Warehouse documents are used for recording events at the warehouse and registering full history of changing stock levels for items. Thanks to them, you can not only verify the current stock level for a given item, but also follow changing stock levels over time through individual elements. In LoMag the date and the time of document creation is important. To facilitate work we've enabled the edition and deletion of data also for historical documents (unless the changes cause minus stock levels). Please note that when editing a historical document, LoMag displays a stock level as at the date of the document.
LoMag inventory management allows you to work with many warehouse documents. It enables you to create documents such as: goods received notes, goods issued note, goods received note corrections, interbranch transfers, internal goods received and issued notes or discount documents. These documents may be created in LoMag in several different ways. The first method is to go to the program's main menu, to the part and to select the warehouse document we are interested in.
Warehouse documents may also be added with the use of icons on the tool bar, located under the menu bar.
The third choice is using keyboard shortcuts to turn on the warehouse document windows.
- F2 key
- F3 key
- F4 key
- F5 key
- F6 key
- F7 key
- F8 key
- F9 key
- F10 key
- F11 key
By using the above methods, you will launch windows for adding appropriate warehouse documents.
The interface for new document windows for individual types of documents is the same.
Therefore, windows of documents such as , , , , , , , , have the same interface and tools.
The interface of the new document window includes many functions. Below, you will find a short description of how the individual parts of the interface operate, and then we will proceed to discuss some of them in detail.
- a field for selecting the account for the document. You may select the account from the list by pressing the button (to find the account quicker, you may type in the first letters of the account's name and use the button). Use the function to add a new account, which does not yet exist in your database. If you press the button, you will print the address label for the account.
- the program automatically generates the date and the hour of creating a given document, as well as its number. The field may be used for notes regarding the whole of the document.
- This part of the interface gives you the option of saving the document in a pdf format (), printing it () and editing the document template (). Find out how to edit a template of a warehouse document with the LoMag editor here. You can always send the document in a pdf format to an e-mail address, use the button to do that - configure e-mail settings before you try that.
- buttons for saving or cancelling warehouse documents.
- a button for adding a new item to a document.
- a button for editing an item on the document.
- a button for removing an item from a document.
- a button for displaying the history of warehouse transfers for a given item.
- a button for printing the list of items on the document.
- a button for exporting a list of items from a given document to an Excel file.
- a button for copying data about the items from another warehouse document.
- a button for adding items with the help of a data collector. (Check out recommended devices for LoMag inventory management)
- a button for importing items from an Excel file.
- a button for printing labels for items.
- a field for a list of items on the warehouse document.
To add a new item, you must click or use the "Alt-D" keyboard shortcut. The form for adding documents differs from document to document and depends on the settings defined in the program.
The form for adding an item with a Goods Received Note () looks like this:
To select the item for the form, go to the field and use the key, which will open a list of items (see below).
To find a document in the field faster, you can type in the first letters of the item name - a dynamic list of items which include the typed-in phrase, will be displayed.
An item may also be selected in the field, which will be followed by switching on the window.
To upload the item information form, double-click it on the item list, which will automatically generate the fields of the form (for adding a new item to the document).
If you use a barcode reader connected with the program, you will be able to upload information about the product. The barcode reader works on a simple basis: scan the barcode of the product (with a device connected to LoMag) and the converter of the reader changes the graphic barcode into a numerical one. The number is entered automatically to the open form in LoMag, and then all information on the product is derived from it.
Therefore, by selecting an item manually or with a barcode reader, the data regarding a product will be uploaded automatically. The form of the includes the following fields:
- enables you to determine the quantity of items received on stock (if you are using a GRN, if you are using e.g. GIN it will be the quantity of a given item's issues).
- shows the current quantity of a given item on stock. You cannot edit this field.
- shows the default price of the item, which was determined while the item was added to the item list. You can use this field to edit the item price, which will be changed only for this given operation.
- total value, it is automatically calculated as a product of the and fields.
Additionally, the field may be used for notes regarding a given item.
For instance, you received 1000 kg of carrots from the supplier, PLN 1per kilo, so you enter the quantity of the received material(1000 kg) into the field, set the price for a kilo (1zł). The field will be automatically generated.
To approve this operation and add the item to the document, click .
When you finish adding other items to a given document, you can print () or save () the document. Then click to save the operation (warehouse transfer) and close the document window.
The window for adding items for the is slightly different than for the Goods Received Note.
If you select items by finding them manually or with the use of a barcode reader, the form will be filled in.
