Controls Page in Inventory

Controls Area

• On Cost Factor – Allows you to manually enter an On Cost Factor which works with the Order Vendor Invoice. An On Cost Factor of 1.1 will increase your cost by 10%, an On Cost Factor of 0.5 will reduce your cost by 50%.
• Wet % – If you produce or import wine into Australia, or sell it by wholesale, you will have to account for Wine Equalisation Tax (WET). For more guidance please visit Setting Up Wine Equalisation Tax.
• Freight% – Freight calculated as a percentage of price per unit. Will override ‘Freight’ value.
• Freight – Cost of freight per unit. ‘Freight %’ will override.
• Decimal Places – Entry of a number in these two data entry points tells SapphireOne how many numbers to display after a decimal point. For quantity, it is a simple fraction of a unit. For Price normally 2 places down to a cent but SapphireOne will allow more if required. For example, as a commodities Trader, you may wish to use 9 decimal places which will display a price as 00.123456789.
• No Discount Checkbox – When selected will prevent any discounts being used with this inventory item.
• No Print Checkbox – When selected the item will prevent the line detail for the Inventory item from printing. This is used when you are presenting an Invoice for services.
• Random Qty Product – adds additional functionality to delivery run
• Random Weight Product – allows you to make up weights from similar products ie fish or meat.
• Random Pallet Product – Your qty is calculated from your pallet multiplied by pallet quantity.

Accounts Area

The General Ledger Accounts show the default GL account links that are updated when the Inventory transactions are posted. These four accounts include Sales, Cost of Goods, Assets and Variance. You will be required to enter your General Ledger accounts for each of the four.

Project Area

When the Project Breakdown button is selected the screen below is displayed. 

If you require an Inventory item to be allocated to a project, or across a number of projects, this distribution may be pre-set in the Inventory item itself. This will then automate the creation of a line in the transaction for each project as set in the Inventory items Project Breakdown function. 

To enter a project that is to receive a quantity as a percentage, select the Project Breakdown button, select the project and then a percentage. Remember that for all of the projects that are entered they must add up to 100%. You must then select the button and then also the on the main tool bar to save the changes in the Project Breakdown pop up in the selected Inventory item. 

In the example below when a quantity of 10 is entered into a Client Invoice, SapphireOne Inventory Management Software will again display a very similar pop up to the pop up as seen above, allowing the user to accept what is calculated by SapphireOne by selecting the button immediately, or to modify the quantities and then select the button. 

It will then split the quantity as specified in the Project Breakdown function in the item itself and create a line in the transaction for each project as entered in the Items project breakdown area as seen above using the percentages to set the quantities. 

The user still has the opportunity to change these lines as normal in any transaction. 

Message Area

The user can input a message here for a Client, Vendor, and/or Picking. The messages for Clients and Vendors will be visible in your Client and Vendor transactions respectively. The message for Picking will be displayed as an alert in Web Pack when an inventory item is added by a user.

Full Description Area

This allows the creation of a long description for the Inventory item. You may also choose to have this description appear on Invoices and other documentation. The description area is infinite and allows for as much text as required.

Formula Pricing Area

This allows a calculation to be linked with an inventory item. For example, when you purchase an item in a box of 100 but sell the item as 100 individual items. You are provided with the ability to Add, Subtract, Multiply and Divide. 

Transaction Line Page

This Page by default initially lists all the transactions for the selected Inventory item for the current period only. Double clicking on a line item will tell SapphireOne Inventory Management Software to display the historical record for the selected transaction line.

• Open In Inquiry – This button will open a standard transaction inquiry screen.
• Quick Report – This will display a dialog box enabling the user to create quick reports that may be saved for future use.
• Invoice Detail – This button will display the original invoice that the highlighted transaction originates from. All lines within the transaction are also displayed. 
• Recent History Checkbox – Selecting the Recent History checkbox will load all transactions for the selected Inventory item for the current year. 
• Complete History Checkbox – Selecting the Complete History checkbox will load all transactions for the selected Inventory item as a complete history.

