Inventory Locations - Empower Your Business with Efficient Inventory Management

Inventory Locations Overview

The Inventory Locations Inquiry provides users with a detailed view of inventory data for each location. This includes information such as stock levels, purchase and sales history, and pricing information. This allows users to effectively manage their inventory levels and make informed decisions about restocking and sales strategies. It also enables multi-company users to view inventory data across multiple location. This makes it a useful tool for managing inventory across a variety of business contexts.

Multiple Locations

If multiple locations exist in the data file, the user’s master record can be configured to restrict them to a single location for working purposes. This restriction limits the user to view and modify inventory items solely in the selected location.

The Inventory Locations Inquiry screen displays each inventory item once for each location held within the company that the user is logged into. Additionally, the user has the ability to set alarms for each inventory item in order to monitor inventory levels.

Locked data entry fields

The Inventory Locations Inquiry displays most of the screens and pages found in the Base Inventory Inquiry function, but certain data entry fields are not editable. These fields serve to display information entered in the Base Inventory Inquiry function and allows users to review and verify the data. To make changes to this data, users must use the Base Inventory Inquiry function.

Inventory Inquiry vs Inventory Locations Inquiry

• Prices – The user has the option to use either the Base Inventory Price or the Location Inventory Price.
  • Base Inventory Price – Set the price in the Base Inventory Inquiry and the price will flow through to all locations.
  • Location Inventory Price – In SapphireOne, the price of an inventory item can be set at both the Base Inventory level and the Location Inventory level. The location inventory price can be different from the base inventory price. However, if the base inventory price is updated, it will flow through to all locations in the data file.
• Built Items –The Bill of Materials (BOM) for a Built Item or Kit should be set up using the Inventory Components section in a Base Inventory Inquiry. This will allow for accurate tracking of the inventory items required to produce the Built Item or Kit, and ensure that the correct inventory items are deducted from stock levels during production.
  • Build Lines Page – These can be created using the Base Inventory Inquiry and adding the Inventory Components or parts of the Built item or Kit, forming part of your Bill of Materials (BOM).
  • Prices – The prices for Built/Kit items can be managed individually for each location.
• Batch Items – These types of inventory items must be enabled in a Base Inventory Inquiry on the More Details page.
  • Batch Set up – Batches must be set up using the Inventory Locations Inquiry on the Details Page.
• Bay Items – These types of inventory items can be set up using a Base Inventory Inquiry and activated in the Inventory Locations Inquiry.
  • Bay Setup – To create the Bays, navigate to the Location Inquiry and then to the Picking Efficiency Page. In the Bays section, you can enter an unlimited number of Bays for each inventory location item.
  • Default Arrival Bay – From the Picking Efficiency Page, users can select a default arrival bay in the top right-hand corner of the Bay area.
• Default Location – The default inventory location can be found in the Inventory Location Inquiry. If additional locations are needed, users can create an infinite number of locations by navigating to Utilities > Controls > Master Defaults > Inventory, and can modify the default location setting at any time.
  • When a new Base Inventory item is created, SapphireOne will display an alert with the default location selected. The user can choose other locations if needed. However, until a Purchase Order or a Stock Transfer is made for the item in other locations, it will only appear in the Inventory Locations Inquiry list for the default location.

• New – When creating a new inventory item using the Base Inventory Inquiry function, the item will be installed in the default location selected during the inventory master defaults setup. If other locations exist, the user can choose to select those as well. However, until a purchase order or stock transfer is performed for the item in any other location, it will only appear in the inventory locations inquiry list for the default location.
• ID’s – In SapphireOne, all Inventory Location IDs must be unique across the entire data file, including all companies. If the user attempts to create an Inventory Location with an ID that already exists, an error message will appear. This will indicate that the ID is already in use. This may indicate that it has been used in another Company within the SapphireOne data file.
• Changes – Any changes made to prices or stock levels in the Inventory Locations Inquiry will only affect the specific location being modified.

Details Page, Inventory Locations Inquiry

When Viewing or Modifying an Inventory Location Inquiry, the Details page in the screen shot below is the first page displayed. To switch to a different page, navigate to the Page drop-down menu on the left-hand side of the SapphireOne Toolbar.

