Abridged user's manual for LoMag Warehouse Management

To download PDF format for printing, please right click on the button below and select "Save as.."

DOWNLOAD INSTRUCTIONS

1. Installation of the program

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 To facilitate work we've enabled the edition and deletion of data also for historical documents (unless the changes cause minus stock levels). Please note that when editing a historical document, LoMag displays a stock level as at the date of the document.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

The current version of the program may be downloaded from the Internet from www.LoMag.pl. LoMag is installed automatically with all the necessary components. By default the program operates on 1 computer. For the program to operate in a network, the computers need to be connected by a local network. You need to install the program on each of the computers, then select the "This computer is a server" option from the "Program/Settings/Network operations" menu and remember the name of the server which is displayed below. Select the "This computer is a client and it connects with the server" option on the remaining computers and enter the name of the server.

2. Basic configuration of the program

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.

In order to start working with the program properly, you should configure the options in the "Program/Settings" menu. The most important settings are described below. Advanced configuration options are described at the end of these instructions.

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

• "Settings/Calculations/Displaying numbers/Display prices and values" - if you unmark this option, the program will not support the prices of items and you will only be able to conduct a quantitative register of the items. The program will only ask about the quantity when receiving or issuing items.

- 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.


• "Settings/Calculations/Displaying numbers/Selling price is set in quota terms in the item list in the 'Suggested selling price' field" - it means that the program will propose at what price the item is to be issued, basing on the default prices from the item list. If you set the selling price in the item list, the program will suggest that price whenever the item is to be issued, independently from the purchase price.

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.


• "Settings/Calculations/Displaying numbers/Selling price is calculated as a sum of the purchase price and the mark-up (or margin) from the price list" - it means that the program will propose the issue prices basing on the mark-up from the purchase price, e.g. an item is received at the warehouse at PLN10/pcs, and it is issued from the warehouse with a 20% mark-up, i.e. at PLN12/pcs. You set the mark-up in the item list.
• "Settings/Accounts/Suppliers" - if you unmark this option the program will not support the suppliers and will not request a name of the supplier when creating documents.
• "Settings/Accounts/Customers, Employees” – similarly as above, the program will disable the support of accounts.
• "Settings/Company” - the data of your company will be visible on the documents.

- 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.

• "Settings/Dedicated columns/” - names for additional fields with text content (attributes/characteristics of the item, e.g. colour), numbers (e.g. weight) or hyperlinks (e.g. the Internet site of the manufacturer).

- 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.

3. Commencement of work with the program

• 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.

The program can support any number of warehouses. After you launch it, a window comes up, in which you need to select the warehouse you wish to work on. You may also add a new warehouse in the warehouse selection window, as well as change the name and the code of a warehouse, or remove a warehouse together with all the documents. Once you click 'Open' or press "ENTER”, the program will open the marked warehouse and from that moment you may operate in this warehouse. If you wish to change the active warehouse, go to "Program/Open warehouse" on the menu.

- 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.

Before you start creating documents, it's worth defining the item list and the accounts. You can also import item lists from an Excel file. Go to "Items/Import from Excel” menu, where you have a simple import module available. To import data, simply select an Excel file, and adjust columns from the Excel file to the columns in LoMag by selecting the name of the field from the drop-down list. Next, click "Import of items - adds or updates if already in the database" and the program will add or update data. The key to updating items is "Item name" and "Unit" - i.e. if a given item name and unit already exists in the database, the program will update the remaining data. You may also import items to many warehouses.

- 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.

Importing accounts works on the same basis. You may select a file with a list of accounts, customers or employees in the "Accounts/Import from Excel" menu. Insert columns with 'yes' and 'no' values in them, so that the program may ascribe every account their status. An example of an Excel file content:
"Name customer supplier”

- a button for adding items with the help of a data collector. (Check out recommended devices for LoMag inventory management)
"Client1 yes no”
"Distributor1 no yes”

4. Item list

- 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 go to the item list, you must select "Items/Item list” option on the menu, or press the Ctrl+T shortcut key, or click the item list icon on the tool bar. All the methods are equivalent and they have been added to facilitate your work with the program. Once the item list is launched, the list of items from the current warehouse and the current stock level will be displayed. The list may be narrowed down, if a filter or a group is chosen on the item list tool bar. The list of columns in the item list may be adjusted by right-clicking any column and selecting the "Manage columns" option. The "History" button allows you to take a quick look at the warehouse movements for a given item. In order to add an item to the item list, you may also use the Alt-D shortcut.

