Documents editor - instructions

LoMag inventory management offers ready templates for warehouse documents. The program also enables you to conveniently design your own document templates. The documents editor has been created for that purpose.

1. Launching the documents editor in LoMag inventory management.

Before launching the editor:

• You should have at least one item in the warehouse database.
• You should have a properly installed printer on which the labels will be printed.
• You should add at least one warehouse transfer

You can open the documents editor in two ways:

Launching the documents editor- method 1:

Launching the documents editor with method one is done from the level of adding a warehouse document. Let's launch the editor via adding a Goods Received Note (). Select from the menu, the window will be displayed.

Next, go to the menu of the window and select to add a warehouse transfer (warehouse document). A form (window) for a new Goods Received Note will be displayed.

To launch the documents editor, first you must add a new document (find out how to do this here).

By pressing the button in the above dialogue box, you will launch the documents editor.

• Launching the editor with the first method may be executed in the same way from the level of all documents ().
• The editor has been launched together with the default template of a warehouse document, which you may edit or start a new template.

Launching the documents editor - method 2:

The second method of launching the editor is also done from the level of documents. Go to the window, tab in the inventory management program.

You have to have at least one warehouse transfer - mark it and select from the menu.

• If the document list is empty, and you know you have warehouse documents in the database, use the function to display them.

The dialogue box will be displayed; to launch the documents editor click .

• The editor has been launched with the default template of the warehouse document, which may be edited in any way you wish. You may also start a new template.

2. Designing a warehouse document.

To start designing a new document select from the editor menu.

Designing a warehouse document - settings:

Go to the drop-down list (marked below) and select the size of the sheet, on which you wish to design your new warehouse document.

Select the tool from the menu, to set the number of copies. A window for setting the number of copies will come up.

The option is very interesting; it enables you to generate and print appropriate amounts of copies based on the warehouse data.

• We recommend creating the warehouse document template on an A4 sheet, due to the considerable amount of information, which can be found on warehouse documents.
• When creating a template of a warehouse document, do not use the division to multiple labels function.

Designing a warehouse document - the template:

After setting the parameters of the documents editor, you may proceed to design a personal document template.

When designing a warehouse document template, you will need the tools which you will find on the left-hand side of the editor and the design mock-up.

Before you start designing, think what the document should look like, so that it is simple and transparent. What information should be included? Once you know more or less what your document should look like, it is time to make your vision reality.

The first information which should be found on warehouse documents is its type (Goods Received Note, Goods Issued Note, etc.). Use to include information about the type of document (transfer), left-click the tool (located on the left-hand side of the editor), then, while still holding the left mouse button drag it onto the design mock-up.

Let's use the tool and check what the generated document will be like.

As you can see above, information about the type of warehouse movement has been generated automatically, however, it has not been fully displayed as the tool field is limited.

• The example has been presented for a Goods Received Note, but it could equally include information about goods issued, interbranch transfer, etc. The information has been automatically generated - in accordance with the previously added (or selected) warehouse transfer.

To display full information on the type of warehouse movement, you must adjust the size of the field () to its content. Go to tool settings, which can be found in the place marked below.

To display full information about a warehouse transfer, i.e. to remove the size limitation for the field, got to the parameter in tool settings, and change its value from to . Once you have done this, the size of the field will be automatically adjusted to the size of the generated content.

To verify the results of your actions use the print preview ().

As you can see, as a result of the above actions, full information on the type of a warehouse movement is now displayed.

The tool also enables you to configure other parameters. For instance, you can change the size and the type of the font by going to the parameter and clicking , which will make the configuration window come up.

The next information to be added to your document example is the document number. You have to use two tools to achieve that: and . The tool will be used to enter the following information (text): "Document No", the tool will have its content automatically generated (similarly as in the case of the tool).

Add the above-mentioned tools ( and ) to your design mock-up, just like you did with the tool.

Next, enter text content on the field located on the mock-up. Go to tool settings and remove Text from the parameter and enter, e.g., „Document No".

The content shall be generated automatically for the tool. Use to check how the label has been generated.

To make sure the content in the tools (, ) displays properly, use the option and change .

You can also merge elements together for the sake of proper display of information. Simply mark both ( and ) - using the "ctrl" button. Next, right-click and select the field.

After doing that, drag one tool to the other (see below).

You can verify the results of your actions in the print preview.

• We recommend using the auto-align option for all tools which have that function, it prevents the improper display of information.
• We also recommend merging elements, if you are using two modules to present certain information (like in the example above regarding the Document No.).

Add information about the name of the warehouse and the date of the operation onto the mock-up in the same manner. Use the , and tools to that end. The method of adding is similar to the tools added previously, do not forget the and functions. After adding the tools to the mock-up and the configuration of parameters, your example document should look similarly to the document below.

• Information on the name of the warehouse and the date will be generated automatically.

The data about your company and the account (business partner) are important elements of warehouse documents. The information about your company is downloaded from the program settings. The account data is downloaded from the supplier list on the goods received notes or the customer list on the goods issued notes. Such data includes, first and foremost, the name of the company and the name of the account, address and contact data.
Use the following tools: , , , , , , , , , .

The first step is to add the tool twice to enter "Company data", "Account data".

The second step is to drag to the mock-up the tools connected with the company data (, , , , - this data is generated automatically (from the LoMag database).

Next, do the same with the data regarding the account (, , , , ).

Check the effects of your actions; generate the document in the module.

As you can see above, your company data and the account data has been generated. Please note that the data has been "uploaded" from the program's database.

