Section: Transactions

A Sales Tax Invoice is used to record the sale of products to a customer. In IMS ERP, you can enter details such as date, customer, warehouse, products, quantity, discount, and payment information. This helps maintain accurate sales, stock updates, and billing records. Customer details are not mandatory for this type of sales transaction.
Note: Review all details carefully before saving. The Sales Invoice Transaction cannot be edited after it is saved.

Steps to Create a Sales Tax Invoice

1. Go to “Transactions” from the main menu.

2. Select “Sales Transaction” from the available menu.

3. Choose the “Sales Tax Invoice” option.

4. Enter the Reference Bill Number for the sales transaction.for (e.g., CUST001-1001).

5. In the Warehouse field, the system selects the default warehouse. To change it, choose a warehouse from the pop-up list. For eg: main warehouse.

6. In the Customer field, select an existing customer or create a new one by clicking the ‘+’ button.

7. Click on Customer and press Enter to open the customer list, then select the customer name you want to make the sale to. for Eg: SHREE GANESH CUSTOMER PVT. LTD.

8. You can add remarks as needed. (Optional) For example: “Urgent delivery”.

9. In Sales Invoice, scan the product in the Barcode field, enter the Quantity, and click Save to complete the entry.

10. To skip the barcode sales process, you can directly select items in the Sales Entry screen. In the Description field, press Enter and choose the product you want to sell. The product must already be created in the Product Master and available in stock.

11. Select the product you want to sell from the Pop up list, for example: Cornflour – 1 KG.

12. Select The Unit For the product for Eg: Pkt

13. Enter the quantity of the product you want to sell. For Eg: 50

14. If you want to give an itemwise discount, click on the Ind. Disc field and enter the discount amount or percentage (%). for Eg: 10%

15. Click on Apply to apply the discount to this product.

16. You can add more products either by clicking the “+” button or by pressing Enter to add another product to the list.

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

18. After clicking the Save button, the Bill Tender screen appears.

19. Choose the payment terms from the “Payment Info” section. for Eg: Cash

20. Enter the bill amount. for Eg: 112500.00

21. Click on “Balance Amount” to match it with the bill net amount.

22. Click on the “Add” button to add the amount.

23. If you want to change the payment terms, simply click on the “Remove” button, select the new payment terms, and click “Add”.

24. Click on the “SAVE” button to save the payment Sales voucher.

25. Click on OK

26. If you need a physical copy of the Sales Invoice, click on the Print button to generate the printout.

27. Button in sales invoice
Reset: Clears all fields so you can start a new sales invoice entry.
Save: Saves the sales invoice entry in the system.
View: Displays the details of a saved sales invoice entry without allowing edits.
Back: Returns to the main menu or the previous screen.

Opening Stock Entry is used to record the initial stock of products in a warehouse/company when starting to use the software. Stock can be added either manually one by one or via Excel upload, often carried over from another system or counted manually. These are the steps to add opening stock manually, one by one:

Steps to Add Opening Stock Entry:

1. Click on “Transaction” from the main menu.

2. Select “Inventory Movement” from the options.

3. Choose the “Opening Stock” option from the dropdown list.

4. Check the Date field to ensure it matches the start of the fiscal year for accuracy.

5. Choose the respective warehouse for adding opening stock and verify your selection if more than one warehouse exists.
Eg: Main Warehouse

6. Add some remarks if needed. If any (e.g., “Damaged items excluded”, “Expiry-tracked item”).

7. In the Particular field, enter the product name for which you want to add the opening stock.

8. Select the item from the Pop up Product list. Example(CORN FLOUR-1KG).

9. Enter the opening quantity for the selected product. If the item is expiry-tracked, select the MFG date and expiry date.
Eg:Corn flour-1kg “50” pkt

Example: if the MFG date is March 2025, the expiry date may be December 2025.

10. You can add multiple products by pressing the Enter key or clicking the “+” icon. Once all products are added, click the “Save” button to save the opening stock entry.

11. Click on OK

12. Button in the Opening stock
Reset – Click the Reset button or press F3 to clear the form.
View – Click the View button or press F4 to view opening stock records.
Back – Click the Back button to return to the previous screen.

13. Click the Ctrl key on your keyboard to show the additional button in Opening Stock.

14. Opening stock carry forward from Last/Previous Fiscal Year:
Opening from the Previous Fiscal Year means carrying forward the closing stock of the last fiscal year as the opening stock for the current fiscal year. This option helps continue stock tracking without re-entering all items manually.
If you click this button, the stock from the previous fiscal year will be loaded into your system.
If opening stock has already been entered for the current fiscal year, a pop-up will appear:
“Previous Fiscal Year Opening Stock is already carried forward. Do you want to re-carry the Opening Stock?”
Click OK to re-carry the stock or Cancel to keep the existing entries.

15. Edit Large Opening Voucher Entry: Displays all opening stock entries for viewing or editing.

16. Select the Opening stock voucher you want to edit. For Eg: [OP5-IMS-82/83].

17. Tick the checkbox for the line you want to edit, update the opening price or quantity (ensure the quantity is higher than the available stock), and click Save.

18. View Carry Forward Voucher
This option lets you view the opening voucher used to carry forward opening stock from the previous fiscal year.

Cash Handover is the process of submitting the cash collected by a user (cashier) to the system or authorized person at the end of the day. It records cash in different denominations, generates a Settlement ID, and ensures accurate daily cash tracking and accountability in IMS ERP.
Steps for Cash Handover
1. Go to “Transactions” from the main menu.

2. Select “Sales Transaction” from the dropdown menu.

3. Choose the “Cash Handover” option.

4. Check whether the date is correct or incorrect.
Eg: 11-11-2025

5. Check the user ID; it should be your login ID.
Eg: user=Demo

6. Settlement ID: It shows the voucher number created by the system.

7. Add Denominations,
For example:
1000: 2
500: 4

8. Click on Save to record the handover.

9. You can see the print preview, and if you want to print, click Print.

10. Click on “View” to see the cash handover details.

11. Click on the “Cash Settlement ID” (voucher record number) to view the details.
Eg: CS1-IMS-82/83

12. You can optionally “Print”, “Reset” or “View” as needed.

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.