Apart from the already discussed fields , , , and , which may be found in the window for adding items to a , you will find the following additional fields in the interface of the window:
- determines the quantity of a given item which is on stock. You cannot edit this field.
- the price of the item is generated, taking into account various prices from all documents (starting from the oldest).
- allows you to determine the percentage mark-up, if you want to sell the item for a different price then the default price.
- allows you to determine the sum mark-up, if you want to sell the item for a different price than the default price.
- the price is generated, taking into account various prices from all documents (starting from the oldest).You cannot edit this field.
In the field you can view all receipts to the warehouse which include a given item. When issuing items you can specify from which receipt you wish to issue the item. To find out how to pick an item from a concrete receipt, go to item eight of these instructions "Preview and selection of deliveries".
for example you issue to the customer 150 kg of carrots; LoMag automatically calculates that the selling price is PLN 1 for 1kg, but you would like to sell the goods for PLN1/kg more . So, enter the amount of the issued goods(150 kg) into the field, and then, in order to sell it for more, set the mark-up for 1/kg (the field in percents - 100, or the in sums - 1).
Additionally, you may set several options regarding adding items to the documents. The first possibility is hiding the purchase price (see below).
To hide the purchase price field, go to LoMag settings, select .
In the tab you have to mark () the option and then click the button. From now on the fields regarding the purchase price of the items on the documents will be hidden.
Another option which may be adjusted in program settings is the support of discounts on the GINs. Go to the main settings of LoMag (), and mark the option.
Once you have executed the above, you will find a new field allowing you to make an appropriate discount in the window for adding items to the document.
Implementation of the above functions (, ) may be useful, if you don't want the person issuing the document to know the purchase price; he or she will only see the agreed selling price, for which they can give a discount.
The function is also useful if there is a client present by the computer and they have direct access to the screen of the monitor. Thanks to the option of hiding the price, the client will not discover the initial price of a given item.
The stock levels in LoMag may be different from the actual levels - various factors may influence that. You can correct these differences with . The correction window looks like this:
After having verified the difference between the stock level in the program and the actual stock level, set the new level in the field.
Use the document to transfer an item between warehouses.
After selecting an item for an interbranch transfer, determine the amount () of goods you wish to transfer from one warehouse to the next. Then select the warehouses in the field and the field.
Please note that you can make many interbranch transfers on one document. For example, transfer of 100kg of carrots from Warehouse 1 to Warehouse 2 and transfer of 50kg of carrots form Warehouse 1 to Warehouse 3.
LoMag allows its users to apply discounts. To make a discount, use the documents.
To make a discount, select the item and the amount you wish to make a discount on in the , type in the and the new value () to which the item will be discounted.
For example, you want to make a discount on 10kg of carrots, LoMag has automatically calculated the value of carrots at PLN 10, however, you would like to make a PLN 5 discount on the 10kg of carrots . Set the amount of the goods you wish to make a discount on (10kg) in the field and enter the new value (5zł) in the field.
Another example: you have a 10-kilo potato sacks on stock; however, one of the sacks broke while the warehouse keeper was handling it (1kg of potatoes from the 10 kilo sack was damaged, the remaining 9 kilos is in good condition). You would like to sell the remaining 9 kilos for PLN 0.40/kg. To do that, you need to select the item ("Potatoes - 10kg sack"), set the amount which is to be discounted ("1"). Select the item ("potatoes") in the part, determine the amount ("9"- as 1 kilo was damaged) and set a new value (in the field) for the remaining 9 kg ("3,60" - because we established that 1kg will be sold for 40gr).
and are used for registering internal issues and receipts.
A may be used for registering internal use of materials for production, or internal use of detergents, mineral water or other products used internally at the company.
While a may be used to register materials returning to the warehouse ( e.g., raw materials which have not been entirely used up for production are returned on stock).
For example, you issue to your employee - "Jan Nowak" - tools from the warehouse (e.g. let's say "Grinder No. 5" and "Drill No.3", you issue an Internal Goods Issued Note together with the equipment. When the employee returns the tools, you issue an Internal Goods Received note .
So, the is issued to your employee.
If tools have been issued for a longer period, you can always quickly check and say which of the employees has which tools - by using the additional function. You can find out more about the account balance function here (item "3. account balance").
When your employee has returned the equipment to the warehouse, you issue an .
For the situation above, you may use the function, which allows you to copy data to a document from an already existing document (in this case, an already issued, Internal GIN for "John Nowak" document No."GIN000006/13 – W1"). The function has been described in detail in this instruction in item 4, "Adding items to a warehouse document by copying data from another document".
