Creating a warehouse

If you click icon no.2, a screen will come up for saving your file with scanned barcodes on the hard-drive of your device in Excel format. To save, select the folder where you wish to keep the file, name the file (or leave the default name) and click the save button.

The Inventory Management program supports several warehouses. Therefore, before you start work, you should select the warehouse on which you wish to work. You can do so in the "Warehouse" window which comes up immediately after the launch of the program. You can also access the window from the "Program" menu.

• Launch Inventory Management program
• If a window informing about the test version of the program comes up, select "OK" or press "ENTER".

If you click icon no 3, a window will come up enabling you to send the Excel file with the scanned barcodes to an e-mail address. For the e-mail to be sent, you have to have access to the Internet and have your own e-mail account.



Our Excel file will look like the one below:

• In the "Warehouse" window select the "Add" button to create a new warehouse.

• Enter the name of the warehouse and the symbol by which it will be recognized. Select "OK".
• Mark the warehouse which you've just selected and select "Open" or press "ENTER".

Now you can operate on this warehouse. All changes are saved automatically. It is advisable to make a back-up copy of your data from time to time.

Adding new items

As you can see the Excel file has columns with information about barcodes, the amounts of items (for a given code), the prices (for every code) and serial numbers (for every code). The LoMag barcode scanner app automatically determines the default number of items as 1 (for the defalult mode of scanning - barcode only).

To determine exactly the amount of items for a given barcode, its price and the serial number, go to app settings and determine the type of scanning.

4. Setting the type of scanning.

Before you start making warehouse transfers, it is advisable to define the items in the item list first. It makes the job of the warehouse keeper significantly easier during receipts or issues. To add a new item, follow the steps below:

The LoMag barcode scanner app enables you to scan barcodes in several ways.

You can scan:

• Only and exclusively the barcode.
• Go to the "Items" menu and select "Item list". All items available at this warehouse will be displayed together with the current stock level.
• The barcode and the amount (of items of the product).
• Select "Add" or press "Alt+D".
• The barcode and the amount and the price (of the product).
• Enter the name of the item, the bar code and the unit of measurement.
• Barcode with the serial number (only if the serial number is the same as the bar-code).

To change the scanning type, go to app settings.


• Press "OK.". If the entered unit of measurement does not exist in the database, you will be asked whether it should be added.

Adding accounts

Next, choose one of the four possible scanning types. Barcode only scanning is the default setting. To change the scanning type click the scanning type that interests you. For example, let's select "Code, amount, price", and click "Confirm".

Accounts may be divided into three groups: suppliers (for GRNs), customers (for GINs) and employees (e.g. internal documents). It sometimes happens that one account may be ascribed to more than one group of accounts. To add data regarding a new account, follow the steps below:

• Select "Accounts -> Suppliers". Similarly, as with items, a list of accounts will be displayed. This list includes data of suppliers from all warehouses.
• Select the "Add" button or press "Alt+D".

Once you have changed the settings, go to the main menu of the program. To verify the effect of the change, turn on the scanner (to continue with the same document - click "Continue file", and he select the file on which you wish to continue saving).



5. Scan the barcode with amount and price

• Enter all the data you have regarding the new supplier. Remember to enter the unique name of the account.
• Press the "OK" button.

Do the same for the remaining account groups.

Adding new documents

Put the video camera of your device over the barcode and the device - thanks to the app - will scan, recognize and save the barcode as you can observe below. Next, the window with the amount and price (of the item bearing a given code) will be displayed.

All documents in the program are added in the same manner. Because these actions are repeated many times, keyboard shortcuts were created to facilitate working with the program.

In the "Quantity" field you enter the amount (of items of the product) with a given barcode and the price (of the product) with the barcode. For example, lets set the Quantity = 5 units and the price = 2 for each unit.

• Select "Documents -> Goods Received Note (GRN)" or press "F2". A list of GRNs, which may be found at the warehouse, will be opened. If you have a lot of documents, you can put on a filter which will select only documents from a given period.
• Press the "Add" button (The same operation may be executed by pressing "Shift+F2" anywhere in the program). A new document window will be open.

After you have entered the amount and the price, you can scan the next code or save the operations executed so far and finish working with the scanner. In the "Data preview" module, you can verify how it was saved.


• It is advisable, although not necessary, to select an account if their data can be found in the database.

A document after having been saved in Excel format is presented below.

• Set the date and the time of the receipt and enter your remarks.