Keywords & Notes Page

Keywords & Notes Overview

The Keywords and Notes page is a standard feature found on all inquiry pages in SapphireOne, providing a central location to add and manage keywords and notes for each record.

Keywords Area

The Keywords and Notes page is consistent across all inquiry pages in SapphireOne. Users can add customisable keywords to the list and reuse them. Additionally, keywords can be added that apply specifically to the current record. To remove keywords from the list, users can hold down the Command key on a Mac or the Ctrl key on Windows.

Notes Area

The notes area serves as a diary, allowing users to enter notes and include a date and time stamp by clicking on the green clock button. Users can also customise the font, style, colour, and background colour of the text in the Notes area by highlighting it and right-clicking.

Build Lines Page

The Build Lines Page is used to create a Bill of Materials (BOM) for Inventory.

Bill of Materials (BOM) Overview

When building any new Bill of Materials item from your Inventory, you must use a Base Inventory Inquiry to create the Inventory item that you want to build. The inventory items that are listed on the screen will make up the Bill of Materials.

A Bill of Materials Inventory can be made up of the various SapphireOne Inventory types – being normal, non-diminishing, serial, batch, item or activity, etc. For example, a Bill of Materials for a bicycle would consist of the real Inventory items used for its assembly (such as the frame, wheels, pedals) and labour. The bicycle itself would be the complete Bill of Materials.

Once you have the required Inventory entered using the button, you may then green tick to complete the Bill of Materials. This enables the Inventory to be compiled and shows the Inventory which forms the completed Bill of Materials. 

Costing is obtained from each of the lines in the build and not from the Bill of Materials itself. While Inventory Items are selected for this Bill of Materials here, there is normally no change in Inventory stock levels until the Bill of Materials is completed and posted. There is an exception to this rule, which is when the user elects to select the Manufacture Only button, as described in more detail below. 

Build Lines Area

The Build Lines area is used to select the Inventory components that make up the Bill of Materials. 

• Makeup Quantity – Refers to the number of items produced at a minimum by the build.
• Manufacture Lead Time – Refers to the time it will take to produce the complete makeup quantity.
• Cost Per Unit (Average Cost) – Refers to the average cost of each unit i.e. the makeup quantity.
• Cost Per Unit (Last Cost) – Refers to the cost of each unit when it was last built.
• Price Per Unit (Standard Price) – Refers to the price of each unit.
• Manufacture From Invoices – Permits the user to build the inventory at the time of creating the Sales Invoice. Please see below for further information.
• Manufacture Only – Selecting this button will limit the user to only build inventory through the Build Journal function in Inventory > Inventory > Build Journal. Please see below for further information.
• Manufacture from Invoices (KIT) – Permits the user to build and modify the build at the time of creating the Sales Invoice. Please see below for further information.
• Copy Line Items to Invoice – Will copy build lines as individual inventory items onto the finished Client Invoice. Please see below for further information.

Manufacture From Invoices

SapphireOne Inventory Management Software will require zero Inventory to manufacture from invoices. Inventory quantities for your Build Lines will only be adjusted when the invoice is saved as SapphireOne will create a posted BGJ at this point. 

Manufacture from Invoices permits you to build the inventory at the time of creating the Sales Invoice. The Bill of Materials that go to make up the build are selected automatically by SapphireOne based on the inventory items as entered into the Build Lines Page. SapphireOne will also check that there are sufficient quantities of all inventory items required. On saving the Client Invoice transaction, a BGJ transaction will be created which will automatically be posted by SapphireOne. 

Should you modify the Client Invoice, increasing or decreasing the quantity sold, SapphireOne will automatically reverse the BGJ and re-do the BGJ reflecting the correct cost component. If you modify the build at the time of invoicing a ‘/k’ will be appended at the end of the Inventory ID e.g. KITPACK/K.

