Masters Archives - IMS Software

Master menu

A barcode is a set of lines and spaces that stores product information, such as ID or price. It helps in fast and accurate tracking of items in sales, purchases, and inventory.
Example: Cornflour 1 kg can have a unique barcode like 8904406128547.

Steps to Mapping a Barcode:

1. Click on the “Master” menu

2. Click on “Inventory Info”

3. Select Barcode Mapping from the dropdown menu.

4. Enter the barcode number in the Barcode field.
Eg: 8904406128547

5. Select the item name corresponding to the barcode.

6. Search or Select the item
Eg: Corn flour 1 kg

7. Select the unit for the item.
Eg: PKT

8. Click the “Add” button to add the item or clear/delete it.

9. Buttons:
Reset: Clears all fields to start a new entry.
Save: Saves the current entry in the system.
Back: Returns to the previous screen or main menu.

10. Click on the Save button to save the barcode mapping.

Dashboard Overview

Customer Master is used to create, manage, and maintain customer information in the system. It stores details such as name, contact, address, VAT, category, credit limits, and membership info, enabling accurate billing, reporting, and customer management.
1. Go to “Masters”.

2. Select “Customer & Vendor Info” from the “Master” menu.

3. Select “Customer Master” from the dropdown

4. Click on the “Create Customer” button to create a new customer.

5. Enter the Name of the Customer, for Eg: “SHREE GANESH CUSTOMER PVT. LTD.”

6. Enter the “Address” Of The Customer, For Eg: “Sanepa, Lalitpur”

7. Enter the “VAT Number” of the customer (Optional). For Eg: “231465738”

8. Enter the “Email id” of the customer (Optional). For Eg:”Shreeganesh@gmail.com”

9. Enter the “Contact Number” of the customer. For Eg: “9840334452”

10. Click on “Select Parent Group” and choose the parent group that was previously created in the customer group.

11. “Create Customer’s Ledger A/C” Untick this option if you do not want to create a ledger account for that customer.

12. Click on Additional Info

13. Choose the customer category based on the customer type: select Direct Party for direct customers, Distributor for bulk buyers who supply others, Retailer for sellers to end consumers, and Importer for customers who import goods from abroad. Selecting the correct category ensures better customer management and accurate reporting. To add a new category, click the ‘+’ button, For now, we will select Direct Party as the customer type.

14. If you choose to create a new category, click on the “Add(+)” button. Enter the “Name of the Category” and click “SAVE” to add it, or click “CLOSE” to discard.

15. “Create as Both Customer and Vendor”: Tick this option if you want the same customer to be added as a vendor as well.

16. In the “Credit Terms,” enter the “Credit Limit.” When the vendor’s credit reaches this limit, the system will not allow further credit. For this customer, we have set a credit limit of Rs. 10,000.

17. In the ” Credit Terms,” enter the “Credit Days,” which defines the credit period for the customer. For this customer, it is set to 15 days.

18. Tick the option if you want to “Create Customer as Member” as well.

19. Click on “Membership Info”

20. Select The Gender Of the customer. For Eg: Female.

21. Enter the “Date of Birth” and “Wedding Anniversary Date” of the customer.

22. Enter the Name of the Working Organization, Designation. For Eg: Corporate Office and Hr position

23. Select the Customer Status. For Eg: Active

24. Select the Membership Schema, Membership Start Date, Membership End Date, and Enter the Membership Barcode.For Eg:Schema_A, Start date: 2024-11-01, End date: 2025-11-01, and Membership barcode is : 1111100000

25. From the “Contact Person” details, you can identify the correct vendor representative and contact them directly without intermediaries. Add the contact person’s name, contact number, designation, and official email address. Press the Enter key or click the ‘+’ button to add multiple contact persons. The Status button indicates whether a contact person is active or inactive.

26. Click on “SAVE” to save the customer details.

27. From the “Customer List”, you can View, Edit, or Delete a customer. To View customer details, click on the “View” button.

28. After viewing, click on BACK” to return to the Customer List.

29. Click on “Edit” to modify the vendor’s details. After making the necessary changes, click the “Save” button to save the updates.