Another example of an internal transfer may be issuing a multipack of mineral water to your employees (for them to drink during work). When issuing a multipack of water to the employees you can also use an Internal GIN to decrease the stock level by one.
The remaining warehouse documents, and are constructed of the previously discussed elements.
The is used to decrease the quantity of items received on a . The document decreases the stock level, so it works analogously to a .
The is used for decreasing the amount of the items issued on a . The document decreases the stock level, so it works analogously to a .
The are used for registering returns of items - you can enter what document is being corrected in the field
Assembly is another document in LoMag inventory management. It is a document for supporting the process of production or collecting an order, which has been placed.
Let's proceed to the assembly document module (), let's follow the process of assembly of components of a product, e.g., "bread".
Apart form the standard fields visible on the warehouse document, which we have discussed before, we see new fields: , , and .
- is a field describing the current status of the assembly process, helpful in following the production process. If you click the module will open, which allows you to enter names of subsequent phases of the assembly process. In case of baking bread the stage names may be as follows: "preparation of ingredients" , "mixing" , "fermentation", "baking" , "packing" , "ready product". The employment of stages enables you to filter the data in the module later.
- , are fields enabling the definition of time spent over the process. Employing this information, you may later estimate costs of labour and the time devoted by an employee to a given process (you have to remember to assign him or her first in the field).
RAW MATERIALS - ingredients or components from which the finished product will be made. Once the document is saved, the appropriate quantities of raw materials will be removed from the stock.
PRODUCTS - result of production. One or many diferent products may be produced as a result of Assembly. As a product we can also add waste generated during production.
Let's assume the finished end product is Bread. We will need the following ingredients to make it. They have already been defined in the item list in LoMag and are available on stock: 0.5 kg of flour (PLN 3/kg), 1 packet of yeast (the price:PLN1/pcs), 0.02 kg of rye leaven (the price: PLN 30/kg). To start the process of assembly, select the end product, comprising of several batches, (which exists in the program database) from the field. If a certain item is lacking, you can create a new product directly from the document - just click . Please note that for the item to be displayed in the field, it must be defined as in the module.
You have determined that for one bread you will need 0.5 kg of flour (the price: PLN 3/kg), 1 packet of yeast (the price: PLN 1/pcs), 0.02 kg of rye leaven (the price: PLN 30/kg) - using the window, add the appropriate amount of the ingredients to the document.
Next, LoMag specifies the quantity of items and automatically calculates the price of the product basing on the previously defined ingredient prices (e.g., when receiving them on stock). There is also an option of manually entering a new price for a given order.
Once all the necessary ingredients have been added, the assembly document should include items with their appropriate amounts, as below.
Before you save the operation, it is advisable to check the stock levels for the product and the ingredients.
Once you save the process (document|), stock levels of individual products will change.
Thus, you have registered the process of making bread and taking appropriate ingredients form the warehouse. If you are making the same product constantly, it is advisable to use the module to facilitate your work. In this module you define a "template", or in this case, the word "recipe" would be more apt, which will add the ingredients to the document each time for you.
To go to the item library to determine the components of your product, you should go to the top menu and select . After opening the window of the module, you should add () a new library.
Name your library in the field, e.g., "Bread ingredients", give it a code, and add () the components of your choice.
After adding all the ingredients in amounts appropriate for one unit of the product, you save the library and proceed to the assembly document.
Please note that the maximum amount of product which can be produced from the ingredients available on stock has been automatically calculated in the main module .
Determine your end product on the assembly document in the previously mentioned field. Next, do not add individual ingredients to the document, but add your library "Bread ingredients", and specify the amount of the final product, e.g. "10".
Once you have added the library to the document and used the key, all the ingredients in an amount corresponding with the amount of the produced goods will be added to the document.
LoMag allows you to add items to a document also by copying data from another, already existing warehouse document.
Use the function, which can be found on all warehouse documents. To check out how the function of copying data from an already existing document works, let's copy data from the GRN to a GIN. Open the window, and then click - the interface for copying documents will be launched
Type in the number of the document from which you wish to copy data to the field, for example you are copying data from (an existing) document "GRN000008/13 – W1".
To copy the data, click . The data will be copied and uploaded to your new document.
The function is useful, if you have a lot of items on the document, and you want to enter the same or a similar list of items. This function works for all documents - it may be a copy of a to a and the other way around, from a to a .
Adding items to warehouse documents may also be executed basing on data from a collector.
First use the data collector to scan the product. Then, connect the device to the computer with a USB, then select the "Transmit to computer option" on the collector (the name of the function might differ depending on the type of the collector). Then press the button on the tool bar which will display scanned products on the warehouse document.