When selecting Manufacture from Invoices, you will be presented with the following additional options:

• Use Component – Selecting this option will list the components used to make up the build on the Invoice and Bill of Materials BOM.
• Enter Serial on Sale – Any serial numbers associated with the components can be entered at the time of sale.
• Use Master Price Formula – You can use formula pricing to set the price of the inventory item or build in the invoice.
• None of the Above – You can deselect Use Component, Enter Serial on Sale or Use Master Price Formula if these are not desired/required.

Manufacture Only

SapphireOne Inventory Management, must have stock created by using the Build Entry function. At this time a BGJ will be created and inventory stock levels will be adjusted as well. The user needs to enter a quantity for the Bill of Materials BOM as for a normal inventory item. The user will only see the Master Inventory ID and not any of the Inventory lines that go to make up the master. Since the user will only see the Bill of Materials BOM ID no alterations are possible.

When selecting Manufacture Only, you will be presented with the following additional options:

• Use Component – Selecting this option will list the components used to make up the build on the Invoice and Bill of Materials BOM.
• Enter Serial on Build – Any serial numbers associated with the components can be entered at the time of build.
• Use Master Price Formula – You can use formula pricing to set the price of the inventory item or build in the invoice.
• None of the Above – You can deselect Use Component, Enter Serial on Build or Use Master Price Formula if these are not desired/required.

Copy Line Items to Invoice

Copy Lines to Invoice will copy build lines as individual inventory items onto the finished Client Invoice. When selecting Copy Line Items to Invoice, you will be presented with the following additional options:

• Price Set from Master – The price of the Master item is pulled directly from the Inventory item.
• Print Lines – All the component lines copied will be marked to print as part of the invoice. By default, the lines will not be printed unless this option is selected.
• Show Price on Lines – The price of components are shown on the invoice.
• Don’t Show Master – Only the component lines are shown on the invoice.
• Use Master Price Formula – You can use formula pricing to set the price of the inventory item or build in the invoice.
• None of the Above – You can deselect Use Component, Enter Serial on Build or Use Master Price Formula if these are not desired/required.

With the exception of Manufacture from Invoices, any attempt to sell a Bill of Materials that has zero stock is not permitted. If this advice is not adhered to SapphireOne will display available stock in the negative. 

Adding a Line Item

When you select the button to add a new line item the below dialog box is presented. You have to fill in the Inventory ID and the quantity to be added to this build. 

To delete a line item, highlight the line and select the Delete button.

Modifying a Line Item

Double clicking on a line item will present the above dialog with fields for the Inventory ID, Quantity, the 2nd Unit, Weight and Notes to be adjusted.

Any modifications to the Inventory Bill of Materials will be reflected in all locations.

• If an Inventory item is waiting to be built and the item is allocated to a sale, SapphireOne will ask if the Inventory is to be built now or later. 
• If Non-Diminishing items are used, the cost that has been filled in will be used when the item is being built. This will take the items from the Cost of Sales account and move them into the specified Assets account. 
• The Fixed button becomes available by modifying an item within a Bill of Materials. Selecting the the Fixed button allows you to set a fixed quantity to be used regardless of how many units are to be sold. If it’s not fixed the quantity will automatically split over.
• When transferring Bill of Materials between locations, the individual Bill of Materials inventory quantities will be adjusted in both locations as normal. However, the Inventory quantities for the individual components that go to make up the Bill of Materials will also be transferred. They will be reduced in the from location and increased in the to location.
• Any sales of these individual components in the to location will then be allowed and tracked. However the Inventory quantities of the Bill of Materials will be adjusted downwards accordingly.

When selling a Bill of Materials, if a Bill of Materials has any negative inventory SapphireOne will flag an error on the relevant Build Journal within the transaction.

