Processing orders from customers and orders to suppliers.

Corrections and improvements to S/N numbers, SQL 2016 support

LoMag software features 3 independent but integrated modules:

Version 4.9.7

• the Warehouse Module
• the Orders Module
• the Invoices Module
• Improvements to price lists: support for many warehouses, importing price list for accounts.
• Group change of location on GRN documents.
• Design and print labels for warehouse locations.

Version 4.9.2

The warehouse and invoices modules are described in different instructions. This instruction contains a presentation of the orders module's functionality. The module may work in conjunction with the other two modules for invoices and warehouse.

• Purchase invoices and corrections of purchase invoices. GRN documents can be generated from purchase invoices, editing links between purchase invoices and GRN documents.

Depending on the purchased modules, the application's window (interface) may have a more or less advanced look. The window for the orders module alone look like this:



With all three modules, the orders app will have the following appearance - this instruction has been prepared based on such full option.

• New type of dedicated column: "Attachment (from file)" for warehouse documents. This column allows you to save disk files directly in the SQL database and open from other computers.

• Improvements in sending emails with documents - the ability to add your own logo in the body of the message and additional recipients CC, Bcc.

Version 4.8.7

NOTE: To enable orders processing for the demo version, please select "Active modules": Warehouse when you run the software for the first time. The setting is also accessible through the menu Program / Settings wizard

• Support for item's price lists in many currencies, net / gross amounts and assigning them to accounts.

1. Orders and offers program

LoMag software features 3 types of order documents:

• Optional calculations of rental costs and new reports in the rental module.
• an order to supplier (supplier order)
• Import of multiple invoices from an Excel file.
• an order from a customer (customer order)
• an offer
• Export of invoices to the EDI XML format.

Version 4.8.2

• Support for warehouse locations in item's libraries.
• Optional saving of settings for each table in each warehouse separately for each user.

Version 4.7.9

• New option in the settings: Optimize LoMag to work with large data sets (recommended when the number of items in the warehouse is over 20 000)

It has to be stressed that the above documents do not affect warehouse stock levels. If you also run a warehouse, the order documents let you automatically create warehouse transfers. After generating a warehouse document it is good to change the order status to "closed", so as to easily distinguish between fulfilled and placed orders.

1.1 Settings

VAT processing

• Automatic creation of new items from the GRN documents
• Support for the net and gross sales price from the GIN document
• Designing your own templates for physical inventory

Version 4.6.7

• The ability to design color labels in the Label designer and color documents in the Templates editor. For text, database fields, tables, and other items, you can personalize colors or shades of gray.
• New report: Profit from sales for invoices

Businesses exempt from the VAT tax should change LoMag settings before documents are generated so that the program doesn't calculate the VAT. Go to setting (), to the tab, and next in the section deselect the option and confirm the change with the button. From now on documents will be issued without the VAT tax deductions - see below.



1.2 Creating order documents

• Defining your own document types based on advance invoices and final invoices.
• Printout "Physical inventory" in the "Documents / Inventory" based on the current stock.

Version 4.6

There are a few ways to generate these documents: by the button found in the upper menu, where you next choose the needed document. The second method allows you to open documents by hitting the F7 key (supplier order), F8 (offer), and F9 (customer order).

Order documents may also be opened with an icon on the program's toolbar - see below.

• Defining your own document types based on existing documents with a different numbering, different print template, VAT rate, and separate document management. For example, we can create a new type "Invoice EU" with a default VAT rate of 0%, different printing layout and separate numbering.
• Support of credit limit for customers. Checking and warning when exceeding the limit of unpaid invoices.
• Improved export to Excel XLS files, export data to CSV files

New document window interface for different document types are very similar to each other. Below there is a brief outline of specific elements of the interface, and next a more detailed description of some of them follows.


• Support of low qty threshold on MM documents

Version 4.5.5

• Support for multiple company accounts in Settings / Company. Lets you define branch offices and different bank accounts for currencies.
• Ability to rotate elements in the label editor by 90,180,270 degrees for barcodes, text fields, fields, images, dates.
• Dedicated columns for Assembly documents. List of missing items from the library on Assembly documents.

Version 4.5

- field where you add a contractor to the document. The contractor can be selected from a drop-down list after clicking (for a faster search you may enter first letters of the contractor's name and click the button). Use the function to add a new contractor to your base. By using the button you can print out an address label (e.g. for a letter).

