Warehouse documents - instructions

• "Cross-Rentals". In the "Rented item report" new button "rental migration" opens a wizard with a list of items and the ability to deselect or modify the quantity of specific items. In the following steps, selection of another target account will rent the selected items with new rental dates, notes and locations. Completing the wizard will generate a Return document and a new Rental for the forwarded items.
• New options in the window for creating a custom document with the selection of supported account types on the document: Employees, Customers, Suppliers.
• New field "Expected document type": Receipt / Invoice / Rental on customer orders and support for this field in the integration module.
• Improvements in the integrator: currency support for WooCommerce, product and variant mapping in PrestaShop 8 integration, order status updates, unification of payment methods.

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 To facilitate work we've enabled the edition and deletion of data also for historical documents (unless the changes cause minus stock levels). Please note that when editing a historical document, LoMag displays a stock level as at the date of the document.

1. Launching warehouse documents

• Additional table "Document item raw materials" in the printout design for Orders.
• Support for discounts on rentals and in rental printouts.
• Payment methods in the rental document and transfer during document generation.
• Option Enable rollback / acceptance for rental documents and generating proforma for shortages.
• Generating an invoice for unreturned items directly from the Rental document.

Version 8.7.2 dated 2025.03.21

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

• Synchronous delivery reservation during serial number reservation. When saving an item without S/N, an additional option in the settings: Mandatory reservation of source deliveries.

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


• Extended "rental balance" report, additional column "reserved quantity" on the order document.

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

• Added option to update orders to suppliers and customers via Excel files.

- F2 key

- F3 key

- F4 key

- F5 key

- F6 key

• Modification of delivery selection mechanisms in Reservations to prioritize unreserved lines.

- F7 key

- F8 key

- F9 key

- F10 key

• Possibility to add an additional table on sales invoices showing summaries in a foreign currency.

- F11 key

• Optional receipt generation for business clients up to a defined PLN amount.

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

• Option to add a grouped item table in warehouse document printouts.

2. New warehouse document window.

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


• Quantity limitations during reservation-related assembly. The quantity across all active Reservation documents must not exceed stock levels.
• Displaying net and gross sales prices on purchase invoice view and sales price columns in the GRN document layout.
• Bulk archiving of libraries.

Version 8.6.5 dated 2025.02.21

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

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

• Archiving of warehouse documents, orders, and invoices. Old documents are removed and moved to new tables with the "Archived" prefix, e.g., Invoices -> Archived_Invoices. The database size will not decrease, but performance will improve significantly as data in archived tables is no longer processed or recalculated.
• New option in Settings -> Calculations -> separate net and gross algorithm for sales and purchase invoices.
• Modification of the requirements report to show source raw materials even with multiple nesting levels.

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

• Enhancements to the Invoice wizard so that, after selecting a contractor, it includes both GIN and GINc quantities, then calculates quantity balance on the invoice (reduced by GIN corrections).
• Ability to add icons to the toolbar for creating new documents (including custom document types).

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

• New calculated column in the product registry: Stock – Reserved (stock levels minus reservation quantities).
• New calculated column in the product registry: Locations – Reservations (quantities in specific locations minus items taken from those locations for reservations).
• You can change the date of the document and its number, but you have to remember to keep the chronology of the documents. When registering historical documents, you should start with the oldest and work your way through to the newest. Changes can significantly influence the stock levels and the value of the warehouse.
• Option to generate for selected document items for GRN
• Improvements in the assembly module: modification to continue assembly of the same rows to GIN or Reservation.
• If the Reservation document is inactive, the system will not allow continuing assembly to it.
• Additional option when importing from Excel into reservations: Skip items with quantity 0.
• Option to update sales prices (for all GIN documents within the warehouse) when importing items from an Excel file.

Version 8.5.4 dated 2024.12.11

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

• Support for images in complex columns in the document template editor.

- buttons for saving or cancelling warehouse documents.

• Functionality of default account currency on order and invoice documents.

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

- a button for editing an item on the document.

• Support for suggested purchase and sales prices of items in different currencies from the item card.

- a button for removing an item from a document.

• Romanian language support in the LoMag interface.

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

• Batch editing of data on the VAT invoice list ("change" icon).
• Option to make the "status" field on invoices mandatory.