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

Creating a full list of items is not necessary, but it will considerably facilitate and accelerate the creation of documents. We recommend creating an item list before you begin adding documents. In the item list, you may describe the characteristics of the item, the barcode, the unit of measurement, the group, the opening balance (initial values), the suggested prices and the low and high quantity thresholds. The meaning and the employment of each of those fields is explained below:

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).

• A barcode may be any string of signs, it does not have to be necessarily a concrete code type. The field may also be used for another purpose, e.g. as a unique index, which facilitates finding an item. If a barcode reader is to be used with the program, you should scan the code with the reader in the "barcode" field in order to ascribe a given code to an item. You may also generate the barcodes automatically.
• A unit of measurement may be chosen from a list, or entered with a keyboard. If a given unit is outstanding, it will be entered into the database.

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.


• The item group enables you to group the assortment, e.g. the "Fruit" group may include Pears, Apples, etc. Groups facilitate finding items and are used in the reports.

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:

• The opening balance enables you to determine initial values (levels, prices) for an item, which is already on stock.

- 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.

• Suggested prices: suggested purchase price, suggested margin (or suggested selling price with the "Selling price is taken from the price list" setting) are not mandatory entry fields, but they accelerate the process of creating documents. Once you have selected a given item for a new document, the program shall suggest prices in accordance with the settings in the item list. If you keep a register of items without sales with profit, the margin should stay zero, as the program suggests by default.

- 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.

• High Qty Threshold determines the maximum (emergency) stock level at the warehouse. The field is used to find items the quantities of which are excessive at warehouse (menu "Items/Find/High Qty Threshold").

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.


• The removal of items from the item list is possible, if the item has not been used in the documents.

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

Please note that the items list at each warehouse may be completely different. To copy an item list from another warehouse, select the "Items/Copy from another warehouse" option. Then, select the warehouse from which you want to copy the items and mark several or all items in the left panel. The ">" button copies the items to the current warehouse.

5. List of accounts

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:

To go to the account list, select the "Accounts" option from the menu, and then select a list for a given type of account: "Customer", "Supplier", "Employee". Once you select, a list accounts of a given type will be displayed. The list may be narrowed down, if a filter is selected on the tool bar of the account list. The column list may be adjusted by right-clicking any column and selecting "Manage columns". The "History" button enables a quick preview of warehouse transfers for a given account. You may also use the Alt-D shortcut, to add an account to the list.

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

Accounts have been divided into 3 groups

• Suppliers - used in GRNs, and GRN corrections

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

• Customers - used in GINs, GIN corrections, Interbranch Transfers
• Employees - used in internal GRNs, internal GINs, Interbranch Transfers

- 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.

Each account may belong to one or more group, e.g. Jan Kowalski may be both a supplier and a customer. A removal of an account from the list is possible only if it has not been used in documents. The accounts are visible in all warehouses, i.e. if you add an account to one warehouse, you may use it in all other warehouses.

6. Warehouse documents

All documents in the programme are added in the same manner. To accelerate work, apart form the icons, you may also use the keyboard shortcuts available:

• F2 - GRN (Goods Received Note), e.g. receipt of new items on stock;

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".

• F3 - GIN (Goods Issued Note), e.g. sale of goods;
• F4 - GRN correction (Return to supplier), e.g. return of a faulty batch of items;
• F5 - GIN correction (Return from recipient), e.g. return from customer due to a complaint;
• F6 - stock level correction note, e.g. goods lost in the warehouse;
• F7 - Interbranch transfer, e.g. transfer of some of the items to another building;

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).


• F8 - discount note (Change of item value), e.g. lowering of prices caused by the decrease in the value of items;

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


• F9 - Internal GRN (Internal Goods Received Note), e.g. receipt of items coming from own production;

3.2.1 Goods Issued Note - additional functions

• F10 - Internal GIN (Internal Goods issued Note), e.g. issue of items to an employee;

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

Similarly, Shift+F2 adds another GRN, Shift+F3 adds another GIN, etc.

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.

After opening the document creator window, you may select an account form the list, or find it by pressing the [..] button, or entering the first letters of the account's name, and then pressing the down arrow. The account selection field may be invisible, if you turn off the account support in settings.

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.

The program automatically enters the current date and time of creation of the document and proposes a consecutive number. You may change the number to any sequence of signs. You may also change the date, however, you have to remember to maintain the chronology of documents. When entering archival documents, you should begin with the oldest and continue to the newest. Changing the date of an existing document may seriously impact the stock levels and the value of the warehouse.

The "remarks" filed may be used for notes regarding the whole document. Please note that there is also a "remarks" field for each line of the document.

