Section: Configuration

Variant Master

Item Variant refers to the different versions of the same product that vary based on attributes such as size, color, material, or other specifications. Instead of creating separate products for each variation, you create one main product and define its variants under it.

For example, in clothes, variants can be size (Small, Medium, Large) and color (Red, Blue, Black). In mobile phones, variants can be storage capacity (64GB, 128GB, 256GB) and color. In electronic devices, variants can be model type, capacity, or configuration.

Enable Settings: Enable the required settings from the system user.

Assign Permissions: In the system, go to Configuration → User Role and tick the View, Edit, Delete, and Print options

Tick the “Has Variant Details” option while adding the variant product in the Product Master.

Step to Use Item Variant:

1. Click on Masters Module

2. Choose the Item Variant Info from the master menu and Click on the Item Variant Category from the available Options.

3. In the predefined category field, enter the category name (for example, “Size”), press Enter on your keyboard, then enter another category name (for example, “Color”). You can add more categories by repeating the same process.

4. Click on the Save button to save the variant category.

5. A “Saved Successfully” message will appear on your screen.

6. From the Item Variant Info, choose the Variant Category Master Option.

7. Click on the Add Category button to add a new category in the system.

8. In the Barcode Length field, enter the length for the variant (for example, 2). The length should be less than 4 (allowed values: 1, 2, or 3).

9. Enter the code based on the Barcode Length. For example, if the length is 2, the code could be 87.

10. Choose the category you created in the Variant Category Master. For example: Size.

11. In the Category Name field, enter the size names according to your product. For example: Small, Medium, Large, Extra Large.

12. Follow the same process: enter the length and barcode, then choose the category. You can add multiple variants in the same category. Each time, press Enter from your keyboard to add the next variant

13. You can change the category by simply selecting the category name (for example, Color) and entering the name of the product variant, e.g., Dark Green. You can add multiple variants using the same process before switching to another category.

14. Click on the Save button to add the new Variant Master to the system.

15. Save Successfully Message to your screen.

16. Click on Product Variant Mapping from the Item Variant Info.

17. Click on Add Product Variant button

18. In the Product Name field, enter and select the product from the popup product list, for example: SWEATSHIRT.

19. From the Product Variant section, click on Size, press Enter, and choose or tick the variant. You can also select All to map all variants for that product.

20. Click on the Color field and tick or select the required variant color. You can also choose Select All to apply all colors to that product.

21. Click on the Save button to save the variant for that product.

22. A Saved Successfully message will be displayed on your screen. Click OK to continue.

23. Click on the Edit button to edit the product variant details.

24. You can edit the product name and variant selection (Size, Color) as per your requirement, then click on the Save button to update the changes.

25. Click on the Delete button to remove the product variant. A popup will appear asking, ‘Are you sure you want to delete this variant?’ Click OK to confirm or Cancel to abort the deletion.

26. Click on the Back button to return to the main dashboard.

27. Click on the Transactions menu to enter variant-wise transactions.

28. Click on Purchase Invoice in the Transactions menu

29. Enter the Purchase Invoice Number for example “PI-998”.

30. Select Payment Terms For Example Cash.

31. In the Supplier Selection field, press Enter and select the supplier from the popup list, for example: ABC SUPPLIERS PVT. LTD.

32. In the Particular field, press Enter.

33. In the popup, uncheck Supplier Wise Items if it is selected. Then, select the product you want to purchase from the popup list, for example: SWEATSHIRTS

34. When you select the product, a variant selection popup will appear on the screen showing the products attributes. Choose purchased size and color as previously generated in the Variant Master—for example, Size: LARGE and Color: White.

35. Enter the quantity for that variant product. For example “11”.

36. You can load the old Purchase rate by ticking the “Load Old Rate” option. You can also set a new Purchase Rate (PRATE) and Sales Rate, including SRATE (W/V) with VAT and SRATE (Without VAT). Additionally, you can enter the product variant barcode manually in this section. After entering the required details, click the “Apply” button to add the price and quantity for the item.

