Inventory Lines Overview
The Inventory Lines inquiry allows for the viewing of data from individual sales, purchase lines, and Point of Sale (POS) transactions that have updated the Inventory file. This inquiry displays all the line items that have affected the Inventory table. These are recorded in the form of quantities related to Purchases, Sales, and Adjustments. These details are provided for all types of inventory items, including Normal, Non-Diminishing, Serial, and Batch.
In SapphireOne, all inquiry screens provide the option for customisation of the displayed item list. The feature, called Custom Inquiry, lets users choose the data fields to be shown and the sequence of data columns across the screen. The user can save infinite custom views. While a client list is used as an example to follow, any inquiry type can be customised in SapphireOne.
The Standard Inquiry Screen
The Standard Inquiry Screen in SapphireOne provides a foundational view of data, presenting a set of column fields for each record. This screen is designed to offer a straightforward and efficient way to access and review essential information.
The list above represents the standard inquiry list, displaying a fundamental set of data fields for each client record and includes two buttons as follows:
- Swap to Custom Inquiry – When the user selects the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Inquiry Screen, which is documented below.
- Show/Hide Audit Lines – Toggle the Audit lines panel open. This panel will display at the bottom of the Inquiry screen, benefiting workflow by providing an immediate view of the critical details for a selected line.
The Custom Inquiry Screen
When the user selects the ‘Swap to Custom Inquiry’ button from the Standard Inquiry, SapphireOne will display the default Custom Inquiry Screen, as shown below. This screen provides the user with a customisable view of the data set, which is maintained per user and for each particular inquiry.
The options available from the Custom Inquiry Screen are as follows:
- Swap to Standard Inquiry – Return the view to a standard Inquiry.
- Method List Box – This list box, in conjunction with the adjacent operator list box, allows for calculations to be performed across all rows of the displayed data. The results are displayed adjacent to the operator list box.
- Operator List Box – Select an operator to apply to the method selected using the method list box.
- Setup Button – The Setup button will open a modal screen with functionality to customise the Custom Inquiry, as documented in the following section.
- Export Button – Open the data set in CSV format in the devices default spreadsheet application.
The Custom Inquiry Setup Screen
The Custom Inquiry setup screen allows for the customisation of the data view, which is maintained per user and for each particular inquiry. Once the user has customised the Custom Inquiry screen, the screen view will be maintained in subsequent sessions and is unique to the current user account. This screen also provides the option to select and save an unlimited number of custom views per user.
The Custom Inquiry setup screen provides the following functionality:
- Favourite Sets – This option enables the user to save a custom-created screen for future use. For instance, the user can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
- Row Height – Adjust the table row height to the users preference.
- Show Related Record – This option allows the user to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, the user can select a related record, and a view of that related record for the chosen entry will be displayed for that currently selected record. The user will need to select the fields to be displayed.
- Reset to Default – Reset the display to the default view configuration as established by SapphireOne.
The Custom Inquiry setup screen provides the user with two main options for organising the data displayed:
- To remove or relocate a column – Right-click on the column lines and choose from Delete, Move Left, or Move Right.
- To add a column – Locate the desired data set in the list and double-click on it to add it to the custom view as a new column. Edit the location as described above if required. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
Customising inquiry screens in SapphireOne allows for a tailored data view that meets the users specific needs. By leveraging the Custom Inquiry feature, the user can enhance their workflow efficiency and ensure that critical information is readily accessible.
Inventory Line Transaction Details
If full details, including inventory item allocation, are required, highlight the transaction you wish to work with and then use either the 
Modify button or 
Look button on the main toolbar.
The History Sales Lines area presents the following details about the selected client or vendor.
- Client or Vendor Details
- ID – The Client or Vendors ID will be displayed here.
- Date In – The date that the transaction was entered.
- Delivery – The date that deliver was expected.
- Internal & External – The Internal and External numbers for the transaction.
- Rep ID- The Representatives ID.
- Sequence – The unique sequence number for the transaction.
- Inventory Details
- Inventory ID – This is the Inventory ID with the suffix ~1 showing its location.
- Name – The name of the Inventory item.
- Units – The inventory units if entered.
- Ordered – This is the quantity originally ordered if ordered as an OCI and then converted to a SCI. (Will always appear as 0 if originally ordered as an SCI).
- BackOrder – This is the quantity ordered on Back Order if ordered as an OCI then converted to an SCI. (May appear as more than 0 if the transaction was originally an OCI then converted to an SCI and there was a back-order component to it.
- Deliver/Qty – This is the quantity that was delivered.
- Rate – (For a single item) – The rate or price that the items was sold or purchased for.
- Discount – This is any discount that was given to the Client or by the Vendor.
- Tax & % – This is any tax that is applicable to this transaction. In this case the S Tax Code in Australia is taxed at 10%. The following field displays the tax as a monetary value for the line, either sales or purchases.
- Tax – This is the total amount of tax in this line.
- Total – (Quantity times Rate) – This is the total for this line and includes tax.
- Project – If a project has been linked to this line it will be displayed here.
- Asset – If an asset has been linked to this line it will be displayed here.
- Weight – (Item weight times quantity) – If weight has been entered for the item to gross weight will be displayed here .
- Carton – If the carton details have been entered the carton details will be calculated here.
- Pallet – If the pallet details have been entered the carton details will be calculated here.
- Custom Fields – Custom fields in transactions offer flexibility by allowing the inclusion of specific information not covered by standard fields. They enable you to tailor transactions to meet unique business needs and capture specialised data..
- Setting Up Custom Field Labels – SapphireOne offers a custom function called “Change Names” that enables users to modify or customise field names within SapphireOne. For detailed instructions and guidance on using this function, users can refer to the article titled “Change Names,” which provides comprehensive information on customising field names to meet specific requirements.
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Guidance on the Sapphire Tools available from the Sapphire Tools menu can be found at Sapphire Tools > Sapphire Tool Index. |
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Guidance on the printing and reporting functions available from the Print menu can be found at Navigation > Print Menu. |
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