Find out more about the possibilities offered by Argox PT-20 collector, which is compatible with LoMag software.
Check out the list of devices integrated with LoMag inventory management here.
The program also allows you to add items to the document using the import form an Excel file function.
To add items form Excel, click , which is located on the tool bar of each document. The window will be launched.
To import a list of items from an Excel file, first you need to choose and upload a file, located on your hard drive. Click to do that.
Next, select the data file and click . An Excel file will be uploaded to LoMag.
This is what the file with the list of items for the document looks like in a spreadsheet.
The file has been uploaded to LoMag
Next you need to adjust the Excel columns to the fields of the module. Select a field from the list (e.g., barcode, quantity) for each column you wish to import.
You can see the information about the barcode of the product in the first column; to import the product code (column one), select the "Barcode" field form the drop-down list (see below).
In the second column you see the quantity of items; just like above. To import the information about the quantity of items, select an appropriate field, i.e. "Quantity", from the drop down list.
Proceed in the same manner with every column you wish to import to the database.
After you have selected columns in view of importing data, click .
A window informing you that the import has been successful will come up (see below).
The items from the Excel file have been added to the document, the remaining information about the items (such as "Item name", "unit of measurement", "value", etc.) have been automatically filled in by the program.
FIFO and LIFO are models for material outgoings evaluation. The FIFO model (First In - First Out) is most commonly used. It indicates that the item which will be issued from the warehouse first is the item, which was first received. The LIFO model [last in – first out] indicates that the first item to be issued from the warehouse will be the last one which has been received.
LoMag enables you to select an appropriate method of reserves evaluation (FIFO or LIFO). Go to program settings () to the tab.
Next, in the part of the interface, select a model of warehouse reserves evaluation, "FIFO" or "LIFO", from the field. "FIFO" or "LIFO".
Using one of those two methods has its impact on the warehouse documents in LoMag inventory management. Let's take a closer look at FIFO and then LIFO.
Select the FIFO method in LoMag settings, and approve the change with the key. Go to and open the window for adding items on stock (select from the Goods Issued Note tool area) .
Select an item comprising of several receipts.
Specify an amount (of issued items), e.g., "130 kg". Next, go to the part of the interface, and see from which receipt the item to be placed on the document was picked.
As you can see, if you are employing the FIFO method, LoMag will select the item (to be issued) from the oldest receipt.
Let's go to the program settings and change the model of warehouse reserves evaluation to LIFO. Next, come back to the , select an item comprising of several receipts and specify the quantity (of issued goods), e.g., "55 kg", next check the result in the part of the interface.
While employing LIFO, please note that the program first chooses items (to be issued) from the earliest receipt. Please also note that if the amount of items, which you specified (to be issued) is larger than the amount of items in the first receipt, the remaining items (to be issued) is selected from subsequent receipts - this technique works both for LIFO and FIFO.
Apart from the FIFO and LIFO techniques there is also an option of selecting items from a concrete receipt. .
When an item is added to a the program automatically determines from which receipt the item is to be issued (with FIFO or LIFO methods). However, in LoMag you can also easily select an item, which is to be added to a document, from a concrete receipt or receipts.
To issue an item from a concrete receipt, go to and select an item comprising of several receipts.
Go to the part with a list of receipts, where you will find fields such as , , and other (if you activate functions other then those active by default). To issue an item from a concrete receipt - find the receipt you are interested in, and then specify the amount of goods to be issued from it in its cell in the column.
For example, you want to issue 50kg of carrots to your customer from receipt No. "GRN000008/13 - W1" and 30kg of carrots from receipt No."GRN000007/13 – W1"; find the first receipt you are interested in (i.e., No."GRN000008/13 – W1") in the table.
Once you've found the row with the appropriate receipt, go to the cell of the column - enter the amount, which is to be issued from this receipt (i.e., 50kg) and click the "ENTER" key.
In this manner, you have selected 50kg of carrots from a concrete receipt. Please take note of the field, which says "51", not "50". It is because, when uploading the item onto the document, LoMag automatically set the initial (default) amount of items from this receipt, basing on the chosen method of reserves evaluation (FIFO, LIFO). To correct the difference, go to the default receipt and enter "0".
Now you have to issue the 30kg of carrots from receipt No. "GRN000007/13 – W1", proceed as above.
You have selected items from concrete receipts to be added to a warehouse document.
LoMag software is equipped with a search tool for documents. Use the module, which is launched when you start (open) one of the warehouses.
