Advanced functions on warehouse documents

1. Advanced functions on warehouse documents

Apart from standard options, LoMag also enables the implementation of functions such as:

• 1. Automatic placement of the cursor in the barcode field.
• 2. Automatic opening of a window for adding the next item.
• 3. Hiding the purchase price (on GINs).
• 4. Discounts (on GINs).
• 5. Selecting the type of transport.
• 6. Support of cost groups.
• 7. Support of packaging.
• 8. Support of serial numbers of items
• 9. Support of lot number and expiry date.
• 10. Grouping (summary) option for the items.
• 11. Warehouse locations
• 12. Approving quantity after reading the barcode.

To implement the options above, go to program settings (), tab. In the lower part of the window, there will be a list for managing advanced functions on the documents.

To use the functions on a warehouse document, you should mark () one of them. Each function is discussed below.

1.1 Automatic placement of the cursor in the barcode field.

The automatic placement of the cursor in the barcode field function is useful, if you are using a barcode reader. The cursor will be automatically placed in the field in the window for adding items to warehouse documents - the correct operation when working with a reader in order to scan the barcode

To turn on the function mark () the field and click .

Check out how the function works on any document. Open a document (e.g., ), and then click to add a document. A window for adding items to a GRN will be opened, please note where the cursor is placed when the window opens.

The function helped you to streamline the co-operation of the program with a barcode reader.

1.2 Automatic opening of a window for adding the next item.

Automatic opening of a window for adding the next item is another function of faster, more efficient work with LoMag and the barcode reader. After an item is added to a document, another window is automatically launched, which allows the user to add items to the document faster. To turn on that function, mark () the field, and click .

1.3 Hiding the purchase price (on GINs).

The function for hiding the purchase price enables you to hide the initial price, for which the item was bought (in the window for adding items to GINs). The function may be implemented 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.

Below you can see the effect of applying the function.

1.4 Discounts (on GINs).

LoMag also enables you to give discounts for a given item. To do that, you need to mark the option. You will notice a new field in the window for adding items to a , which enables you to grant an appropriate discount.

1.5 Selecting the type of transport.

You can also equip warehouse documents in LoMag with information about the type of transport for a given document (e.g., courier, own transport).

To select a transport option for a document, you must mark the function available in the program settings (). From now on you will find a field allowing you to select a transport option in the document windows (see below).

As the list of available means of transport is empty, you should first define types of transport - go to the main menu of the program to the tab. The module will be launched.

Define types of transport with the key, for example: "Courier X", "Courier Y", "Own transport" - enter the transport name in the field.

• The "Types of transport" module allows you to manage the already existing types of transport - you can edit them and delete them. There is also an option of printing the transport list and exporting to an Excel file.

Once you have defined means of transport, you can add (specify) them on a warehouse document (see below).

The field allows you to enter the register number of a given transport.

The data about the means of transport is of informative nature. It will be displayed on a warehouse document. For the information to be displayed on the documents, you should define it on the document in the documents editor. Find out how to edit a document template with the LoMag editor here.

1.6 Support of cost groups

Data about cost groups, similarly as in the case of transport type, is also of informative nature (e.g., "Investment", "Office Supplies", "Hygiene Supplies"). The function becomes useful, if you keep a register of internal materials, by grouping items by cost groups.

To make use of the cost group option on warehouse documents, mark the option in the settings - from now on, you will find a field allowing you to define a cost group in the modules of all documents (see below).

Because the cost group list is empty, first and foremost, you should specify the individual cost groups - go to the program's main menu, to the tab, to do this. The window for cost group management will be launched.

Similarly, as in the module, you define types of cost groups with the button; Enter their names in the field, for example "Investment", "Office Supplies", "Hygiene Supplies" .

• The "cost group" module enables you to freely manage the already existing groups - you can edit and delete cost sets. There is also an option for printing the transport list and exporting it to an Excel file.

Once you have defined cost groups, you will be able to add (specify) them on a warehouse document (see below).

The data about the cost groups is used as means of information. It will be displayed on a warehouse document. For the information to be displayed on the documents, you should define it on the document in the documents editor. Find out how to edit a document template with the LoMag editorhere.

1.7 Support of packaging

The program also helps you manage packaging, which will be added automatically with items added to warehouse documents. If you wish to make use of the packaging option, go to and mark the option.

First, define new item as packaging, e.g., "Plastic packaging 10L". Generate a barcode for it, and set up a (new) item group, e.g., "Packaging", as well as a (new) measurement unit, e.g., "Box". Then click .

For the packaging, which you have just added, to be automatically added to products upon registration, you have to define it in information about items - edit () the product, for which you wish to add the packaging. Next, set the field and save changes.

Once you have executed these operations, an appropriate amount of packaging will be added automatically with the added product (see below).