The Inventory Location Inquiry list screen presents an overview of all active inventory items, allowing for easy selection of individual records for further viewing or modification. Users can select one or multiple records and choose to Look for viewing or Modify for editing.

While each Page in an Inventory Locations Inquiry is identical to the Base Inventory Inquiry screen, the user will find that many of the data entry points here do not allow for data entry or modification. All data in these fields must be entered in a Base Inventory Inquiry. The Inventory Locations Inquiry allows for a comprehensive view of all inventory items on a location-by-location basis.

Inventory Area in Inventory Locations

There are six data fields that display data entered through a Base Inventory Inquiry from the Inventory Location ID to the Location ID. This provides a comprehensive view of each inventory item’s location-specific information.

• ID – SapphireOne will display the Inventory Locations ID here.
• Class – SapphireOne will display the assigned Inventory class.
• Name – The name of the Inventory item is displayed here.
• Type – The type associated with the Inventory item. These include Non-Diminishing, Normal, Serial, Batch, Item, Activity, Hire, Asset, Voucher and General Ledger. 
• Company – The company that the user is logged into will be displayed by default and cannot be changed by a user logged into a specific company.
• Location – The location ID will be displayed here. To look at the locations setup in any data file got to Inventory > Inventory > Locations Inquiry.
• Job Project – If you want to link a Job Project to an Inventory item, you can enter it in this section. You can enter the Job Project at the Base Inventory level or override it in an Inventory Locations Inquiry.
• Linked Data – When this button is selected in the Inventory Locations Inquiry, SapphireOne will display a Location Stock alert. This alert provides an overview of stock levels for the selected Inventory item across all locations that have stock. It displays information such as Available Stock, Back orders, Order levels, and the expected date of the next delivery.

Grouping Area in Inventory Locations

All data entry for the six user-customisable Tags in this area is done in a Base Inventory Inquiry, and the data is displayed here for viewing purposes only.

• Production Area – The user has the option to enter the production location of an inventory item, which becomes a part of the Bill of Materials (BOM) and specifies the manufacturing facility’s location.

Description Area

All of the data entry fields in this area have their data entered in a Base Inventory Inquiry, except for the Site field, which can be entered or modified in the Inventory Locations Inquiry.

• Std Units – This is a description of the unit of measurement used to describe the item. For example, Each, Set, Box, Pack, Carton and can be anything that best describes the item.
• 2nd Units – This is used to indicate the number of items in the unit.
• Pallet –The data field Pallet‘ displays the number of pallets required to ship an inventory item. When raising a Sales or Purchase Order. SapphireOne will show the number of pallets needed for the item. If you are charged by the pallet for shipping, you may need to adjust the quantity in the order as SapphireOne will for example calculate 1.1 pallets required to ship the item by default.
• Weight – When an item is purchased or sold, SapphireOne displays the total weight of the items on a per-line basis, as well as the weight for the entire order on the bottom of the inventory data entry screen. This allows for easy calculation of shipping weights, as shipping fees may be charged by weight. For example, if shipping is charged by the tonne, with 1 tonne costing $100 and 2 tonnes costing $200, an order weighing 1001 kilograms may incur a $200 shipping fee.
• Inner Height, Width and Depth – The product dimensions without packaging are provided here, which can be useful in determining the appropriate packaging size for the item.
• Outer Height, Width and Depth – This data field captures the product dimensions including packaging, making it useful for freight calculations based on volume. If your shipping costs are calculated on a volume basis, this information can help ensure accurate shipping cost estimates.
• Site – A site location name may be entered here.

Prices (Affects Only This Location) Area

The user can set prices on a location-by-location basis in this section of the Inventory Locations Inquiry. Any prices set here will override the prices set at the Base Inventory Inquiry level for this location. However, the user must remember that they will have to manually maintain the unique pricing for this particular location. Any further changes made at the Base Inventory level will override the inventory location pricing set here.

Individual Price Levels

There are 10 different price levels that can be set for each Inventory Item, labeled A through H and EX (Exempt). The pricing controls for inventory items are set in the Master Defaults, such as the minimum sale price being set at the Average Cost, Last Cost, or a Floor Price.

Include Tax Checkbox – By default, prices are displayed without tax (such as GST in Australia, VAT in the UK, Sales Tax in the USA). If tax-inclusive prices are required, the user can select the Include Tax checkbox.