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

• Additional "payment date" field on VAT invoices that automatically changes invoice status to "paid".

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

• Creating a new price list based on a percentage discount assigned to a specific item group.

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

• New columns in Reservation document view and printouts – serial number list and location list.
• Batch update of net/gross prices and VAT rates for Invoice documents.

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

• Editable "payment date" field for invoices directly in the invoice list.

- a button for importing items from an Excel file.

- a button for printing labels for items.

• Added option to the assemble function: continue assembly to a linked/started Reservation document.
• You can generate a label for each individual received item.
• New column in item import: "linked library name", which will automatically assign the item to the corresponding library.

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

Version 8.4.5 dated 2024.10.25

3. Adding an item to a warehouse document.

• Support for serial numbers and selection of quantities from deliveries in reservation documents.
• Export of purchase invoices to Comarch Optima.

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

• Data update in orders via Excel import from the document list: Import / "update document fields".

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


• Inventory count in specific warehouse locations based on stocktaking sheets with serial number support.

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

• Detailed linking of GIN document lines with invoice lines allowing for tracking serial numbers and expiry dates on invoices.

• Material aging report with option to include internal transfers, date range selection, and printout design.

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


• Solution for the so-called "VAT step" issue through fiscal print option: Add VAT rate letter to item names on the fiscal printout.

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

• System suggests the last warehouse location of the item if stock level is zero.

• Support for reservation documents in the order fulfillment rate calculation process.
• The search engine remembers the last search settings, after you press [..] again, the previously used criteria will be saved
• Ability to set character length of automatically generated item code.
• Added "from last month" filter in warehouse document registries.

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


• Additional features in invoice edit window: contractor history, duplicate document creation.

Version 8.3.5 dated 2024.08.11

• Checking the status of EU contractors in the VIES system (EU VAT payers).
• Ability to define default printouts for various document types for each contractor.
• Debt limit checking (sum of unpaid invoices) on customer orders.
• Setting default warehouse for each company in Settings / Company – the company is set in each document based on the opened warehouse.

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


• Improvements to automatic status change for Orders when generating OR documents or via the Order wizard.
• Enhanced label template from Orders to Supplier generation window.

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

• HTML support in email message content. Support for fields [Document.Date], [Document.Number], [Document.Type], and [Account.column_name_in_database] in email templates.
• Generating VAT Invoices from selected GIN lines.
• Enhancements to assembly printouts – dedicated columns for raw materials and components.

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

• Flexible serial number selection on Issue and Rental documents (allow selecting S/Ns from unrelated deliveries).

Version 8.3.0 dated 2024.06.30

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

- shows the default price of the item, which was determined while the item was added to the item list. You can use this field to edit the item price, which will be changed only for this given operation.

• Integration with IdoSell shops includes: Retail and wholesale price updates, Stock quantity updates from selected warehouse (actual or available), Order and customer data retrieval, Adding missing items in LoMag, Item identification by Name, Code, External system code, IdoSell variant recognition, Automatic synchronization support.

- 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.

• Enhancements to printouts: Option to add to the invoice layout a table with a list of unpaid invoices (as in the payment registry), Additional VAT table on corrective invoices: "VAT Rates – Change".
• Support for dedicated columns (custom fields of various types) for Reservation documents and Reservation Items (document lines).

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.


• Blocking IT documents to selected warehouses. On the warehouse list, option "Invisible for inter-warehouse transfers".

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


• S/N entry window in scenarios for generating Warehouse Correction to Corrective Invoice with automatic GIN generation option.

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

• Expansion of reservation module with analysis of blocking rentals with overdue declared return dates. Option to automatically return selected or all items, or proceed with reservation despite unreturned rentals. Detailed reports shown in the reservation creation table.

The window for adding items for the is slightly different than for the Goods Received Note.


• Batch modification of prices, notes, and item properties in Order and Discounts documents.

If you select items by finding them manually or with the use of a barcode reader, the form will be filled in.

• Bulk receipt printing from document list – "fiscalize" option in the receipt list.

• Improved validation of expressions defining calculated columns.
• Support for "assemble to reservation".
• User warnings during warehouse issuing from a delivery blocked by an unaccepted interbranch transfer document.

Version 8.2.6 dated 2024.05.12

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.