At the bottom of the window there is an empty list of items for the document. To add a new item press "Alt-D" or use the "Add" button. An item may be selected in several various ways:

• by using s barcode reader to scan the code in the "barcode" field;

3.4 Stock correction

• by typing in the first letters of the name of the item and pressing the down arrow;
• by choosing an item from the drop-down list;

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:


• by clicking the [..] button and using the item search engine. The search engine remembers the latest search settings and if you click [..] again, the recently selected criteria will be kept;
• you may also use the Ctrl+F shortcut, which will activate the search engine;

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.
• by typing the name of the item and pressing Enter. If there is no such item, the program will ask if you want to add that item to the item list;

3.5 Interbranch transfer

Use the document to transfer an item between warehouses.


• by adding an item to the document from an external Excel file (use the "Import" button on the tool bar of the document window).

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.

All the above ways of selecting an item are equivalent and result in the filling in of the rest of the fields of the form: the barcode, the unit, the suggested price, and the current stock level. The next step should always be typing in the quantity. It is worth using the TAB button to pass from one field to another. The form for adding order lines varies between individual document types:

• in a GRN you can change the "purchase price" and add "remarks" to each line of the order;

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.

• in a GIN you can change the "selling price" or the "margin (%)" or the "margin (sum)"; once you have entered the quantity, the program also calculates the purchase price and there is a possibility of previewing the purchase price, as well as the possibility of adding discounts - by enabling additional functions in "Settings/Documents".

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


• in an Internal GRN you can change the "price" and add "remarks" for each line of the order;
• in an Internal GIN you can only add "remarks". The price is calculated automatically basing on the value of the item;

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.


• in an Interbranch Transfer the program shows current stock levels of the chosen item in the source and target warehouses. You can perform a transfer to several different warehouses on one Interbranch Transfer document, by choosing a different target warehouse for each line. If the item is not on the item list at the target warehouse, the program suggests copying it from the source warehouse. The value of the item is not altered as a result of being moved to another warehouse; You may also transfer an item within the same warehouse - by using the "Warehouse locations" option.
• in a stock level correction you can type in a new stock level and any remarks you might have;

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.

• in Discounts, you may enter a new quantity or value, and you can also change the name of the item. Discounts introduce modifications not only of prices, but also of quantities of individual items. Therefore, the application can take into account the following example situation: 10 multi-packs of water were received. 2 multi-packs were unpacked and individual bottles were sold with a new price. After entering this discount, the stock level of "multipack of mineral water" will decrease by 2, while the stock level of the item "bottle of mineral water" shall be increased by 12;

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.

In the windows for adding items to a document (apart from GRN and GIN correction) in the "Preview and selection of receipts" part, you may determine precisely a concrete receipt from which the item is to be issued.

Editing and removing documents

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).

The program enables you to modify the existing documents. You may find a document which needs to be repaired or corrected. You should be particularly cautious when changing the quantity of items on archival documents - you cannot remove an item which has been issued on subsequent documents. Similarly, the program will not allow the removal of documents, from which at least one item has been issued.

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").

An open document allows you to check the history of warehouse transfers for each of the items on the document (the "History" button on the tool bar over the list of items or "Alt-H"). The "To Excel" button enables the transfer of the list of items from the document to a chosen Excel file. The table may be freely adjusted by right-clicking any column and selecting the "Manage columns” option. The program remembers the chosen settings, and it will recreate the column layout when generating a new document.

7.Inventory

When your employee has returned the equipment to the warehouse, you issue an .

The information entered into the program may differ from the actual stock level for various reasons. Therefore, from time to time you should make an inventory of the warehouse. It often happens that making an inventory is a long process which blocks the operation of the warehouse. In view of facilitating and accelerating inventory-making, LoMag features "Inventory sheets".

Inventory sheets

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".

To create a new inventory sheet, go to "Documents/Inventory/Inventory Sheets". The program will display a list of the already existing inventory sheets. To add a new sheet, click "Add" or use the "Alt+D" shortcut. You may also edit the existing sheets or remove them completely.

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 .

You create inventory sheets just like all other documents, by adding items and their current quantity on stock. The possibility of generating several sheets at the same time, which may be later joined into one big inventory, constitutes a great advantage of the inventory sheets. If the same goods may be found in two locations at the warehouse and they are featured on two inventory sheets, the program shall sum up the quantities from those sheets.

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

There is also a possibility of stretching the inventory-making over time. If the warehouse contains inactive items, you may create an inventory or inventories including the inactive items several days earlier, and then merge the sheets into one inventory. If, however, one of the inactive items has been issued form the warehouse, you may make a correction on the sheet before creating the inventory (the "Edit" button on the inventory sheet list).

