MeroIMS User Manual
Everything you can do in MeroIMS, in the order you are likely to need it.
MeroIMS runs your shop end to end: who you buy from and sell to, what is on your shelves, the bills and invoices you issue, the counter till, your web store, and the books underneath all of it. It keeps both Nepali (Bikram Sambat) and Gregorian dates, prices in rupees, and 13% VAT.
Who this is for: business owners and their staff. No accounting background is assumed, though Section 11 onwards will make more sense if you have one.
A note on what you can see. MeroIMS hides what you are not allowed to use. If a menu in this manual is missing from your sidebar, it is one of three things: your staff account has not been granted it (see Section 15), your organisation has not switched that channel on (Sections 8–10), or your plan does not include it. Ask the account owner.
1. Getting started
1.1 Creating your organisation
Open the sign-up page and fill one form. It has three parts:
Tick the agreement and submit. You are signed in immediately and land on the dashboard.
1.2 Signing in
Staff sign in on the same page as owners, with the e-mail and password the owner created for them. What a staff member can then see and do is controlled entirely by permissions (see Section 18).
1.3 Nepali or Gregorian dates
MeroIMS understands both calendars. Your organisation picks one as its display calendar, and every list, report and screen follows it. Printed documents show the AD date and the Bikram Sambat miti side by side regardless, because a tax invoice is normally expected to carry both.
1.4 More than one business
One login can hold several workspaces: a second shop, or a personal profile alongside the business. Use Switch Profile at the top of the sidebar to move between them or to create another. Each workspace has entirely separate customers, stock, documents and books; nothing leaks between them.
2. Finding your way around
Lists throughout MeroIMS behave the same way: a search box, filters, sortable columns, and a ⋮ menu on each row for the actions that row supports.
3. Dashboard
The home screen. It summarises the workspace you are in: stock position, recent sales, orders waiting, and money owed to and by you. Use it as a morning check rather than a report. The real numbers live in Section 15.
4. Parties: customers and suppliers
Sidebar: Parties
A party is anyone you trade with. One record can be both a customer and a supplier.
The screen is two panes: the directory on the left with search, an
All / Customer / Supplier filter and sorting; the selected party's detail on the right.
A party record holds name, type, phone, e-mail, address, PAN/VAT number and a category.
From a party you can:
Categories (for example Wholesale, Retail, Walk-in) are managed under Management (see Section 17).
5. Branches and warehouses
Sidebar: Branches & Warehouses
A branch is a location of your business; each branch holds one or more
warehouses, and stock is counted per warehouse. Every organisation starts with a default branch and warehouse, so you can ignore this module entirely if you trade from one place.
One setting here is worth knowing: transfer approval required. Switch it on and a stock transfer between warehouses (see Section 6.5) must be approved before it can be dispatched.
6. Inventory
Sidebar: Inventory
Everything you stock. Inventory items are your POS products. The till and the web store sell from these same records and stock levels, so there is no separate product list to maintain.
6.1 Products
The main list: a search and filter bar (search, category, stock status, type), four summary tiles, and the item table. Add New Item creates one; Export downloads the list.
Opening an item shows its identity, pricing and stock tiles, an Adjust Stock menu (Add / Reduce) and the Item Activity ledger: every movement that item has ever had.
6.2 Variant products and attributes
For items that come in sizes, colours or similar:
The base item is deliberately saved inactive: it is a template, not something you sell. A base disappears from the Variant Products list once its last active variant is deleted.
6.3 Product categories and units
Units support a secondary unit: sell by box where a box is 12 pieces, and MeroIMS records the stock movement in pieces while printing the document in boxes.
6.4 Inventory adjustment
One screen for every stock correction: damage, shrinkage, a recount. It shows live levels, recent movements, and an Adjust dialog for Add or Reduce.
6.5 Warehouse transfer
Moving stock between warehouses. A transfer has a lifecycle (created, optionally approved, dispatched, received), and stock only lands when the receiving warehouse confirms. Approval is required only if your organisation turned that setting on (see Section 5).
