Item list - instructions

Before you start to issue warehouse documents in LoMag, you need to define and describe items. The "Item List" is a list of all products and services, which will be used on the documents. LoMag software enables you to freely manage the item list and describe items in such a way as to reflect the needs of a given company. The instructions below show how to adjust the item list to your own needs, how to properly add, find and edit items in LoMag.

1. Item list

1.1 Launching the item list.

To launch the module select from the main menu or press Ctrl+T.

The window might be also launched with the icon, located on the tool bar.

After launching the item list the updated list of items from a given warehouse will be displayed, as well as the tool menu for managing items.

1.2 The item list tool bar.

The tool menu in the module enables you, among other things, to add, edit or delete items in LoMag inventory management environment.

Let's briefly discuss individual tools, and then proceed to a detailed description of each of them.

- search bar, used to find items by textual information e.g., by name, code or product group.

- icon used for adding new items.

- icon used for editing items.

- icon used for deleting items.

• Deleting an item is possible if an item is not used in documents.

- icon used to check the history (of warehouse transfers) of a given item.

- icon used to display items which have a given status, e.g. low quantity threshold.

- icon used to display only items from a given item group, e.g., fruit

- icon enabling printing of a list of items.

- icon enabling exporting a list of items to Excel (xls).

- icon enabling printing, generating and creating a new item label. Find out how to print, generate or create a new labelhere.

1.3 Item list - configuration:

You can manage freely the layout of columns in the module. For example, you can hide columns, you can change their name, etc. if you have the need to manage columns, use the option, which you will find under the item list.

If you click , the interface will be activated. In the first part of the interface you will find fields with hidden columns () and displayed columns () in the window. The second part of the window enables us to change the name of the column () and to adjust the number of decimal places () and the width () of a given column.

For example, let's test out the possibility of displaying columns; let's say you would like to display a column, which is important to you, and which is hidden at the moment - a column with a photo of an item, for instance. In order to display the column marked by you ("image"), mark it in the field, and transfer it to the field, with the button.

Confirm the change with . From now on the item list will include a column with an image presenting the products (see below).

You can also change the names of individual columns through column settings (). For example, change the name of the column "Image" into "Picture". Mark the given column in the window, and then enter the new name to the field. Confirm the changes you made with .

As you can see above, the name of the column has been changed from "Image" to "Picture". Also, in the module you can change the field and the field of given columns. You can also come back to default settings at any given moment - use the icon, which can be found in the lower part of the interface of the , window to do that.

Apart from the column management icon 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 products 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. I you want 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.
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 all your products have been displayed on one page. The key is for managing filters in the item list.

This module also allows you to sort information by a given column, e.g., sorting of product names (alphabetically) or sorting the stock levels (from smallest to largest). To use the sorting function in a given column, left-click a column title, e.g., "Stock level".

You can see after clicking the column, that there is a sign next to the column name, which informs you that sorting from the smallest to the biggest value in a given column is on. If you click the column title again, the sign () by the name of the column will changed (), and the sorting mechanism will sort the values from the biggest to the smallest.

You can switch the sorting for any column in the window in the same way.

1.4 Adding a new item.

To add a new item to you warehouse (program), select from the tool menu, which will display the dialogue box.

You will find a series of fields to fill in with information about the new product in the window. Let's add a new product to your database, while discussing each field individually.

Let's add a new fish product - "Tuna". Enter the name of your product - "Tuna" - into the field.

Next, enter a numerical barcode for the product (Tuna) to the field or generate it automatically using the button.

Select an item group - enter a new assortment name for your product or select an already existing one from the drop-down list (see below)

In this case, the already existing item groups do not fit to the new product, so you need to add a new assortment - enter the new item group name (in this case let's call it "Fish"). Go to the field , select the unit of measurement for the product (pcs. or kg)from the drop-down list. You also can add a new unit of measurement, simply by entering in the field.

Next, you will find several fields regarding the amount of goods on stock. Set the minimum and the maximum amount of goods which you wish to have on stock at your warehouse in the and the field. In the field you set the initial quantity of the product at your warehouse. Use the to set the initial price of the product.

Let's set the low quantity threshold, e.g., 10 - i.e. you do not want to have less than 10 [units] of a given product on stock. The high quantity threshold (), i.e., the maximum amount of the product you wish to keep in your warehouse is, e.g. 1000 [units]. You also have to set the initial quantity, e.g., 20 [units] of a given product - this is the amount you have already on stock. The initial price () of the item is established at, e.g. PLN 20 [per unit].

• When editing the item in the item list (in the future) there is no possibility of changing the initial stock level, if the item is already used in documents.