• 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".

The inventory in LoMag does not have to pertain to the whole assortment - if some of the items are omitted, the program will not change the stock levels for items not included in the inventory sheets. Therefore, you may execute a partial inventory, including only a part of the assortment. In case of a partial inventory, the omitted items and their stock levels may also be accounted for on the documents and set to zero balance.

Making an inventory

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

To make an inventory basing on inventory sheets, go to "Documents/Inventory/Create new inventory". Mark the sheets on the basis of which you intend to make the inventory. Then click "Create inventory from the marked sheets". After this operation the program shall correct the stock levels and display a report with the results of the inventory. The report includes information about the stock before and after the inventory, as well as information about the value of the warehouse before and after the inventory. The final result is presented at the bottom of the window - a total of values before and after the inventory. The final report may be printed or exported to Excel.

An inventory may also be created on an empty document, by adding items to it one by one (while omitting inventory sheets); and basing on the current stock level, where you can change item value by clicking "Edit".

- , 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.

The Inventory removes all the differences between the stock level in the program and the actual stock level on the sheets. It is achieved by adding the stock correction document. The correction may be previewed in "Documents/Stock level corrections". The program inserts "Correction generated automatically through inventory" in the remarks field. You can find a list of items for which the stock levels have been changed below.

Inventory correction

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.

An inventory may be corrected or removed completely. To remove an inventory go to "Documents/Inventory/Backed up inventories". Select the inventory you wish to remove and click "Remove". The removal of the inventory causes the removal of the stock level correction and results in the restoration of the warehouse levels from before the inventory. The removal of the inventory does not affect the inventory sheets - you may create an inventory again basing on the same inventory sheets.

If you've marked the wrong sheets while making the inventory, the easiest thing to do is to remove the inventory and redo it marking the correct inventory sheets.

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.

If you wish to correct only one or several items from the inventory, you may do it by editing the appropriate stock level correction. ("Documents/Stock level corrections"). To print the final inventory report again, go to "Documents/Inventory/Backed up inventories". Next, select the inventory from the list and click "Edit".

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.

Opening Balance

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.

If an item sheet which hasn't been on stock before is added, the program activates the "Price" and the "Value of item" fields. It happens because the program does not know what price to ascribe to the item. You should fill in these fields or leave a zero, if you wish to receive this item on stock with the purchase price amounting to zero. You introduce the "opening balance" in this manner, when commencing work with the program.

8. Item library

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.

Item libraries were added to the program to accelerate the creation of similar documents. They are templates used for quickly preparing documents basing on a previously defied list of items with quantities. To create library, go to "Items/Item libraries". After clicking "Add", define the library name and its code (it may be a barcode). Next, you may add the library components - the list of items with quantity. For instance, a library may be called "daily fruit delivery" and include 30 kg of apples, 10 kg pears, 10 kg of bananas. With a library defined in this manner you are able to very quickly prepare a goods received note by selecting a ready template from the list. There is no need to list the same items and quantities everyday. Of course, you have the possibility of correcting the automatically added entries - you may, e.g. remove the bananas or change the quantity of pears.

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.

• 30 kg of apples, 10 kg of pears, 10 kg of bananas, LIBRARY STOCK LEVEL = 1
• 60 kg of apples, 20 kg of pears, 20 kg of bananas, LIBRARY STOCK LEVEL = 2

After adding all the ingredients in amounts appropriate for one unit of the product, you save the library and proceed to the assembly document.


• 60 kg of apples, 20 kg of pears, 0 kg of bananas, LIBRARY STOCK LEVEL = 0 , because the bananas are outstanding
• 60 kg of apples, 20 kg of pears, 10 kg of bananas, LIBRARY STOCK LEVEL = 1, quantity of bananas decides about the library stock level

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".

Please note the possibility of employing the "Item library" module in the process of assembly. Creating a library with properly defined components needed for the production of the final product will streamline the whole process. Furthermore, the library will allow you to easily determine how many ready products can be made from the existing raw materials.

9. Find option

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.

Finding Items

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

In order to find a given item you need a fragment or a few fragments of its name. If you have an item called "LCD PLE2607WSD-B1 2ms" on stock, you can find it by typing in "LCD 26 2ms".

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

All search criteria narrow down the results (conjunction). For example, if you type in only a fragment of a name, e.g. "car", the program will find all items which have "car" in their names: "carrot, carp, caramel". If you additionally mark "vegetables", the result of the search will be only "carrot". The remaining fields also narrow down the results - if you additionally select "Stock level>0", "carrot" will only come up, if it is on stock.