• Improvement to Allegro REST API integration: multiple transaction downloads to update data: payment methods and receipt/invoice document type.
• Generating a VAT invoice from multiple GIN documents from the GIN document list.

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

• Collective generation of receipts from the list of orders from customers.

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

• Support for the automatic GIN creation during the collective generation of receipts and VAT invoices.
• Printing receipt numbers on POSNET printers and converting VAT rates on fiscal printers.

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

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

• Fixes to: price precision when generating OC->GIN depending on the settings of the net/gross Algorithm, import of items with SN to OC, grouping of Locations in the report "Stock levels in all warehouses".
• Verification of the account when selecting serial numbers on Rental documents and verification of items data when changing the Account on Rental returns.
• Possibility of using document's columns when define series numbers.

Version 8.2.1 dated 2024.04.17

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".

• Delivery picking on orders - the ability to scan items to obtain a GIN or Rental document based on orders from the customer.
• Columns with summaries of quantities and values completed on orders. Columns can be added to the Order list: Completed.. To be completed..
• Page numbering when printing, taking into account the total number of pages: 1 of 2, 2 of 2..

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).


• Support for target location when "add S/N" on MM.

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


• Support for "Document date" when importing GIN documents with Excel files.

3.2.1 Goods Issued Note - additional functions

• New document numbering pattern "day of the year": DDD (capital letters) in 3 variants: DDD = 001, DD = 01 or D = 1
• Improvements to the event log.

Version 8.1.8 dated 2024.03.06

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

• Updating the module downloading data on exchange rates to reflect changes introduced on the NBP website.

To hide the purchase price field, go to LoMag settings, select .


• Option for GIN "Sales prices the same as purchase prices" - i.e. prices at GIN will always be equal to purchase prices from GRN
• Free selection of serial numbers on IT,LC,AS documents (allow selection of SN from unrelated deliveries)

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.


• Automatic linking of documents and creation of multiple lines on IT documents for items whose deliveries include different batch numbers and expiration dates.

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.

• Archiving libraries (hiding old libraries) and archives of unused ones in Items / Items

• Restricting the visibility of columns dedicated to your own document types.

Version 8.1.4 dated 2024.02.20

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.

• Ability to create your own document types based on "Definable Document". The document will only have the date and document number, and the remaining data and row contents can be defined in "Dedicated columns" / Definable document and Elements of the definable document.

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.

• Support for raw material substitutes in product libraries and automatic picking taking into account substitutes. Report on used quantities for individual substitutes after product completion.

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

• New algorithm for calculating the degree of completion for orders. Additional columns with the number and value of items completed and to be completed for individual orders.
• Expanding the list of columns in "items components" and designing your own printouts with dedicated columns.
• Adding the option to design your own document in the "raw materials" tab.

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:


• Support for an additional order status flag - "Blocks document editing".

Version 8.0.8 dated 2024.01.02

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.

• Integration of stock levels with WordPress WooCommerce. Update of actual or available states. Comparison for a selected warehouse or the sum of all warehouses. Optional end of publication in the store at zero stock. Option to copy LoMag->WooC or WooC->LoMag items. LoMag->Wooc price update.


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.
• New functions of KSEF support: Shipping wizard enabling changing shipping options for selected invoices, Viewing values sent to KSEF in a clear tree form, UPO download function (Official Receipt Confirmation). Prompt and clear test/demo KSeF entries when changing settings to production system. Enabling editing of invoice statuses. Reminder about unsent invoices when closing the program.
• To execute a warehouse transfer, you must have at least two warehouses defined in LoMag inventory management.
• Support for the "Allow any S/N selection" option in the serial number selection window in the Inventory.

Version 8.0.6 dated 2023.12.19

• A new type of dedicated column "Link to Document" for warehouse documents.

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.



3.6. Discounts.

• Possibility to group the results in tables and program reports. For numeric columns, it is possible to select an aggregation function: sum, min, max, avg, count

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


• Transferring filters applied in warehouse documents, orders to document printouts. (printing selected part of the document)
• Displaying the total quantity on the document and the total quantity and value to be fulfilled on the order list.

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.

• Expansion of the import of order and issue documents with the option of updating fields based on the selected column.
• Design your own printouts in the product components window.
• Possibility to generate RS->GIN/iGIN documents with only lines with available items.