1.8 Support of serial numbers of items

Serial numbers are used in various devices to identify the location and the time of manufacturing and to establish their legality. LoMag inventory management enables its clients to add information about serial numbers to the database. To turn on the serial number function go to LoMag settings and turn on the function.

Serial numbers and item lists

You will first encounter serial numbers when adding a new item in the . Let's add an example of an item, which includes a serial number, e.g., "LED TV 42""" - find out how to add an item to the module here.

Once you have entered data to the window for adding new items, click . Please note the quantity of items on stock (), because after clicking , a window for adding serial numbers will be displayed, corresponding with the initial stock number.

• The number of serial numbers to be entered corresponds with the initial stock level.

Next, enter serial numbers for items already on stock into the window. Enter the serial number of a given item to the field, and click . The serial number, corresponding with the current item unit, will be saved in the program database.

Once you have entered the correct number of serial numbers for the current item, click . The , windows will be closed.

• If you want to add a new item without serial numbers, to skip the procedure, use the "Skip the S/N selection".

Serial numbers on GRNs

When receiving items on stock, you should enter serial numbers for given items. For example you have two new items to add on stock (" LED TV 42"""). Create a . Add () the two items, and click . You will see the already discussed , to which you should enter the serial numbers of the currently received items.

• The quantity of serial numbers to be entered corresponds with the amount of the received items
• During warehouse transfers you cannot skip serial numbers for items defined in the item list as supporting serial numbers.

Serial numbers on GINs

The serial numbers module for the issue of items is slightly different than with a . Go to , open the window for adding new items and find your product ("LED TV 42""), determine the quantity of issued items (for example, 3 pcs.) and select items from concrete receipts (for example, 2 pcs. from the OB document and 1 pc. from receipt GRN000010/13 - W1). Next, click the button. The window will be displayed.

You will find a list of serial numbers of the currently issued item () in the module. To specify the appropriate serial numbers for the issued items, mark them in the part of the window, and then transfer the numbers with the use of to the part of the interface.

When selecting the serial numbers, please take notice of the receipts, which you have determined in the part of the window for adding items to a document.

For example, it was 2 pcs. from the OB document and 1 pc from receipt PZ000023/13 - M1 - you must select the correct serial numbers, i.e., 2 numbers entered on an OB document and 1 number entered on Goods Received Note No. PZ000023/13 - M1 (see below).

The correctness of the chosen serial numbers has been communicated with OK.

If the serial number are wrong for the chosen receipts, LoMag will notice the difference and display the error message. The program will not let you to continue with your work until the warehouse keeper specifies the correct serial numbers, ascribed to appropriate receipts.

• The quantity and type of serial numbers to be selected corresponds with the amount and type of issued items

There is also the option of an automatic assigning of serial numbers by LoMag - click .

• If you are using the "Assign automatically" method, be sure to check whether the serial numbers correspond with the number on the physical item.

Once you have chosen correct serial numbers, click . The item will be added to the document with the serial numbers.

The or modules can be found also on the remaining warehouse documents: (, , , , , , ).

Serial numbers history.

The module is used for checking the history of an item with a given serial number; you can launch it from the main menu .

The history of serial numbers may be displayed by using the search bar - by typing in the whole or a part of a serial number.

The above example displays the history of warehouse transfers for an example of a serial number "NS000123456".

There is also a possibility of finding serial numbers basing on a text fragment, for example, the product name. Go to the field.

Please note the difference between the above types of searches. Searching history by serial numbers displayed the history for a given serial number, while if you enter the name of an item in the field, you will get a history of all serial numbers of the item.

1.9 Lot number and expiry date support

If you store items which have an expiry date (e.g., medication, food) you can use the lot number and expiry date function to mark the items and prevent too long storage, which might lead to the degradation of items.

Lot number and expiry date support on GRNs

To turn on the lot number and expiry date support or products, mark the function available in LoMag settings. Next, go to - when adding () a new item, you will find new fields regarding the expiry date and the lot number of an item.

Upon adding an item on stock, specify its expiry date and lot number.

• The lot number is a code comprising of a series of digits and/or letters, which can be defined as you wish. It is information about a given receipt.

When an item is received on stock, a GRN is created including information about lot number and expiry date of the item.

Lot number and expiry date support - reports.

To monitor expiry dates of items use the tool available in the part of the main menu. There, you will find detailed information about items.

For a quicker access to the items you are interested in , you can set up an item group (). After selecting a group, its items will be displayed. The column includes information about the expiry date of a given item. You can sort this category by clicking .

Lot number and expiry date support on GINs

Lot number and expiry date are also important for the . Open a new window for adding new items to a and select an item, which bears information about lot number and expiry date.

In the part of the window you have displayed all warehouse receipts which included the item. Information about lot number and expiry date is also visible, which might be useful in selecting the set you wish to issue - find out how to add an item from a concrete receipt to a here (see item "8. Preview and selection of deliveries - selecting items from a concrete receipt.")