• The contractor field may not be displayed if you turn off this function in the settings.
• Defining Alarms for multiple columns in tables. Provides the ability to warn the background color of a given row when certain conditions are met in multiple columns at the same time.
• The ability to design prints containing serial numbers of items with columns dedicated to warehouse documents.

- the application automatically generates document date and number. In the section you can set the type of printout (e.g. an order allowing for VAT tax or not). In the field you can change order status. You can make notes about the document in the field.

• Optional inventory control when ordering from customers. Blocking order creation when the total order quantity exceeds the current status.

Version 4.4.5

• Removing duplicated accounts - possibility to merge several accounts into one entry.
• Removing duplicated items - possibility to merge several items into one item.

Version 4.4.5

• You can correct the issue date of a document and its number; please remember, however, to maintain the right document chronology. When entering past documents start from the oldest one and continue until the latest one.
• Dedicated columns for elements of warehouse movements, Libraries of items and elements of Libraries
• New type of a dedicated column: Calculated column defined by pattern, e.g. quantity of items in stock - minimum stock.
• Possibility to import multiple documents simultaneously from Excel files.
• VAT payer's data and optional delivery address in the account's file.

- this part of the interface allows you to save a document in a pdf file (), print it out (), and edit document templates (). Learn how to edit a warehouse document with the LoMag editor here. Additionally, you can always generate a warehouse document by using the button.

• Invoice printing template with the payer and the recipient.

Version 4.3

• A warehouse document can be generated from an order document only if you've purchased the warehouse module..
• Extension of product libraries with prices, and a possibility to copy libraries.

- buttons for saving or cancelling a new warehouse document

• Mechanism to remove inventory movements and creation of the OB document based on stock levels.

- buttons for adding new goods to a document

• Handling of advance and final invoices in foreign currencies.

Version 4.2

- buttons for editing goods already added to a document.

• Option of using many products in the assembly process.

- buttons for deleting goods from a document.

• Printing multiple documents to PDF files.
• Support for the prices in item's libraries.

Version 4.1

- a button for printing out a list of goods included in the document.

• Columns dedicated to warehouses e.g. warehouse address, which can be placed on documents.

- a button for exporting a list of goods of from a specific document to an Excel file.

• Blocking old documents after the settlement period or a fixed amount of days has elapsed.
• Automatic refresh of search data when working on many computers.

- a button for adding goods from a data collector. (See recommended devices for LoMag warehouse management software)

• Group change of data for many items e.g. adding one photo to many items.

Version 4.0.6

- a button for importing goods from an Excel file.

• Wizard for dedicated reports which enables the visual generation of new reports basing on fields from the database.

- a button for viewing connections between documents (more details can be found in this instruction below)

• Adding typical actions to the context menu in the tables e.g. for marked items -> create document.

A detailed description with examples for functioning of the keys from 6 to 11 can be found herej.

• Creating dedicated columns for LoMag users and an option of adding fields on the documents e.g. e-mail address of the person who prepared the offer

Though the types of documents have a similar appearance, their roles are different.

Version 4.0

1.3 The supplier order document

• Support of POSNET fiscal printers
• Option of fast printing of receipts which creates automatically related GIN documents.
• New types of dedicated columns: Drop-down field with an option of defining a dictionary of values, Reference to the item, Reference to the account

Version 3.8.5

A supplier order document () is used for ordering goods from your supplier. You may provide any information needed in your and your supplier's order procedure (contractor details, goods, etc.). To add new goods click or use a keyboard shortcut "Alt-D".

• Support of printout of two-dimensional QR codes on labels and documents.
• Update of account data download from the GUS database.

Version 3.8

• Prepayment and final invoices (in the invoice module).

Besides standard fields for specifying goods and quantity, there is also a place for a gross price and a VAT rate, which are uncommon in warehouse documents. The warehouse is entirely run either in net or gross prices (this can be determined in settings).

• Editor with an option of designing the appearance of the report printouts.

• Creating new documents through copying the existing documents (warehouse and commercial).
• Automatic download of exchange rates from the Polish National Bank.

Version 3.7.4

• Generating an SCF (Single Control File ) in the Settings/General menu.

As an example, let's add to the document "Apples" as sample goods with the using the field and the button (or ). To add the goods to the document it first has to be defined in LoMag's file data module ().


• Transferring items between warehouses just based on serial numbers (for unique S/N).
• A mechanism recognising automatically skipped numbers of invoices and a report of the skipped document numbers.
• Printout of empty inventory sheets and an option of editing their appearance in the template editor.