Version 8.0.1 dated 2023.10.27

• Sending invoices to KSeF (Polish National e-Invoice System).

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.


• Creating purchase pricelists for suppliers and maintaining them on GRN/OC/PI documents.
• Detailed permissions for each field when editing the item list.
• New document generators and relationships between documents: RNT-RET, GRN-OC and GIN-OC.
• Support for related product barcode in libraries.

Version 7.9.7 dated 2023.09.03

• Import of items and raw materials from Excel files.
• Automatic picking when generating documents collectively.
• In the item edition window, a new "Delivery" tab for a given item.
• Optional copying of dedicated columns from the item list to rental items with the same column names.

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).


• Additional option in the group change of items: "Update in other warehouses".

Version 7.9.7 dated 2023.08.07

3.7 Internal Goods Issued and Received Notes.

• Adding a discount field for the customer when adding items to the invoice.

and are used for registering internal issues and receipts.

• Expanding user permissions for libraries.
• Import function of libraries with dedicated columns.
• Option to generate IT documents for IR and GIN corrections.

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.


• Improvements to discounts when generating OC-OS and GIN-IV and the GIN Invoice creator.

Version 7.8.8 dated 2023.06.19

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).

• We have added the "EXPIRY" scenario to the existing FIFO, FEFO and LOCPRIO methods - i.e. automatic selection of deliveries according to the oldest expiration date.
• Placing locks on various types of documents from the Settings->Accounts window. e.g. we can block sales or rentals for selected accounts who meet certain criteria.
• Transferring filters from document tables to order and picking printouts.

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.

• Import of columns of dedicated document elements for products and picking raw materials.

• Numbering templates for series numbers (in Settings / Items).
• Generating new document types based on: Orders from Customer and Order to Supplier
• Additional options for importing from Excel: saving elements from different locations as separate lines, importing libraries with dedicated columns.

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").

• More detailed verification of data correctness when registering accounts.

Version 7.7.8 dated 2023.04.08

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

• Designing labels with GS1 QR codes in the LoMag multi-field template editor using application identifiers (AIs).
• Optional support for different barcode lengths for AIs 00 Serial Shipping Unit Number (SSCC).
• Generating one collective invoice from multiple proformas or multiple orders.
• Import of multiple orders from Excel files.
• Grouping of raw materials and products on picking printouts.

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".

• Support for viewing and selecting deliveries when adding and editing items to rental documents.
• Import and update of items according to the selected dedicated product column.
• Possibility to rebuild the hierarchy of product groups in the tree (drag&drop).

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 is used for decreasing the amount of the items issued on a . The document decreases the stock level, so it works analogously to a .



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

• 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.

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



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

- 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.

- , 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).

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.

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.

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.



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.



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.



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



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.



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.

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.



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



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



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 .



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".



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.

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.

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.

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

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.

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.



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.

• The file will be uploaded to the LoMag environment, provided it is not currently open or used in another program, e.g., Microsoft Excel.

This is what the file with the list of items for the document looks like in a spreadsheet.



The file has been uploaded to LoMag



Next you need to adjust the Excel columns to the fields of the module. Select a field from the list (e.g., barcode, quantity) for each column you wish to import.

You can see the information about the barcode of the product in the first column; to import the product code (column one), select the "Barcode" field form the drop-down list (see below).



In the second column you see the quantity of items; just like above. To import the information about the quantity of items, select an appropriate field, i.e. "Quantity", from the drop down list.



Proceed in the same manner with every column you wish to import to the database.

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

After you have selected columns in view of importing data, click .



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

• For the data import to be successful, you need 2 fields (columns): barcode and item name. If these elements (columns) are lacking, the import process will not be executed.
• If you do not type in the amount of items, the program will insert 1 by default.
• If you do not type in the price, the program will enter the price established in the item list.

The items from the Excel file have been added to the document, the remaining information about the items (such as "Item name", "unit of measurement", "value", etc.) have been automatically filled in by the program.



7. FIFO and LIFO methods.

FIFO and LIFO are models for material outgoings evaluation. The FIFO model (First In - First Out) is most commonly used. It indicates that the item which will be issued from the warehouse first is the item, which was first received. The LIFO model [last in – first out] indicates that the first item to be issued from the warehouse will be the last one which has been received.