Let us proceed to the next part of the interface - ; enter the purchase price () - for example PLN 20 (it is the price for which you bought the product) and determine the default mark-up (), e.g., 30% - this is how much you want to earn on the product. The field will be automatically calculated basing on the previously entered information (fields , ).

• The suggested prices are not compulsory fields, but they accelerate the generation of documents. After a product is selected, the program will suggest prices, which you have established in the item list. Prices may be set on the documents, however, if prices change rarely, it is advisable to define them from time to time in the item list. If you keep a register without sales with profit, the margin should remain zero.

There is a possibility of hiding fields and information on suggested prices, to do that go to , to the tab.

To turn off information about the suggested prices, unmark the field and approve the changes with .
From now on there are no fields with data on prices in the window and the window (see below).

If, however, you wish to decide about the prices in the module, but set the prices in quota terms (without mark-up or margin), you must go to the tab and mark the previously unmarked field (), next mark the field.

Two fields, and came up as a result in the and windows.

If you want to come back to the initial (default) settings regarding the suggested price you must go to settings and mark the option.

You have now supplemented all basic and the most important information regarding adding a new item to the database of your warehouse. Before you save, you may also add a photograph of the item. Use the button and the window for adding a product photograph open.

Select a photograph of the item (from your computer hard drive), and then click the button. The photograph will be uploaded to LoMag inventory management.

Thus, you have expanded the item data with a photograph of the product. Add the new item to the warehouse using the button.

• When saving the new product, if you are creating a new item group, you will be asked whether the item group, which you have just entered, should be saved to the program database - confirm the setting up of a new group.
• When saving a new product, if you are creating a new unit of measurement (for the items), you will be asked whether the unit which you have just entered, should be saved to the database - confirm the creation a new unit of measurement.
• The "Service (no stock levels)" should be used if the item you are dealing with is a service, not physical goods, e.g., transport. If you mark that option the fields connected with stock levels and prices will be hidden.

• Use the "Archival item (not in use)" option if you have stopped using a certain item, i.e., you place it in the archive. Archival items are no longer displayed in the item list. To find an archival item you need to use the finding items function, described in these instructions.
• The "This item is a manufactured as a product" option is used if a product comprises of several sub-products. Such an item has its use on the assembly document, and it supports the process of production or assembly of an order. The whole assembly process has been described here in item „3.9 Assembly"

You will find an entry with information about your new item in (see below).

Please note that a thumbnail of the photo, which you've just added can be found there. To preview the image hover the printer over the thumbnail, and the image preview will be displayed, like on the screenshot below.

LoMag inventory management is a very friendly program, it allows the users to add dedicated columns, i.e., plainly speaking, adding their own fields (columns) informing about the products. For example, you wish your products to include certain information, let's say, about the colour of the item - you have to use the function to achieve that.

By a way of example, let's add a column informing about the colour of the product. Go to the program settings; First, you have to save the item using the button.

Next, go to program settings by selecting from the main menu or by using the Ctrl+U shortcut.

Go to the tab.

Because the information about the colour of the product is in text form, in this case you are interested in columns in the part of the window. If you wanted to add numerical information (about the item) use the part of interface

Mark , and enter the name of the column "Color" and confirm it with .

To add information about the colour of the product, which you have just added, you need to proceed to the edition of the items. Go back to the window, mark your product and click - the window (for the item) will be displayed.

You will find a new field (marked on the image above) in the window, into which you need to enter information about the product, in this case information about the colour of the item. So, enter the information and click .

• For the column with the new information to be displayed in the item list, you must change the visibility of this column from "hidden columns" to "visible columns".

The dedicated columns allow you also to add links and attachments to www pages (e.g. a link to the manufacturer’s site of a given item). Let's add an attachment to the documentation of our product, located on your hard drive and a link to the site of the manufacturer. First, go to , tab .
In the tab, go to the part.

Next, you need to give names to the new fields. Let's call your new fields (columns)"Attachment 1" and "Website" - just like you've just done for the test columns ("Color"). Next, use the button to save the changes.

Come back to the module of your product ("Tuna") to add information about links and attachments. So, (as a quick reminder) go to the item list, mark the product and click , after which the window will be displayed.

You will find two new fields in the field, which you have just added (, ). To add new information about attachments, you must point out the source location by using or enter the document location manually to the field.

Let's add, with the use of the button, the location of the document regarding the product. Click for the field, which will result in displaying the window, in which you should select the document you wish to attach to your item.

Add the Internet address (type in manually) to the field. Click the empty field and then type in the address of the internet site, e.g., the manufacturer of the product.