Version 3.7

Next, as you can see above, after determining your goods, you can see its available quantity. After providing the quantity of the "apples" goods you wish to sale and the price (per item), your gross price will be calculated - see below - e.g. you are selling 50 kg of apples for PLN 2.50. The gross price will rely on the selected VAT rate, which you can change. To add goods to the proforma invoice click .

• Support of proof of payment documents (KP), payment settlements, automatic changes of invoice statuses.

• New type of document Receipt in invoice module.
• Option of defining own headers and footers in document template editor

All above values - "net price", "gross price", "VAT rate", can be pre-defined in the module. After you add the goods to the document it looks like this:


• Automatic logout from application after a set time of inaction.

Version 3.6.5

• Support of currency on orders and offers.
• Detailed logs of user activity and detailed reports of who and when added, edited and removed data.
• Streamlined wizard of item import with an option of simultaneous import to various warehouses and support of serial numbers of items.

When all the goods are on the document, remember that you can further define your contractor - complete instruction can be found in the "contractors" instruction available here. Next you can print out the order (), save it (), and send to your contractor by e-mail - you will find a detailed instruction below.


• Import of documents from another warehouse or another database for offers, orders to supplier, orders from customer.

To send the document to your contractor, just as the above order, hit the icon on the document window's toolbar.


• New mechanism of downloading account data from GUS database (Tax Identification Number is enough, without the code from the image)

Version 3.6

• VAT invoices in foreign currencies. Support of standard currencies: EUR, USD, GBP and and option of adding your own currencies. Tables with currency exchange rates and an option of editing and recalculating the value of invoices.

As presented above, first you have to configure your e-mail settings in LoMag. To do this, go to software settings (), and next the tab. If the electronic mail settings have already been configured, the above information won't be displayed, and the process will open the module.


• The possibility of selecting a currency in which the VAT on the invoice will be calculated. Printouts and recaps of tax settled in a different currency.
• A wizard for orders from suppliers supporting simple logistic processes connected with demand planning:
• (1) Totalling of the quantity of orders from customers for individual items.

In the tab provide the SMTP data of your e-mails service provider and the address and password of your e-mail account. You can get the SMTP details on your service provider's website. See illustrations with e-mail settings below for most popular e-mail boxes in Poland.

E-mail settings for gmail.com


• (2) Totalling with the inclusion of current stock levels and calculation of outstanding quantities for full implementation of orders.

After you provide the data click to go to your document and then click again the button. The window will appear.


• (3) Totalling with the inclusion of current stock level and minimal stock level - quantities calculated in a way ensuring that the order is implemented and minimal levels are maintained.

Version 3.5

Make sure the e-mail address of your contractor is correct and send the message by clicking . If the message is sent successfully, adequate information will follow.

• Russian language version of LoMag inventory management: interface and all printouts in Russian.
• Data import supports new formats XLSX, CSV, TXT.

After the order is sent, you can change document's status (see below).


• Option of using serial numbers in the assembly process.

Other (your own) order statuses may be defined by clicking .

• New reports: items inactive at the warehouse for over X days, change of warehouse value broken down into documents.

Version 3.4

• Wizard allowing group changes of the following item attributes: unit, group, VAT rate, supplier, suggested pricing, margins, minimum and maximum stock levels, archive, product, useful life and minimal selling price.

Importantly, if your LoMag software also features the warehouse module, you can generate a Goods Received Note (receipt at warehouse) from an order supplier document by clicking the button. This way you can always quickly create a document for receiving an order by the warehouse.

1.4 The customer order document

• Automatic downolad of account name and address basing on the Tax Identification Number from the GUS page
• Blocking the editing of the same document by many people when working on several comupters and a list of currently blocked documents
• New document generators CO -> Internal GIN, SO -> GRN, PRO -> GIN, CO -> FV, CO -> PRO, SO -> CO, GRN -> GIN, CO -> GRN, FV -> GIN
• “Copy item function in the item list
• Generator of orders from suppliers and support of default item supplier

The customer order document () is for preparing a formal document for ordering goods by your clients. You can include in the document any information necessary for preparing an order (contractor details, goods, etc.). Such a document looks similar to order documents to sent suppliers, but when you add goods you can additionally define mark-up for goods () which you want to include in the order for your client.


• Report on interrelations between invoices and GIN documents

Version 3.3

• The opening balance making it possible to redefine the stock level, prices and locations independent of historical inventory movements.

If you additionally use the warehouse module, you can use the customer order document to generate a Goods Issue Note () with the . This way you are able to quickly create a document for releasing goods from the warehouse based on a given order.