Bulk Updating of Pricing, Markup & Margins using a Sapphire Tool

The Sapphire Tools menu provides two useful functions: Update Price by Margins and Update Price by Markup. With these functions, users can easily update the prices of multiple items in their inventory in bulk. This can be a huge time-saver when managing large inventories, as it eliminates the need to update each item’s price individually.

1. By Margins – The Update Price by Margins tool enables users to modify prices according to their preferred profit margin.
2. By Markup – The Update Price by Markup tool allows users to modify prices based on their desired markup percentage.

Update Procedure

Although the basic procedure for the Update Price by Markup and Update Price by Margins tools is outlined in the two accordions below, users can refer to the extended documentation provided in the tools article titled Updating Prices by Markup and Margin.

When using the Price Update function, SapphireOne will update prices for all Inventory items that are currently on the screen, as well as those off-screen. This means that if there are 50,000 items in the list on-screen, SapphireOne will update prices for all of them.

FX Prices Area

The FX Prices feature displays foreign currencies and shows all Inventory items that are bought and sold using those currencies. Users can click the Update button to manually update the latest FX prices for these specific Inventory items.

This section of the Details Screen that displays FX Prices will only appear if Foreign Currency has been activated in SapphireOne.

Stock Levels Area

This area displays the stock levels for a specific Inventory Location item, including the status and settings for the current stock across all locations (Inventory Location Inquiry for each Location). Users can modify both the Minimum and Maximum stock levels, and all other items displayed can be entered into a Base Inventory Inquiry screen.

• Minimum Stock – Minimum threshold of stock at all times.
• Maximum Stock – Maximum threshold of stock at all times.
• Current – Present quantity of stock and this includes all posted transactions.
• Unposted – Present quantity of stock including un-posted.
• Carton Quantity – 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.

More Details Page, Inventory Locations Inquiry

This Page displays additional internal data that controls the Inventory item and shows the creation, modification, and last update details. However, most data entry on this page must be entered and modified on the Base Inventory Inquiry More Detail Page.

Costs Area

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 flow through to all Inventory locations for the inventory item.

However, it’s crucial to note that if these costs are updated in an Inventory Locations Inquiry manually or using Gateway III, they will only be applied to the locations as entered into the import spreadsheet.

• Costing Type – Displays the costing type selecting in the Base Inventory Inquiry screen
• Stocktake – The last date this item was included in a stocktake.
• Current – Calculated cost based off the Costing Type.
• Average – Average of the paid costs. When a new Inventory Item is created, SapphireOne will use Average as the Costing Type.
• Last – Cost of the last purchase. If you modify the Last cost a reason is requested and logged.
  • 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.
• Floor Price – Allows you to set and use a minimum cost that can vary to your actual cost. This is set up from Utilities > Controls > Master Defaults > Inventory.

Additional Barcode Details

For each Inventory item in SapphireOne there is the functionality for users to create and store an unlimited number of barcodes for the same item. For Inventory Locations there is the ability to view the previously assigned UPC/Barcodes. For example, you may require a unique barcode for the individual product, the carton, cartons in a box, pallet and other various sized containers.

Serial/Batch Defaults Area

This area is deprecated for Inventory Locations.

ID Area

• Second ID – Allows you to store a secondary ID as an alternative. 
• UPC/Bar Code – Is for the storing of a UPC / Bar Code for the Inventory item. This code may be entered at the time of invoicing with the use of bar code scanner. If the ID doesn’t exist for the entered code SapphireOne will then look for the entered code and replace the code with the correct Inventory ID. 

Tracking Area

This area displays the creation date, last update date, and the person responsible for the last modification of the inventory item. Any changes to these details must be made in a Base Inventory Inquiry.

Tax Details Area

This area manages the Tax settings applicable to the Inventory item, which will depend on the country in which your organisation is located. However, the Tax Code set in the Client or Vendor record will take precedence over this setting at the transaction entry point.

Importer Area

This function helps users with the import or export component of their organisation. The section of the screen will display Tariff ID information and Duty percentage details. When using this function, users must ensure that all items they are importing or exporting are set up as Normal items, including Non-Diminishing Tariff items.