37. Click on the Discount field to give a discount for that item.”

38. You can add multiple products using the same process. Click on the Save button to save items with the applied variant.

39. From the Sales Transactions menu, select Sales Tax Invoice to make a sales transaction using item variants.

40. Enter the sales invoice number, for example: SI-8754.

41. In the Customer field, press Enter and select the customer you want to sell to from the customer popup. for example: SURYA RAJ GHIMIRE.

42. In the Particular field, press Enter and select the item from the popup product list. for example SWEATSHIRTS.

43. The Sales item variant selection popup will appear on the screen. Select the required variant, then press Enter to continue.

44. Enter the sales quantity for the product, for example: 2.

45. You can enter the sales price and apply a discount as required. Press the Enter key or click the + icon to add another item and Repeat the same process, then click the Save button to save the sales transaction

46. From the Inventory Movement menu, select Opening Stock.from the dropdown menu option

47. In the Particular field, press Enter. From the product popup list, select the desired product. For Example: SWEATSHIRTS

48. When you select the product, a popup will appear on the screen showing the variants. Choose the size and color as previously defined in the Variant Master— for example, Size: small and Color: White. Then, enter the quantity as per your need. For example 20.

49. You can load the previous product rate by ticking the ‘Load Old Rate’ option. You can also enter a new Purchase Rate (PRATE), Sales Rate without VAT (SRATE W/V), and Sales Rate with VAT (SRATE). Additionally, you can manually enter the product variant barcode. Click the Apply button to add the price for the item.

50. You can add multiple items by pressing the + icon or the Enter key and repeating the process for each item. Then, click the Save button to save the opening stock entry

51. A successfully saved message will appear on your screen.

52. To upload the product variant via Excel, first go to the Utilities → Migration Module and choose Product Variant. Download the sample file, fill in the required data in Excel, and save the file. Then upload the completed file. If any error occurs, check the Upload Status, correct the errors in the Excel file, and upload it again. Repeat the process until the Successful message appears.

53. To load the variant-wise report in the Purchase, Sales, and Inventory report module, tick the “Load Variant Wise Report” option or choose the variant category options as per your requirement.

Process Purchase Orders

The purchase process ensures accurate and efficient procurement of goods. It begins with placing a Purchase Order (PO) to the supplier, who records the order via Sales Order, Quotation, Performa Invoice, or Delivery Chalan. Goods are then received and verified through a Goods Received Note (GRN), and finally, a Purchase Invoice is created based on the GRN to complete the transaction and update inventory and accounts.
For Support:
A. Enable Settings: Enable the required settings from the system user.(need to be enabled by ims software.)

FAQ:
What is the first step in the purchase process?
How does the supplier record my order?
How are goods received and verified?
How is the Purchase Invoice created?
How to assign system rights for Purchase Transactions?
How to create a Purchase Order in the system?
How to create a GRN for received goods?
How to create a Purchase Invoice?
How to generate reports for purchase transactions?

B. Steps to assign the required rights to the user and create a purchase through the Purchase Order, GRN (Goods Received Note), and Purchase Invoice process:
1. Go to Configuration Module from the main menu

2. Select the ‘User & Preferences’ option.

3. Choose the “Users & Role Manager” from the dropdown menu options

4. Identify the user role and click the ‘Role List’ button to modify it.

5. From the Role List popup, select the user role (e.g., Admin) and click the ‘Edit’ button.

6. Click on the Menu RightsSection

7. In the Purchase Transaction, tick the boxes for assign right for View, Edit, Delete, and Print permissions for Purchase Order, Goods Received Note (GRN), and Purchase Invoice.

8. Click the ‘Save’ button, then log out and log in again to update the permissions.

9. After Login Go to Transactions Menu

10. Select the Purchase Transaction Menu

11. Click on the Purchase Order from the available dropdown options

12. Select the Purchase Order Entry Date. Backdates are allowed, but forward dates are not permitted. For example: 3-9-2026.

