Warehouses and Godowns
In Nepal, every store-keeper and accountant knows the word godown — the physical location where stock lives. Udyot ERP lets your business maintain as many godowns (warehouses) as you need, tracks stock balances separately at each location, and lets you move, report, and audit stock by godown at any time. Whether you run a single showroom in Kathmandu, a chain of branches across the terai, or send goods to a subcontractor for job-work, the godown feature keeps your inventory picture accurate and audit-ready under Nepali accounting standards (NAS 2).
What Is a Godown in Udyot ERP?
A godown is any named physical or logical location where your stock is held — a main store, a retail counter, a branch in Biratnagar or Pokhara, an in-transit yard, or a vendor’s premises where goods are sent for job-work. Each godown keeps its own running balance for every item, so the Godown Stock report always shows you what is where, not just a company-wide total.
- Primary godown: Every company starts with one primary godown called Main (Location), created automatically when you set up your company. Opening stock seeds into this location by default.
- Secondary godowns: Add as many additional locations as you need — showrooms, cold stores, transit yards, and branch warehouses.
- Subcontractor godown: Link a godown to a vendor ledger to represent material held at a job-worker’s site. The goods stay on your Stock Summary without being treated as sold or dispatched.
Setting Up Godowns in Udyot ERP
Your primary godown is created automatically. To add more locations:
- Go to Inventory → Godowns and click + New Godown.
- Enter a descriptive name such as Kathmandu Showroom, Biratnagar Branch, or In-Transit.
- Leave Primary un-ticked — your existing Main location is already primary.
- To represent a subcontractor site, pick the vendor ledger in the Vendor (subcontractor) field. Create the vendor under Masters → Parties first if needed.
- Save.
Udyot ERP enforces that exactly one primary godown exists at all times. You cannot un-tick Primary on the main godown, and you cannot delete any godown that still holds a stock balance — transfer the stock out first.
Selecting a Godown on Transactions
Every stock-movement voucher — purchase bills, sales invoices, delivery notes and goods receipts, stock journals, and physical stock entries — has a Godown column on each item line. You choose which location stock comes from or goes into, so a single purchase bill can receive goods into two different godowns on separate lines.
If you try to sell from a godown that does not have enough stock, Udyot ERP rejects the voucher before saving with a message like: Insufficient stock — Item X at [Godown]: required Y, available Z. Always confirm the correct godown is selected before saving.
Transferring Stock Between Godowns
Use a Stock Journal to move items from one location to another. An internal transfer has no impact on profit-and-loss — it simply re-locates stock.
- Go to Vouchers → Stock Journal → + New.
- Set the Date BS to the Bikram Sambat date of the transfer.
- Set Source Godown and Destination Godown.
- Add a line for each item: choose the item, enter the quantity, and set the direction to Transfer.
- Save.
The system posts two Stock Ledger Entries — an OUT from the source and an IN at the destination — so company-wide on-hand quantity is unchanged, and both godown balances update immediately. See Stock Transfers Between Locations for the full transfer workflow, or Stock Journal and Adjustments for write-offs and corrections.
Godown Stock Report
The Godown Stock report gives you a matrix of your entire inventory by location.
- Go to Inventory → Reports → Godown Stock.
- Each row is a stock item; each column is a godown. The intersection shows the on-hand quantity at that location.
- Row totals must match the item’s total on-hand in the Stock Summary report — a useful quick cross-check.
- Use the date picker to view point-in-time balances — for example, before a transfer took place.
This report is particularly valuable at financial year-end when verifying stock locations before a Physical Stock Verification.
Godowns for Subcontracting and Job-Work
When you send raw material to a job-worker (a thekedar or outside processor), model their site as a vendor godown so the goods remain visible on your Stock Summary. Steps:
- Create the job-worker as a Vendor under Masters → Parties.
- Create a godown named, for example, Vendor — ABC Job Works and select the vendor ledger in the Vendor (subcontractor) field.
- Transfer material to the vendor godown via Stock Journal when you dispatch it for processing.
- Transfer finished goods back to your main store when they return.
For the complete subcontracting workflow see Subcontracting and Job-Work.
Nepal-Specific Note
Under NAS 2 (Nepal Accounting Standard for Inventories), closing stock must be valued at cost or net realisable value, whichever is lower, with the cost formula (Weighted Average or FIFO) disclosed. Udyot ERP applies the chosen formula consistently across all godowns so the Godown Stock report and the Trial Balance Stock-in-Hand ledger always agree. With Perpetual Inventory enabled, every receipt, dispatch, and godown transfer posts the matching general ledger entry automatically — keeping your books IRD-ready year-round. Your Godown Stock and Stock Ledger reports also supply the per-location item movement detail required for Annex 10 when generating VAT returns and IRD annexes.