6. Scanning a barcode with a serial number.

• The document number is generated automatically, but you can change it here. You must remember, however, that the chronology of the documents must be kept.
• You will find an empty list of receipt elements (items) of the receipt at the bottom of the page. Add a new item with the "Add" button.

You can also scan barcodes with serial numbers. If you are interested in this type of scanning, go again to the app settings and select the "Code and serial number" type of scanning. Please note that this type of scanning is only useful if the serial number of a given product is the same as its barcode.


• You can select the item included in the receipt in the new window, as well as the quantity and the value of the newly delivered batches of the item.

To check out this type of scanning, turn the scanner on (proceed as shown above).

• By repeating steps 6 and 7 add several elements to the receipt, and then close the window of the new document.

Do the same for the remaining types of warehouse documents.

Edition and printing of documents

Again, put the video camera of your device over the barcode. Thanks to the LoMag app, the device will scan, recognize and save the code and the serial number. The following communication will be displayed:

You can verify how this operation was saved in the "Data Preview" module.

Naturally, when entering data, you can make a mistake. You can fix it by editing the already entered document.Take care that the dates are always introduced correctly, as such mistakes may lead to incoherence in the future.

• Reset Inventory Management or select "Program -> Open warehouse"

After having been saved in an Excel format, the document looks as shown below. Please note, that the Quantity = 1, as only one item can have the same serial number and barcode.


• Select the warehouse named "Test warehouse" (Once you have familiarised yourself with the functionality of the program, you may remove the test warehouse).
• Select "Documents -> Goods Received Note (GRN)" or press "F2”.
• Select document number "PZ000001/08 – M1” and press "Edit”. Now you can change any data on the document.
• To print a typical GRN click "Print GRN".
• A report printout window will be displayed. Click "Print" to start printing

This is how you can scan barcodes of products at your warehouse with the use of a telephone (or another device running on android). You finalise the process of scanning codes in LoMag inventory management and conclude the registering process (e.g. by issuing the scanned item from the warehouse and saving the stock levels in LoMag inventory management).

Inventory

7. Importing Excel files to LoMag inventory management.

To perform warehouse operations (reception, issuance, etc.) for items the barcodes of which you have scanned with the free LoMag barcode scanner, launch LoMag inventory management.

Inventories in our program are not only purely informative, they also significantly influence the stock level. For various reasons the information introduced into the program may be different from the actual stock level. Therefore, conducting an inventory from time to time is advisable.

• Select "Documents -> Inventory -> Create new inventory”.
• Next, select the way of creating the inventory. You have three options: an empty document, basing on the current level, and basing on the inventory sheets.

For example, let’s say that the scanned bar codes belong to products which you wish to issue from the warehouse. Start a Goods Issued Note in LoMag inventory management, into which the file with the bar codes generated in the LoMag scanner app will imported.


• If you create an inventory basing on inventory sheets, you should add a new inventory sheet reflecting the actual stock level, before starting the inventory. You can add the inventory sheet in "Documents -> Inventory -> inventory sheets"

To import the file with the barcodes scanned with the LoMag scanner app, go to the tool menu of the "New document: Goods Issued Note" window and click the "import" icon (see below). The "Import of docuntent's content from Microsoft Excel files" module will be launched.


• Add all the items on stock to the inventory sheet. Adding this information is done in the exactly same manner as adding other warehouse documents.
• Once you've created an inventory sheet, come back to the inventory creator, and click "Generate basing on inventory sheet" and select the previously generated inventory sheets.

Next, use the "Load list of entries content from Microsoft Excel files" module to import your Excel documents with the codes. To find out how exactly the module for importing Excel files to a LoMag document works, click here 6. Adding an item to a warehouse document by importing data from an Excel file.

This is what a file with a list of scanned barcodes looks like in a spreadsheet.

• As a result, you get a table with information about the inventory. After you have introduced the inventory, the stock level will be changed to the one from the inventory sheet.


The file has been entered into LoMag inventory management:


• The inventory may also be done without using the previously prepared inventory sheets, i.e. you can generate an inventory directly on the inventory document (basing on an empty document or a document with an updated stock level, which should be compared and corected with the actual stock level)

As you can see above the document has been uploaded to the program. Next, you need to import the data to the document. Click "3. Import entries - add new lines to document". Remember to adjust the Excel columns to relevant fields (barcode, amount, price, serial number) before the import.



After the import of the data, the document looks like this:

You can say that an inventory evens out all the discrepancies between the stock level in the program, and the actual stock level. It is done thorough adding a stock level correction document.