6.6 Bills of Materials and Production Order
Not yet available. Both screens exist in the sidebar and show a Coming soon message describing what they will do: Bills of Materials will define the components that make up a manufactured item, and Production Order will plan and track manufacturing runs.
7. Sales
Sidebar: Sales
7.1 Sales invoice
The document you hand a customer. Create Sales Invoice opens the form:
Two rules the form enforces, because the books depend on them:
Save, and the invoice reduces stock, posts to the ledger, and becomes printable.
7.2 Payment In
Receipts from customers. Record money against one or more outstanding invoices, or on account. See Section 12.
7.3 Quotations
A priced offer, before it becomes an invoice. Same form as an invoice; it does not move stock or post to the ledger. A quotation carries its own status: draft, sent, accepted, rejected, expired.
7.4 Sales return
Goods a customer sent back. Stock comes back in and the customer's balance is reduced.
8. Purchases
Sidebar: Purchase
The mirror of Section 7, from the other side of the counter.
8.1 Purchase bill
What a supplier invoiced you. Same form as a sales invoice, with the party being a supplier. Saving it increases stock and posts to the ledger.
8.2 Payment Out
Vouchers paying a supplier. See Section 12.
8.3 Purchase return
Goods you sent back to a supplier. Stock goes out and what you owe is reduced.
9. Point of sale
Only shown if your organisation has a POS channel switched on.
9.1 Retail Till
Sidebar: Retail Till
The counter screen: scan → lines → tender → receipt. Scan or search an item, build the sale, take payment, and an 80mm receipt prints. Stock updates live, so two tills never sell the same last unit.
Also here:
Discount codes honoured at the till are set in POS Settings.
9.2 Orders
Sidebar: POS → Orders
Every order from the web store and mobile apps, with the steps each one can take next: accept, assign a driver, refund, and so on. Receipts can be reprinted from here.
9.3 POS Settings
Sidebar: POS → POS Settings
What the receipt prints (business name, address, phone, PAN), which registers exist, and the discount codes every channel honours.
10. Mobile POS
Only shown if the mobile channel is switched on. These are the mobile channel's own controls. The orders themselves appear in Section 9.2.
11. Web store
Only shown if the e-commerce channel is switched on.
11.1 Storefront Design
One editor for the whole public shop: the theme, the announcement bar, and every landing-page section: hero, trust, categories, deals, promo banner, featured products, journal, social proof and footer. Each section can be toggled on or off and its content edited. The real shop renders beside the form so you see the actual page, not a sketch, and you can flip between desktop and mobile.
11.2 Journal
Your shop's blog. Posts fill the "From the journal" band on the landing page and the shop's own journal index.
11.3 What your customers see
A landing page, a searchable catalogue with category chips and sorting, product pages, a cart and checkout, a deals page, the journal, order tracking by order number, and a customer account holding order history and loyalty points.
Customer accounts are per shop and entirely separate from back-office logins.
12. Money in and money out
MeroIMS gives you four ways to record money, for four different situations.
| Use | When |
|---|---|
| Payment In (see Section 7.2) | A customer pays against their invoices |
| Payment Out (see Section 8.2) | You pay a supplier against their bills |
| Quick Receipt | Money in that is not against a specific invoice, across several accounts at once |
| Quick Payment | Money out, the same way |
Quick Receipt and Quick Payment are registers of their own under Accounting. A new one starts as a draft (editable) and becomes a read-only record once approved. Void reverses it.
Expenses (sidebar: Expenses) record what you spend that is not a supplier bill, rent, utilities, wages.
13. Accounting
Everything here reads from posted journals, so every statement agrees with every other one.
13.1 Manage Accounts
Your operational accounts, cash, bank accounts, wallets. A searchable directory on the left, the selected account on the right. The Cash account is created automatically and cannot be edited or deleted. Balances are calculated from the ledger, never typed.
