Accounts - instructions

- 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.

LoMag enables you to select an account on each of the documents. An account may be another company, a co-worker, a department of your own company or an institution with which you wish to associate documents. The account support is optional - after it is switched off, the account selection field will disappear from the documents.

1. Suppliers, Customers, Employees

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.

There are three types of accounts in LoMag:

• Suppliers
• Customers
• Employees

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



When you finish adding other items to a given document, you can print () or save () the document. Then click to save the operation (warehouse transfer) and close the document window.

3.2. Goods Issued Note

The types of accounts were created so that you could separately register given warehouse processes. Different types of accounts go with each warehouse document. The supplier is used on GRNs, the customer is used on GINs and Interbranch Transfers, and the employee on the Internal Goods Received and Issued Notes.

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.

To start working on the first type of accounts - the supplier - you must launch the module responsible for managing this type of account. To launch the module, go to the main menu of the program and select . The window for managing suppliers will open ().

Apart from the already discussed fields , , , and , which may be found in the window for adding items to a , you will find the following additional fields in the interface of the window:

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

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

- allows you to determine the percentage mark-up, if you want to sell the item for a different price then the default price.

In this module, you will find a list of accounts defined as S for Suppliers, as well as the tools necessary for managing these accounts. The interface allows you to add (), edit () and delete () accounts. The module also allows you to display the history() of the accounts, as well as to print () and export () the list of accounts. With the help of the function you can display various types of accounts, and thanks to the tool you may freely manage the accounts table.

- allows you to determine the sum mark-up, if you want to sell the item for a different price than the default price.

To add a new account to the database, click on the tool bar, which will launch the module.

- the price is generated, taking into account various prices from all documents (starting from the oldest).You cannot edit this field.

You will find a series of fields to be filled data about the accounts in the interface of the window. In view of better identification (description) of the account, it is advisable to enter as much information about the account as possible.

In the field you can view all receipts to the warehouse which include a given item. When issuing items you can specify from which receipt you wish to issue the item. To find out how to pick an item from a concrete receipt, go to item eight of these instructions "Preview and selection of deliveries".

for example you issue to the customer 150 kg of carrots; LoMag automatically calculates that the selling price is PLN 1 for 1kg, but you would like to sell the goods for PLN1/kg more . So, enter the amount of the issued goods(150 kg) into the field, and then, in order to sell it for more, set the mark-up for 1/kg (the field in percents - 100, or the in sums - 1).

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

3.2.1 Goods Issued Note - additional functions

To add a new account to the program database, enter their name and surname in the field. The field may also be defined in another way (e.g., by entering the name a business partner's company). Next, you determine the type of account. You have three options: the customer (), the supplier ) and the employee (). Each account may be ascribed to one, two or all three types of these groups. To assign a given group to an account, mark for a given account field - so if you want a given account to be defined as a customer, a supplier and an employee you should mark () all these items. If, for example, you want it to be only a supplier, mark the field, and leave the remaining fields unmarked ().

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

Enter data regarding the account - to do that, you will need and parts of the interface. Enter the street, house number, city, postal code, telephone number, 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.

You will find the field in the lower part of the module, where you can enter the account's Tax Identification Number and National Register of Business Entities (REGON). You will also find the field there, into which you can enter additional information about the account.

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.

After you have entered all the data, click to save the account in the program. The window will be closed, and the newly added account will be displayed in the window.

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.

If there is a need to edit any account, left-click it on the accounts list (in the window), and select the function from the tool menu. A window for editing data regarding a given account will be displayed.

Implementation of the above functions (, ) may be useful, if you don't want the person issuing the document to know the purchase price; he or she will only see the agreed selling price, for which they can give a discount.

The function, which is for deleting an account from the database, works analogously.

• If a given account is used on warehouse documents (transfers), you cannot delete it from the database of LoMag.

The function is also useful if there is a client present by the computer and they have direct access to the screen of the monitor. Thanks to the option of hiding the price, the client will not discover the initial price of a given item.

3.4 Stock correction

The module enables individual verification of warehouse transfers for each of the accounts. To check the history of warehouse processes you should click a given account and then use the button - the dialogue box will be launched.

The stock levels in LoMag may be different from the actual levels - various factors may influence that. You can correct these differences with . The correction window looks like this:

After having verified the difference between the stock level in the program and the actual stock level, set the new level in the field.

• Attention! A groundless change of warehouse levels may result in errors in the register.

3.5 Interbranch transfer

Use the document to transfer an item between warehouses.

The interface of the window will show all warehouse transfers (warehouse documents) for a given account. Each transfer may be recovered (edited) with the use of the button located in the upper part of the interface. The history of the transfer may also be printed () and saved as an Excel file (). In the upper part of the window you can find an option of moving directly from one account to another (see below).

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.

After selecting an appropriate filter in the window, the corresponding type of account will be displayed.

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

The module enables you to generate and print an address label for the account by pressing the button.

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.

More information about warehouse labels - creation, generation, printing can be found in the "Label Designer" instructions, here.