The window may be also launched with the icon, which is located on the tool bar. The alternative way for opening the module is the "Ctrl+F" keyboard shortcut.
In the module you may also browse data regarding items, accounts and documents, which interest you the most. To find warehouse documents, go to the tab.
In the window, you will find a search bar (), a tool menu for managing the documents () and a list of warehouse documents().
The list of documents in the module is empty; to display a full list of warehouse documents, click , and display the full list of warehouse documents in the LoMag database.
You can find documents in several various ways: with a text fragment, by specifying a concrete item and/or account, document type, or by typing in a fragment of a barcode, or remarks placed on the document. If you type in information in several fields, you will limit the spectrum of your search.
For examplelet's find a GRNs of "John Kowalski" account, which includes "Carrots". Type in the information to the field (i.e., GRN), the field (i.e., "John Kowalski") and the field (i.e.,"Carrots").
If you employ several search criteria, you can considerably limit the spectrum of your search.
The tool bar allows you to edit () and delete () warehouse documents. It also enables you to print () a document listing and to export it to () an Excel file.
You can freely configure the dialogue box of the module, e.g. you can manage the display of columns, change column names, etc. There is also the data filtering function; it helps you to quickly display appropriate documents matching the variants defined by you. This function is not used so often with documents, as it is with, e.g. items. To find out more about the configuration of the dialogue window go here, and then proceed to item 6.3 Tool bar, configuration and filtering of data.
The OB document includes items, which have been added and information about their initial stock level in the item list. When adding items to the module, you set their
To have a look at the OB document, you must go to the module, and then specify the document type as "Opening balance". The opening balance will be displayed as one of the options.
To open and view the document, double click opening balance or use the icon.
The opening balance document includes information about the amount of items which was specified when the warehouse was being opened. You can correct the number of items and prices, once you open the document. When editing historical documents, you should remember, however, not to delete or decrease the number of items, which were issued afterwards.
The actual number of items on stock may differ from the stock levels determined in the inventory management program - many factors come into play. For that reason, it is advisable to make an inventory from time to time.
LoMag enables you to carry out an inventory of stock levels. The inventory wizard can be turned on in two ways. Method number one: go to in the part.
The second method for launching the inventory module is via the inventory icon on the tool bar of the program, which can be found in the main menu.
The above actions will result in the opening of the window, thanks to which you will be able to start the warehouse inventory.
is a module used for making a warehouse inventory. This process will result in the creation of an inventory document and a stock level correction document.
The wizard enables you to carry out the inventory in three ways:
11.3 Making an inventory on an empty document.
To create an inventory starting with an empty document select in the window, and then confirm your choice by clicking .
During the stock-taking you have also noticed a discrepancy concerning "Potatoes". Proceed as you did with "Carrots". (Because the goods are spoilt, decrease the stock level - it will equal zero in this case).
11.4 Making an inventory basing on the current stock level.
To create an inventory basing on the current stock level in the module, select the option, and then click .
For example, there was a discrepancy noted between the actual stock level and the stock level on documents for "Oranges" - mark "Oranges" on the document, and click the tool, which is located on the tool bar of the document module.
Once you have made the changes in stock levels, approve the inventory with the key. Just like with the inventory based on an empty document, you will be asked to approve the conducted operation of stock level correction.
11.5 Making an inventory basing on inventory sheets
To create an inventory basing on inventory sheets, first you have to create inventory sheets and then proceed to the window. If you do not have inventory sheets, it is not possible to prepare an inventory in this way.
For example, two warehouse keepers were taking stock at the warehouse. The first one looked into "Fruit" and discovered a discrepancy between the stock levels for "Apples", while the other one looked into "Vegetables" and discovered a discrepancy between the stock levels for "Carrots" and "Potatoes".
The first employee introduces the correction onto the inventory sheet in LoMag inventory management. In this example the item was "Apples"; the warehouse keeper introduces a correction to the inventory sheet.
11.6 Inventory and the serial numbers.
In case of a stock level decrease for an item (which has a serial number), the window will be displayed, in which you have to point out a serial number which is not on stock anymore.
If you had an increase of stock levels for an item (which has a serial number), the window will be displayed, in which the newly added serial number will appear on stock.
Find out how to manage serial numbers in the and modules here, in item 1.8 Support for serial numbers.
After introducing the correction of items with serial numbers, approve your inventory ().
11.7 Inventory archive
LoMag allows the edition and the deletion of an already created inventory, if the stock level has not been changed yet. After the stock level has been changed (e.g., through the issue of goods) the program will not allow the user to edit or delete the inventory.