MRP Page

Material Requirements Planning (MRP) is a strategic method for managing supply, specifically designed to help organisations, particularly those in manufacturing, understand and manage their inventory needs. MRP systems facilitate effective inventory management, production scheduling, and cost-efficient, timely delivery of finished products by balancing supply and demand. The Sapphire MRP tool can analyse up to four years of historical data and project inventory needs up to 30 periods into the future. The primary aim of MRP is to ensure the right inventory is available at the right place and time. SapphireOne’s MRP achieves this by tracking current inventory levels and past usage, alerting the user when it’s time to reorder based on the lead times listed in the inventory master record.

Example of SapphireOne Material Requirements Planning (MRP)

SapphireOne’s MRP function can generate forecasts either automatically or manually. These forecasts can be influenced by sales orders and purchase orders, or adjusted independently by the user. Let’s consider an example of MRP forecasts for May, June, and July.

• May – Based on the previous 2 years of sales data (Usage History Graph), SapphireOne calculates that the stock requirement for May is 1251 inventory items. With 1699 inventory items already on hand from April and an additional 500 inventory items required for May orders, SapphireOne estimates that approximately 948 inventory items will remain by the end of May.
• June – The forecast for June indicates that inventory levels should be 745 inventory items. Given the 948 inventory items on hand from May, SapphireOne estimates that 203 inventory items will remain at the end of June.
• July – For July, the projected inventory requirement is 1050 inventory items. With only 203 inventory items remaining from June, SapphireOne calculates that an additional 847 inventory items need to be ordered, considering a 21-day lead time. To ensure a minimum inventory level of 100 items, SapphireOne will calculate the Planned Order Release/Planned Order Arrival as 847 + 100 = 947 items.

in conclusion SapphireOne’s MRP is designed to prevent inventory outages and maintain optimal inventory levels. By following these guidelines and utilising the MRP Recalc tool, your organisation can achieve efficient MRP inventory management and meet future demands effectively.

Price Book Page

Price Book allows you to set up a variety of conditions of which various prices are used. This screen allows you to view any Price Book entries that are linked to this Inventory item in all locations. 

Any Price book entries that SapphireOne displays here will affect either the Price or Last Cost depending on the way the Price book entry has been set up. To Create New, Modify or View Price Book entries, please go to: Inventory > Inventory > Price Book Inquiry.

The Price Book checkbox must be selected otherwise Price Book will not activate in Data Entry Screens. 

Price Book must also be established or turned on in two other locations. In SapphireOne, Price Book & Price Book2 defaults must also be turned on in Master Defaults. To do this please go to: Utilities > Controls > Master Default > Inventory.

Specific Pricebook entries are turned on or off in a Pricebook Inquiry by selection of the check box. To do this, please go to: Inventory > Inventory > Price Book Inquiry. 

Addition / Deduction Page

Additions and Deductions allow you to schedule additional lines to Inventory transactions based on the Inventory items already added. For example you may add a levy deduction, and then based off the products contained in the levy deduction SapphireOne will automatically add a line to your transaction for a levy.

MSDS Page

Materials Safety Data Sheet (MSDS) is a document that lists information relating to occupational safety and health for the use of various substances and products. This allows you to record the information relating to a particular inventory.

The user should take note of two things. The Materials Safety Data Sheet page is only displayed in a Base Inventory Inquiry. It is not displayed on an Inventory Locations Inquiry. The name of the Page is MSDS, however all of the data field headings may be altered by the user so this page can be used for the storing of almost any type of data. The basic layout and functionality of this MSDS page is the same as the Custom Page in this drop-down menu in a Base Inventory inquiry. There is however one major exception as described below. 

The user should note that this MSDS Page has Transaction lines, however these may be best described as subpages. When the initial MSDS page is selected, SapphireOne will display a list of transaction lines or subpages as seen below. Once a subpage has been selected each subpage is exactly the same as the Custom Page further up the Base Inventory Inquiries drop-down menu. 

The user may add an additional transaction Line or subpage of MSDS data by selecting the Button. They may remove a subpage by selecting the button. Double clicking on a line will allow the user to modify the selected page of MSDS data. An additional button provides additional functionality to print out details from this MSDS page by allowing easy access to the Quick Report function. This will allow the production of customised reports to be produced as required for any MSDS data.