• For your company data to be properly generated, it has to be first configured in the program's settings (tab "Company").
• For the account data to be generated properly, it must be saved in the program database. The account data is entered when adding new documents (and editing them). Find out how to add an account to LoMag inventory management here.

You can also add information about the tax identification number of the company and the client (, ) as well as remarks regarding them (). Let's skip this data in your example document.

Information about the flow of goods (items listing), i.e., a table with information on the flow of goods is a very important part of a warehouse document. Go to the tool - drag it onto your design. Next, verify how the document will be generated with an item table ().

As you can see above, in this simple way, using one tool, LoMag inventory management generated all information concerning items listing.

Your table may be configured freely (hide and display columns, encode information, change the name of the column, etc.); go to settings of the tool, to parameter .

Click in the parameter. The dialogue box will be displayed.

The window might be launched also by left-clicking the table (on the mock-up), selecting the field from the menu.

Let's use the possibility of hiding several columns which are not needed, for example: "Remarks", "From Warehouse", "To warehouse” and ”User". To hide the chosen columns, mark the first unwanted column name ("Remarks") and drag it from the field to the field using the button.

We do the same with the rest of the unwanted columns ("From warehouse", "To warehouse", "User"). Then, confirm the introduced change by pressing .

As you can see below (on the print preview) the chosen columns have not been displayed.

You can change the hidden columns to visible ones at any moment by dragging the column names from the to the field.

By using you can change the names of individual columns. For example, let's change the name of the column "Barcode" into "Code". Mark the column name in the window, and then type in the new name in the field. Confirm the changes with .

The name of the column has been changed.

You can see a column with a barcode on the image above - it is in numerical form. By using you can change the numerical code to a graphical one. Go to window , select the "Barcode" column in the field, and select which can be found on the right-hand side of the dialogue window and confirm the changes ().

As you can see the "Code" column has been supplemented with a graphic barcode, which may be read by a barcode reader.

• It is recommended to employ CODE128 encoding on the warehouse documents. As CODE128 enables the encoding of various information (digits and letters). This is not possible with, e.g., EAN13 encoding, which will encode only a 13 digit code number, and the remaining numbers, e.g., 11 digit numbers, or information including letters will not be encoded.

Please note that adding the graphic barcode caused its incomplete display in the numerical version, which may cause many unneeded problems in your enterprise. To prevent that and to display the full code you must expand the "Code" column. Go to the module again, select the "barcode" column in the field and go to the right-hand side of the interface and increase the width of your column (e.g. to 20).

Close the window confirming with . Go to the print preview and check whether you have broadened the column enough - whether the bar code (numbers) are displayed in their entirety.

You can see the positive effect of the above actions. The column increased its width and the barcode number is now fully displayed.

Looking at your warehouse document, and carefully analysing the tool (placed on the mock-up as a table), you might notice that the total for individual columns is outstanding. Let's add the totals for "Unit price", "Quantity", "Value" and "Stock level". Go again to the module, select the first of the chosen columns "Unit price" from the field and mark the option.
Additional you may set the option. Mark the field, after which the text field will be unblocked. Type in a text, e.g., "In total". All changes are approved with the button. Use the module to check the results of your operations.

As you can see above the text ("In total") has been displayed and the field for the total sum of all the units of (in individual columns) has been added . You can add totals of the remaining columns in the same manner and verify the effect of your actions again.

You can also use the barcode to encode other information on the warehouse document. Let's add a barcode for the document number. Drag the tool to your mock-up again.

Next, set the type of encoding for the field. To do so, go to the tool settings, to the parameter - set the encoding (recommended).

This way, you have the document number presented as text and graphics (barcode).

• It is recommended to employ CODE128 encoding on the warehouse documents, as CODE128 enables the encoding of various information (digits and letters). This is not possible with, e.g., EAN13 encoding, which will encode only a 13 digit code number, and the remaining numbers, e.g., 11 digit numbers, or information including letters will not be encoded.

The last important element, which should be found on a warehouse document, is a place for signatures of the authorised persons, who take part in the transaction. Let's prepare the space for the signature of the person issuing the document, the person issuing the goods, and the person receiving the goods. Use the already known tool to do that. It will help you create spaces for signatures. Add the tool twice to your mock-up.

Enter texts to the elements () added to the design mock-up in the same manner as you did at the beginning of the instructions, by using the tool. The space for signatures may be described as you can see below.

Add the space for the person issuing and receiving the goods in the same manner.

Your warehouse document includes all the necessary elements. It can now be used at your company.

Although your document includes all needed elements, you can also make use of several additional functions. For example you may add a logo of your company. You will need to use the to do that - drag it to the mock-up. Next, the window for adding images will be launched.

Select an image with your company's logo and click . The image will be uploaded to your design mock-up.

Additionally, you may also add to the documents some less important data such as: , , , , . There is also a possibility of framing certain data, to separate one group of information from another. Use the and tools to do that.

Saving the warehouse document design

Saving the design

Your work is done, your tailor-made warehouse document is ready - it's worth saving.

To save your project, select from the editor menu, the window will be displayed.

Go to field , type in the name of the template and confirm with . If you saved your design before, but you made some changes and you would like to save the changes, select or from the menu. Next select , mark and click .

Saving the document as a PDF

LoMag documents editor offers you the possibility of saving documents as *.pdf files. To save a label as a *.pdf, click , select a location where the file is to be saved and click .

Exporting document template

You can also export the document template beyond LoMag inventory management (to the computer hard drive). Select and determine the location of the export and click . The template shall be saved in a *.xml format.

Printing a warehouse document.

Printing a document.

To print your warehouse label, first go to . Select the output device (printer) and click (see below).