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.

If you mark the "Items/Find/Low Qty Threshold" field, the program will find all the items the current stock levels of which have reached the minimum values set in the item list. The minimum value for each item is defined separately - e.g. it may be 100 kg for potatoes, and 10 kg for bananas. If there are only 9 kg or less bananas left, the item will be placed on the list of products which reached the low quantity threshold.

Adding items to warehouse documents may also be executed basing on data from a collector.

If you mark the fields "Items/Find/High Qty Threshold", the program will find all the items the current stock levels of which have reached maximum values set in the item list. The maximum value for each item is defined separately - e.g. it may be 10 000 kg for potatoes, and 1000 kg for bananas. If there are 1001kg or more bananas left, the item will be placed on the list of products which reached the high quantity threshold.

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.

Finding documents

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.

The document search engine also works on the basis of narrowing down the results with various criteria. You can enter a fragment of a name into the text fields, e.g. if you enter "123", you will find in your results: "GRN 123/2010", "GIN 123/2010". If you additionally select "GIN" as a criterion, only "GIN 123/2010" will come up as a search result.

To add items form Excel, click , which is located on the tool bar of each document. The window will be launched.

The default setting of the search engine displays only documents form the current warehouse, but you may also search in all warehouses, simply mark "Find in all warehouses".

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.

There is also an option of finding documents in which a given item with a given name has been used. To do that, you must select the name from the list or scan the code of the item in the "with the barcode" field.

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.

Please note that the field "Remarks include" will help you find documents in which the searched text may be found either in the remarks to the whole document, or in the remarks to one of the lines of the document.

Finding Accounts

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 find accounts in the same way - enter a fragment of the account's name, the name of the contact person, the Tax Identification Number, or the phone number and press Enter or click "Find". When entering the Tax Identification Number you do not have to worry about spaces and dashes - the program will find the account irrespectively of how you enter the number.

10. Reports

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).

All reports are supported in a similar way. You mark the period to which the report is to pertain, or set the exact dates below . You may select filters from the drop-down lists, which narrow down the results (conjunction).The results of each of the reports may be printed or exported to Excel. Below are the most important reports and examples of their employment:

"Reports/Documents in active warehouse” – examples of reports you may obtain:

Proceed in the same manner with every column you wish to import to the database.

• Columns marked as "Do not import" will not be imported to LoMag inventory management.
• A list of all GRNs from a given year / quarter / month from a given warehouse. A total value of the documents can also be found at the bottom of the report

After you have selected columns in view of importing data, click .

• A list of GINs for a given customer in a chosen period and the total value of sales

A window informing you that the import has been successful will come up (see below).

• Documents for the largest and the smallest sum in a given period (you may sort through the results by clicking the "value" column).

"Reports/Documents in all warehouses":

• For the data import to be successful, you need 2 fields (columns): barcode and item name. If these elements (columns) are lacking, the import process will not be executed.
• If you do not type in the amount of items, the program will insert 1 by default.
• With the common numbering for all warehouses you get a sorted through list of all documents and their values
• Internal receipts and issues in all warehouses
• If you do not type in the price, the program will enter the price established in the item list.

"Reports/Stock levels in the active warehouse":

• Stock level on a given day for all items. Total value of items on stock

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.



7. FIFO and LIFO methods.

• Total amount of items for individual units: e.g. 123 kg worth X , 234 pcs worth Y

"Reports/Stock levels in the active warehouse":

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.

• Stock level on a given day for all items with a detailed register of advanced options (e.g. document no., lot no., location).
• Stock levels on a given day for a chosen group of items.

"Reports/Stock levels in all warehouses":

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) .

• Stock level on a given day for all items in all warehouses . Total value of items in all warehouses.

Select an item comprising of several receipts.

• Expiration dates for all items on stock at all warehouses.

"Reports/Items for an account":

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.

• A list of items issued to an account in a given year / quarter/ month. A total amount and value is shown for each item. If the same goods have been issued several times on different documents to the same account, the program sums up the amount and the value. A total of the value of all of the items may be found at the bottom of the report.
• Total amount and value of the items ordered from a given supplier during a given period (total at the bottom of the report)

"Reports/Item turnover":

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.

"Report/Items by type and group":

• Total amount and value of items ordered in a given year / quarter / month
• Detailed list of all ordered items with total amount and value for each item (if you select "all groups")
• Total amount and value of the items sold in a given period (if you select "all groups" at the bottom of the report)

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.