13. Enter the Purchase Order Reference No For Example “10012”.

14. Choose the Purchase Order Reference Date For example 2026-03-09,Backdates are allowed, but forward dates are not permitted.

15. Choose the Purchase Order Expiry Date For Example”2026-03-31″.

16. In the Supplier field, Press Enter keyword to select the required supplier.

17. From the popup supplier list, choose the supplier you want to place the purchase order with (e.g., Shree Grocery Store Pvt. Ltd.).

18. Add Remarks if needed

19. In the Particular field, press Enter to select the purchase Order product.

20. From the product list popup, choose the product you want to order. For example Corn Flour 1kg.

21. Choose the Product unit and Quantity. For example: “Pkt and 10”.

22. Enter the Product Purchase Rate for example “180”.

23. In the Discount field, enter the discount either in % (e.g., 5%) or in amount.

24. Click the ‘Add’ button or press Enter to add another product. Then follow the same process to select the product.

25. Click the ‘Save’ button to record the purchase order in the software

26. Click ‘OK’ to confirm the purchase order voucher.

27. After saving the purchase order, go back to the Transaction menu and click on Purchase Transaction.

28. Click On the ‘Goods Received Note’ option from the dropdown menu.

29. Select the Good Received Note(GRN) Entry Date. Backdates are allowed, but forward dates are not permitted. For example: 3-9-2026.

30. Enter the Purchase GRN Reference No For Example “1002”.

31. Choose the Purchase Order Reference Date. For example 2026-03-09,Backdates are allowed, but forward dates are not permitted.

32. Press Enter a keyword in the ‘PO No. field’ to select the ‘Purchase Order’ to map with the ‘GRN’.

33. Untick the ‘Load Full PO Details’option for a ‘partial return’. If you untick this option, it allows you to add or remove items, prices, and quantities as per your requirement.

34. From the Purchase Order pop-up list, select the required PO, for example Shree Grocery Store Pvt. Ltd.

35. The Purchase Order details will be loaded. Enter the MFG date and Expiry date of the purchased items if required, and add remarks if needed. Otherwise, click on the Save button to save the GRN in the software.

36. Click ‘OK’ to confirm purchase GRN voucher .

37. Again, go to the Transaction module and select Purchase Invoice to convert the GRN into a purchase invoice.

38. Select the Purchase Invoice Entry Date. Backdates are allowed, but forward dates are not permitted.For example: 3-9-2026.

39. Enter the Purchase Invoice Reference No For Example 1010.

40. Choose the Purchase Order Invoice Reference Date For example 2026-03-09,Backdates are allowed, but forward dates are not permitted.

41. Choose the Purchase Type as per your requirement for example:Trading,Mixed. For now we choose the Trading as the Purchase type.

42. Select Payment Terms of purchase invoice from the available options:
Credit: Choose this if the purchase is made on credit.
Cash: Select this if the purchase is paid in cash.
Cheque: Choose this if the payment is made through cheque.
Other: Select this for any other type of payment Method
For now, we will select the Payment Terms as Credit.

43. Press Enter in the GRN No. field to load the GRN number.

44. From the GRN pop-up list, choose the GRN that you want to create the purchase invoice for, for example: 2026-03-09.

45. Add purchase invoice remarks in the Remarks field if needed; otherwise, click on the Save button to save the purchase invoice. You will not be able to change any Item Purchase details.

46. Click ‘OK’ to confirm the purchase invoice voucher.

47. Go to the Report module to load the Purchase Order Report.

48. Select the Purchase Report and choose the Purchase Order Report from the dropdown options.

49. Click on the Run button to generate the Purchase Order report. And the purchase Order loaded:

50. To load the Purchase GRN report, click on the Report module.

51. Select the Purchase Report and choose the Purchase GRN Report from the dropdown options.

52. Click on the Run button to generate the Purchase GRN report and the purchase GRN Report loaded:

53. To load the Purchase Invoice report, go to the Report module.

54. Select the Purchase Report and choose the Purchase Book Report from the dropdown options.

55. Click on the Run button to generate the Purchase Book report. And the purchase book Report loaded:

Configuration module

A Company Profile is a centralized record of essential company information stored in the system, such as the company name, address, VAT/PAN number, and other key details. It defines the company’s identity and contains core operational information intended for general client view only.
Steps to View the Company Profile:
1. From the Main Menu, click on the Configuration Module.

