Locations - Simplified Overview of Your Organisations Inventory

Inventory Locations Overview

The Inventory Locations screen is a simplified display of all inventory locations within the company data file.

The viewing of location data is restricted to the company that the user is logged into. If you are logged in as a Master this Inquiry screen will display all Locations set up within the data file across all companies and the Departments that they are linked to. If you wish to see all locations within the data file simultaneously a Master login will be required. 

Double clicking on a Location line item will open the below dialog box for additional information and modification.

Locations Details Page

Location

The Location area gives the user the ability to Modify the location details including the ID, Name, Company, Department, Contact, Phone, Email and Address.

Roster

The Roster allows you to create a Roster timetable for the specific location, which will then also be used by SapphireOne’s PayRoll/HR Rostering function. This includes Days, Times, Shift Hours and Breaks.

Area

This area is linked to the Roster function and gives the user the ability to establish multiple areas or roles within the one location. For example, a passenger aircraft may require the following staff. A captain, first officer and air marshal as well as, seven flight attendants, and one senior flight attendant.

Picking Efficiency Page

SapphireOne Picking Efficiency Page in Location Inquiry screen is where the user can add Bays to a Location. Any number of Bays may be added and Inventory items may be linked to any particular Bay. This gives users the ability to identify where all the Bays are within a location, providing a map of the location/Bays/Warehouses showing where all the inventory items are and providing the most efficient route get there.

The purpose of the Picking Efficiency page is so that when an Order is placed, SapphireOne knows where each individual item is in the warehouse from a fixed point. When a Picking List is generated SapphireOne will be able to print the report in the order that the items are stored in the ware house, enabling employees to simply walk through once and get all the items on the list without having to back track.

The order may then be entered into SapphireOne as normal. However, if PDA’s and barcodes are used employees will be able to pick orders and enter them in to SapphireOne without knowing anything about the functioning of SapphireOne.

They will be able to go out to into the warehouse, pick the order scanning bar codes as they go, return to the packaging area and pack the orders, then hand the picking slip to the employee who then will then process the order as required. i.e. from an Order to a Sales Invoice. There is no actual data entry as this is done through the entry of Barcode data, just the processing of the order by the employee then later posting it by the designated employee.

The SapphireOne Custom WebPack will also provide employees with the ability to do this off any Mac IOS device.

Bay Area

To create a new Bay attached to this location, select the Add button.

• Order – When the same stock is held in multiple Bays this Order number sets the precedence that stock is added to when Purchased, or sold from for a Sale. The Bay with the lowest Order number will be selected first.
• Name – The Bays may be named to anything you like.
• Distance – In the Bay area, this is the distance to each Bay measured from a fixed point (usually the entrance door). In the Distance Table area, this is the distances between the Bays themselves.
• Sequence – This is a number generated by SapphireOne to keep track of the Bay details. By default SapphireOne will place inventory items in the first bay in the list. This can be altered by using the ‘Select Default Arrival Bay’ function as detailed below.
• Select Default Arrival Bay Button – Selecting this button allows the user to select their preferred Default Arrival Bay. This is the Bay in which SapphireOne will default place inventory items into. When Items are purchased and are to go into the default bay, the user does not need to make any adjustments unless they want to place the items in a different Bay. The Default Bay is also commonly referred to as the ‘pick face’ Bay. A pick face refers to the main and most efficient picking location within a warehouse or production facility. Replenishments can be triggered on a pick face to ensure a picker always has enough inventory at the most efficient pick face location.
• Update Inventory Button – This button is to force an update of the Inventory items and the associated Bay details. However, this is not normally used as when Inventory Items are created the user would manually link them at the time to a Bay.
• Update Table Button – This button is used to create the basic framework for the Distance Table in the lower section of the screen. The user is then required to enter in the distance details from Bay-to-Bay. Using the drop-down menu item, each and every Bay will need the distances to one another to be manually entered.

Distance Table Area

The Distance Table area displays a list of the distances between the Bays themselves.

SapphireOne uses a combination of the distances declared to each bay from the starting point in the Bay Area, then looks at the distance declared between the bays themselves in the Distance Table area, to determine the most efficient picking process or sequence. It minimises the total distance that an employee has to commute to pick the order.

Actions Page

Action Page Overview

The Action Page in SapphireOne serves as access to a comprehensive hub for managing and organising tasks, meetings, and notes, seamlessly integrating actionable items with relevant records and transactions. By providing access to a wide array of features such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, and various types of Notes, the Action Page ensures that users can efficiently coordinate their activities within a centralised platform. 

One of the key advantages of the Action Page is its ability to link actions directly to specific records or transactions, enhancing the accessibility and relevance of alerts throughout SapphireOne. This integration allows users to set up actionable alerts that are contextually tied to their organisational data, ensuring that important tasks and notifications are not only visible but also directly connected to the pertinent information. By leveraging these capabilities, users can improve their productivity and maintain a well-organised workflow, all within the intuitive environment of SapphireOne.

The Action Page enables users to manage actions by using the add or delete buttons. To add or delete an action, simply click the corresponding button.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes the following functionality:

• 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 – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
• 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 the action lists.

Alarm Area

Ensure you never miss a task again by setting up alarms to send reminders to the designated email at specified dates and times. Users can also receive notifications through SapphireOne Workflow.

Recurring Area

If necessary, the alarm can be set to recur at specified intervals chosen from the Type drop-down menu which contains an exhaustive list of interval options. Additionally, the recurring period can be defined by date.

Notes Area

This area can be used to make permanent notes or reminders when dealing with contacts. When you click on the clock button, a timestamp will be created at the beginning of the notes section. [Command or Control] places it at the end, and you can input the note straight away. The functionality is as follows:

• Right-Click context menu – Users can also customise the font, style, size, colour, and background colour of the text in the Notes area by selecting the desired text and choosing the options available from the right-click context menu
• Green Clock Button – Include a date and time stamp.
• Font Size Buttons – Modify the font size.
• Expand button – Maximise the notes screen for unobstructed editing. You can click the same expand button again to minimise the notes.

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 email notifications if their email addresses are provided. Additionally, you can manage and track attendees RSVP status in real-time.

 In conclusion, the Action Page in SapphireOne stands as a pivotal tool for enhancing organisational efficiency and productivity. By offering access to a centralised platform that seamlessly integrates tasks, meetings, and notes with relevant records and transactions, it empowers users to maintain a streamlined and well-coordinated workflow. The ability to link actions directly to specific data points ensures that alerts are not only accessible but also contextually relevant, providing users with the insights needed to make informed decisions. As organisations continue to navigate complex operational landscapes, the Action Page remains an indispensable resource for optimising task management and fostering a more organised and productive environment within SapphireOne.

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