All of the Data Field Headings may be altered by going to: Utilities > Controls > Change Names .The user will find these Data Field Headings as the very last items in the list of Data Field Heading. Please refer to Custom Page described above for more information.

MSDS Area

• SapphireOne will enter in a system generated unique Sequence number and the Inventory ID. 
• For each subpage, the user must enter in a Name or Title. 
• If there are multiple pages for this MSDS entry the Order in which they are displayed in the list may be entered here. 
• If a tag for each subpage is required, the tag name may be entered. Remember this tag list is user customisable.

Alpha Data Field Area

There are 30 Data entry fields in this area in which the headings may be renamed. They will display on screen over 30 characters, however SapphireOne will accept more than 30. Please refer to Custom Page above for further information on how to change data entry field names.

Real Area

This area has an additional 10 data entry fields which will display onscreen over 10 characters. Please refer to Custom Page above for further information on how to change data entry field names.

Date Area

This area is limited to the data entry of dates in the format as seen above. As the MSDSDate fields are underlined, the pick calendar is available for the convenient entry of a date in these data entry fields. Please refer to Custom Page above for further information on how to change data entry field names.

Reseller Page 

The purpose of the Reseller Page is to establish a list of all clients who have stocked this inventory item previously.

The Reseller Page in SapphireOne Inventory Management will be populated with data if the client is marked as a reseller via a checkbox. This is done in the details page of a Client Inquiry. The reseller page is populated with all Clients that have been marked as a reseller. If a client has multiple addresses the list will display all of these on a line by line basis. Each line will include the City, State and Postcode for each reseller that is listed. The Last column shows the last date that they purchased this stock item.

The Open In Inquiry button will open the selected line in a client inquiry.

This Reseller Page is only available here from a Base Inventory Inquiry.  It is not displayed when an Inventory Location Inquiry is used.

Hire Page

The Hire Page is used to manage Inventory items classified with the type Hire. The List displayed under Hire enables you to keep track of any Inventory currently being hired.

Each line displays sufficient details to identify the item and details of its current hire.

Transaction History Area

This area displays all hire transactions for the selected inventory item. 

The hiring of all inventory items is processed from the Hire function in the POS drop-down menu in Inventory mode.

How to add hire items to Inventory

1. Purchase the Hire item as a normal inventory item. You will have a purchase price and a selling price set up as you will probably be selling these items as well. 
2. For each item to be hired, create a second inventory item with its type set as hire. 
3. Next do a transfer journal (Inventory > Inventory > Transfer Journal) from the normal inventory item to its counterpart set as hire. 
4. The price in the hire item now becomes its hire price. Alter the hire pricing in the hire item to reflect its hiring price. 

Table Matrix Page

This Page shows you the matrix associated with a particular Inventory item, also sometimes referred to as Size Colour Style. This is used when there are variations of that inventory item (like the size or colour of a shoe).

When a new matrix item is created, it will not have the activate table checkbox selected. The user will not be able to do any data entry unless that check box is ticked. Once checked, SapphireOne will display the buttons enabling the user to create or modify an existing table.

Unless the Inventory Type on the first page is set as Non-diminishing SapphireOne will not display the checkbox. If you have your new inventory item set as normal, you may still return immediately to the Details Page, change it to non-diminishing, save the item and then proceed to create the table on the Table Matrix Page.

Using Table Setup will open the Table Setup screen as shown below.

Table Setup

Selecting the Table Setup button will open the Table Setup screen. This screen comprises of four example tables. The tables to the left show the Rows and Columns which can be selected to display in your table matrix shown on the right two tables. Lines can be selected and moved from the left and right tables using the ‘>’ and ‘<‘ buttons. Alternatively, buttons ‘>>’ and ‘<<‘ will move everything to its respective table. The tag button allows you to insert a tag to associate with that row/column. The Load Grouping button allows you to share similar table matrices across inventory items. Clicking Ok will open the Inventory Table Creation.