After adding the sources and the Internet site of the product, click .

You can see the , columns on the above screenshot.

• For the columns with the new information to be displayed in the item list, you have to change the settings from "hidden columns" to "visible columns".

LoMag inventory management enables you to add all sorts of physical goods and services. It helps us deal with product packaging, which may be automatically added when registering items. If you want to use the packaging option, first go to , then mark the option .

Then add () a new item as packaging, e.g. "Plastic Container 10L". Generate a barcode for it, and set up a (new) item group, e.g., "Container" and a (new) measurement unit, e.g., "Box". Then click .

For the packaging which you have just added to be automatically attached to products when they are registered, you have to define it in information about items - to achieve that, you need to edit () the product which you have just added ("Tuna"). Next set the field and save the changes.

The result of these actions can only be appreciated on the warehouse documents (discussed here), in which an appropriate amount of packaging will be added automatically with the added product (see below).

1.5 Item lists - filtering:

LoMag inventory management offers the option of applying various filters. The filtering function in the module is a very helpful tool, you define the variants and it helps you find relevant items quickly. For example displaying only the items, which are out of stock.

To create a filter, right-click the name of the column (see below) which you want to filter. A filter may also be added with the help of the button, located in the lower part of the interface of the window.

For example, let's add a filter, which will display only products which are out of stock. In this case, you need to create a filter for the "Stock level" column, next right-click the column - a menu shall be displayed, select .

The window came up. The filter is only to display items with zero stock level. To achieve that, you need to select the column and select a mathematical symbol for the equation, i.e., for the "stock level" column you select the symbol, which will equal 0.00 and select the symbol (see below). After you have set the parameters, approve the filter with the button.

The filter is automatically activated after approval. All items the stock level of which is equal zero have been displayed in the item list. This example presents how quickly you can check which items are out of stock and could be supplied.

If you want to display all items in the module again, you have to switch off the filter. Before you turn it off, however, it is advisable to save it in the program memory, for future use. Go to the "Stock level" column or click . Next, select (to save the filter to the program memory). The saving window () will be displayed, in which you should name the filter, e.g., "Stock level = 0". Save with the button.

To deactivate the filter, select , which will display all items, and the filter will be inactive.

You can turn on the saved filter at any given moment with the button, which displays a list with filter functions and a list of created and saved filters (see below). To turn on the saved filter, select it from the list, e.g., "Stock level = 0".

The filtering module in the item list allows you to add advanced filters comprising of many variants. For example you may filter by group and colour. Let's create a filter comprising of two elements ("Group" and "Colour of item"). Start a new filter for the columns. First, set the filter for "Group", proceed like you did with the "stock level" column, i.e., , the window will be displayed.

Set a filter for the "Group" column; let's say you want the new filter to display all items from the "fruit" group. Go to and click , and save the filter (). To add another filter variant ("Color") click .

The window has been displayed; for example, you want the filter to display items of certain colour, let's say red. Set it to , and click .

This way you have created a two-part filter, which will be displaying only items from the group of fruit which are red in colour.

This filter may also be saved (), with a name, e.g., "red fruit". After being saved, the filter will be displayed in the tool menu () - as you can see below).

The filters may be removed from the program memory at any given moment; to do that, go to the function and click the icon and then select the field. The module will be launched.

To delete one of the filters from the program memory, first select a given filter from the column, and then click .

The above actions will remove the filter permanently from the program memory. The module, also allows you to export and import filters.
To export one of the filters to your hard drive, first select a given filter from the column and then click .

The dialogue box for saving filters on the hard drive will be launched. First select the location on the hard drive, where you want the file to be saved, name the file and click .

• The filter will be saved (exported) to the hard drive in the XML format.

To import the previously exported filter to the program, go to the module and select which will display the window for importing filters from a file.

• Remember that for the filter to be properly imported to the program, it must have been previously generated (exported) from LoMag inventory management and it has to have the default extension, i.e., XML format.

The module also allows you to preview from which columns the filter is constructed and in what way was it defined ().

3. Item group

You can freely manage item groups. To launch the module for item groups management, select from the top menu.

The window of the module will be launched, in which you may add, edit and delete item groups, as well as print and export the listing of item groups to Excel.

When adding a new item to the database, you could also create a new item group in the item list. The new group may also be added with the use of the module. Click the button, located on the tool bar. The window will be displayed.

To add a new group to the database, enter the name of the new group, e.g., "Meat", to the text field and click . The new group has been added to the program database.

In an equally easy way, you can edit () or delete () a given item group, as well as print it out () and export it () to the hard drive.

3. Units of measurement for items

The measurement units may be managed freely. To launch the unit management module select from the main menu.