• Profit (i.e. the difference between the selling price and the purchase price) for each sold item (if you select "all accounts")
• When issuing items, LoMag automatically calculates the price and the value of the items basing on purchase prices from various receipts.

Apart from the FIFO and LIFO techniques there is also an option of selecting items from a concrete receipt. .

8. Preview and selection of deliveries - selecting items from a concrete receipt.

• Total profit in a given year / quarter / month (total at the bottom of the report if you select "all accounts")

"Reports/Profit from sales - list of documents”:

• Profit (i.e. the difference between the value of sales and the purchase value) from individual warehouse transfers (documents).
• Total profit in a given year / quarter / month (total at the bottom)

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.

"Reports/Warehouse transfer detailed report”:

To issue an item from a concrete receipt, go to and select an item comprising of several receipts.

• Total sales (quantity and value) for a chosen item in a given year / quarter / month (sum at the bottom of the report)
• List of warehouse transfers for a given item, barcode, account or group of items in a given period
• Detailed list of all discounts for the chosen criteria and total balance of value of discounts
• Total amount and value of the sold items from all the warehouses for the chosen criteria

"Reports/Time spent on assembly”:

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.

• Active (manufacturing) time for individual items comprising of many components. You may also check the time devoted by a given employee to a given assembly process.

„Reports/Detailed serial numbers report”:

• Serial number database for all items on stock.

• A list of serial numbers for a given item or barcode, account, or item group in a given period.

„Reports/Report on serial numbers on stock":

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.

• Database for serial numbers for all items on stock in all warehouses.

The list of reports is being constantly broadened, and the existing reports are being frequently streamlined. The program may already include reports not described in the instructions.

11. Users and authorisations

LoMag offers the following possibilities of restricting authorisations:

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".

Access to only some of the functions, e.g. a given user does not have access to reports

Now you have to issue the 30kg of carrots from receipt No. "GRN000007/13 – W1", proceed as above.

Access only to chosen operations e.g. a given user may add documents, but they cannot change or edit them

You have selected items from concrete receipts to be added to a warehouse document.

• LoMag inventory management automatically calculates the price and the value of the items basing on the purchase prices from appropriate receipts.

9. Finding documents

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 only default user in the program is the Administrator, who is authorised to enter all warehouses and all options in the program. The login and password of this user are empty. The Administrator is a special user and you cannot restrict his authorisations or remove him. You may, however, change the login and the password of the Administrator. ATTENTION: Please note down the changed Administrator's password. If you forget this password, the only way to retrieve access to the program is by sending the database to the manufacturer.

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.

When adding a user, you define their role and authorisations to access warehouses. You mark the authorisations to warehouses by the names of the warehouses. Marking the field next to the name of the warehouse will mean that the user is entitled to access a given warehouse in accordance with the ascribed role, unmarking the filed will disable their access.

In the window, you will find a search bar (), a tool menu for managing the documents () and a list of warehouse documents().

You may define a different interface language for each user. The language for a given user may be changed by using the "Users/List of users/Edit" function.

User roles

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.

The idea behind the roles is that once a role is defined, it may be used for many employees, e.g. LoMag may be used by 5 warehouse keepers, 2 accountants and an Administrator. You define the authorisations of a warehouse keeper only once, and then ascribe the "warehouse keeper" role to 5 users; similarly you define authorisations for the "accountant" role only once and you ascribe it to 2 users. You can define any number of roles and add as many users as you like. The number of people working simultaneously is, however, limited by a number of purchased licences.

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.

A role is defined in the "Users/Roles" menu. By default there are two roles added to the program: the Administrator and the Warehouse Keeper. The Warehouse Keeper role may be removed or changed by marking and unmaking authorisations on the tree. Similarly, by pressing "Add" you can define a new role: in the "name of role" field you add a name, and mark/unmark authorisations on the tree below. If you click [+] on the tree, you unfold details, e.g. by unfolding the branch "Documents/Goods Received Note GRN" you can mark or unmark authorisations to add/edit/remove GRN documents.

12. Templates editor

Users of LoMag Inventory Management LoMag get ready templates for documents and warehouse labels by default. However, the program also enables you to easily design and edit label templates and warehouse documents.

Label designer

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.

10. OB document

To go to the label designer, select "Items/Label designer" from the top menu. You can also open the designer from the level of the "Find in warehouse" window and from the level of any warehouse document. The application enables you to design warehouse labels by applying any fields from the database, permanent texts, graphical elements, barcodes, photos and it also gives you the possibility of printing on various types of printers and paper sizes - including divided labels, e.g. 10 labels 2x5 on an A4 sheet.

