Warehouse documents - instructions

Warehouse documents are used for recording events at the warehouse and registering full history of changing stock levels for items. Thanks to them, you can not only verify the current stock level for a given item, but also follow changing stock levels over time through individual elements. In LoMag the date and the time of document creation is important. To facilitate work we've enabled the edition and deletion of data also for historical documents (unless the changes cause minus stock levels). Please note that when editing a historical document, LoMag displays a stock level as at the date of the document.

1. Launching warehouse documents

LoMag inventory management allows you to work with many warehouse documents. It enables you to create documents such as: goods received notes, goods issued note, goods received note corrections, interbranch transfers, internal goods received and issued notes or discount documents. These documents may be created in LoMag in several different ways. The first method is to go to the program's main menu, to the part and to select the warehouse document we are interested in.

Warehouse documents may also be added with the use of icons on the tool bar, located under the menu bar.

The third choice is using keyboard shortcuts to turn on the warehouse document windows.

- F2 key

- F3 key

- F4 key

- F5 key

- F6 key

- F7 key

- F8 key

- F9 key

- F10 key

- F11 key

By using the above methods, you will launch windows for adding appropriate warehouse documents.

2. New warehouse document window.

The interface for new document windows for individual types of documents is the same.

Therefore, windows of documents such as , , , , , , , , have the same interface and tools.

The interface of the new document window includes many functions. Below, you will find a short description of how the individual parts of the interface operate, and then we will proceed to discuss some of them in detail.

- a field for selecting the account for the document. You may select the account from the list by pressing the button (to find the account quicker, you may type in the first letters of the account's name and use the button). Use the function to add a new account, which does not yet exist in your database. If you press the button, you will print the address label for the account.

- the program automatically generates the date and the hour of creating a given document, as well as its number. The field may be used for notes regarding the whole of the document.

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

- This part of the interface gives you the option of saving the document in a pdf format (), printing it () and editing the document template (). Find out how to edit a template of a warehouse document with the LoMag editor here. You can always send the document in a pdf format to an e-mail address, use the button to do that - configure e-mail settings before you try that.

- buttons for saving or cancelling warehouse documents.

- a button for adding a new item to a document.

- a button for editing an item on the document.

- a button for removing an item from a document.

- a button for displaying the history of warehouse transfers for a given item.

- a button for printing the list of items on the document.

- a button for exporting a list of items from a given document to an Excel file.

- a button for copying data about the items from another warehouse document.

- a button for adding items with the help of a data collector. (Check out recommended devices for LoMag inventory management)

- a button for importing items from an Excel file.

- a button for printing labels for items.

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

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

3. Adding an item to a warehouse document.

To add a new item, you must click or use the "Alt-D" keyboard shortcut. The form for adding documents differs from document to document and depends on the settings defined in the program.

3.1 Goods Received Note

The form for adding an item with a Goods Received Note () looks like this:

To select the item for the form, go to the field and use the key, which will open a list of items (see below).

To find a document in the field faster, you can type in the first letters of the item name - a dynamic list of items which include the typed-in phrase, will be displayed.

An item may also be selected in the field, which will be followed by switching on the window.

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

To upload the item information form, double-click it on the item list, which will automatically generate the fields of the form (for adding a new item to the document).

If you use a barcode reader connected with the program, you will be able to upload information about the product. The barcode reader works on a simple basis: scan the barcode of the product (with a device connected to LoMag) and the converter of the reader changes the graphic barcode into a numerical one. The number is entered automatically to the open form in LoMag, and then all information on the product is derived from it.

Therefore, by selecting an item manually or with a barcode reader, the data regarding a product will be uploaded automatically. The form of the includes the following fields:

- enables you to determine the quantity of items received on stock (if you are using a GRN, if you are using e.g. GIN it will be the quantity of a given item's issues).

- shows the current quantity of a given item on stock. You cannot edit this field.