Units of Measure and Conversions
Every stock item in Udyot ERP (eByapari) is measured in a unit — pieces, kilograms, litres, metres, boxes, dozens, and so on. Units of measure and conversions let you trade in the unit that makes sense for each side of the transaction: buy a roll of cable by the metre from your supplier, stock it in metres, and sell it in metres — or buy rice in quintals and sell it in kilograms. Udyot keeps the quantities accurate on both sides automatically, so your stock book, purchase bills, sales invoices, and Nepal IRD VAT reports all stay in agreement without manual calculation.
Seeded units of measure in Udyot ERP
When you set up a new company, Udyot pre-loads a standard set of units so you can start creating stock items immediately without any extra setup. The units seeded by default are:
| Unit | Full name | Typical use |
|---|---|---|
| Pcs | Pieces | Electronics, spare parts, individual items |
| Kg | Kilograms | Commodities sold by weight — grain, cement, metals |
| Litre | Litres | Liquids — oil, paint, chemicals, fuel |
| Mtr | Metres | Cable, fabric, pipe, timber |
| Box | Box | Bulk packaging — cartons of medicine, stationery boxes |
| Set | Set | Grouped items sold together — tool kits, furniture sets |
| Pkt | Packet | Pre-packed consumer goods — noodles, spices, sachets |
If a unit your business uses is not in the list, you can add it yourself in a few clicks.
Viewing and adding units
- Go to Masters → Units. You will see the pre-loaded units listed here.
- To add a new unit, click + New Unit.
- Enter the unit name (for example, Dz for Dozen, or Quintal).
- Save.
The new unit is immediately available on any stock item.
Assigning a unit to a stock item
When you create a stock item under Masters → Stock Items, you select its primary unit of measure. This unit appears on every purchase bill, sales invoice, delivery note, and stock ledger entry.
Important: the unit is locked once any voucher — purchase, sale, stock journal, or receipt note — has been posted against the item. After the first movement, the unit field becomes read-only. The reason is that changing the unit after movement would make every historical stock ledger entry inconsistent. Choose the correct unit when you create the item.
If you selected the wrong unit and the item already has movement, write off the existing balance using a Stock Journal, create a new item with the correct unit, and write the balance back on.
Setting up unit conversions
A unit conversion lets you purchase an item in one unit and sell or stock it in another. You define the conversion factor once on the unit master, and Udyot applies it automatically on every transaction.
- Go to Masters → UoM Conversions → New.
- Choose the From Unit — the unit you will use on purchase bills (for example, Box).
- Choose the To Unit — the unit you will use on sales invoices or for stock tracking (for example, Pcs).
- Enter the Conversion Factor — how many of the “To” unit equal one of the “From” unit. For example, if one Box contains 12 pieces, the factor is 12.
- Save.
Once the conversion is set, Udyot automatically converts quantities between the two units on every transaction. Your Stock Summary and Stock Ledger reflect the correct balance in both units.
Nepal-specific note
Many Nepali trades use non-metric units that may not be in international ERP systems — Quintal (100 Kg), Dharni, Pathi, Ropani, or local packaging sizes. In Udyot ERP you can create any of these as custom units and set up conversions to the standard metric units. For example:
- 1 Quintal = 100 Kg — useful for rice, wheat, and cereal traders who buy in quintals from wholesalers and sell in Kg to retailers.
- 1 Dozen (Dz) = 12 Pcs — common for stationery, crockery, and consumer goods.
- 1 Box = 48 Pcs — adjust the factor to match your supplier’s packing standard.
When you file your 13% VAT returns with the IRD, quantities in the purchase and sales book are reported in the unit shown on each tax invoice. Using the correct unit on each invoice — paired with a conversion factor to keep stock accurate — ensures your VAT book figures match your physical inventory count.
Common questions
What happens if I enter the wrong quantity in the wrong unit?
Correct the voucher while it is still open by editing it and changing the quantity or unit. If the voucher is already posted and the fiscal period is still open, you can cancel and re-enter it. For older, locked vouchers, use a Stock Journal adjustment to correct the balance. See Stock Journal and Adjustments for the step-by-step process.
Can I use different units for the same item across godowns?
No — a stock item has one primary unit that applies across all godowns. If you need to track the same physical product in different units at different locations, create separate items and use a Stock Journal to transfer between them.
Will a unit conversion affect VAT calculations?
No — VAT is calculated on the line value (quantity × rate) regardless of unit. As long as your rate and quantity are correct for the unit on the invoice, the 13% VAT figure will be right.
The unit field on my stock item is greyed out. Why?
At least one voucher has been posted against this item — a purchase, sale, delivery note, or stock journal entry. The unit is locked to protect the integrity of your stock ledger. See the note above under “Assigning a unit to a stock item” for the workaround. You can also check the item’s movement history by going to Masters → Stock Items, opening the item, and reviewing the stock ledger on its detail page.