Documents editor

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.

13. Database management

Backup copies

To open and view the document, double click opening balance or use the icon.

All data, including program settings are saved in the database. It is very important to make regular copies to an external carrier, e.g. a USB stick. In case your computer is damaged, you can quickly recover the whole of the database on another computer. Make the copy by selecting the "Program/Backup" option and selecting a folder to which you wish to back up the database.

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.

11. Inventory

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.

To carry the database over to another computer, you must install a full version of the program on the new computer (e.g. the demo version from LoMag.pl), back up the database on the old computer (save the database to a USB stick), and restore the database on the new computer (upload the database from a USB stick).

Working with the program from a USB stick

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.

11.2 Inventory wizard

You can launch the program from a USB stick. It may be useful, if only one person works with the program, but they use several computers. For the data to be saved directly on a USB stick, you should copy the whole folder of the program onto the USB stick, or choose the USB stick as the place for installation. For the program to operate properly on other computers you will need SQL libraries, so the easiest thing to do is to install a full version of the program on each computer, but to launch program from the USB stick. All data will be saved on the USB stick in the "Database" folder. You should make safety copies of the database to another carrier, so as not to lose the data in case the USB key is lost or damaged.

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.

14. Advanced configuration options:

The wizard enables you to carry out the inventory in three ways:

• Making an inventory basing on the current stock level.
• Making an inventory basing on inventory sheets.

11.3 Making an inventory on an empty document.

"Settings/Calculations/Calculation of stock value: LIFO/FIFO” This parameter determines the order of issue, in case you have the same product on stock from different receipts. For FIFO (First In First Out) the first item to be issued will be from the oldest receipt. For LIFO (Last In First Out) the item from the last receipt will be issued first.

This method enables you to create both a full and a partial warehouse inventory. In this case the inventory preparation starts with an empty warehouse document, to which the user adds items as their stock levels are corrected.

"Settings/Documents/Support for packaging” - if you mark that option, you will be able to define packaging in the item list and ascribe it to products. Items with ascribed packaging are automatically supported on documents. Upon adding an item to a document, the program will also automatically add packaging.

To create an inventory starting with an empty document select in the window, and then confirm your choice by clicking .

An empty inventory document will be displayed.

"Settings/Documents/Selection of transport type on documents” - possibility of entering information about transport for a given warehouse transfer. You can define any number of types of transport in "Item/Type of transport".

"Settings/Documents/Support of cost groups for documents” - a function developed for grouping items by cost (e.g. "Investment", "Office Supplies") of a given warehouse document. You can define any number of groups in "Item/Cost group".

"Settings/Documents/Support for grouping of items on documents” - summing up of quantities for the same products on document print-outs. You may disable the summing up option manually for one document from the level of the document window.

Let's assume that there was a discrepancy noted during warehouse stock-taking between the actual stock level and the stock level on documents. For example there were two items – carrots and potatoes. The warehouse keeper found 40kg of carrots at the warehouse, and the remaining potatoes on stock are not suitable for resale and further use. Let's conduct a partial inventory of those two items. In this case you should reduce the dependencies between the actual stock level and the inventory management program. Use the button, which will display the window of adding items to the inventory document.

"Settings/Documents/Support of lot numbers and expiry dates" - you can mark items with an expiry date (e.g. medication, foodstuffs) to prevent them from being kept at the warehouse for too long. When adding an item to a GIN, you may define which item should be issued the earliest, to prevent it from expiring while on stock.

Next, select the item for which you wish to change the stock level - in this case it will be "carrots", for which a discrepancy between the actual stock level and the actual stock level was discovered.

"Settings/Documents/Support for serial numbers” - reception and issue of items with a unique number ascribed to each piece. You may also upload a serial number by importing data from Excel and a collector.

"Settings/Documents/Support of warehouse locations” - defining warehouse locations for a given item on warehouse documents. The same product may be stored in various locations, and there may be many products in one location. The locations may be defined from the level of the window for item receipt or in the "Items/Warehouse locations" module.

Once you have chosen the item, the remaining fields on the form, including the current stock level of the item in LoMag, will be fill in. As you can see, this stock level does not correspond with the actual stock level; go to the field to correct the difference and enter the actual stock level for"carrots" ("40kg"). Next, approve the changes with the key, which will add the item to the document.

"Settings/Documents/Digits after decimal point” - prices are usually quoted with two digits after decimal point. There are, however, cases in which prices and values must be quoted more accurately. By changing this parameter, the user may determine with what accuracy are the individual prices to be displayed and printed on documents and reports.

