Warehouse documents - instructions

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 To facilitate work we've enabled the edition and deletion of data also for historical documents (unless the changes cause minus stock levels). Please note that when editing a historical document, LoMag displays a stock level as at the date of the document.

1. Launching warehouse documents

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.

2. New warehouse document window.

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.

• You can change the date of the document and its number, but you have to remember to keep the chronology of the documents. When registering historical documents, you should start with the oldest and work your way through to the newest. Changes can significantly influence the stock levels and the value of the warehouse.

- 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.

• You can generate a label for each individual received item.

- a field for a list of items on the warehouse document.

3. Adding an item to a 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.

3.1 Goods Received Note

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.

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

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.

3.2. Goods Issued Note

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).

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

3.2.1 Goods Issued Note - additional functions

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.

3.4 Stock correction

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.

• 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.

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

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.

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).

3.7 Internal Goods Issued and Received Notes.

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.

3.8 GRN and GIN Correction.

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

• 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

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.

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

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

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 .

5. Adding data onto a document with a data collector.

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.

6. Adding an item to a warehouse document by importing data from an Excel file.

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.

• The file will be uploaded to the LoMag environment, provided it is not currently open or used in another program, e.g., Microsoft Excel.

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