The window of the module will be launched, which may be freely managed (add, edit, delete, print or export the units of measurement).

When adding a new item to the database of the program in the module, you could also create a new unit of measurement for the product. A new unit of measurement may also be added with the use of the module, by clicking the key, located in the tool menu. The window will be displayed.

To add a new unit to the program database, enter its name into the text field and click . A new unit will be added to the database of the program.

In an equally easy way you can edit() and delete () a given unit of measurement, as well as print () and export the register (list) of units of measurement to the hard drive ()

4. Copying items from another warehouse

LoMag inventory management enables you to manage any number of warehouses. The function of copying data from one warehouse to another significantly increases the effectiveness of management, e.g., when launching (opening) a new warehouse; thanks to the copying function you do not need to manually add the same items, you simply copy them

For the module of copying items from another warehouse to be active and useful:

• You should have at least two warehouses in LoMag inventory management.
• You should have at least one item in the warehouse from which you wish to copy the item.

To launch the tool for copying items between warehouses you need to select from the main menu. The interface of the tools shall be launched.

To copy an item, first you have to select a warehouse from which you wish to copy a given item to the warehouse where you are ( the warehouse which you are currently working on in LoMag) .

Once you have selected the warehouse, the list of items from the selected warehouse will be displayed.

Next, select an item for copying (from the list of items of the second warehouse), click to copy (and transfer) the item to column .

Next, click - the item has been copied from one warehouse to the other.

5. Importing items from Excel

Almost all parts of LoMag regarding items (e.g. , , ), are equipped with an option for exporting files to Excel environment. LoMag inventory management allows not only the export, but also the import of data from an Excel file.

To import data regarding warehouse items from Excel, you need to launch the module. Select from the top menu - a window for importing items will be launched.

To import a list of items from an Excel file, first you must select and upload a file, which is on your hard drive - do it with the button (located in the top part of the interface).

Next, select the data file and click the button. An Excel file will be uploaded to LoMag inventory management.

• The file will be uploaded to the LoMag environment, if it is not open or 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:

Next, you need to adjust the columns from Excel to the fields of the module. Select an appropriate field (e.g., item name, item group) from the list for each column you wish to import.

In the first column you see information on the names of the product; to import the name of the products (column one) select the appropriate field, i.e., "Name" from the drop-down list (see below).

You can see the product barcode in the second column. As above, to import the code, select an appropriate field from the drop-down list, i.e., "Bar code".

Proceed as above with each column, which you wish to import to the program database.

• The columns marked with the "Do not import" field will not be imported to LoMag inventory management.

After you select appropriate columns for importing data, click the button.

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

• For the import process to be successful, three fields (columns) are required: Item name, barcode, and the unit of measurement of the product. If one of those elements is missing, the import process will not be carried out.

You can check whether the process has been truly successful (whether the products from Excel have been added or updated), in the item list module - by checking the list of items.

6. Finding items in the warehouse

6.1 Launching the search window.

The window is launched by default when starting (opening) one of the warehouses.

The module may be open in three different ways. To launch the window with method one, select from the main menu of the program.

The second method of launching is clicking the icon located on the tool bar.

To launch with method three, use the "Ctrl+F" shortcut key.

You will find a search tools area () in the window, the tool menu for managing items () and a list of warehouse items ().

6.2 Finding.

To start searching a warehouse:

• You have to have at least one item in the item list (in the program database).

If you have at least one item in LoMag memory, you can display a whole list of items in the window, use the key to do that.

This way you have displayed the full list of defined items in the LoMag item list.

Finding items in the warehouse can be commenced from basic information, such as finding items by product name, using a field marked below on the screenshot.

Apart from the searched name, you may also type in the barcode number of the product, its stock level or group. You can also search for this data separately.
Let's find one of the products, e.g. Tuna, which you have added earlier following these instructions. Type in the first letter of the item name, which is "T", into the field and see what happens.

As you can see on the screenshot above, all products which include the letter "t" have been displayed. In this case, there are only two items, but with larger quantities it could be, e.g., 500 - search method should be changed. Let's enter information about the, e.g., item group. For this example it would be "Fish". Select it (the group) from the field.

You have found the product. Of course, you could have entered the full name, e.g., "Tuna", into the field and it would also be displayed, however, the aim was to show a basic example of the search mechanism.

If you want to find an item by is stock level, use the field, set the mathematical symbol and the size (amount) of the stock level. For example, you want to display items whose stock level is more than zero. Go to the search by stock level field, set the ">" symbol and the quantity, i.e., zero.

Products with stock level greater than zero.