User Defined Fields Area

This area contains four fields that can be customised by the user. The first two fields are indexed and will appear in the Find screen (Command/Ctrl + F), allowing for fast searching of secondary data. All four fields can be queried using the Detailed Query function (Command/Ctrl + Y). Users can set up custom headings in Utilities > Controls > Master Defaults.

More information on SapphireOne Custom fields can be found in the Custom Page section below.

Custom Page, Inventory Locations Inquiry

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, Inventory Locations Inquiry

The Sales Analysis section of the screen presents the monthly and total movements for the line item, as well as an analysis of its sales performance in the Inventory Location. It shows both Month-to-Date (MTD) and Total-to-Date (TTD) data, along with the number of unposted units.

Controls Page, Inventory Locations Inquiry

If any changes to the details on the Controls Page of an Inventory Location item are required, users must use a Base Inventory Inquiry.

Controls Area

This area displays all Controls data entered within the Base Inventory Inquiry screen, except for the Back Order functionality.

• Second ID – Allows you to store a secondary ID as an alternative. 
• UPC/Bar Code – Is for the storing of a UPC / Bar Code for the Inventory item. This code may be entered at the time of invoicing with the use of bar code scanner. If the ID doesn’t exist for the entered code SapphireOne will then look for the entered code and replace the code with the correct Inventory ID. 
• 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).
• 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.
• Back Order – This checkbox is specific to an Inventory Location Inquiry and that is the option to always Back Order the inventory item. This checkbox is not displayed in a base Inventory Inquiry and must be set here on a location by location basis. Once selected SapphireOne will automatically fully back order any inventory item that has this check box selected overriding any back order selections set in other areas of SapphireOne.

Accounts Area

The General Ledger Accounts section displays the four default GL account links that are updated when the Inventory transactions are posted. These four accounts include Sales, Cost of Goods, Assets, and Variance. Users must enter the General Ledger accounts for each of these four categories.

Message Area

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

Full Description Area

This area displays the long description for the Inventory item. This description can also appear on Invoices and other documentation. 

Formula Pricing Area

The Formula Pricing Area is used to set up calculations for an inventory item. For instance, if an item is purchased in a box of 100 but sold individually, the Add, Subtract, Multiply, and Divide functions can be used to set up the calculation.

Transactions Page

The Transactions Page provides a comprehensive overview of all transactions associated with the selected Inventory item. By default, the page displays transactions for the current period, but users can adjust the date range as needed. Double-clicking on a transaction line displays the full details of that transaction, including any related documents and notes.

Transaction Option Buttons

• Open In Inquiry – This button will open a standard Transaction Inquiry screen.
• Quick Report – Displays a dialog box enabling the user to create quick reports that may be saved for future use.
• Invoice Detail – Displays 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 – This will load all transactions for the selected Inventory item as a complete history.

Build Lines Page Inventory Locations Inquiry

The Build Lines page allows users to view details of the Inventory Items that are used to create any Built Inventory Items.

The information is for viewing the details previously set out in the Base Inventory Inquiry. Any updates to the below information can be made through the Base Inventory Inquiry Build Lines Page.

Build Lines Area

The Build Lines area displays 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. 

The Manufacture from Invoices feature allows users to build the inventory at the time of creating the Sales Invoice. The Bill of Materials that go into the build are selected automatically by SapphireOne based on the inventory items entered into the Build Lines page. SapphireOne will also check that there are sufficient quantities of all inventory items required. When users save the Client Invoice transaction, a BGJ transaction will be created automatically by SapphireOne and posted.

Modifying Invoices

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

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.

Manufacture Only

In SapphireOne’s Inventory Management, stock must be created using the Build Entry function. This will create a BGJ and adjust inventory stock levels. Users need to enter a quantity for the Bill of Materials (BOM) like a normal inventory item. The user will only see the Master Inventory ID and not any of the Inventory lines that make up the master. As the user will only see the 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.

Manufacture from Invoices (KIT)

SapphireOne’s Manufacturing on Client Invoicing function allows the use of kits. It works the same as Manufacture from Invoices but with the added ability to use kits. If you modify the build at the time of invoicing, a ‘/K’ will be appended to the end of the Inventory ID.

