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DOWNLOAD INSTRUCTIONS
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.
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 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.
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.
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” "Client1 yes no” "Distributor1 no yes”
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.
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:
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.
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.
Accounts have been divided into 3 groups
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.
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:
Similarly, Shift+F2 adds another GRN, Shift+F3 adds another GIN, etc.
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.
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:
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 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.
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.
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.
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".
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.
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.
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).
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.
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".
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.
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.
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".
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.
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.
The libraries may be used in the following types of documents: GRN, GIN, Internal GRN, Internal GIN, GRN correction, GIN correction. The library may be chosen from "Items", a drop-down list which can be found in the window for creating order elements The names of the libraries are on the top of the list over the items. If you select quantity [1], all items and quantities from the library will be added. Selecting quantity [2] will double the contents of the library - so continuing with the above example - it would be 60 kg of apples, 20 kg of pears, 20 kg of bananas.
The employment of libraries in the issue notes (GINs, Internal GINs) requires a comment. Let's say you want to issue the whole of the library, but one of the items is not on stock. The program will not allow such an issue. In this situation you may check which item is missing from the library and what the current stock level of the library is in the "Items/Item libraries" menu. Below, you will find examples which will facilitate the understanding of library stock levels basing on the example above:
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.
The find option may be launched at any given time with the CRTL+F shortcut. You may also select the "Items/Find" option or click the button on the tool bar. The find window comprises of 3 tabs "Items/Documents/Accounts":
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".
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.
The search engine also allows you to search for items in all warehouses. If you mark the "find in all warehouses" and item = "carrot" and "Stock level > 0" the program will display a list of warehouses in which you have carrots on stock. The table will show the stock level in each of the warehouse, the price of purchase and the value of the stock.
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.
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.
On the tool bar, over the results list, you have the possibility of viewing the history of warehouse movements, adding or editing items, exporting the result "to Excel", printing the labels, and setting the mark-up simultaneously for several items - by clicking "Change" .
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.
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".
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.
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.
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.
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:
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.
LoMag offers the following possibilities of restricting authorisations:
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.
If several people use the computer and you want to secure access to LoMag Inventory Management, simply add a new user in the "Users/Add new user" menu. When adding a new user, you specify their name, e.g. "Jan Kowalski”, then their login and password. The login and password will be entered each time the program is opened. The program allows you to define a login and passwords of any length (including blank). Log in is only possible once you have saved the new user and restarted the program.
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.
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.
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.
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.
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.