13.2 Chart of Account
The accounting structure underneath: groups and accounts for assets, liabilities, equity, income and expenses. Accounts can be archived and restored rather than deleted, so history stays intact. A standard chart is created for you.
13.3 Accounting Workbench
The control room, for whoever keeps your books:
13.4 Cheque Register
Cheques, with their real lifecycle. A received cheque sits in a clearing account until it clears into your bank; if it bounces, the amount goes back onto the customer's balance rather than silently inflating your bank figure.
Each cheque has its own page showing what was recorded, the journals behind it, and the two things you can do next: move it along its lifecycle, or record the money as a Payment In / Payment Out.
13.5 Bank Reconciliation
Import a bank statement as CSV, match its lines against the posted ledger lines on that account's chart account, exclude the noise, and complete the reconciliation once everything matches.
13.6 Accounting reports
Statements built from posted journals, with one shared period toolbar, fiscal year presets and a BS date toggle. See Section 15.
14. Opening balances
Sidebar: Opening Balance
Where you tell MeroIMS what was already true on your accounting start date. Do this once, before you go live.
Get this right and every report from day one is correct. Get it wrong and every report inherits the error, so it is worth the care.
15. Reports
Sidebar: Reports
Nine categories, with one search box across all of them:
Accounting · Receivable · Payable · Sales Report · Purchase Report · Tax Report · Inventory Report · System Report · Analytics Report
Each report shows a badge saying whether it returns data yet or is still coming soon. Reports with their own dedicated screens include:
Every report can be filtered by period, exported to CSV or Excel, and printed. What you see on screen, what exports, and what prints are always the same columns.
16. PMS: preventive maintenance
Sidebar: PMS. Only shown if PMS is switched on for your organisation.
For businesses that service what they sell. PMS is a read-only directory of your customers (they are managed in Section 4) carrying each one's recurring service schedule.
Open a customer to set the first service date in BS and the interval between services. MeroIMS then tracks each occurrence, can send due-date reminders, and records which items were serviced. Where a service occurrence produced invoice lines, the printed invoice carries a Preventive Maintenance Service section listing them.
17. Management: your lookup lists
Sidebar: Management
The small lists the rest of MeroIMS chooses from. A list of sections on the left, the selected one's add / rename / delete panel on the right:
18. Staff and permissions
Sidebar: Manage Staffs
A searchable staff directory. Each member has a role and a grid of permissions grouped as: Business Operations, Point of Sale, Mobile POS, Web Store, Financial Management, and Administration & Tools.
How permissions work. Each module carries View, Create, Edit and Delete. Ticking a module grants all four. That is what a role hands over. Untick one, say Delete, and that person sees Delete greyed out with No access everywhere it appears.
Bulk actions: Role Defaults, Select All, Clear.
Staff sign in on the same page as owners. Everything they can reach is permission-gated, so a staff member never meets a button that then refuses them.
19. Importing your existing data
Sidebar: Import Data
One card per source:
For the Excel imports you can either let MeroIMS map your columns for you or fill in the fixed template. Either way you get a full preview before anything is saved.
20. Business Tools: printing templates
Sidebar: Business Tools
Chooses the paper your documents print on. Two folders:
Sales: Sales Invoice, Payment In, Quotation, Sales Return
Purchase: Purchase Bill, Payment Out, Purchase Return
Open a document to see the formats it can be printed in. Each row shows what it currently prints on.
20.1 The three formats
Only the Sales Invoice and the Purchase Bill offer a choice: these are the documents you hand over in volume. They are three different layouts, not one design at three sizes:
| Format | Paper | Layout |
|---|---|---|
| A4 Full | 210 × 297 mm | Letterhead on the left with the document type in a bordered badge, a bordered party block, eight ruled columns, and the totals in a column beside the amount in words |
| A5 Compact | 148 × 210 mm | Centred letterhead under a double rule, open dotted fact lines instead of a box, six columns with the discount inline, and the totals running across the foot |
| A4 Wide | 297 × 210 mm | The same A4 turned sideways: a solid head band, a single divided fact strip, and a fully ruled grid with an extra Gross column the portrait sheets have no room for |
Every other document (Payment In, Quotation, Sales Return, Payment Out, Purchase Return) has one format, A4 Full, and its row says so.
