प्रयोगकर्ता पुस्तिका / User Manual

१. सेटअप · Setup

1. Open IRD Settings (search bar → "IRD Settings"). Enter your Seller PAN, Taxpayer Portal username and password. Nothing is transmitted until Enable CBMS Sync is ticked — verify first against the IRD test credentials (Test_CBMS / test@321 / PAN 999999999; test vs live is decided by the credentials, not the URL).
2. Create the Nepali VAT templates, tax categories and withholding categories once per company: bench --site <site> execute nepal_ird.setup_tax.setup_nepal_taxes
3. Register per-outlet invoice numbering (restarts at 1 each fiscal year, दफा ६(च)): bench --site <site> execute nepal_ird.numbering.setup_outlet_series --kwargs '{"outlet_codes":"KTM"}'
4. Give every sellable Item its HS Code — it prints on the tax invoice.

२. बीजक जारी गर्ने · Issuing bills

• Raise a Sales Invoice as usual. The Bikram Sambat date and Nepali fiscal year fill in automatically from the posting date; both BS and AD dates print on the bill.
• Tag each Customer with a Tax Category (Nepal VAT 13% / 5% / Export / Exempt) once and the right VAT template applies by itself on every invoice.
• Payment method (नगद / चेक / उधारो / विद्युतीय) is stored with every bill for the Annex 5 Standard View. Leave it blank and it is derived — POS bills from their payment mode, e-payments as Electronic, everything else as Credit.
• If the customer pays electronically, tick Paid Electronically: the s25(1b) tenth of VAT is exempted on the bill (13% → 11.7%) and the exempted amount is stored and printed.
• For exports, tick Export Sale and fill the declaration number and date — they feed the निर्यात columns of the sales book.

३. छपाइ र प्रतिलिपि · Printing and copies

• Three Annex 6 layouts ship with the app: IRD Tax Invoice (कर बीजक, VAT-registered), IRD Abbreviated Tax Invoice (संक्षिप्त कर बीजक, retail — total inclusive of VAT), and IRD Invoice (Income Tax Only) (बीजक, for persons not registered in VAT). Pick them from the print view's Format selector.
• The first print is the original. Every later print is watermarked and banded "Copy of Original (N)" with the running count — the count is stored in the database and reported in the Standard View, as दफा ६(च) requires. Copies cannot be suppressed.
• Every bill carries the verification QR code and the issuing user with date and time.

४. सच्याउने · Corrections

• Deleting a billing document is blocked (दफा ६(ख)/(ट)). Corrections are made by new records that reverse the old ones, never by erasing.
• Cancel (रद्द) — allowed only before the bill reaches the IRD, and only after stating a Cancellation Reason (दफा ६(ज)): use IRD → Cancel with Reason on the invoice. The bill stays on file, shows as inactive in the Standard View, and appears with its reason in the Reverse Entry Register.
• Credit note (फिर्ता) — once a bill is synced, cancel is blocked; issue a Return against it instead. Fill Reason for Return; the credit note reports to CBMS through /api/billreturn and lists in the Sales Return Register.
• Purchase-side corrections land in the Purchase Return Register; supplier debit notes in the Debit Note Register (VAT Rules नियम २०).
• Every change to every record — who, what, when — is in the IRD Activity Log report.

५. सी.बी.एम.एस. · CBMS sync

• On submit, the bill queues for CBMS automatically; the status shows on the invoice (Reported to IRD / Pending / Failed). IRD → Sync to IRD retries by hand; an hourly job retries the rest.
• Every attempt — payload (password masked), response code, timestamp — is one row in the CBMS Sync Log. Response codes: 200 success · 100 bad credentials · 101 already exists · 102/103 save errors · 104 model invalid · 105 bill not found (returns).
• A bill that reached CBMS the day it was issued reports Is_realtime = Y in the Standard View.

६. विद्युतीय भुक्तानी · E-payment (अनुसूची ८)

• For electronically-paid bills the software stores the Annex 8 particulars automatically on submit (दफा ६(थ)): seller PAN, invoice number, payment date, total, VAT, the tenth of VAT, customer id and transaction id. Fill Payment Transaction Id / Payer Customer Id on the invoice when your gateway provides them — both may be added after submit.
• If your payment system operator gives you an endpoint (per NRB standards), enter it as Payment Operator API URL in IRD Settings and the particulars transmit as well; IRD → Send Payment Details (Annex 8) re-sends. Without one, the record is stored locally and logged.

७. रिपोर्ट र निर्यात · Reports and export

All under Reports (module Nepal IRD), each filterable by company, Nepali fiscal year and date:

• IRD Standard View — the Annex 5 twenty-column master bill view
• IRD Sales Book / IRD Purchase Book — बिक्री / खरिद खाता
• IRD Sales Return Register / IRD Purchase Return Register
• IRD Debit Note Register — नियम २०(२) monthly account
• IRD Reverse Entry Register — cancelled bills with reasons
• IRD Activity Log — the audit trail, per user
• IRD VAT Return — अनुसूची-१० boxes, computed from the books
• IRD Compliance Checklist — run it before any filing

Export (दफा ६(ठ)): Excel/CSV from the report Menu → Export; XML from Menu → Export XML (IRD); PDF from the print view (Menu → Print).

८. ब्याकअप · Backup and retention

• Authorised users download database + files backups from /desk/backups (Download Backups), or run bench --site <site> backup --with-files.
• Keep a backup of the database and log for every fiscal year (दफा ८), stored off the billing machine, for as long as the transaction accounts must be kept — six years under VAT Act s16. Test a restore; an unrestorable backup is not a backup.

९. निवेदन र फारमहरू · Statutory forms

• /ird-forms renders अनुसूची १ (producer listing), अनुसूची २ (producer's approval letter), अनुसूची ३ (taxpayer permission application, with its full attachment checklist) and अनुसूची ७ (tripartite server agreement) pre-filled from this system, ready to print and sign.
• अनुसूची ४ is the permit the tax office issues back to you. अनुसूची ५ is the Standard View report, अनुसूची ६ the three invoice formats, अनुसूची ८ the automated e-payment record — all produced by the software itself.