• Tab bar facilitating navigation through open windows, the F5 shortcut refreshing the content of tables.

1.5 The offer document

• The possibility to design and print labels containing the following information: warehouse locations, serial numbers, expiration dates, production lot numbers, suppliers and document numbers.
• Foreign currencies support in GRN (Good Received Note), defining and converting currency rates.
• The possibility of defining document numbering without the leading zeros, e.g. GRN 1/2015 (pattern: GRN $/yyyy).
• New options in the search window: a "deliveries" tab illustrating the stock levels broken down into income documents and warehouse locations and the "serial numbers" tab.

The offer document is for sending price offers to your clients. Price offers are documents in which we present official prices for products or services. You include in such a document all necessary information (contractor details, goods, etc.). In the template editor you can adjust the look of offers with regard to additional sales conditions or cooperation. The document features a function of generating documents from the supplier (), which will later be used for creating a customer order document ().



1.6 Dedicated columns on order documents

• Modification of the mechanism for the creation of GRN and GIN: First, we select the source document, which is going to be adjusted, and then a link between the documents is created.

Dedicated columns allow you to add extra fields to documents (e.g. comments about an order, requested delivery date, etc.). To add such extra field to a document go first to LoMag settings , and next the tab. Then select "Orders/offers" in the field.


• The possibility of importing pictures when importing an item - one must add a column with file paths.

Version 3.2

• Minimum selling price support - it is possible to hide the purchase price and set a limit of price reduction by sales representatives.

As an example, let's add an information (text) column for client's comments about some order. To do so click to open a new window, where you enter in the field "Client's comments", and then select the right column type and click the button to confirm the operation.


• New permissions: table printing, export to XLS, visibility of purchase price in sales documents, changing document number

After you've added a dedicated field, it will be located in the main window of order documents.


• Support for two options of serial number uniqueness: unique in the entire warehouse or unique for the given item.

Dedicated fields may also be included on document printouts.


• Defining of the dedicated columns for the accounts and their import from Excel.

Version 3.1

• Advanced settings for network operations.
• Possibility of defining dedicated columns for warehouse documents.
• New report about relations between items received and issued.
• Sales by individual VAT rates report.

Version 3.0

To have dedicated columns on your printouts (as seen above), edit the document template and place a dedicated column using the module. Editing and creating custom invoices in ""document templates"" is explained in detail here..

• Additional module enabling the issue of the following documents: VAT Invoice, Invoice correction, Proforma invoice, (this module is optional and available for purchase).
• Addtional module enabling the issuance of the following documents: Offer, Order from Customer, Order to Supplier (this module is optional and available for separate purchase).

You can create different types of dedicated columns. The above example regards text columns, but you can also add number columns (e.g. no. of pallets), references (e.g. your client's website), yes/no surveys (e.g. for determining whether a partial delivery to the client is possible), dates and drop-down fields. Dedicated fields can be also placed in specific document sections (e.g. in the field for adding goods).



2. Connecting modules: ORDERS - WAREHOUSE

• ATTENTION: In order to have a free trial of the new modules you should install the demo version on your computer without LoMag.
• Support of VAT rates for items. Option of conducting the warehouse in net or gross prices.
• A module optimising the functioning speed of large databases (in the Help/Optimisation menu).

Version 2.8

• Possibility of importing the items with warehouse locations from Excel files onto documents

As mentioned at the beginning of the instruction, each module of the LoMag software (Orders, Warehouse, and Invoices) are integrated. To illustrate this, there will be a series of operations presented from creating an offer to issuing a GIN document. To be able to perform all the steps presented below, you will need to have all three LoMag modules.

Settings

• Authorizations that limit the visibility of prices for selected users.
• Default length of expiry period for items and automatic calculation of expiry date on documents based on period.
• Possibility of adding summaries of the quantity for different units onto document.

Version 2.7

• Possibility of working with the program in English. The default language of the interface may be defined for each user of the program.

LoMag lets you run your warehouse inventory both in net and gross prices. You can configure this in LoMag settings in the tab and the field (see below). This setting works regardless of the VAT setting. With VAT processing on, the warehouse is run in net prices by default and without VAT in gross prices, but the program allows you to choose different configuration.

• New printout templates in English


Connections

• Possibility of transfers between warehouse locations within the same warehouse using interbranch transfer documents
• "Serial numbers on stock" report
• "Expiry date of item" report

Version 2.6

• Assembly (simple production module) which makes it possible to create products basing on raw materials. It is possible to add raw materials one by one or as a whole list defined as "library".

