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Processing orders from customers and orders to suppliers.

LoMag software features 3 independent but integrated modules:

  • the Warehouse Module
  • the Orders Module
  • the Invoices Module

The warehouse and invoices modules are described in different instructions. This instruction contains a presentation of the orders module's functionality. The module may work in conjunction with the other two modules for invoices and warehouse.

Depending on the purchased modules, the application's window (interface) may have a more or less advanced look. The window for the orders module alone look like this:

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With all three modules, the orders app will have the following appearance - this instruction has been prepared based on such full option.

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NOTE: To enable orders processing for the demo version, please select "Active modules": Warehouse when you run the software for the first time. The setting is also accessible through the menu Program / Settings wizard

1. Orders and offers program

LoMag software features 3 types of order documents:

  • an order to supplier (supplier order)
  • an order from a customer (customer order)
  • an offer

It has to be stressed that the above documents do not affect warehouse stock levels. If you also run a warehouse, the order documents let you automatically create warehouse transfers. After generating a warehouse document it is good to change the order status to "closed", so as to easily distinguish between fulfilled and placed orders.

1.1 Settings

VAT processing

Businesses exempt from the VAT tax should change LoMag settings before documents are generated so that the program doesn't calculate the VAT. Go to setting (LoMag), to the LoMag tab, and next in the LoMag section deselect the LoMag option and confirm the change with the LoMag button. From now on documents will be issued without the VAT tax deductions - see below.

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1.2 Creating order documents

There are a few ways to generate these documents: by the LoMag button found in the upper menu, where you next choose the needed document. The second method allows you to open documents by hitting the F7 key (supplier order), F8 (offer), and F9 (customer order).

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Order documents may also be opened with an icon on the program's toolbar - see below.

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New document window interface for different document types are very similar to each other. Below there is a brief outline of specific elements of the interface, and next a more detailed description of some of them follows.

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LoMag - field where you add a contractor to the document. The contractor can be selected from a drop-down list after clicking LoMag (for a faster search you may enter first letters of the contractor's name and click the button). Use the LoMag function to add a new contractor to your base. By using the LoMag button you can print out an address label (e.g. for a letter).

  • The contractor field may not be displayed if you turn off this function in the settings.

LoMag - the application automatically generates document date and number. In the LoMag section you can set the type of printout (e.g. an order allowing for VAT tax or not). In the LoMag field you can change order status. You can make notes about the document in the LoMag field.

  • You can correct the issue date of a document and its number; please remember, however, to maintain the right document chronology. When entering past documents start from the oldest one and continue until the latest one.

LoMag - this part of the interface allows you to save a document in a pdf file (LoMag), print it out (LoMag), and edit document templates (LoMag). Learn how to edit a warehouse document with the LoMag editor here. Additionally, you can always generate a warehouse document by using the LoMag button.

  • A warehouse document can be generated from an order document only if you've purchased the warehouse module..

LoMag - buttons for saving or cancelling a new warehouse document

LoMag - buttons for adding new goods to a document

LoMag - buttons for editing goods already added to a document.

LoMag - buttons for deleting goods from a document.

LoMag - a button for printing out a list of goods included in the document.

LoMag - a button for exporting a list of goods of from a specific document to an Excel file.

LoMag - a button for adding goods from a data collector. (See recommended devices for LoMag warehouse management software)

LoMag - a button for importing goods from an Excel file.

LoMag - a button for viewing connections between documents (more details can be found in this instruction below)

A detailed description with examples for functioning of the keys from 6 to 11 can be found herej.

Though the types of documents have a similar appearance, their roles are different.

1.3 The supplier order document

A supplier order document (LoMag) is used for ordering goods from your supplier. You may provide any information needed in your and your supplier's order procedure (contractor details, goods, etc.). To add new goods click LoMag or use a keyboard shortcut "Alt-D".

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Besides standard fields for specifying goods and quantity, there is also a place for a gross price and a VAT rate, which are uncommon in warehouse documents. The warehouse is entirely run either in net or gross prices (this can be determined in settings).

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As an example, let's add to the document "Apples" as sample goods with the LoMag using the LoMag field and the LoMag button (or LoMag). To add the goods to the document it first has to be defined in LoMag's file data module (LoMag).

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Next, as you can see above, after determining your goods, you can see its available quantity. After providing the quantity of the "apples" goods you wish to sale and the price (per item), your gross price will be calculated - see below - e.g. you are selling 50 kg of apples for PLN 2.50. The gross price will rely on the selected VAT rate, which you can change. To add goods to the proforma invoice click LoMag.

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All above values - "net price", "gross price", "VAT rate", can be pre-defined in the LoMag module. After you add the goods to the document it looks like this:

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When all the goods are on the document, remember that you can further define your contractor - complete instruction can be found in the "contractors" instruction available here. Next you can print out the order (LoMag), save it (LoMag), and send to your contractor by e-mail - you will find a detailed instruction below.

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To send the document to your contractor, just as the above order, hit the LoMag icon on the document window's toolbar.

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As presented above, first you have to configure your e-mail settings in LoMag. To do this, go to software settings (LoMag), and next the LoMag tab. If the electronic mail settings have already been configured, the above information won't be displayed, and the process will open the LoMag module.

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In the LoMag tab provide the SMTP data of your e-mails service provider and the address and password of your e-mail account. You can get the SMTP details on your service provider's website. See illustrations with e-mail settings below for most popular e-mail boxes in Poland.