1.10 Support of grouping items on documents.

Grouping items on warehouse documents is a simple function of adding up and grouping together of the same items on one document. To use the summing up function on the documents, mark () the field available in settings. Go to one of the documents available in LoMag, e.g., , then add the same item twice to the document, but with different prices.

Use the button (available in the tool area of the document module) to verify how the program summed up the two identical items with different prices (PRINT PREVIEW #1).

The PRINT PREVIEW #2 below presents the same warehouse document, but without the summing up option applied.

As you can see on PRINT PREVIEW #1 the item has been summed up and an average price for the two items has been calculated.

The summary option may be turned off on warehouse documents for a given, single document, simply unmark () the field available in the interface of the warehouse documents window (see below).

1.11 Warehouse locations

Warehouse locations (address locations) enable an efficient determination of where the item is stored. They are necessary, if you have a lot of items distributed over several rooms on many racks. To use the warehouse locations function, you should first turn it on in module - mark the function.

Once you have turned on the warehouse locations support, a new module () will appear in the top menu of the program in the part.

Let's open the new module, which enables you to add new locations in the warehouse.

Click and add a new location in the warehouse. In the window, you will find two fields: and .

Define the location denotation of the stored items in the field . Such a code may have any form you choose. It is advisable to work out a standard, thanks to which all locations would have one format, which would already point to a defined location. The location code format can take the following shape:

Where:

#n - denotes the number of the warehousing chamber

yy - denotes rack number

l - denotes shelf number on the "yy" rack

If you create a code in this way, you can easily define and find a given location. Please note that the standard for warehouse location denotation is at your disposal and it may include any information.

The module also includes the field used for detailed description of the storage location.

Let's add one example of a location and finish the operation with the button.

The created location has been saved and it is available in the module. To facilitate the determination of warehouse locations, this function is also available on warehouse documents, in which you can define new warehouse locations for the items, as you receive them on stock.

When working with warehouse documents, there is a possibility of choosing a previously defined location (using the button) or creating a new one (using the button) for a given (e.g., received) item.

The location determined for a given item can be checked in the module, in the column. By default, the column is hidden, for it to display in the "Find in warehouse" list, you should set its visibility in the window settings, by clicking the button.

To verify where the item (from a given warehouse transfer) is stored, use the module available in the top menu – .

If you are more interested in the location in the warehouse, rather than the location of a given item, you should use the previously discussed module. Information about what is located in a given warehouse location is displayed in the column.

Please note that one warehouse location can include several various items.

At the same time, one item may be stored in many different locations.

The module enables you to check free warehouse locations - use the sort data function - click the column (see below).

It may happen that you will need to transfer an item to another location within a warehouse, which is connected with changing its defined location in the program. You can use the interbranch transfer document to do that - turn it on with the F7 key. When adding a chosen item to a transfer, we determine its new location () and in the field you also specify the receipt, which will be transferred to a new location.

1.12 Approving quantity after reading the barcode.

The function of approving item quantity after reading a barcode is used for automatic work with a barcode reader. Working with this function accelerates the process of scanning products - you can scan item after item, without using the keyboard (to approve the scanned code). It is especially useful with a wireless reader or if the scanned quantity is not changing.

1.13 Disabling additional functions on warehouse documents

To disable additional functions described above, go to program settings (), and unmark () the functions you wish to turn off (on the documents).

2. Numeration of warehouse documents.

LoMag enables you to freely configure the automatic numeration of warehouse documents. Default documents have their own separate documentation for each type and warehouse in a given year. You can create you own templates for document numeration while using descriptive signs and special characters (keys).

Descriptive signs usually inform about document type, (e.g., "GRN" - Goods Received Note). Special characters (keys) are pieces of information automatically generated by the program (number, year, month, etc.)

Special characters and their symbols:

• $$$$$$$ - document number, the number of "$"symbols corresponds with the number of digits in the warehouse document number
• yy - year of the document ("yy" - last two digits if the year (e.g., "13"), "yyyy" - full year (e.g., "2013")
• mm - month
• dd - day
• MAG - name of warehouse

To define your own template for warehouse document numeration go to program settings, to the part.

Next, select document type from the field, for which you wish to set the numbering template.

After selecting the document type, enter your numeration template for warehouse documents in the field.

An example of a template for numbering documents

To create a template for a GRN which would only include the number of the document and the year - enter "GRN $$$$$$/yy" in the field, where "GRN" specifies the type of document, "$$$$$$" is a special character generating numeration and "yy" stands for the two last digits of the year in which the document was created.

Once you save the changes, the number on the document will look like this:

This template is defined for a Goods Received Note with separate numeration for each year, but common numeration for all warehouses.

• e.g., in warehouse 1: GRN 00001/13, the next GRN in another warehouse will be numbered: GRN 00002/13

This way, utilising descriptive signs and special characters, you can easily create your own template for numbering warehouse documents in LoMag environment.