If you mark the option all products from all warehouses in LoMag will be displayed.

If you mark the and options all products which reached low or (and) high quantity thresholds will be displayed.

If you mark the option, only physical objects will be displayed, i.e., products which have not been marked as services in the module.

If you mark the option, only services (e.g. transport) will be displayed. Items which have been marked as in the module.

If you mark the option only products, which have been transferred to the archive will be displayed. Items which have been marked as in the module.

If you mark the option only items which comprise of several parts (sub-products) will be displayed. Items which have been marked as in the module.

If you mark all of the options: , , , all products will be displayed, along with services and archival items

You can mix and match all search options, which will significantly streamline your operation.

6.3 Tool bar, configuration and data filtering.

Just like in the window, there is a tool bar in the module, as well as a function for filtering data and the possibility of configuration of a window.

The tool bar in the "Find in warehouse" window is very similar to the one already described (here) in the module. However, the module has one element, which cannot be found in the tool bar of the window.
Namely, the tool for quickly changing the mark-up of a given item or a given group of items. Use the tool to change the default mark-up of one product or many products.

To check how the tool operates, mark any given product from the list of items in the module, and click .

The module window has been launched, in which you will find three possibilities of changing the mark-up.

In the first part () of the interface you will find the option to increase or decrease the mark-up by a percent determined by you. For example, let's increase the mark-up by 20%. Enter "20"in the field and click .

After approving with the button, the mark-up of a given item is changed (please note "Selling price" and "Default mark-up" below and above).

As you can see in the screenshots above the "Selling price" and the "Default mark-up" changed their value because the mark-up was increased by 20%.

Let's launch the tool again and change the mark-up by a given value. To do that, you need to go to the second part of the () module. For example, let's put "1" in the field. This way, you will change the value of default mark-up by one.

As you can see, on the above screenshots the "Default mark-up" changed its value by one.

The last part of the interface of the window, i.e. the field enables you to set a concrete mark-up value.

You can also set mark-ups for many items at once - you have to mark several items at once with the use of the "Ctrl" button and the left mouse button. Then, click and change the mark-up as you wish.

You can freely configure the dialogue box of the module, just like you did with the window. For example, you can demand that given columns are displayed, change the name of a column, etc. If you need to manage columns, you can use the option, which can be found in the lower part of the interface of the window.

If you press the button, the interface will be launched. In the first part of the interface you will find fields with hidden columns () and visible columns (). The second part of the window allows us to change the column name (), to adjust the number of decimal places () and the width of a given column. The settings for the display of columns have been described in detail in these instructions when the module was discussed.

Next to the button for column management () you will find the option of pagination of the list of items. The automatic pagination function is turned on by default; if you want the find in warehouse module to display all the products in one drop-down list - use the function (the pagination function will be turned off). To turn pagination back on, use the key. If you want to employ pagination to go to the first, the previous, the next and the last page, use the keys as follows . Pages are created automatically adjusting to the number of items and the size o the window.
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 are blocked because your products have been displayed on one page. The key is for managing filters in the item list, which operate on the very same basis as in the module, discussed in these instructions.

7. Item history

The item history module, which is the history of warehouse transfers for given items, may be launched in several ways in the inventory management program. One of the basic ones is selecting from the top menu or using the "Ctrl+H" shortcut key.

The window of the module will be launched.

The item transfer history module may also be launched from various other locations in the program, e.g., from the module or module, which have already been discussed.

There is also a possibility of launching the module in warehouse documents, e.g., the Goods Received Note ().

Once you have launched the window to check the history of a warehouse transfer, select the item you are interested in the field.

Next, after you have selected a given item, a list of warehouse transfers for this item will be displayed, that is nothing else but a history of warehouse documents for a chosen product.

All documents regarding transfers of a chosen item have been displayed, along with information about the number and the type of the document, the quantity (e.g. of issued items), the stock level, the date and time of transaction, and the remarks.

If you want to edit a given document, left-click it and then click , which will launch the window for editing a document pertaining to a specific item.

Just like in the module or the module, you may freely configure several parameters regarding the warehouse transfer table layout. To do that, use the previously discussed tool.

8. Other tools for items

You will find several additional modules in LoMag inventory management, which are partially used in the item management modules and in the module. Tools such as , , support of serial numbers – have been discussed here.

As you can see, from now on, the account column is and will be displayed in . Additionally, in the tool, you can change the name of the columns (), adjust the and set the . You can also come back to default settings at any given moment - just use the icon, which can be found in the lower part of the interface of the window.

In you can also print and export (to the Excel file) the history of a warehouse transfers for a given item, using the and buttons.