Items, Customers & Tax Codes

Master data Set up once, reuse everywhere

Masters are the reference lists every document draws on - your products, your customers and suppliers, the groups you sort them into, and the tax codes that decide VAT. Set them up well and your invoices and purchases almost fill themselves in. This page covers each one, field by field.

One party list for customers and suppliers

eBilling Lite uses a single Customers / Suppliers master. The same record can be a customer on your sales and a supplier on your purchases - you do not maintain two lists.

On this page: Customers / Suppliers · Customer Groups · Items · Item Groups · Tax Codes

Customers / Suppliers

A party you sell to or buy from. Picking one on a document fills its name, PAN and address.

Field	Required	What to enter
Name text	Yes	The party's name as it should appear on documents.
PAN text	Optional	Their 9-digit Permanent Account Number. Needed for a registered business so VAT documents are valid.
Address text area	Optional	Their address for printed documents.
Phone text	Optional	Contact phone number.
Email email	Optional	Contact email - used when you email an invoice or receipt to this party.
Customer Group picker	Optional	The group this party belongs to, for sorting and reporting. See Customer Groups.
Default Payment Terms (days) number	Optional	How many days credit you normally give this customer - used to flag overdue balances.

Customer Groups

A simple label to categorise customers (for example "Wholesale", "Retail", "Government"). Useful for filtering lists and grouping reports.

Field	Required	What to enter
Group Name text	Yes	A name for the group.

Items

A product or service you sell or buy. Picking an item on a document fills its description, HSN, unit, rate and tax code.

Identity

Field	Required	What to enter
Name text	Yes	The item name as it prints.
Code text	Yes	Your internal code / SKU for the item. Used to find it quickly.
HSN Code text	Optional	The Harmonised System code for goods (for example `8471`).

Pricing & Tax

Field	Required	What to enter
Unit text	Yes	The unit of measure - `pcs`, `kg`, `hr`…
Default Rate (NPR) amount	Optional	The usual selling price per unit. Pre-fills the rate on a sale; you can override it per bill.
Default Discount % number	Optional	A standard discount percentage for this item.
Taxable checkbox	Optional	Tick if the item normally attracts VAT.
Tax Code (rate) picker	Optional	The default tax code for the item - it sets the line's VAT rate and exempt status when the item is picked.

Grouping & Inventory

Field	Required	What to enter
Item Group picker	Optional	The category this item belongs to. See Item Groups.
Maintain Stock checkbox	Optional	Tick to track quantity on hand for this item.
Opening Qty number	Optional	The stock quantity you are starting with, if tracking stock.
Opening Rate (NPR) amount	Optional	The cost value of that opening quantity.

Item Groups

A category for items (for example "Hardware", "Services", "Raw Materials"), for tidier lists and grouped reports.

Field	Required	What to enter
Group Name text	Yes	A name for the group.

Tax Codes

A tax code is a named VAT treatment you attach to item lines and charges. Standard VAT 13% comes ready; add your own for custom rates (such as VAT 5%) or special treatments. The per-line tax code is what lets one bill carry several rates at once.

Field	Required	What to enter
Code text	Yes	A short unique code, for example `VAT13` or `VAT5`. It can be set only when you create the code - it becomes read-only afterwards, because documents reference it.
Rate number	Optional	The rate as a fraction - `0.13` for 13%, `0.05` for 5%, `0` for exempt / zero-rated.
Applies To select	Optional	Taxable, Exempt / Zero-rated, or All - how the code classifies a line in the VAT reports.
Label (English) text	Yes	The readable name shown in the tax-code picker, for example "VAT 13%".
Label (Nepali) text	Yes	The Nepali label for printed documents.
Sequence number	Optional	Sort order in the picker - lower numbers appear first.

A tax code's code cannot be renamed

Because invoices and purchases store the code, you cannot change it after creation - only its labels, rate and sorting. If you picked the wrong code, create a new one and retire the old.

Good masters = fast, correct bills

Set each item's default rate and tax code, and each customer's PAN, once. From then on a sale is mostly picking the customer and items - the rates, HSN, units and VAT all fill in, and there is far less to get wrong.