All receipts to the warehouse, which include a given item are displayed n the field. When changing the stock level, you can specify which receipt of a given item is to be decreased or increased. Find out more about how to manage the function here in item eight"Preview and selection of deliveries".

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).

The above items have been added to the inventory documents together with stock level corrections.

When you finish the inventory process, click . The program will request a confirmation of the conducted inventory.

"Settings/Documents/Templates for automatic numbering of documents” - you can determine the method of automatic numbering for each type of document. By default, documents have separate numeration for each type and warehouse in a given year. In the name template you may only use signs, which to not occur in the list of keys below:

• $$$$$$$ - denotes the document number

Click to approve the inventory. Next, in case of a partial inventory, i.e. not including all items on the document, you will be asked if tithe outstanding items should be added to the document with their stock levels set at zero (see below).

• mm - month
• dd - day
• MAG - warehouse name

Please note several examples of document numbering below:

To skip the remaining items in the inventory, click .

• "GRN $$$$$$/yy” - separate numbering for each year, but common for all warehouses, e.g. in warehouse 1: „GRN 00001/2010”, the next GRN in another warehouse will be numbered: „GRN 00002/2010”

You will be informed about the confirmation of the inventory and the module, which includes information about the stock level and value of items before and after the inventory, will be displayed.


• "GRN $$$$$$/yy - MAG” (default numbering) - in each year and in each warehouse the numeration runs from the beginning, e.g. in warehouse 1: „GRN 000001/2010 - M1”, the next GRN in warehouse 2 will be numbered: „GRN 000001/2010 - M2”

The correction document () will be generated simultaneously with the inventory process.


• "GRN $$$/mm/yy” - Separate numeration in each month and year, common for all warehouses, 3 spaces for a document number, e.g. in August "GRN 001/08/2010”, "GRN 002/08/2010”... In September „GRN/001/09/2010”, „GRN/002/09/2010”... independently of the warehouse.

The inventory document can be found with the use of the module. Find out more about how to find warehouse documents in the module here in item 9. Finding documents.

11.4 Making an inventory basing on the current stock level.

• „dok $$$/dd/mm/yy/MAG” - separate numeration each day and for each warehouse with a changed prefix, e.g. January 1: "dok 001/01/01/2010/M1”, January 2 „dok 001/02/01/2010/M1”, but January 2 in warehouse 2 will be "dok 001/02/01/2010/M2”.

14. Technical information

Creating an inventory basing on the current stock level also enables you to create both a full and partial warehouse inventory. However, this method is characterised by commencing with automatic addition of all items to the document with current values.

To create an inventory basing on the current stock level in the module, select the option, and then click .

A document with a full list of items available at the warehouse will be displayed.

The program has been created in Microsoft Visual Studio and it operates on .Net Framework 2.0 libraries. It has been compiled as one EXE file, which is installed by default in the "c:\Program Files\LoMag\LoMag.exe” folder. LoMag operates with "Microsoft .Net Framework” libraries and "Microsoft SQL Server 2005” libraries, some reports also use "Crystal Reports” libraries. The program requires authorisation to save in the current folder. If you imposed limitations on user authorisations, you should grant full authorisation to the whole "user" group to the "c:\Program Files\LoMag” folder.

To execute the correction of the stock level of a given item, click its row in the document, and then use the edit function ().

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.

Next, type in the new stock level (e.g., 100 kg) for this item to the field and approve the changes with the key.

All data is saved in the "Microsoft SQL Server (2005 Express Edition version) database. By default, if you work on one computer, the program connects to the database using the user installation; the database files are in the "Baza Danych" sub-folder. The details of the connection string with the database are saved in the "LoMag.exe.config” file in the current folder of the program in the [connectionStrings] section. By changing the value of the „connectionString=” attribute, you can change the way in which the program will be connecting with the database. ATTENTION: If you change the configuration of network operation a .config file is automatically created from the level of the program. The file may also be removed, the program will generate it automatically.

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.

After you have approved the inventory, a correction document is created, which accounts for the executed changes. The remaining items and their values have not been changed.

If you work on many computers, the program will employ the „SQL Server” authorisation. The program connects with the SQL server via user 'sa' and password "magazyn2008". The database is visible in "SQL Server Management Studio” when operating in a network. The default name of the database is "ProgramMagazynowy”. You may change the user, password, name and the method of authorisation, but the data has to be entered manually into the "LoMag.exe.config” file.

For more information and answers to frequently asked questions go to http://www.lomag.eu/