30. Click on “Delete” to remove a customer. In the confirmation popup, click “OK” to delete or “Cancel” to abort.

Create and Manage Unit Master

1. Click on the “Master” menu

2. Click on “Other Info”

3. Select “Unit Master”

4. Click on “Add Unit”

5. Enter the name of the unit you wish to add.
Eg:KG

6. Click on the “Save” button.

7. Editing a Unit Name
Click the Edit button if you want to change its name.

8. Make the necessary changes to the unit name .

9. Click the Save button to complete the process.

10. Deleting a Unit
Click on the unit you want to “Delete” from the Unit Master list.
Press “OK” to delete the unit.
Press “Cancel” if you do not want to delete it.

11. Click on the Back button to return to the main screen.

Create and Manage Product Master

Item Category helps you group similar products for easy inventory management and reporting.
For example: Daily Essentials, Electronics, Dairy, Stationery, Clothing, etc.
Steps to Create, Edit & Manage Item Category
1. Click on Masters.

2. Select Inventory Info.

3. Click on Item Category from the list of inventory info options.

4. Click on the “Add Category” button to create a new category.

5. Enter the Category Name
Eg: Daily Essentials

6. Click on “Save” to save the new category.

7. Click on OK when the pop-up message appears with “Saved Successfully.” The newly created category name will now be listed in the Category List table.

8. You can edit or delete the category anytime.

9. To edit a category, click on Edit.

10. Change the Category Name as needed

11. After editing, click on “Save” to update the category.

12. To remove a category, click on “Delete”. Then, click “OK” to confirm deletion or “Cancel” to abort.

13. Click on the “BACK” button to return to the main dashboard.

Create and Manage Item Categories

Item Category helps you group similar products for easy inventory management and reporting.
For example: Grocery, Electronics, Dairy, Stationery, Clothing, etc.
Steps to Create, Edit & Manage Item Category
1. Click on Masters.

2. Select Inventory Info.

3. Click on Item Category from the list of inventory info options.

4. Click on “Add Category” button to create a new category.

5. Enter the Category Name
Eg: Grocery

6. Click on “Save” to save the new category.

7. Click on OK when the pop-up message appears with “Saved Successfully.” The newly created category name will now be listed in the Category List table.

8. You can edit or delete the category anytime.

9. To edit a category, click on Edit.

10. Change the Category Name as needed

11. After editing, click on “Save” to update the category.

12. To remove a category, click on “Delete”. Then, click “OK” to confirm deletion or “Cancel” to abort.

13. Click on the “BACK” button to return to the main dashboard.

Create Purchase Invoice

1. Go to the “Transaction” menu.

2. Click on “Purchase Transaction.”

3. Select “Purchase Invoice.”

4. Enter the invoice number.
Eg: “PI4-IMS-82/83”

5. Choose the invoice date.
Eg: 2025-11-10

6. Select the purchase type from the available options.
Eg: Trading

7. Click on “Payment Terms” and select.
E.g: “Cash”

8. Click on “Account” and select.
E.g: “Cash in Hand A/C”

9. Choose the godown.

10. Click on “Supplier” and enter the name of the supplier.
Eg: Loyal Customer Pvt. Ltd.

11. Add some remarks.
E.g., “Urgent delivery required.”

12. Enter the product barcode number if you want to select the product through the barcode, then enter the quantity and save it.
E.g., “8751.1”

13. In the particular field, click, enter, and choose the product you want to purchase, which has been created in the Product Master.

14. Uncheck “Supplier Wise Items Also” if it is ticked.

15. Choose The “CURRENT HOT N SPICY NOODLES 100 GM (PACK OF 15 )”

16. Enter the number of quantities you want to purchase.
Eg: “50”

17. Click on the “Save” option to save the purchase invoice.

Create and Manage Vendor

1. Go to “Masters”

2. Select “Customer & Vendor Info” from the “Master” menu.

3. Select “Vendor Master” from the dropdown

4. Click on the “Create Vendor” button to create a new vendor.

5. Enter the “Name of the Vendor”.
Eg: “ABC Traders Pvt Ltd”

6. Enter the “Address” of the Vendor.
Eg: “23 Main Street, Kathmandu”

7. Enter the “VAT NO”.
Eg: “543218976”

8. Enter the “Email Address” Of the vendor.
Eg: “abc@traders.com.np”

9. Enter the “Contact Number” Of the vendor.
Eg: “9801234567”

10. Select “Parent Group” if the vendor has a parent group.

11. Click on Additional Info

12. Select the Category of the vendor from the available options.
Eg: Direct Party

13. “Create as Both Customer and Vendor” Tick this option if you want the same vendor to be added as a customer as well.

