Stocktake Entry for Logistics, Distribution and Inventory Management Software




The Inventory menu is the main area of activity for entering transactions for the adjustment, transfer or building of an inventory item. These transactions are then processed through to Inventory Mode and Accounts Mode updating the Inventory and General Ledger files.


  1. The Data Entry functions enable you to enter your data for this mode into SapphireOne, such as Stocktake Entry
  2. The Inquiry Functions allow for the viewing of a many different Inquiries.
  3. The Post Transactionsfunction allows the posting of Inventory adjustment transactions.
  4. The Reportssection allows detailed analysis of the Inventory file and the production of transaction reports.


  5. Transaction Types and their Codes:


    1. AGJ) Adjustment General Ledger = This Stocktake Adjustment invoice is created when an adjustment is made to the current stock.
    2. (TGJ) Transfer General Ledger = A Transfer Journal allows the transfer of stock from one department to another.
    3. (OGJ) Order General Ledger = A pre-build Journal is created when an item is pre-built.
    4. (BGJ) Build General Ledger = A Build Journal is the transaction that is produced when a built item is created from a number of line items.

    Stocktake Entry


    The Stocktake Entry function for entering data has been designed for the adjustment of stock levels and/or actual costs per unit. The Stocktake Entry screen allows control of the stock and automatic entry of the opposing adjustments within the General Ledger. The General Ledger account is the Debit or Credit side to be adjusted against the Inventory Asset Account.

    Important Information on Stocktake Entry

    • If the Stocktake Entry involves negative stock, there is no cost change.
    • Any Inventory stock that has its Type set as Hire is treated differently to all other stock during Stocktake Entry. These items will also not be displayed in any Sales or Purchase lists. Once the stock has been purchased as a normal Inventory item this Stock Entry function is used to transfer normal stock into the Hire Stock.

    Tutorial Series: Client Inquiry in Accounts Receivables

    Client Inquiry in Accounts Receivables

    The initial Client Inquiry Window in Accounts Receivables contains an overview of all Clients, including some of their basic details.

    Note that these are the default settings, meaning any changes you make via the Client Inquiry become permanent for the Client’s record. There are other areas of the software in which you can alter Client details which will not become permanent.

    Once you enter a specific Client, the first page of the Client Inquiry Window will open which is called “Details” and it is divided into four different areas:

    Client-Inquiry-in-SapphireOne-Business-Accounting-Software

    1) Client Details

    2) Client Grouping

    3) Client Address

    This area contains three different sub-sections that can be selected via the drop-down menu. They are called: Standard, Statement and Invoice.

    4) Client Contacts

    Once you enter a specific Client, there is a total of 22 pages that you can choose from and they all contain different information and data relating to that Client. By default, the first page which is called “Details” will be opened.

    How to delete Clients:

    SapphireOne retains strict audit control and therefore does not allow the deletion of Clients. However, a Client can be made Inactive and vice versa at any time, provided that there are no balances for that client.

    Inactive Clients will not show in the Client Inquiry window. If you want to see inactive Clients in the list view as well, you can either:

    • Do a query for “All Records”, or
    • Select “Include Inactive” from the Tools button, or
    • Select “Toggle Active” from the Tools button = This tool reverses the active status on all selected records. This means that any active clients will be made inactive and all inactive clients will be made active.

    SapphireOne is a highly functional and user-friendly accounting software. For more information on the Client Inquiry in Accounts Receivables and all of its other capabilities, sign up for a live demo with us.

    Tutorial Series: Accounts Receivables Allocations Inquiry

    Accounts Receivables Allocations Inquiry in SapphireOne

    Allocations Inquiry is similar to Transactions Inquiry. However, it does not display all current transactions but only those that have not yet been fully allocated.


    Whenever a transaction is created, the system determines automatically whether an allocation has to be made. In the Allocations Inquiry window, the transactions are displayed according to the Client for whom the Transaction has been created.

    The main purpose of this Allocations Inquiry window is to be able to allocate any Receivables Transactions for which payments have now been made but have not been allocated, for example a Client Receipt can be allocated from here against the appropriate Invoices.


    Allocating Transaction in SapphireOne

    From here you can also unallocate transactions in order to be able to delete or re-allocate. However, you can only delete transactions as long as they are still unposted. Once a transaction has been posted, it cannot be deleted anymore, but note that it can still be allocated or unallocated.

    Open Item Clients Window

    Here you can allocate selected Client Receipts or Client Credits to any other transactions for the selected Client.

    Here you can allocate selected Client Receipts or Client Credits to any other transactions for the selected Client.

    • Manually click on any line in order to fully allocate it OR
    • Right click on any line to partially allocate it [>] Opens an Allocation Amounts Window OR
    • Select from the “Apply To” drop-down for an automatic allocation of all transactions in the Allocation Lines

    To unallocate a transaction either:

    • 1. Manually click on any line that has already been allocated to fully unallocated it OR
    • 2. Right click on any line to partially unallocate it [>] Opens an Allocation Amounts Window OR

    SapphireOne covers ERP, CRM, DMS and Business Accounting is an all-in-one integrated software solution. If you would like to find out more about our Accounts Receivables Allocations Inquiry and Transactions Inquiry, request a live demo with us here.

