Creating and Modifying a Purchase Order (OVI) From Sapphire Web Pack

SapphireOne Order Vendor Invoice (OVI), also known as a Vendor Order, is an official order for the goods and/or services supplied to your vendor to fulfil a Vendor Order. The OVI also outlines the payment and shipping terms formally. Each line in an OVI can optionally linked to a unique Job Project and / or an Asset Account in your SapphireOne asset register for the purchase of inventory items and/or goods and services from a vendor. You can manage OVIs using the Sapphire Web Pack, as outlined below.

Create a New Order Vendor Invoice From Sapphire Web Pack

Creating a new Order Vendor Invoice (OVI) in Sapphire Web Pack is a straightforward process. Follow the steps below to ensure accurate data entry and efficient processing of your vendor invoices. This guide will walk you through the necessary steps, from navigating to the correct menu to finalising the transaction.

1. Navigate to Sapphire Web Pack > Data Entry > Vendor Purchases.
2. Select the ‘Order’ purchase type option.
3. Choose the relevant Vendor from the list. A wildcard ‘@’ search is allowed to replace characters in the Vendors ID.
4. Choose the relevant Inventory transaction from the list. A wildcard ‘@’ search is allowed. Once the initial Inventory item has been selected, SapphireOne will display the requested Vendor Order screen ready for data entry by the user.
5. To add lines, select the new button . To delete lines, select the delete button .
6. For each line added, specify the quantity and confirm all additional details are correct, including the following:
   • Job Project Field – Select a job project to associate with the line. A wildcard ‘@’ search is allowed.
   • Add Asset Button – When this add asset button is selected, SapphireOne will expand to display an additional line allowing for the selection of an asset to be linked to this line in the transaction. A wildcard ‘@’ search is allowed.
7. When the transaction is complete, select the save button . Alternatively, if the user wants to cancel the transaction, select the delete button . An alert will be displayed.

For more information, view the complete Sapphire Web Pack > Data Entry > Vendor Purchases article.

Manage Vendor Orders and Invoices From Sapphire Web Pack

When the Vendor Inquiry Option is selected, the Sapphire Web Pack displays a list of vendors that have a master record in SapphireOne. The following guide outlines the process for locating an inventory record to view, modify, or email. The process is as follows:

1. Navigate to Sapphire Web Pack > Inquiry > Vendor Inquiry.
2. Select a vendor from the list and select the Modify button .
3. Select the Purchases tab.
4. Select an order or invoice record from the transaction list. This will open a modal screen for that record, providing the following button options:
   • Email Button – Email the report to the vendors default email address established in their vendor record.
   • Open Button – Open the report in PDF format in the devices default application.
   • Modify Button – Edit the transaction.
5. Close the record using the close button ‘X’ in the top right-hand corner.
6. Once changes are complete, select the save button to save modifications and return to the Vendor list. Alternatively, if the user wants to cancel all changes, they should select the delete button to return to the vendor list.

For more information, view the complete Sapphire Web Pack > Inquiry > Vendor Inquiry article.

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