Copy Line Items to Invoice

The Copy Lines to Invoice function allows users to copy build lines as individual inventory items to the finished Client Invoice. This option offers additional settings including:

• 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.

When modifying the inventory items that make up an existing built item using a Base Inventory Inquiry, the changes will be reflected in all locations. However, if individual built items are needed for specific locations, the user will need to create a base inventory item for each location. This will avoid the requirement for unnecessary modifications.

Material Resource Planning (MRP) Page

SapphireOne’s Material Requirements Planning (MRP) tool is used for production planning and scheduling by procurement teams. This provides historical purchasing analysis and generating time-based data ranges up to 4 years in the past and 30 periods in the future.

The main purpose of MRP software is to have the right materials at the right place and time. 

Saw Tooth Pattern

This pattern is a common inventory management pattern where inventory levels start with a certain amount, then are consumed. This causes levels to drop, followed by reordering and receiving inventory, and the cycle repeats.

In MRP there are four distinct steps:

1. Demand / Consumption – You have an amount of Inventory that you are consuming or you are expecting to consume. 
2. Re-Order Point – Once your Inventory drops down to a certain level then you will need to re-order (this threshold can also be set in your details page). 
3. Demand During Lead Time – After re-ordering you continue to use Inventory while the re-order is on its way. 
4. Replenishment – New Inventory arrives before your inventory has run out of stock completely. 

Material Requirements

Material Requirements Planning software balances supply and demand. It monitors what you have now and what you have used in the past from historical records. It then informs you when it is time to re-order using lead times as entered into the stock items master record. 

Material Requirements Planning takes into account 3 key points: 

1. What you need – The total amount of material required to be on hand to support the gross demands of the business.
2. What you have – The supply you actually have in your stockrooms, retail shelves, warehouse, other locations, and what is already on order but has not yet been received. 
3. What you require to reorder and when – The net planned quantities and dates required to support the demands of your business, based on the Supply you already have, and have on order. 

Price Book Page Inventory Location Inquiry

The Price Book page displays the prices of items linked to the Inventory item on a location-by-location basis. Any entries here affect either the Price or Last Cost based on their setup.
Specific Pricebook entries are turned on or off in a Pricebook Inquiry by selection of the Active check box. To do each of the actions this please go to: Inventory > Inventory > Price Book Inquiry.

Turning on Price Book

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.

In Utilities mode, Master Defaults, Inventory Page, both of the the Price Book checkboxes must be selected otherwise Price Book will not activate in Data Entry Screens. 

Contracts Table Page

Overview

Vendor/Client contracts often specify payment terms, delivery schedules, pricing, and other important details relevant to the business relationship. The contract also outlines any legal obligations and responsibilities of each party, including warranties, liabilities, and dispute resolution procedures. The contract serves as a legally binding document that protects the interests of both parties. This ensures that each party understands their rights and obligations under the agreement.

Management of Clients & Vendors

SapphireOne’s Contracts Table Page is a powerful tool for setting up and managing exclusive Client and Vendor contracts. By assigning contract settings to inventory items, these items will only be available for processing on sales or purchase documentation that fall within the parameters of the contract.

Multiple Contracts

The Contracts Table Page allows you to set up multiple contracts for each client or vendor. This has options to specify start and end dates, price lists, and special terms and conditions. The page also includes fields for entering contract numbers, descriptions, and notes.

In addition to setting up new contracts, the Contracts Table Page also allows you to view and modify existing contracts, and to deactivate contracts that are no longer in use.

By using SapphireOne’s Contracts Table Page, you can ensure that your organisation is getting the best possible terms and prices for its inventory purchases. I means that your sales team is able to offer exclusive pricing and deals to its most valuable clients.

Use the Show Table For drop-down menu function to make your selection between Clients and Vendor lists.

• Clients – You may set a Cannot sell to list or a Can sell to list.
• Vendors – You may set a Cannot purchase from list or a Can purchase from list. 

Select the Add button to add a Vendor or Client to the appropriate list. A dialog box will display to enter the Vendor or Client ID. The field is searchable and the user can use the wildcard entries @ or ? to search for particular Vendor and Clients ID. 

Select the Delete button to immediately remove the highlighted Vendor or Client.