    The Accounts Receivables Transactions Inquiry in our Business Accounting Software

    The Accounts Receivables Transactions Inquiry in our Business Accounting Software


    The Receivables Inquiry functionality in SapphireOne contains all types of transactions that could potentially be involved with generating income via client relationships.


    There are four Inquiry windows in Receivables.

    The first one is Transactions Inquiry, which allows you to search for, view and also edit all current client records (Money Receipts, Client Invoices etc.)

    It displays a list of all current transactions, which are by default sorted in ascending order by their entry date. You can change the sort order by simply clicking on any of the column headings.

    The Inquiry Toolbar

    This toolbar is almost identical for all Inquiry windows regardless of the Mode you are in and it also includes shortcuts that are linked to:

    • All Inquiries

    • All Data Entry

    • Reports (to export Reports or create Dashboards)

      1. The “Add New” button is not displayed here as the transactions have to be entered through their respective menu items (e.g. Client Receipt).
      2. The “Delete” button is only displayed when unposted and unallocated transactions are selected.

    If you want to delete an allocated but unposted transaction, you need to unallocate it first.

    A posted transaction cannot be deleted anymore, however, it can still be allocated or unallocated.

    Once a Receivables Transaction has been posted, allocated, reconciled and included in the BAS and once Month End has been rolled (so that the entry date is not in the current period anymore), it will disappear from this window and can now be found in History Transactions.

    How to Allocate, Unallocate and Post Transactions

    How to Allocate, Unallocate and Post Transactions


    • To fully allocate, choose the transaction or multiple transactions, click on [Tools] and either:
      1. Allocation – Open Item Clients Window
      2. Allocate to 100%

    • To unallocate, choose the transaction or multiple transactions, click on [Tools] and either:
      1. Allocation – Open Item Clients Window
      2. Allocate to 0%

    • To post, choose the transaction or multiple transactions, click on [Tools], then Post Transactions.

    SapphireOne offers an outstanding Business Accounting Software for medium- and large-scale companies. For more information on how our Accounts Receivables Transactions Inquiry, please request a live demo. You can also find testimonials from our long-standing clients on our website.

    7 Steps to Conquer EOFY (Financials and Assets)

    If your financial year ends on 30 June, the sticky notes on your desk are by now likely taking over any leftover free space that you were hoping to preserve this time around. EOFY season is traditionally stressful and the additional challenges brought upon businesses by COVID-19 are considerable. But fear not, we are here to help you. This blog is intended to give you a concise to-do list for running Financial and Assets Year End in SapphireOne.

    Please note that processing Payroll Year End is a little different than the procedures needed for Financials and Assets. In our previous blog, we provided a step-by-step guide for a smooth roll over of your Payroll into the next tax year.

    You do not need to close your financial year at a specific date and financial Year End can be processed well into the next year. However, you may be legally required to perform an annual stocktake for tax purposes by 30 June. Therefore, many companies choose to run Year End for Assets and Financials separately. If you perform the rollover procedures at different times, you will have to re-run some of the steps.



    • 1. Run Month End

    • Make sure that all month end tasks have been completed for Financials and Assets. These include:

      • Send Statements
      • Review Budgets
      • Record Asset Depreciation
      • Lodge BAS/IAS Submission
      • Review all essential Reports
      • Reconcile any other information with source documents available to you

      In most Instances at the end of a financial year you will have run Payroll Month End and then Payroll Year End earlier than you would need to Financials and Assets, as you cannot process any new Payruns for the new financial year until this has been completed (Payroll Year End Blog). Therefore we recommend running “Period End Financials “ and “Period End Assets” separately if this is the case. Alternatively if you are ready to process Month End for your Financials and Assets before you process a new Payrun in the new Financial Year then you can run Month End All, followed by End of Year Payroll and then it is possible to process End of Year Financials and Assets when you are ready.

      Run month end within the SapphireOne Application
    • 2. Perform Stocktake

    • Australian tax law requires you to record the value of all your trading stock on hand as at the end of your income year (30 June). For this purpose, you need to keep records of all transactions related to buying, maintaining, repairing and selling business assets or stock in order to be able to substantiate any amounts and values stated in your tax return.

      A Stocktake is performed once all transactions affecting inventory quantities and values for the financial year have been entered and posted so before you commence stocktaking, make sure you have finalised all transactions.

    • 3. Backup of Data File

    • Once you are prepared to undertake financial Year End, it is mandatory to create a master backup of your data file. Also verify that the backup can be read and store it in a safe location before rolling.

    • 4. Conduct Data Maintenance

    • Minimise the chance of any errors occurring by running the Re-Index on your SapphireOne server and ensure a Data Compact has been done.

