Milaan ERP documentation: step-by-step user guides

How to create a brand

Masters3 min read

Brands let you group products by manufacturer, filter reports and see sales brand by brand. Create your brands before adding products.

1. Open Brand Management From the main menu, open the Master or Inventory section and select Brand. You can also type “Brand” in the search bar at the top of the dashboard.
2. Start a new brand Click Create Brand, usually at the top right of the list. A “Create New Brand” window opens.
3. Fill in the details Brand name (required), a short description for internal reference, and status: Active brands appear in product dropdowns; Inactive brands are saved but hidden.
4. Save Click Create Brand. You’ll see “Brand added successfully!” and the brand appears in the list.

Troubleshooting

• “Brand name already exists”: duplicate names aren’t allowed. Check your inactive brands, or use a slightly different name if it really is a different brand.
• Brand not showing in product entry: make sure its status is Active. You can edit a brand at any time to change its status.

How to create and edit HSN codes

Masters3 min read

HSN codes are needed on GST invoices and decide the GST rate of each product. Set them up before adding products.

1. Open the HSN master Go to Master › Tax Master › HSN.
2. Add a new HSN Click Add HSN. Enter the 4, 6 or 8-digit code and its description.
3. Set the GST rate Enter the GST rate for this code. Since 22 September 2025, most goods are at 5% or 18%, with 40% for a short list of luxury and harmful goods. The software splits the rate into CGST and SGST for sales within your state.

Not sure of the code or rate? Check with your CA or see our HSN guide. Businesses with turnover up to ₹5 crore need at least 4 digits; above that, 6.

How to create and edit categories

Masters2 min read

Categories group similar products (for example “Electronics” or “Furniture”) and make stock and sales reports easier to read.

1. Open categories Go to Inventory › Category.
2. Create a category Click Add Category and enter the name, for example “Mobile Phones”.
3. Choose a parent (optional) For a sub-category, such as “Smartphones” under “Mobile Phones”, select the parent category from the dropdown.

Tip: keep categories simple, two levels is usually enough. Too many levels make reports harder to use.

How to create and edit products

Masters4 min read

The product master is the heart of your inventory. Everything you buy or sell is defined here.

Before you start: create your brands, categories and HSN codes first, so you can pick them while adding products.

1. Open the product master Go to Inventory › Products.
2. Basic information Click Add Product. Enter the product name, the print name (as it should appear on invoices) and a product code or SKU.
3. Attributes Choose the brand, category, HSN code and unit (for example PCS or KGS).
4. Pricing and tax Enter the purchase price and sale price. Set tax type to “Inclusive” if the price already includes GST, or “Exclusive” if GST is added on top.
5. Opening stock If you already hold stock, enter its quantity and value in the opening stock section.

Tip: use names your staff will search for, and avoid creating the same product twice. Duplicates split your stock across two records.

How to create and edit ledgers

Masters4 min read

Ledgers are accounts for your customers, suppliers, bank accounts and expenses. Correct ledgers are the basis of correct reports and GST.

1. Open account ledgers Go to Master › Accounts › Account Ledger.
2. Choose the group This is the most important step: Sundry Debtors for customers, Sundry Creditors for suppliers, Bank Accounts for bank accounts, and Indirect Expenses for rent, office and similar expenses.
3. Ledger details Enter the ledger name (for example “Rahul Trading Co.”). For customers and suppliers, add the address, mobile number and state, which is needed for GST.
4. GST and credit Enter the 15-character GSTIN (the format is checked), choose Regular or Composition, and optionally set a credit limit for customers.

The customer’s state decides whether bills carry CGST and SGST or IGST, so always fill it in.

Managing account groups

Masters2 min read

Account groups sort ledgers into standard accounting heads: assets, liabilities, income and expenses. Correct grouping gives you a correct balance sheet and profit and loss statement.

If you’re unsure which group a ledger belongs in, ask your CA before creating it. Moving ledgers later changes past reports.

Creating a sales invoice

Sales3 min read

Make GST invoices for your customers from Sales › Sales Entry.

1. Select the customer Choose the customer ledger. GSTIN and address fill in automatically.
2. Add items Scan barcodes or search products. Rates and taxes come from the product master.
3. Save and print Click Save to create the invoice, then print it in the format you use (A4, thermal and others).

For walk-in customers without a GSTIN, the bill is recorded as a B2C sale. See what an invoice must show.

Generating quotations

Sales2 min read

Send price estimates to customers from Sales › Quotation. When the customer agrees, convert the quotation into a sales invoice in one click, so nothing is typed twice.

Recording purchases

Purchases2 min read

Record supplier bills from Purchase › Purchase Entry to update stock and what you owe.

1. Choose the tax type Select “GST” for registered suppliers or “Retail” for unregistered ones.
2. Add the items As per the supplier’s bill.
3. Save Saving the purchase increases stock automatically.

Enter purchase bills when goods arrive, with the supplier’s bill number and date exactly as printed. This matters when you match purchases with GSTR-2B. See input tax credit.

Receipt voucher

Accounts1 min read

Record money received from customers from Voucher › Receipt. Select Cash or Bank as the receiving account and the customer as the account being credited.

Payment voucher

Accounts1 min read

Record payments to suppliers or for expenses from Voucher › Payment. Select the Cash or Bank account you’re paying from, the supplier or expense ledger, and the amount.

Contra voucher

Accounts1 min read

Use a contra voucher for moving money between your own cash and bank accounts: depositing cash into the bank, withdrawing cash, or transferring between two bank accounts.

Stock reports

Reports2 min read

Two stock reports cover most needs:

If stock in the system doesn’t match the shelf, open the stock ledger for that item and check recent bills, purchases and returns.