LoMag enables you to select an appropriate method of reserves evaluation (FIFO or LIFO). Go to program settings () to the tab.



Next, in the part of the interface, select a model of warehouse reserves evaluation, "FIFO" or "LIFO", from the field. "FIFO" or "LIFO".



7.1 FIFO and LIFO methods on documents.

Using one of those two methods has its impact on the warehouse documents in LoMag inventory management. Let's take a closer look at FIFO and then LIFO.

Select the FIFO method in LoMag settings, and approve the change with the key. Go to and open the window for adding items on stock (select from the Goods Issued Note tool area) .



Select an item comprising of several receipts.



Specify an amount (of issued items), e.g., "130 kg". Next, go to the part of the interface, and see from which receipt the item to be placed on the document was picked.



As you can see, if you are employing the FIFO method, LoMag will select the item (to be issued) from the oldest receipt.

Let's go to the program settings and change the model of warehouse reserves evaluation to LIFO. Next, come back to the , select an item comprising of several receipts and specify the quantity (of issued goods), e.g., "55 kg", next check the result in the part of the interface.



While employing LIFO, please note that the program first chooses items (to be issued) from the earliest receipt. Please also note that if the amount of items, which you specified (to be issued) is larger than the amount of items in the first receipt, the remaining items (to be issued) is selected from subsequent receipts - this technique works both for LIFO and FIFO.

• When issuing items, LoMag automatically calculates the price and the value of the items basing on purchase prices from various receipts.

Apart from the FIFO and LIFO techniques there is also an option of selecting items from a concrete receipt. .

8. Preview and selection of deliveries - selecting items from a concrete receipt.

When an item is added to a the program automatically determines from which receipt the item is to be issued (with FIFO or LIFO methods). However, in LoMag you can also easily select an item, which is to be added to a document, from a concrete receipt or receipts.

To issue an item from a concrete receipt, go to and select an item comprising of several receipts.



Go to the part with a list of receipts, where you will find fields such as , , and other (if you activate functions other then those active by default). To issue an item from a concrete receipt - find the receipt you are interested in, and then specify the amount of goods to be issued from it in its cell in the column.

For example, you want to issue 50kg of carrots to your customer from receipt No. "GRN000008/13 - W1" and 30kg of carrots from receipt No."GRN000007/13 – W1"; find the first receipt you are interested in (i.e., No."GRN000008/13 – W1") in the table.



Once you've found the row with the appropriate receipt, go to the cell of the column - enter the amount, which is to be issued from this receipt (i.e., 50kg) and click the "ENTER" key.



In this manner, you have selected 50kg of carrots from a concrete receipt. Please take note of the field, which says "51", not "50". It is because, when uploading the item onto the document, LoMag automatically set the initial (default) amount of items from this receipt, basing on the chosen method of reserves evaluation (FIFO, LIFO). To correct the difference, go to the default receipt and enter "0".



Now you have to issue the 30kg of carrots from receipt No. "GRN000007/13 – W1", proceed as above.



You have selected items from concrete receipts to be added to a warehouse document.

• LoMag inventory management automatically calculates the price and the value of the items basing on the purchase prices from appropriate receipts.

9. Finding documents

LoMag software is equipped with a search tool for documents. Use the module, which is launched when you start (open) one of the warehouses.



The window may be also launched with the icon, which is located on the tool bar. The alternative way for opening the module is the "Ctrl+F" keyboard shortcut.



In the module you may also browse data regarding items, accounts and documents, which interest you the most. To find warehouse documents, go to the tab.



In the window, you will find a search bar (), a tool menu for managing the documents () and a list of warehouse documents().



The list of documents in the module is empty; to display a full list of warehouse documents, click , and display the full list of warehouse documents in the LoMag database.



You can find documents in several various ways: with a text fragment, by specifying a concrete item and/or account, document type, or by typing in a fragment of a barcode, or remarks placed on the document. If you type in information in several fields, you will limit the spectrum of your search.

For examplelet's find a GRNs of "John Kowalski" account, which includes "Carrots". Type in the information to the field (i.e., GRN), the field (i.e., "John Kowalski") and the field (i.e.,"Carrots").



If you employ several search criteria, you can considerably limit the spectrum of your search.

The tool bar allows you to edit () and delete () warehouse documents. It also enables you to print () a document listing and to export it to () an Excel file.