Let's assume the following series of operations: () you send a sales offer to your client, and he accepts it. Next (), on the basis of the offer sent to the client, you have to generate a supplier order document. After a few days your client arrives to pick up the ordered goods - when he receives it, a document is generated for goods warehouse release.

• "Time spent on assembly" report which enables you to analyse the production time for individual products and employees

- you want to make an offer for our client (Mr Smith). To do so, open a new offer document (), where you specify you want to sell 100 kg of apples for their purchasing price (i.e. with no mark-up imposed), and you send the offer to your client by e-mail.


• Warehouse locations. Allows to establish the location of the GRN document and then to choose from which location will the item be issued with a GIN. The same item may be stored in different locations and one location may store various items

Version 2.5

• Inventory wizard which allows for a fast generation on an inventory basing on inventory sheets, current stock levels, data from Excel or a collector

- after a few days the client expresses his interest, so you generate an order document, which is based on the offer document you've sent over to him. To do so, find the offer document in the module and open it.


• Possibility of automatically sending PDF documents to the client's e-mail

Generate an order document with the key.


• Streamlined methods of entering serial numbers via imports from Excel and the collector
• Detailed serial numbers report, S/N printouts on the documents
• Automatic generation of EAN codes
• Import of items to many warehouses

You can send the document to the client's e-mail address using the button. Save the operation with . You can change the price - just select the goods and click on

Version 2.4

• Support of serial numbers for items (unique numbers ascribed to each item). Following item transfers with the use of serial numbers.
• Possibility of choosing a receipt, from which the item will be issued with a GIN
• Support of lot numbers and expiry dates
• New options of finding and filtering data in tables

- the client came to pick up his ordered goods. When you hand over the goods, you also generate a GIN document () (on the basis of a customer order document). To do so, just like above, first find the previously generated order document in the module and click to create a release document.


• Printouts summing up quantities for the same products on documents

Version 2.3

Visualisation of connections

• Template editor allowing you to design your own printouts for each type of the document. Possibility of putting barcodes in each line of the document, as well as a thumbnail of the item, your own logo and other data
• "Item turnover" report for any given period, account or group of items
• Printing labels directly from the level of the warehouse documents with the possibility of choosing the same number of the labels as on the document.
• Possibility of turning on automatic generation of barcodes when adding items
• Streamlined accounts search mechanism

Version 2.2

When releasing goods from the warehouse (and issuing GIN document), it is worth having a look at the graphical representations of connections (), where you should be able to see the entire operation described above. The module is a visual representation of document icons, which facilitates analysing document flow history. This allows you to quickly check which documents were created on the basis of other documents (e.g. a VAT Invoice generated from a Proforma Invoice). Such two documents may be drawn-up by different people and the prices may differ. So when you view the document window click .

• Label designer enabling you to design your own labels for various types of printers and paper sizes. Possibility of printing on divided paper (e.g. 2x5 self-adhesive labels on A4 sheet)

Let's have a closer look at connection visualisations.

• Facilitated work with barcode reader

• Support of discounts on GIN documents
• Possibility of defining cost groups and ascribing a given cost group to all documents
• Function allowing to define a mode of transport and to put the chosen mode of transport on the GIN printout
• Import of documents from Excel files

Version 2.1

• Automatic backup of the database with configuration in settings
• Generation of documents through copying the content of another document
• Printing labels on barcode printers
• Account balance report (number and value of items for a chosen account at a given time)

Version 2.0

• Support of Agrox, Cipherlab data collectors
• New graphic design
• New configurable reports
• Instructions and frequently asked questions

Version 1.10

The box above shows the current document, i.e. GIN1/16 - M1 (). It was created based on previous documents:first, there was offer no. OF1/16 - M1 (), and next an order document no. OC3/16 - M1 (). Also, you can see that when the goods were released from the warehouse, it happened based on an OB document (Opening balance). The GIN document was connected with the OB, because the warehouse stock changes only after the goods are released from the warehouse (an offer and an order do not affect the actual stock). In the visualization you can see that the GIN was based on two client order documents and an OB used to receive goods into the warehouse. To view any of the documents just double click on it.

• Import of data from Excel

• Support of packaging ascribed to an item
• Item libraries - i.e. templates for quick preparation of documents basing on a previously defined list of items and quantities
• User authorisation to individual warehouses

The remaining part of the tree (below) depicts other warehouse operations linked to the OB document (and not with your current document). On right of the visualisation window there is a list of similar warehouse documents you can manage (view, edit, etc.).