Inventory Table Creation

The dialog above allows you to view the table you have created. The Process button will build the matrix creating the inventory items as defined. The user may now enter in a quantity at each point where the names intersect and tab forward to the next one. Once all is complete select the Process button again and SapphireOne will create a transaction with all lines that do not have a value of zero. 

Automatic Naming Convention

After selecting Process button, Items generated through the Matrix feature in SapphireOne will adhere to a predefined naming structure, which is composed as follows: Table_ID–Row–Column. These items will be seamlessly associated with the corresponding table.

Should there be existing inventory items that share the same Table_ID in their identification, SapphireOne will automatically incorporate them into the table.

Example Matrix

SapphireOne displays the ID’s and the Names in the matrix as seen above. Stock levels are listed where the row and column of the matrix intersect. For the matrix above the Colours in the rows are the same for both the ID and the Name. The sizes for the columns however have a different ID and Name. 

This is to demonstrate what happens when the ID and Name are the same for the Colours and Different for the Sizes. The user has the opportunity to have the ID different to the name, however for the sake of simplicity ID’s and Names being the same is the best way to proceed. 

These Table Items must be set up in a base Inventory Inquiry. While the Inventory Master Table item must be set by the user as a Non-diminishing inventory type. When SapphireOne creates the actual Table Items it will automatically set the inventory Type as Normal.

Serial / Batch Page

The Serial/Batch Page in allows you to keep track of the serial numbers associated with a serial numbered item or batch numbers associated with a batch numbered item. These are set by setting the type of Inventory item on the details page.

The lines listed are across all locations in Inventory. These Inventory Items all have a Type of either Batch or Serial. By default, when this Page is accessed it only lists items with a status of Available. When the All button is selected, SapphireOne displays all Serial-Batch numbers in the list.

The status of a Serial/Batch item can be listed as Available, Completed and Removed. The numbers across the footer of the screen give totals which can be used as a control for checking Serial items. 

Inventory Locations Page

This screen is a simplified display of Inventory items split according to their location. 

From here you can see an overall picture of what inventory items you have, where they are located and their current status. The viewing of location data is restricted to the company that the user is logged into. 

The Average Cost of each Inventory item for each location is displayed and may be the same or different for each location. The Standard Price is displayed for each Inventory item and this may also be the same or different for each location. If there are 10 locations and there is an ID for all 10 locations the list here will have 10 lines. 

When you create a new Inventory Item it will appear in the Default Location selected in Master defaults:  Utilities > Controls > Master Defaults > Inventory. It will NOT appear in any other location listings until you do a stock Transfer Entry, or create a Purchase Order for that particular location. 

Clients Page

Vendors Page

Action Page

Action Page Overview

The Action Page is a versatile tool that can be added to major records and transaction tables. It includes various actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps, as well as All Day Notifications. This provides users with a centralised location to manage and organise their tasks, meetings, and notes, improving efficiency and productivity.

The Action Page allows users to use the add or delete buttons to add or delete actions as required. Simply select the relevant button to add or delete an action.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes a sequence number, title, type, action, user, privacy settings, status, tag, and link fields.

• Sequence – SapphireOne automatically generates a unique sequence number for each action.
• Title – Enter a title for the action.
• Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
• Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
• User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
• Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
• Status – The user has three options: Open, Hold, and Completed.
  • Open – Action is open and active.
  • Hold – Action is active, but no alarms will be active.
  • Completed – Action is now Inactive and won’t be displayed in any list of actions.
• Tag – Users may attach a tag to an action, which will create a permanent tag within the drop-down. To add a new tag, type the name of the new tag into the tag box and press the tab key. Select “Yes” from the pop-up window to confirm. To remove a tag from the list, click on the tag name while holding down the Command (MacOS) or Control (Windows) key. Select “Yes” from the pop-up window to confirm the deletion.
• Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.