You can freely configure the dialogue box of the module, e.g. you can manage the display of columns, change column names, etc. There is also the data filtering function; it helps you to quickly display appropriate documents matching the variants defined by you. This function is not used so often with documents, as it is with, e.g. items. To find out more about the configuration of the dialogue window go here, and then proceed to item 6.3 Tool bar, configuration and filtering of data.

10. OB document

The OB document includes items, which have been added and information about their initial stock level in the item list. When adding items to the module, you set their

To have a look at the OB document, you must go to the module, and then specify the document type as "Opening balance". The opening balance will be displayed as one of the options.



To open and view the document, double click opening balance or use the icon.



The opening balance document includes information about the amount of items which was specified when the warehouse was being opened. You can correct the number of items and prices, once you open the document. When editing historical documents, you should remember, however, not to delete or decrease the number of items, which were issued afterwards.

11. Inventory

The actual number of items on stock may differ from the stock levels determined in the inventory management program - many factors come into play. For that reason, it is advisable to make an inventory from time to time.

11.1 Launching the inventory module.

LoMag enables you to carry out an inventory of stock levels. The inventory wizard can be turned on in two ways. Method number one: go to in the part.



The second method for launching the inventory module is via the inventory icon on the tool bar of the program, which can be found in the main menu.



The above actions will result in the opening of the window, thanks to which you will be able to start the warehouse inventory.



11.2 Inventory wizard

is a module used for making a warehouse inventory. This process will result in the creation of an inventory document and a stock level correction document.

The wizard enables you to carry out the inventory in three ways:

• Making an inventory basing on the current stock level.
• Making an inventory basing on inventory sheets.

11.3 Making an inventory on an empty document.

This method enables you to create both a full and a partial warehouse inventory. In this case the inventory preparation starts with an empty warehouse document, to which the user adds items as their stock levels are corrected.

To create an inventory starting with an empty document select in the window, and then confirm your choice by clicking .



An empty inventory document will be displayed.



Let's assume that there was a discrepancy noted during warehouse stock-taking between the actual stock level and the stock level on documents. For example there were two items – carrots and potatoes. The warehouse keeper found 40kg of carrots at the warehouse, and the remaining potatoes on stock are not suitable for resale and further use. Let's conduct a partial inventory of those two items. In this case you should reduce the dependencies between the actual stock level and the inventory management program. Use the button, which will display the window of adding items to the inventory document.



Next, select the item for which you wish to change the stock level - in this case it will be "carrots", for which a discrepancy between the actual stock level and the actual stock level was discovered.



Once you have chosen the item, the remaining fields on the form, including the current stock level of the item in LoMag, will be fill in. As you can see, this stock level does not correspond with the actual stock level; go to the field to correct the difference and enter the actual stock level for"carrots" ("40kg"). Next, approve the changes with the key, which will add the item to the document.



All receipts to the warehouse, which include a given item are displayed n the field. When changing the stock level, you can specify which receipt of a given item is to be decreased or increased. Find out more about how to manage the function here in item eight"Preview and selection of deliveries".

During the stock-taking you have also noticed a discrepancy concerning "Potatoes". Proceed as you did with "Carrots". (Because the goods are spoilt, decrease the stock level - it will equal zero in this case).



The above items have been added to the inventory documents together with stock level corrections.



When you finish the inventory process, click . The program will request a confirmation of the conducted inventory.



Click to approve the inventory. Next, in case of a partial inventory, i.e. not including all items on the document, you will be asked if tithe outstanding items should be added to the document with their stock levels set at zero (see below).



If you select , the remaining items will be added to the document with 0 stock levels (see below).



To skip the remaining items in the inventory, click .



You will be informed about the confirmation of the inventory and the module, which includes information about the stock level and value of items before and after the inventory, will be displayed.



The correction document () will be generated simultaneously with the inventory process.



The inventory document can be found with the use of the module. Find out more about how to find warehouse documents in the module here in item 9. Finding documents.

11.4 Making an inventory basing on the current stock level.

Creating an inventory basing on the current stock level also enables you to create both a full and partial warehouse inventory. However, this method is characterised by commencing with automatic addition of all items to the document with current values.

To create an inventory basing on the current stock level in the module, select the option, and then click .