20.2 Choosing one
Click the format you want. It saves immediately: the In use badge moves and a Saved note appears. There is no Save button.
Two things to know:
New organisations start on A4 Full, which is what every document printed on before this choice existed.
21. Printing and saving as PDF
Print a document from either of two places:
Either opens the printable sheet in a new tab and the print dialog appears by itself. The sheet shows the paper size in the corner.
To save a PDF instead of printing, choose Save as PDF as the destination in the print dialog. What you see on screen is exactly what is filed.
What is on a printed sales invoice or purchase bill: your letterhead (logo, name, address, phone, PAN), the document type, the party's details with their PAN/VAT, the document number, the AD date and time, the BS miti, the payment mode and credit term, the item table, the amount in words, remarks, terms and conditions, the totals with VAT and any TDS withheld, what has been received, the balance due, and the authorising signature.
Everything prints black on white. Colour costs legibility on the mono lasers and photocopiers these end up on, so even your logo is desaturated.
Counter receipts are different: the retail till prints an 80mm thermal receipt at the moment of sale, and X/Z shift reports print on the same roll. Those are not affected by Section 20.
22. Troubleshooting
A menu is missing from my sidebar. Either your staff account has not been granted it (see Section 18), the channel is not switched on for your organisation, or your plan does not include it. Ask the account owner.
I clicked a printing template and it would not save. Only the account owner can change printing templates (see Section 20.2). Staff see the page read-only.
The printed invoice shows the wrong business name, address or logo. Those come from your workspace, not from the document. Fix them in Switch Profile → edit this workspace, then print again.
The print dialog shows the wrong paper size. Check the size shown in the corner of the print sheet against the destination printer's paper setting in the dialog. The two have to agree. If the sheet itself is wrong, check the template chosen in Section 20.
An invoice will not save: "a credit term is required". Money is still outstanding on it, so MeroIMS needs to know when it is due. Either pick a credit term or record the full amount as received.
An invoice will not save: "a receive account is required". You entered an amount received but not which account it went into.
A cheque bounced, what do I do? Move it to bounced in the Cheque Register (see Section 13.4). MeroIMS restores the amount to the customer's balance rather than leaving your bank figure overstated.
My Balance Sheet does not balance. Almost always an incomplete opening balance (see Section 14). Check that every opening figure was entered as at your accounting start date.
Bills of Materials / Production Order just say "Coming soon". They are not built yet (see Section 6.6).
23. Glossary
| Term | Meaning |
|---|---|
| Party | Anyone you trade with: a customer, a supplier, or both |
| Workspace / organisation | One business's data. One login can hold several |
| BS / miti | Bikram Sambat, the Nepali calendar date |
| AD | The Gregorian calendar date |
| Chalani number | A hand-written sales number some businesses bill by. When switched on, it replaces the system invoice number on the printed sheet |
| Credit term | When an outstanding invoice falls due, such as Net 30, One Week |
| TDS | Tax deducted at source, withheld from what is paid to you |
| Chart of accounts | The accounting structure your transactions post into |
| GL / general ledger | The record every posted transaction lands in |
| Journal | One balanced accounting entry |
| Maker-checker | One person enters an entry, another approves it |
| Subledger | Per-customer and per-supplier balances behind a single GL account |
| Clearing account | Where a received cheque sits until it clears into your bank |
| Opening balance | What was already true on your accounting start date |
| Fiscal year close | Locking a finished year so its figures cannot change |
| Secondary unit | A larger selling unit, a box of 12 pieces |
| Variant | One sellable combination of a product's options, such as T-shirt, Red, M |
| Projection | The copy of your catalogue and stock the till and web store read from |
| X report / Z report | A shift's running total / its final closing total |
| Entitlement | A paid feature switched on for your organisation |