Reorder - Automate the Creation of Order Vendor Invoices

Reorder Overview

The Sapphire Reorder tool empowers users to automatically generate an Order Vendor Invoice (OVI) for any inventory items. SapphireOne users can view all inventory items with assigned Vendors, which have been configured at Inventory > Inventory > Inventory – Vendors Page.

This tool is highly advantageous for any organisation, offering an efficient method for replenishing inventory and maintaining optimal inventory levels. For example, if you frequently order from a specific Vendor and need to place another OVI, the Sapphire Reorder tool can automatically create a new OVI for you.

Reorder Procedure

The Reorder tool significantly enhances administrative efficiency. Instead of creating a new order from scratch, Sapphire automatically generates a new order, maintaining the same quantities as the most recent previous order while allowing SapphireOne users to adjust inventory quantities as required.

Reorder Key Points to Note

• Automatic OVI Creation – This tool facilitates the automatic creation of OVIs for items that require reordering. The screen displays the minimum and maximum stock levels set for each inventory item, along with any available reordering information.
• Vendor Setup Requirement – Only inventory items with a Vendor set up in the More Details Page will be displayed on the screen.
• Automatic Quantity Adjustment – If a minimum and maximum quantity have been set for an inventory item, SapphireOne will automatically enter a quantity to return that item to its maximum level. Users can then adjust this quantity as necessary.

Steps to Use the Reorder Tool

Choose the items you wish to reorder and update the Reorder field. Multiple selections can be made. The Reorder Options are as follows:

• Reorder All Button – This button instructs SapphireOne to move all quantities in the Rec column to the ordering column. You can move them individually or use the Reorder All button and manually remove the items you do not wish to order.
• Fill Rec from Max Button – This button recalculates the Rec quantity as Max – Available – Order.
• Cancel Button – Closes the screen without saving any changes made.
• Process Button – Upon clicking this button, SapphireOne will display a confirmation dialog. Once confirmed, OVI or Build General Journal (BGJ) transactions will be generated for all selected items, with the ordered field reflecting the value in the ‘Ordering’ field. The generated OVI and / or BGJ can then be forwarded to your suppliers.

By following these steps, you can efficiently manage your inventory reordering process, ensuring that your stock levels are always optimised. For further assistance, please consult with SapphireOne support.

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