Check List Area

SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.

Dates and Times Area

• Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
• Completed – Entering a completion date for an action deactivates it, and it will no longer appear in action lists.

Alarm Area

Never forget a task again – set up alarms to send reminders via email at specific dates and times. Users can also receive email notifications with the provided email address.

Recurring Area

If necessary, the alarm can be set to recur at intervals selected from the Type drop-down menu. Additionally, the recurring period can be defined by date.

Notes Area

Click the green clock button to add time and date stamps to your notes. You can also customise the font, style, color, and background color of the text in the Notes area by highlighting it and right-clicking.

Invite Attendees Area

In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them an email notification if their email addresses are provided. Additionally, you can manage and track attendees’ RSVP status in real-time.

Documents Page

Documents Page Overview

The Documents Page centralises document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents Area

The Documents Page simplifies file management by allowing various document types to be attached via drag and drop, including PDFs, spreadsheets, photos, and more. It provides a centralised location for document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents can only be attached once the corresponding record has an assigned ID.

Documents List Screen Options

There are eight buttons on the Document List screen, as follows:

1. Open – Allows viewing of the currently selected document.
2. Update – Prompts the user to import a new version of the selected document while maintaining links to any associated transactions.
3. Scan – Accesses a scanner for scanning documents directly into the data file and linking them to the current transaction (requires a compatible scanner with software).
4. Save – Saves the currently selected document.
5. Link Document: Enables linking of the selected document to other transactions in the data file, presenting a popup for user selection.
6. Link Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
7. Link Existing Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
8. Delete – Deletes the currently selected transaction or record.
9. Add – Displays a search function for selecting a document from the local computer or device.

Details Area

The Details area allows users to add a custom name, description, and tags to each document, enabling easy search and location of specific documents. These details can be customised to meet the specific needs of the user or organisation, further improving the efficiency and organisation of the Documents Page.

Last Modified Area

The Last Modified section displays the date and time when the document was last modified, as well as the user who made the changes. This feature helps maintain accountability and enables efficient tracking of document modifications.

History Area

The History area records changes made to the document, including the date, time, and user who made the changes. This provides a valuable tool for tracking and managing document revisions.

Links Area

The Links area allows users to record links to other places where the document has been attached. Links can be added or removed using the (+) and (-) buttons, providing an efficient way to manage and organise related documents.

Notes Area

The Notes area allows users to add any relevant notes related to the document. Clicking the green clock button will add a date/time stamp, further improving document tracking and management.

Notes Area

Any relevant notes which relate to the document may be recorded here. Clicking the green clock button will add a date/time stamp.

Digital Assets Page

Digital Assets Page Overview

The Digital Assets Page enables users to attach an unlimited number of media files to almost any record in SapphireOne. Only the digital assets that have been entered by users for the selected record will be listed from the page menu in the selected record.

It should be noted that there is a Digital Asset item in Workbook mode on the General drop-down menu as well. This Digital Asset item lists all digital assets within the data file as a complete list. While very limited modifications are allowed from this list, it is very handy for getting an overall view of the digital assets in the data file. SapphireOne has provided the search function, enabling the user to search for a specific digital asset.

Choosing the Digital Assets option from the Page menu in a record displays a list of digital assets currently stored in the data file for the selected record.

This screen, as well as any subsequent screens, will overlay the existing screen displayed in your major table. This feature facilitates the attachment of digital assets to your Master Record, providing an efficient way to manage and organise media files associated with your data.

• To add a picture, simply click the Add button. 
• To delete a picture, select the Delete button. 

Considerations for Adding Digital Assets

Adding digital assets can impact your data file size and system performance. It is important to consider the following:

• Storage capacity: Assess your storage capacity to ensure it can accommodate an increase in file size.
• System performance: Adding a large number of media files can potentially slow down your system. Evaluate the impact on system performance before attaching a significant number of digital assets.

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