      For extra precaution, you can run the Year End procedure on the Single User application with a copy of your data file beforehand to familiarise yourself with the process and to avoid any adverse results when running it on your live data file.

    • 5. Unlock all Periods

    • For processing Year End all periods need to be unlocked. Note that you need to do this for all seven functionalities in the dropdown (but not for Payroll).

      Go to: Utilities > Controls > Company > Page: Periods and Taxes > Select Unlock All

      Unlock all period
    • 6. Process Year End

    • You have the option to run Year End Financials and Assets simultaneously if you have finalised all required steps for both modules at the same time. All you have to do for this is tick “Include Asset” when opting for Year End Financials.

      However, it is very important to remember not to tick “Include Payroll” as you will have most likely already run Payroll Year End previously.

      Process year end within the SapphireOne Application
      The Year End Rollover is a fairly straightforward process and SapphireOne requires you to tick all checkboxes containing the steps required before you can finalise your EOFY.

      • a. Assets
        • Commence your EOFY processing for Assets by:

        • Producing all Reports
        • Checking all Depreciation is up to date

        • Then go to: Management > Management > End of Year Assets

        • Enter the last period for the year (e.g. “12” if you run a 12-period-year)
        • Tick all completed checkboxes and click “continue”

        • Note that you cannot post your depreciation for the first month of the new financial year until you have rolled over.



      • b. Financials
        • Perform the EOFY Rollover Procedures for Financials by:

        • Post all Transactions
        • Reconcile and Print –
          • Trial Balance
          • Standard Balance
          • Income Statement
          • Balance Sheet
          • Aged Clients and Aged Vendor Balances
        • Reconcile Bank Accounts with Bank Statements
        • Run GL Audit Report
        • Finalise Statements
        • Verify and Complete all Client and Vendor Allocations

        • Then go to: Management > Management > End of Year Financials

        • Enter the last period for the year (e.g. “12” if you run a 12-period-year)
        • Tick all completed checkboxes and click “continue”


      • 7. Check Periods

      • Once you have successfully run your End of Year for Financials and Assets, you need to check the periods.

        Go to: Utilities > Controls > Select the Company > Page: Periods and Taxes

        There is a total of seven functionalities in the dropdown that you need to check the periods for:

        • “Assets” once you have run Assets Year End
        • “Clients, Vendors, Time Sheets, Sales Analysis, General Ledger and Projects” once you have run Financial Year End

        Make sure that period 1 is the correct finish date according to your data file. In the example below, period 1 ranges from 30 June 2020 to 31 July 2020.

        It is easy to lose oversight of all the administrative tasks that need to be performed during EOFY and it pays to be prepared.

        Please make sure to follow our instructions above so that financial Year End is smooth sailing for you and your team. Our friendly support team is also available to give you a helping hand. All you need to do is book a support call with us!

        You can find year-end deadlines and more information on this ATO page.

        Frutex has been stocktaking smoothly with Sapphire WebPack

        Frutex stocktaking warehouse
        Frutex's Frozen Stocktake section (-20℃)
        Frozen Storage of 3500 Pallet Spaces – Frutex’s has just completed the frozen storage facility on the exisiting site (-20℃)
        Dry Storage of 7000 Pallet Spaces – Frutex’s has just completed new dry storage facility on the exisiting site

        Frutex, who has been a client with us since 1999 is currently getting ready for EOFY. Their site entails 60,000 square metres with total of seven warehouses. The company is a technology leader in the food industry, investing heavily in state-of-the-art plants and equipment.


        Harry, who is the IT & Marketing manager of Frutex, says:

        “Heads up, we are stocktaking today using SapphireOne’s new improved multi-warehouse support, with live stocktake visual map updates, which shows us what’s been counted as we go along…. it’s been great working with the SapphireOne team who have worked tirelessly over the last couple of weeks to make this possible for us.

        We recently built a new warehouse / freezer / production facility that adds over 12,000 pallet spaces to our warehousing that is now a total of 44,000 pallets of dry and frozen storage.

        Using Sapphire’s WebPack we are able to stocktake the entire facility in 2 days, with 15 teams of stocktakers working simultaneously on iPads, we also have recently installed a new 10G ubiquity network utilising over 100 UniFi devices with 100% site Wi-Fi coverage and over 100 surveillance cameras monitoring the site. The entire operation is easily managed by a very small IT team and monitored via iPad and iPhone apps.”

        Frutex’s Warehouse

        Frutex is a user of the Sapphire custom Web Pack, which is fully integrated into all company warehouses and offers warehouse mapping as a functionality. This allows all stock to be tracked and viewed live on portable iOS devices over a company’s Wi-Fi. Their stocktaking incorporates a total of nine locations.

        For more information about all the benefits of SapphireOne’s integrated ERP, CRM, DMS and Accounting Software solution, sign up for a live demo with us. Here you can also read more testimonials from our long-standing clients.