Everything BMS does, and how to do it

A “party” is anyone you transact with — a customer, a supplier, or your own company record. Every bill, challan, and payment is tied to one.

Add Party

Masters → Add Party — register a new customer, supplier, or account.

1. 1Fill in Basic Information: Full Name/Firm Name, Alias, Account Category, Registration Type, and whether this is a Firm or an Account.
2. 2Fill in Tax & Legal Details: the GSTIN and GST Registration Status.
3. 3Open Communication Addresses and add at least one address (you can add more than one — useful for parties with multiple sites).
4. 4Optionally open Linked Contact Persons and add contacts.
5. 5Click Register Party.

Once saved, use Previous / Next to browse existing parties, or Modify Details to edit one.

Import Party

Masters → Import Party — bring in party master data in bulk.

1. 1Click Download Template and fill it in outside BMS.
2. 2Click Choose File to Import and select your completed file.
3. 3Review the Import Results grid — each row shows its own status and message, so partial imports are easy to diagnose.

The same GSTIN-matching rule from Add Party applies per row — an imported party that matches an existing firm's GSTIN gets a new role added rather than a duplicate record.

Categories

Masters → Categories — manage the Account Category options offered on the Add Party screen.

Click + Add Category, give it a name and a transaction type, and it becomes selectable the next time you register a party.

BMS tracks three kinds of items: Material (physical stock), Job (work items), and Service. Two different screens matter here, and it's easy to mix them up.

HSN codes and tax rates

When creating or editing an item, the HSN Code field has its own + button for adding a new HSN/SAC code or updating an existing one's GST rate. Changing a rate doesn't rewrite history — every past bill keeps the rate it was created with, and a View rate history link shows exactly when each rate was in effect.

Stock List & Job Stock

Inventory → Stock / Job Stock — browse what you have.

Search by name or description; each row shows running Inward, Outward, and Balance quantities. Job Stock is organized as an expandable tree (Sell Job / Purchase Job → item → party) since job-work material is tracked per customer or vendor, not as one pooled number.

Stock Ledger

Open any item's ledger from the Stock List to see its full movement history, with three balances shown side by side:

From here you can also Edit Details or Mark Deleted on the item itself.

Every sales document shares the same shape — a party, a list of items, a footer with totals — so once you've filled in one, the rest feel familiar.

Sell Bill

1. 1Pick the customer under Party Name — their address and GSTIN fill in automatically.
2. 2For each item: search it in Item Number (and Work Number, if it's tied to a job), confirm Unit Rate and Qty, then click Add Item.
3. 3In the footer, set Discount, Transportation, and Packaging Fees if any apply. CGST/SGST/IGST calculate automatically from each item's tax rate.
4. 4Click Save Bill.

Sell Challan

The same item-entry flow, but for a delivery note rather than a tax invoice — goods move without a GST event attached. Use it for deliveries you'll invoice later, or that fall outside normal billing.

Sales Order

A commitment from a customer, not yet a sale — no stock leaves, and no tax applies by default, since nothing's been billed yet. If you want to see what the eventual GST would look like, flip the Include Tax toggle in the footer for a live preview; it's for reference only and won't be remembered the next time you reopen the order.

Credit Note

For goods a customer sends back against a Sell Bill.

1. 1Pick the customer, then under Select Bill for Return choose the original bill from Recent Bills and click Load Details.
2. 2For each line that's coming back, enter the Return Qty.
3. 3If there's a further deduction beyond the returned items, use Less / Adjustment and Allocate to split it across tax rates.

See Returns for the rules around how much you're allowed to return.

Sell Payment

A simple ledger entry, independent of any specific bill: Payment Mode, Description, Reference ID, Payment Date, Amount, and Received By, then Record.

Job Material In / Out

For material a customer drops off for job work (Job Material In) and what you send back once the work's done (Job Material Out). This material is never yours — BMS tracks it as custody, separately from your own stock ownership, and a Job Material Out return can't exceed what that specific customer's material you're currently holding (not your general stock levels).

The mirror image of Sales, from the buying side.

Every screen, field, and button described in Sales Workflow applies here — just swap “customer” for “vendor.”

Credit Note, Debit Note, and Challan Returns all work the same way: pick the original document, enter what's coming back, save.

What “Insufficient stock” means on a return

A return is checked against two different limits, and both have to hold:

1. 1You can never return more of an item than the original bill actually had on it.
2. 2On a return that sends stock back out (a Debit Note or a Purchase Challan Return), you also can't return more than you currently have on hand — checked only when Track Stock is on, since stock from that original purchase may have already been partly sold or used elsewhere since.

Returns that bring stock back in (a Credit Note, or a Sell Challan Return) are never blocked this way, since they're adding to your stock, not depleting it.

Everything you've saved, and the numbers that summarize it.

View menu

Browse every saved record by type — Bill List, Credit Notes, Challan List, Challan Return, Job Material records, Payment List — on both the Sell and Purchase side, plus Sales/Purchase Orders and the Customer/Supplier directory. Every list is searchable by bill number, party name, or city.

Ledger Directory

Ledger → All Ledgers

Search or browse every party, and open either their View Profile or their Ledger — a date-filtered statement of every debit and credit against them, with a running balance and a Print button.

Trial Balance

Every account's total debit and credit, side by side — the two totals should always match. A status indicator flags immediately if they don't.

Tax Ledgers

The Duties & Taxes account tree, expandable into SGST, CGST, and IGST — click Ledger on any of them to open the standard ledger view for that tax account.

Dashboard

Four KPI cards (Cash & Receivables, Accounts Payable, Cash & Bank, Net Cash Position), a Sales-vs-Purchases chart for the last six months, a year-over-year sales comparison, and Quick Action buttons for the four things you'll do most: New Sell Bill, New Purchase Bill, Add Party, View Ledger.

Configuration lives under Administration, and most of it changes how other screens behave — worth knowing before you go looking for a feature that turns out to be a toggle.

Configure

Cloud Backup

Administration → Cloud Backup

Connect a Google account, then set how often BMS should back up automatically ( Backup Interval), which Drive folder to use, and how many days of backups to keep (Retention Policy). Backup Now runs one immediately, any time.

User Management & Role Management

User Management creates and edits staff accounts — name, username, password, role, addresses, and contacts. Role Management defines what each role can see and do: pick a role on the left, tick the permissions on the right, and save.