Hire Page, Inventory Locations Inquiry

The Hire Page allows the user to create, modify, and delete Hire Records. These Hire Records include information such as the client who hired the Inventory. In addition, the date of the hire, the due date for return, the hire rate, and any relevant notes are also recorded.

Transaction History Area

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

The Hire function is typically found under the POS menu in SapphireOne.

How to add hire items to Inventory

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

Table Matrix Page Inventory Locations Page

This Matrix 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). These Matrix Items must be initaly set up in a Base Inventory Inquiry.

Serial – Batch Page Inventory Locations Page

The Serial – Batch Page allows users to keep track of serial numbers or batch numbers associated with inventory items. This is done by selecting the Serial or Batch option in the Type field on the Base Inventory Inquiry Details page. Users can also check stock levels for each inventory location. By default, only items with a status of Available are listed on this page. However, selecting the All button displays all serial and batch numbers in the list.

Line details

The lines listed in the screenshot above 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.

To clarify, the lines listed on the Serial-Batch Page are for all locations in the Inventory, and only for items with a type of either Batch or Serial. By default, when accessing this page, only items with a status of Available are listed. However, selecting the All button will display all serial and batch numbers in the list, regardless of status.

Bay Info Page Inventory Locations Inquiry

SapphireOne’s Bay Info Page provides an inventory record of Current, Un-Posted, Allocated, and Available items on a bay-by-bay basis. This allows you to keep track of inventory levels in specific locations, which can be useful for managing stock across multiple warehouses or stores.

Turning on the Bay Functionality

While most information in the Inventory Locations Inquiry is entered using the Base Inventory Inquiry screen, SapphireOne Bay’s Bay Functionality is unique in that it must first be turned on in this Inventory Locations Inquiry on a location by location basis.

To turn on the bay function, the Use Bay Checkbox option in the top right hand corner of the screen must be selected as seen in the screen shot below.

Locations Inquiry and Picking Efficiency function

In SapphireOne’s Inventory Management module, an Inventory Locations Inquiry is used to view all the inventory items that are located in a particular location or warehouse. On the other hand, a Locations Inquiry is used to view the details of a particular location, including its address, contact information, and other details. Before transferring Inventory to a location, the user must first create the location in the Locations Inquiry screen.

Location Inquiry and Picking Efficiency

The Location Inquiry Picking Efficiency Page can be used to set up and Modify the Bays and Default Bay Locations. This can be found in Inventory > Inventory > Locations Inquiry > Picking Efficiency Page.

How to Create a Bay

1. Location – First create a new location for the bays. To do this go to Inventory > Inventory > Location Inquiry. If an existing location is to be used the user may skip this step.
2. Location ID’s – Create the Inventory location ID’s that are to be used. Again, if these already exist, the user may skip this step.
3. Activate Bays – Select the location inventory items that are to have bays by selecting theUse Bay checkbox within Inventory Location Bay Info Page.
   • There is the possibility that one Bay will not hold all stock for a particular inventory item, so you have the ability to have a number of Bays holding the same inventory items.

Once the ‘Use Bay’ checkbox is selected for a particular inventory location, the Bay Info Page will be available for that location. To add a new Bay, click on the Add button and enter the Bay Number, Capacity and any other relevant information. To edit an existing Bay, select it from the list and modify the details as required.

Assigning Stock to Bays

When inventory items are received into the location, the user will need to assign the stock to a particular bay. This can be done via the Inventory Adjustment function, where the user will be prompted to enter the Bay Number. When a stock item is moved from one bay to another, this can also be recorded using the Inventory Adjustment function.

The Bay Info Page allows the user to view current stock levels in each bay, as well as allocated and un-posted stock. It can be a useful tool for managing stock levels and ensuring that inventory is stored in an organised and efficient manner.

Clients Page

Clients Area

SapphireOne will display all Clients entered through a Base Inventory Inquiry here. Any QCI’s, OCI’s and SCI’s in SapphireOne will also be displayed, as well as further details including the item purchased, Last Cost, Price and Next Delivery date.

Vendors Page

Vendors Area

SapphireOne will display all Vendors entered through a Base Inventory Inquiry here. Any OVI’s and PVI’s in SapphireOne will also be displayed, as well as further details including the item purchased, Last Cost, Price and Next Delivery date.

Action 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.

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.

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