3.6. Discounts.

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

The modules regarding customers and employees as accounts are located in the same place, as for suppliers. To launch the "customer" accounts module, go to the top menu and select .

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.

An analogous mechanism operates for employees. To launch a module for those accounts select from the menu. Further actions regarding employees in the window are executed in the very same way as for the previous type of account, i.e., supplier.

2. Account history

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.

To select the history of warehouse transfers for a given account, select it from the field.

Once you have selected an account, all warehouse transfers (warehouse documents) for the selected account will be displayed. The tools described previously will enable basic operations regarding warehouse transfers history management.

3. Account balance

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).

Account balance in LoMag inventory management was created for an easy and transparent overview of the quantity and value of items for a chosen account over a given period.

3.7 Internal Goods Issued and Received Notes.

To go to account balance select from the main menu.

and are used for registering internal issues and receipts.

A may be used for registering internal use of materials for production, or internal use of detergents, mineral water or other products used internally at the company.

After you have selected the interface of the window will be displayed. You will find a series of options in this module which will help you display the desired listing of quantity and value of items for a given account at a given period.

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).

Let's find out how the balance works on a concrete account, let's check the detailed balance for John Kowalski from the 4th quarter 2013, regarding items from the group of "fruit". First, select the account from the "Select account" drop-down list.

After you have selected the account, you will have their whole item listing displayed.

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.

You are interested in the balance from the 4th quarter 2012, so next you have to go to the field of "years, quarters, months", which you will find in the left-hand part of the module, next mark the field. After you have marked the field the balance of the account for the 4th quarter 2012 is displayed.

Let's say you are only interested in the balance for the "fruit" group - select "fruit" from the "All groups" field.

If tools have been issued for a longer period, you can always quickly check and say which of the employees has which tools - by using the additional function. You can find out more about the account balance function here (item "3. account balance").

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

Once you have selected the group, only a listing of items from the "fruit" group for John Kowalski from the last quarter 2013 is displayed (see below).

To have an even more detailed balance for a given account, you can use the search tool in the " Results" part.

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".

You can look into the details of the balance and you an also print it () or export it () to Excel. In you can also display a balance for a given item, e.g., "Apples" as well as check the balance for a more detailed period.

Another example of an internal transfer may be issuing a multipack of mineral water to your employees (for them to drink during work). When issuing a multipack of water to the employees you can also use an Internal GIN to decrease the stock level by one.

3.8 GRN and GIN Correction.

The remaining warehouse documents, and are constructed of the previously discussed elements.

The is used to decrease the quantity of items received on a . The document decreases the stock level, so it works analogously to a .

The module might be useful if you have a warehouse which stocks tools and equipment (e.g., drills and grinders), which you issue to your employees. Thanks to this module, you can easily determine which tools are held by your employees. For instance, you have tools for employees, which have also been added to the item list in LoMag inventory management. The tools have been ascribed to the "Equipment" group. When a tool is issued to an employee, an Internal Good Issued Note is issued with it, when the tool is returned by the employee an Internal Goods Received Note is issued.

To check who was issued which tools, go to the "All groups" field, and select the "Equipment" group. The window will display a register of all the received and issued tools.

4. Importing accounts from Excel

The are used for registering returns of items - you can enter what document is being corrected in the field

In many parts of LoMag there is a possibility of importing data from Excel files, e.g. in the parts regarding items. There is also a possibility of importing external data for accounts. To import a list of accounts from Excel you need to use the function, which you will find in the menu.

• 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.

The module will be launched. To import a list of accounts from Excel, first you must select and upload a file, which is located on your hard drive - use the button (located in the upper port of the interface).

Let's proceed to the assembly document module (), let's follow the process of assembly of components of a product, e.g., "bread".

Next, choose the file and click . The Excel file will be uploaded to LoMag inventory management.

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

• The file will not be uploaded to LoMag if it is open and used in another program, e.g., Microsoft Excel.

This is what the file including a list of items looks like in the spreadsheet:

The file has been uploaded to LoMag:

- is a field describing the current status of the assembly process, helpful in following the production process. If you click the module will open, which allows you to enter names of subsequent phases of the assembly process. In case of baking bread the stage names may be as follows: "preparation of ingredients" , "mixing" , "fermentation", "baking" , "packing" , "ready product". The employment of stages enables you to filter the data in the module later.

Next, adjust the Excel columns to the fields of the module. Select an appropriate field from the list for every column you wish to import (e.g. account name, account phone number).

- , 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).

There is information regarding the name of the account in the first column. To import this data (column one), select an appropriate field from the drop-down list, i.e. "Account name" (see below).

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.

Further columns show additional information about accounts; to import further data, select an appropriate field from the drop-down list, to which the data will be ascribed. Proceed in the same manner with each column you wish to import to the database.

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.

• Columns marked with "Do not import" will not be imported to LoMag inventory management.

After you have selected appropriate columns, click to import the data.