2. Click on the Company Info.

3. Select the Company Profile.

4. This screen displays a list of all companies available in the software.

5. Click the View button to open the company’s details.

6. View the details and click the Back button to return to the previous screen.

7. Only authorized users (IMS staff) can edit the company profile. Click Edit to update the company details.

8. You can only change the company address. The Initial, Company Name, VAT Number, and Company ID are already created in the database and cannot be changed. Only the Address, Company Short Name and E-XIM Code can be changed only after OTP verification.

9. Enter a Company Short Name if you want to use an abbreviated name for the company.

10. Change the company address if needed.
Eg: Kathmandu, Nepal

11. Enter the company’s E-XIM Code as required.

12. Click the Save button to apply the updates.

13. Enter the OTP number for authentication.
Eg: 414090

14. Click the Submit button to complete the process.

15. The updated company address will be displayed in the Company List.

16. Click the Back button to return to the main screen.

Additional Cost

Import Purchase Overview
An Import Purchase means buying goods or materials from a supplier located in another country and bringing them into your own country for business use or resale. Payment is usually made in foreign currency through Import Advance, Demand Draft (DD), or Credit terms(LC).
Besides the Commercial invoice amount, additional costs such as Import Duty (ID), Excise Duty (ECS), Customs Service Fee (CSF), freight, insurance, and bank charges are added. These extra expenses increase the total landed cost of the imported goods.
For Support:
ENABLE THE IMPORT PURCHASE SETTING (Need to be enabled by IMS SOFTWARE if not available)
Steps:
Enable Import Purchase from “System User” Settings and save the changes. {For Ims Software}
Then LogOut and Log In with the user credentials.

FAQ questions:
How do I enable the Import Purchase Invoice ?
How do I create an Import Purchase Invoice?
How do I create and select a foreign vendor for import purchase?
How do I add products to an Import Purchase Invoice?
How do I enter currency and exchange rate for import purchase?
How do I add Import Details (Pragyapan Patra, L/C No., VAT)?
How do I view the VAT report for import purchases
Assign right and Posting the Import Purchase:Assign rights for PurchaseInvoice (Import) from the User Role settings by enabling the required permissions.
Steps:
Go to ‘Configuration’, navigate to ‘User and Preferences’ and open ‘User & Role Manager’

check the user’s assigned role from the ‘User Profile Master’ List. After identifying the role, go to the ‘Role List’

Click on the ‘Edit’ button to set or modify the permissions.

Under Menu right section, tick ‘Invoice (Import)’ and enable the required permissions such as View, Edit, Delete, and Print as needed.Click ‘Save’ to apply the changes

‘Log out’ and log in back into the software to ensure the updated menu is visible.
C. Step for Posting Import Purchase:
1. Click on ‘Purchase Invoice (Import)’

2. Select the ‘Commercial Bill Entry Date’ (e.g., 02-25-2026); backdates can be edited, but future dates are not allowed.

3. Enter the ‘Import Purchase Invoice Number’ (Commercial Invoice Reference No) For Example:2005.

4. Enter the Import Purchase Invoice Date (Commercial Invoice No.) — for example: 02-25-2026. Backdates are allowed and can be edited if needed, but future dates are not permitted.

5. Select the ‘Payment Terms’ Type. Choose Import Advance if payment is made before receiving goods. Choose Demand Draft (DD) for a bank-issued prepaid payment method. Choose Credit if the purchase is on credit. For now, select Credit as the payment term.

6 Press Enter to ‘Account’ section to select the foreign vendor.

7. Choose the ‘foreign vendor’ from the Pop Up (for example: Reliance Retail Ventures Limited). The amount will be credited from this account.