14. Select The Vendor Type
E.g., VAT Registered or PAN Registered.

15. In the “Vendor Credit Terms”, enter the “Credit Limit”.
Eg: “10000”

16. In the “Vendor Credit Terms” , enter the “Credit Days”.
Eg: “15”

17. Click Contact Person to add or manage vendor contacts. Enter name, contact, designation, email, and choose action to remove.

18. Click on SAVE

19. From the Vendor List, you can view, edit, or delete a vendor. Click “View” to see the details.

20. After viewing, click on BACK” to return to the Vendor List.

21. Click on “Edit” to modify the vendor’s details. After making the necessary changes, you can “Save”the updates.

22. Click “Delete” to remove the vendor. In the confirmation popup, click “OK” to confirm or “Cancel” to abort.

Create and Manage Product

1. Go to the “Masters” menu

2. Click on “Inventory Info”

3. Select “Product Master”

4. Click on “Add Product” and then select “Add Product”

5. Click on the “Item Group” field and press Enter to select the desired item group.

6. From the dropdown, choose one item group from the main group list.

7. click on “OK” to confirm your selection.
Eg: CG GROUP NEPAL

8. Enter the name of the product
Eg: CURRENT HOT N SPICY NOODLES 100 GM (PACK OF 15 )

9. Enter the HS Code
Eg: 9432

10. Select the Stock Unit from the available options.
Eg: Box

11. Select the Item Type from the dropdown and choose one
Eg: INVENTORY ITEM

12. Click on “Detail Info”

13. Click on the Add button if you want to create a “New Product Category”.

14. Enter the name of the new category and click “OK” to add it.
Eg: NOODLE

15. In the Purchase Price field, enter the cost price of the item.
Eg: 2000

16. In the Sales Price field, enter the selling price of the item.
Eg: 2500

17. After entering all required details, click on the “SAVE” button to add the product to the system.

18. Click on the “BACK” button to return to the main screen

Create and Manage Customer

1. Go to “Masters”.

Add and Manage Warehouse

A warehouse is a storage location used to keep products or inventory. The Warehouse Master in IMS ERP lets you add, view, edit, and delete warehouse details such as name, branch, address, and warehouse type.
Steps to Create and Manage Warehouse
1. Go To “Masters”

2. Click on Inventory Info

3. Select “Warehouse Master” from the dropdown menu.

4. Click on the “Add Warehouse” button to add a new warehouse.

5. Enter the Name of the Warehouse.
Eg: Sanepa Warehouse

6. Enter the Short Name of the Warehouse
Eg: S-Warehouse

7. Select the Branch for the Warehouse
Eg: Kathmandu

8. Enter the Address of the Warehouse
Eg: Sanepa, Lalitpur

9. Enter the Mobile Number of the Warehouse
Eg: 9767554533

10. Select the “Warehouse Type” as “Sellable” or “Non-Sellable”.
Eg: Select Sellable

11. Choose the “Reference Branch”.

12. Choose the “Status” as “Active” or “Inactive”.
Eg: Active

13. Click on “Save Button” to save the details.

14. In the “OTP Authentication” popup, enter the OTP PIN sent by the IMS license app to your mobile number via SMS or to your email, and click “Submit”and click “OK”.
Eg: 648416

15. Click on OK

16. From the “Warehouse List”, you can view, edit, or delete a warehouse. Click “View” to see the details.

17. After viewing, click “Back” to return to the Warehouse List.

18. Click on “Edit” to modify the warehouse details. After making changes, click “Save”.

19. Click on Save

20. Again Enter the OTP And Submit it

21. Click on “Delete” to remove the warehouse. In the confirmation popup, click “OK” to confirm or “Cancel” to abort.