A document with a full list of items available at the warehouse will be displayed.



To execute the correction of the stock level of a given item, click its row in the document, and then use the edit function ().

For example, there was a discrepancy noted between the actual stock level and the stock level on documents for "Oranges" - mark "Oranges" on the document, and click the tool, which is located on the tool bar of the document module.



Next, type in the new stock level (e.g., 100 kg) for this item to the field and approve the changes with the key.

Once you have made the changes in stock levels, approve the inventory with the key. Just like with the inventory based on an empty document, you will be asked to approve the conducted operation of stock level correction.



After you have approved the inventory, a correction document is created, which accounts for the executed changes. The remaining items and their values have not been changed.



As you see above, only the value for "Oranges" has been changed. The remaining items have not changed their stock levels, although they have been accounted for during the preparation of the inventory. The correction document is created along with the inventory document ().

11.5 Making an inventory basing on inventory sheets

The third option for the execution of an inventory at your company involves inventory sheets. This method is useful, if you are conducting the inventory using various methods and many people are checking individual stock levels and introduce changes to them.

To create an inventory basing on inventory sheets, first you have to create inventory sheets and then proceed to the window. If you do not have inventory sheets, it is not possible to prepare an inventory in this way.



To create an inventory sheet in LoMag you have to go to the main menu, to the part, and then proceed to and . The window will be launched.



Next, use the button to create a new inventory sheet, in which you add items with stock level corrections.



Adding items to the inventory sheet is just like adding items to the inventory document, or any other document in LoMag.

For example, two warehouse keepers were taking stock at the warehouse. The first one looked into "Fruit" and discovered a discrepancy between the stock levels for "Apples", while the other one looked into "Vegetables" and discovered a discrepancy between the stock levels for "Carrots" and "Potatoes".

The first employee introduces the correction onto the inventory sheet in LoMag inventory management. In this example the item was "Apples"; the warehouse keeper introduces a correction to the inventory sheet.



As you can see above, the stock level has been slightly changed. To approve the change, click . The correction has been added to the document; to save the inventory sheet, click .



Then, the second employee introduces the change of stock levels. The warehouse keeper creates a new inventory sheet in , and then introduces changes to the items from the group of "Vegetables"



The employee has introduced items with a correction of stock levels to the inventory sheet (see below)



Once all the data has been entered, save the document by clicking .



Basing on the two inventory sheets you can start the inventory process. Go to the module, select the option and mark () the inventory sheets, which are to be included in the inventory.



To start the process, click . An inventory will be generated, basing on the previously introduced inventory sheets.



At this point you can still introduce corrections and edit the inventory sheets. Once you have finished the inventory process, click . You will be asked for confirmation of the inventory and whether the outstanding items should be added to the document with their stock levels marked as zero (provided it is a partial inventory). This stage has been worked through and described in item 2.1 Making an inventory on an empty document in these instructions.



You will be informed about the approval of the inventory and the module will be displayed, which will inform you about the stock level and the value of items before and after the inventory.



The document is also created during the inventory process.

11.6 Inventory and the serial numbers.

The "Advanced functions" part of these instructions discusses the issue of serial numbers for items in LoMag inventory management. While preparing an inventory of stock levels, in case of corrections pertaining to products with serial numbers, you will also have to introduce corrections to serial numbers.

In case of a stock level decrease for an item (which has a serial number), the window will be displayed, in which you have to point out a serial number which is not on stock anymore.



Once you have selected the correct number for a given item, a stock level correction will be made, and the serial number will be removed from the LoMag database.

If you had an increase of stock levels for an item (which has a serial number), the window will be displayed, in which the newly added serial number will appear on stock.



Once you have added a serial number for a given item, a stock level correction will be made for this item, and the serial number will be added to the LoMag database.

Find out how to manage serial numbers in the and modules here, in item 1.8 Support for serial numbers.

After introducing the correction of items with serial numbers, approve your inventory ().

11.7 Inventory archive

The inventory archive includes a list of documents from the executed inventories. To go to the archive click the field on the menu, and then go to the field and the field.



You will find a list of conducted inventories in the window. The module allows a detailed preview of the process of inventory preparation (), edition () and deletion () of an already existing inventory. There is also a possibility of printing (), or exporting () a list of all the inventory processes.