For Support
Step to Create Supplier For Import Purchase
From the ‘Master’, click on the ‘Vendor Master’ option.

Click the ‘Create Vendor’ button to add a new vendor.

Enter the ‘name of the vendor’, for example: Reliance Retail Ventures Limited.

Enter the ‘address’ of the vendor for example:India.

Enable the Is ‘Overseas Item option’ from the Systemuser, tick the Is Overseas Vendor option while creating the vendor, and enter the vendor’s VAT number (e.g., 019823453; can be left blank or have more digits.

Enter the ‘contact number’ of the vendor.

Enter all the required details and click the ’Save’ button to save the vendor.

8. Choose the Warehouse. For example Main Warehouse.

9. In the currency field click enter and choose the currency or add new currency click on the + button.

10. Click on ‘+’ Button to add new Currency in the software.

11. In the ‘Country Name’ field, enter the name of the country from which you are importing.Example: If you are importing from India, write India.

12. Enter the official ‘currency name’ of that country. Example: INDIAN RUPEE.

13. Enter the 3-letter international ‘currency code’. Example: INR.

14. Enter the symbol used for that currency. Example: ₹.

15. Enter the ‘exchange rate’ according to Nepali currency (NPR). Example indian ₹1 = रु1.6.

16. Click on the ‘Save’ button to save the currency details.

17. In the Remarks field, you can enter any notes or comments for the import product. In the Consignment No field, enter the consignment number of the invoice (for example, EK403807171IN).

18. In the Particular field, press Enter

19. From the product list pop-up, select the import purchase product — for example, Florida Red Mango.

20. Enter the import product quantity— for example: 20.

21. In the FC P. Rate field, enter the foreign currency purchase rate of the product (for example: 100), representing the price for one unit.

22. The P. Rate shows the rate per unit in Nepali currency, automatically calculated by the system based on the exchange rate (for example: 100 × 1.6015 = 160.15).

23. The Amount field shows the total price in Nepali currency based on the quantity and unit price (for example, 160.15 × 20 =3203).

24. You can add a discount for the product (for example, 5%), either in percentage (%) or in amount.and the system will display the total discount.

25. The Net Amount field shows the total net amount of the import purchase. For Example: 3042.85

26. You can add more products by pressing Enter or the + button, follow the same process for each product, and then click the Save button to save the import invoice.

27. Click on the Save button to save the Import Purchase details.

28. After saving the voucher, click on the View button.

29. In the Import Purchase Voucher pop-up, select the Import Invoice Number (for example: 2005) that you want to map with the additional cost.

30. When the import purchase details are loaded, press the Ctrl key on your keyboard and click on the Import Details button.

31. When you click on the Import Details, a pop-up will appear on your screen. Follow these steps to fill it:

32. Click on the Load Invoice Details button – the invoice details will be loaded on your screen.

33. Enter the Import Document Number (Pragyapan Patra), for example: M 79582.

34. Enter the L/C No. (Letter of Credit Number) for example 23CD38INR039208.

35. In the Do Accounting of VAT Amount field, select the account that will pay the VAT for this import purchase (for example, Agni Logistic Pvt. Ltd.).

36. Enter the VAT amount.VAT is calculated at 13% per purchase item based on its cost price. The sum of all item-wise VAT should equal the Declared VAT. For example, if the declared VAT is 1000, it can be split between two items as 296.87 and 703.13.

37. Click the Save button to record the information.

38. After the Import Details are saved successfully, a confirmation message will appear on your screen. Click the OK button to continue.

39. To load the vat purchase report of import purchase, go to the Report section, select VAT Purchase Report.

41. Click on RUN Button.

42. Under the Taxable Import Purchase heading, you can view the VAT amount for each individual Purchase Product.

HS Code Implementation

HS Code Implementation Lorem Ipsum is simply dummy text of the printing and typesetting industry. Lorem Ipsum has been the industry’s standard dummy text ever since the 1500s, when an unknown printer took a galley of type and scrambled it to make a type specimen book.