E-mail settings for gmail.com

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After you provide the data click LoMag to go to your document and then click again the LoMag button. The LoMag window will appear.

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Make sure the e-mail address of your contractor is correct and send the message by clicking LoMag. If the message is sent successfully, adequate information will follow.

After the order is sent, you can change document's status (see below).

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Other (your own) order statuses may be defined by clicking LoMag.

Importantly, if your LoMag software also features the warehouse module, you can generate a Goods Received Note (receipt at warehouse) from an order supplier document by clicking the LoMag button. This way you can always quickly create a document for receiving an order by the warehouse.

1.4 The customer order document

The customer order document (LoMag) is for preparing a formal document for ordering goods by your clients. You can include in the document any information necessary for preparing an order (contractor details, goods, etc.). Such a document looks similar to order documents to sent suppliers, but when you add goods you can additionally define mark-up for goods (LoMag) which you want to include in the order for your client.

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If you additionally use the warehouse module, you can use the customer order document to generate a Goods Issue Note (LoMag) with the LoMag. This way you are able to quickly create a document for releasing goods from the warehouse based on a given order.

1.5 The offer document

The offer document is for sending price offers to your clients. Price offers are documents in which we present official prices for products or services. You include in such a document all necessary information (contractor details, goods, etc.). In the template editor you can adjust the look of offers with regard to additional sales conditions or cooperation. The LoMag document features a function of generating documents from the supplier (LoMag), which will later be used for creating a customer order document (LoMag).

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1.6 Dedicated columns on order documents

Dedicated columns allow you to add extra fields to documents (e.g. comments about an order, requested delivery date, etc.). To add such extra field to a document go first to LoMag settings LoMag, and next the LoMag tab. Then select "Orders/offers" in the LoMag field.

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As an example, let's add an information (text) column for client's comments about some order. To do so click LoMag to open a new window, where you enter in the LoMag field "Client's comments", and then select the right column type and click the LoMag button to confirm the operation.

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After you've added a dedicated field, it will be located in the main window of order documents.

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Dedicated fields may also be included on document printouts.

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To have dedicated columns on your printouts (as seen above), edit the document template and place a dedicated column using the LoMag module. Editing and creating custom invoices in ""document templates"" is explained in detail here..

You can create different types of dedicated columns. The above example regards text columns, but you can also add number columns (e.g. no. of pallets), references (e.g. your client's website), yes/no surveys (e.g. for determining whether a partial delivery to the client is possible), dates and drop-down fields. Dedicated fields can be also placed in specific document sections (e.g. in the field for adding goods).

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2. Connecting modules: ORDERS - WAREHOUSE

As mentioned at the beginning of the instruction, each module of the LoMag software (Orders, Warehouse, and Invoices) are integrated. To illustrate this, there will be a series of operations presented from creating an offer to issuing a GIN document. To be able to perform all the steps presented below, you will need to have all three LoMag modules.

Settings

LoMag lets you run your warehouse inventory both in net and gross prices. You can configure this in LoMag settings in the LoMag tab and the LoMag field (see below). This setting works regardless of the VAT setting. With VAT processing on, the warehouse is run in net prices by default and without VAT in gross prices, but the program allows you to choose different configuration.

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Connections

Let's assume the following series of operations: (LoMag) you send a sales offer to your client, and he accepts it. Next (LoMag), on the basis of the offer sent to the client, you have to generate a supplier order document. After a few days your client arrives to pick up the ordered goods - when he receives it, a document is generated for goods warehouse release.

LoMag - you want to make an offer for our client (Mr Smith). To do so, open a new offer document (LoMag), where you specify you want to sell 100 kg of apples for their purchasing price (i.e. with no mark-up imposed), and you send the offer to your client by e-mail.

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LoMag - after a few days the client expresses his interest, so you generate an order document, which is based on the offer document you've sent over to him. To do so, find the offer document in the LoMag module and open it.

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Generate an order document with the LoMag key.

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You can send the document to the client's e-mail address using the LoMag button. Save the operation with LoMag. You can change the price - just select the goods and click on LoMag

LoMag - the client came to pick up his ordered goods. When you hand over the goods, you also generate a GIN document (LoMag) (on the basis of a customer order document). To do so, just like above, first find the previously generated order document in the LoMag module and click LoMag to create a release document.

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Visualisation of connections

When releasing goods from the warehouse (and issuing GIN document), it is worth having a look at the graphical representations of connections (LoMag), where you should be able to see the entire operation described above. The LoMag module is a visual representation of document icons, which facilitates analysing document flow history. This allows you to quickly check which documents were created on the basis of other documents (e.g. a VAT Invoice generated from a Proforma Invoice). Such two documents may be drawn-up by different people and the prices may differ. So when you view the document window click LoMag.

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Let's have a closer look at connection visualisations.

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The box above shows the current document, i.e. GIN1/16 - M1 (LoMag). It was created based on previous documents:first, there was offer no. OF1/16 - M1 (LoMag), and next an order document no. OC3/16 - M1 (LoMag). Also, you can see that when the goods were released from the warehouse, it happened based on an OB document (Opening balance). The GIN document was connected with the OB, because the warehouse stock changes only after the goods are released from the warehouse (an offer and an order do not affect the actual stock). In the visualization you can see that the GIN was based on two client order documents and an OB used to receive goods into the warehouse. To view any of the documents just double click on it.

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The remaining part of the tree (below) depicts other warehouse operations linked to the OB document (and not with your current document). On right of the visualisation window there is a list of similar warehouse documents you can manage (view, edit, etc.).