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

• For the process of data import to conclude, the "Account Name" field (column) is required. If this element (column) is lacking, the import process will not be executed.
• During the import you do not determine the types of accounts (Suppliers, Customers, Employees). Each imported account has been automatically ascribed to all three account types (roles).

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.

To set roles (Supplier, Customer, Employee) for a given account and to check whether the process has been successful (whether the accounts from the Excel file have been added or updated) you can go to one of the account modules, i.e., or or .

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.

As you can see above, the accounts imported from Excel have been properly added. To change their account types, use the function which was discussed before.

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.

Defining account types can be done also directly while importing the account list. Let's open the *.xls with a list of accounts in any spreadsheet (e.g., Microsoft Excel, OpenOffice Calc).

Next, add three additional columns to your file (see below), which will be used for defining the account type.

Once all the necessary ingredients have been added, the assembly document should include items with their appropriate amounts, as below.

Define the A1, B1, and C1 cells as: "Supplier", "Customer", "Employee".

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.

To ascribe an account type to a given account, you need to define the cells by entering "yes" or "no", where "yes" - defines given account type, and "no" means the lack of such a role. As an example, let's define "Vincent Devon" as a customer and "Borm McGlan" as an employee (see below).

Let's go back to the module and import the updated Excel file using the key.

Next, use the functions which will help you define an appropriate account type for the "Supplier", "Customer” and "Employee" columns. So, select the "Supplier (yes/no)" field (see below) for the "Supplier" column.

In the same manner, use the "Customer (yes/no)" function for the "Customer" column and "Employee (yes/no)" for the "Employee" column.

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.

After defining appropriate columns, to import data to the program, click

And thus, you have directly determined account types while importing data.

5. Finding accounts

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.

LoMag offers you the option of finding accounts. To that end, you have to use the window, which is launched by default when one of the warehouses is turned on (opened).

Name your library in the field, e.g., "Bread ingredients", give it a code, and add () the components of your choice.

The window may also be turned on with the use of the icon located on the tool bar and the use of the "Ctrl+F" keyboard shortcut.

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

The module may be used for finding data regarding items, documents and accounts, which are our main focus at the moment. To find accounts, go to the window, the "Accounts" tab.

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 .

The window has a search tools area (), a tool menu for managing accounts () and the accounts list ().

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".

The list of accounts in the window is empty. To display a full list of accounts, use the . A full list of accounts in LoMag database will be displayed.

Once you have added the library to the document and used the key, all the ingredients in an amount corresponding with the amount of the produced goods will be added to the document.

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

LoMag allows you to add items to a document also by copying data from another, already existing warehouse document.

You can search for accounts by a fragment of a text, Tax Identification Number or by account type. The text fragment may also be supplemented by a part or the whole of the Tax Identification Number, or you could specify the account type - this significantly limits the search spectrum. For example, let's find one of the accounts, e.g. Kowalski. Enter the first two letters of the name of the account, i.e. "Ko" to the field and see what happens.

Use the function, which can be found on all warehouse documents. To check out how the function of copying data from an already existing document works, let's copy data from the GRN to a GIN. Open the window, and then click - the interface for copying documents will be launched

Type in the number of the document from which you wish to copy data to the field, for example you are copying data from (an existing) document "GRN000008/13 – W1".

To copy the data, click . The data will be copied and uploaded to your new document.

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

If you click , the interface will be launched. In the first part of the interface you will find fields with hidden columns () and visible columns () in . The second part of the window enables you to change the column name (), adjusting the number of decimal places and the change of column width.

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.

For example, let's use the column display option. You wish to display an important column, which is hidden now - for example a column with account's postal code. To display the chosen column ("postal code"), mark it in the field, and transfer it to the field using the button.

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

Approve the change with the button. From now on, there will be a column with postal codes of accounts in the search module in the warehouse (see below).

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.

You can also use the module to change the names of individual columns. To do that, mark the column in the window, and then give it a new name in the field. You can change the remaining fields, and . You can come back to default settings at any given moment - use the icon to do that.

Check out the list of devices integrated with LoMag inventory management here.

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

The program also allows you to add items to the document using the import form an Excel file function.

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

Apart from the column management button discussed above (), you also have the option of item list pagination. Automatic pagination is turned on by default. If you want the module to display all accounts on one drop-down list, use the function (the pagination function will be turned off). In order to turn on the pagination again use the key. To use pagination to go to the first, previous, next and last page use the following keys . Pages are created automatically adjusting to the number of items and the size of the window.

To import a list of items from an Excel file, first you need to choose and upload a file, located on your hard drive. Click to do that.

Next, select the data file and click . An Excel file will be uploaded to LoMag.
Keys which are used to go to subsequent pages () might be inactive in certain situations. For example, the first page key and previous page key will be inactive if you are on page No.1, or all keys might be blocked, because your accounts have been displayed on one page.

The button is used to manage filters in the window. The filtering function helps us to quickly display appropriate accounts following the variants defined by you. This function is not used with accounts as often as it is used with, e.g., items. To find out more about the function for filtering data, go here, and proceed to item 1.5 Item lists - filtering .