Advanced functions on warehouse documents

1. Advanced functions on warehouse documents

• The search engine remembers the last search settings, after you press [..] again, the previously used criteria will be saved

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

• 1. Automatic placement of the cursor in the barcode field.

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).


• 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.

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.

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.

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:

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.

- 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.

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

- 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.

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

- 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.

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.

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.

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

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.

3.2. Goods Issued Note

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 .

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.

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.

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:

Below you can see the effect of applying the function.

- determines the quantity of a given item which is on stock. You cannot edit this field.

1.4 Discounts (on GINs).

- the price of the item is generated, taking into account various prices from all documents (starting from the oldest).

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.

- allows you to determine the percentage mark-up, if you want to sell the item for a different price then the default price.

1.5 Selecting the type of transport.

- allows you to determine the sum mark-up, if you want to sell the item for a different price than the default price.

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

- the price is generated, taking into account various prices from all documents (starting from the oldest).You cannot edit this field.

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).

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".

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.

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).

To approve this operation and add the item to the document, click .

• 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.


3.2.1 Goods Issued Note - additional functions

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

Additionally, you may set several options regarding adding items to the documents. The first possibility is hiding the purchase price (see below).

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

To hide the purchase price field, go to LoMag settings, select .

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.

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.

1.6 Support of cost groups

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.

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.

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.

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).

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.

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.

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.

3.4 Stock correction

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 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:

• 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.

After having verified the difference between the stock level in the program and the actual stock level, set the new level in the field.

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

• Attention! A groundless change of warehouse levels may result in errors in the register.

3.5 Interbranch transfer

Use the document to transfer an item between warehouses.

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

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.

• During a warehouse transfer, the purchase price is transferred with the item, and its value does not change.

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.

• To execute a warehouse transfer, you must have at least two warehouses defined in LoMag inventory management.

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 .

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.

3.6. Discounts.

LoMag allows its users to apply discounts. To make a discount, use the documents.

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.

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.

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

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.

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.

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).

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.

3.7 Internal Goods Issued and Received Notes.

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

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.

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.

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).

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

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.

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

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 .

Serial numbers on GINs

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".

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.

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.

3.8 GRN and GIN Correction.

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.

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 .

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.

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 .

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 are used for registering returns of items - you can enter what document is being corrected in the field

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

• LoMag does not require directly relating a GRN correction with a GRN or a GIN correction with a GIN. The accuracy of the correction is up to the user of the program.

3.9 Assembly

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.

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.

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

Let's proceed to the assembly document module (), let's follow the process of assembly of components of a product, e.g., "bread".

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

Apart form the standard fields visible on the warehouse document, which we have discussed before, we see new fields: , , and .

• 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.

- 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.

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.

- , 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).

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

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.

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.

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.

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.

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.

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.

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 .

Before you save the operation, it is advisable to check the stock levels for the product and the ingredients.

Lot number and expiry date support on GINs

Once you save the process (document|), stock levels of individual products will change.

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.

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.

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.")

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.

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.

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 .

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.

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".

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.

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.

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).

4. Adding items to a warehouse document by copying data from another document.

1.11 Warehouse locations

LoMag allows you to add items to a document also by copying data from another, already existing warehouse document.

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.

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

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

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".

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

To copy the data, click . The data will be copied and uploaded to your new document.

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

• For the data to copy successfully, the number of the document must be entered properly.

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.