¶ Purpose
The purpose of the Country Master in an ERP system is to define and manage country-level geographic information by maintaining details such as Country Name and Country Group. It serves as the top-level geographic master, providing a foundation for defining states, areas, addresses, taxation rules, and reporting structures. A well-maintained Country Master ensures data consistency, accurate geographic classification, and supports statutory, financial, and operational reporting across the organization.
¶ Prerequisites
- Access rights must be assigned to the user responsible for adding, editing or deleting country details.
¶ Add Country Details
The Country Master- Mode: New screen allows the user to define and manage country details such as Country Name and Country Group for the corresponding location.
Navigation: Main – Menu → Masters → Master -General → Country → Add
- The user can search for particular details based on the Country Name and Country Group.
- The Country screen displays details of the country such as the Country Name, Country Group and States (Zone and State Name).
- Click Add to add the new country details, and the screen will appear as shown below.
- The Country Master- Mode: New screen is divided into two sections as listed below.
- Details
- States
- The Details section allows the user to add country details such as the Country Name and Country Group.
- The user must enter details such as the Country Name.
- The user must select the appropriate Country Group from the dropdown list.
- The user can enter the Country Group if it is not available in the dropdown list.
- Click Save, the following message will appear.
- Click Yes, to add state and area details.
¶ Add State Details
The State Master-Mode: New screen allows the user to add state details for the corresponding country.
Navigation: Main – Menu → Masters → Master -General → Country → Select Country Name → Edit → Country Master-Mode: Edit → States → Add
- The user must select the appropriate country from the left panel of the screen.
- Once the user selects the country, the country details will appear automatically.
- Click Edit, the following screen will appear.
- Click Add, and the following screen will appear.
- The user must enter details such as the State Name and GST State Code.
- The user must select the appropriate Zone from the dropdown list.
- The user can enter the Zone if it is not available in the dropdown list.
- Click Save, the Zone and State Name will appear in the States section, and the following message will appear.
- Click Yes, to add area details.
¶ Add Area Details
The Area Master - Mode: New screen allows the user to add area details for the corresponding country.
Navigation: Main – Menu → Masters → Master -General → Country → Select Country Name → Edit → Country Master-Mode: Edit → Select States → Edit → State Master-Mode: Edit → Area → Add
- The user must select the appropriate country from the left panel of the screen.
- Once the user selects the country, the country details will appear automatically.
- Click Edit, the following screen will appear.
- The user must select the appropriate zone and state name.
- Click Edit, and the following screen will appear.
- Click Add, and the following screen will appear.
- The user must enter details such as the Area Name and Area Code.
- The user must select the appropriate Area Group from the dropdown list.
- The user can enter the Area Group if it is not available in the dropdown list.
- Click Save.
¶ Edit or Delete Country Details
The Country Master – Mode: Edit screen allows the user to edit or delete the added or existing country details if required.
Navigation: Main – Menu → Masters → Master -General → Country → Select Country Name → Edit
- The user must select the appropriate country from the left panel of the screen.
- Once the user selects the country, the country details will appear automatically.
- Click Edit, the following screen will appear.
- The Country Master – Mode: Edit screen allows the user to edit details of countries such as the Country Name and Country Group.
- Click Save to save the edited details.
- Click Delete, the following message will appear.
- Click Yes, and the country details will disappear from the left panel of the screen
Note: The user can delete the details of the country only if they are not used in any transactions or masters.
¶ View Details in Tree or Grid
The Grid View and Tree View options allow the user to view country details either in a tabular format or in a hierarchical structure for easier navigation and understanding.
- Click Grid View to view details in tabular format (rows and columns), as shown below.
- Click Tree View to display data hierarchically (parent-child structure), as shown below.
- The user can expand or collapse nested items to view relationships or categories.
¶ Search Country
The Search option allows the user to search for country based on the Country Name and Country Group.
- Click Search, and the following screen will appear.
- The user must select the appropriate Filter On and Filter Text from the dropdown list.
- The user must enter the corresponding filter value and press Enter key.
- Once the user presses Enter key, the corresponding list will appear on the left panel of the screen.
¶ Print Country Details
The Print option allows the user to print the added or existing country details.
- Click Print, the following screen will appear.
- Click Filter, to search for details.
- Click Sort, to arrange details in either ascending or descending order.
- Click Export to Excel, to view details in Excel.
- Click Settings, to adjust Columns, Fonts, Row Height, Fit To Page, Page Setup and Printer Setup.
- The Set Col Details option allows the user to adjust column width as required.
- The Font option allows the user to edit Font Family, Font Style, Size, Effects and Scripts as required.
- The Auto Row Height option allows the user to adjust row height if required.
- The Fit to Page option allows the user to scale the content to fit the page if required.
- The Printer Setup option allows the user to configure the Printer, Print Range and Copies details if required.
- The Page Setup option allows the user to set the Paper Size, Orientation (Portrait or Landscape) and Margins in Inches (Left, Right, Top and Bottom) details as required.
- Click Print, to print details.
- Click Print Preview, to view details before printing.
- Click Close, to navigate to the Country screen.
¶ Bulk Update - Update Multiple Country Details
The Bulk Update option allows the user to update multiple country details at once.
- Click Bulk Update, and the following screen will appear.
- The user must enter details such as the Country Name.
- The user must select the Country Group from the dropdown list.
- Click Save, and the country name will appear on the left panel of the screen.
¶ Functional Use Cases
| Sl. No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Create Country | Business operates or trades with multiple countries. | ERP allows creation of country records with unique names. |
| 2 | Define Country Group | Countries need to be grouped for reporting or business logic. | ERP links countries to defined country groups. |
| 3 | Modify Country Details | Country information requires correction or update. | ERP updates country details without impacting existing transactions. |
| 4 | Validate Country Uniqueness | Duplicate country entries must be avoided. | ERP enforces unique country name validation. |
| 5 | Use Country in Masters | Country selection is required in address-related masters. | ERP enables consistent country selection in customer, supplier, and company masters. |
| 6 | Reporting by Country | Management requires country-wise analysis. | ERP supports country-wise operational and statutory reports. |
| 7 | Integration with State / Area | States and areas depend on country selection. | ERP ensures hierarchical consistency across geography masters. |
| 8 | Audit & Control | Country master changes must be traceable. | ERP maintains audit trail for all country master changes. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Steps | Checklist Item | Details / Purpose |
|---|---|---|
| 1 | Identify Business Requirement | Confirm the need to create or update a country master. |
| 2 | Confirm Country Name | Verify the official and standardized country name. |
| 3 | Check Existing Country | Ensure the country is not already defined to avoid duplication. |
| 4 | Define Country Group | Select the appropriate country group for reporting or business logic. |
| 5 | Verify Naming Conventions | Ensure country naming follows company standards. |
| 6 | Review Dependency Masters | Confirm dependent masters (State, Area) will align with this country. |
| 7 | Validate Usage Scope | Identify where the country will be used (customers, suppliers, company master). |
| 8 | Authorization & Approval | Obtain required approval for creating or modifying country data. |
| 9 | Assess Reporting Impact | Review impact on country-wise and group-wise reports. |
| 10 | Compliance Review | Verify alignment with statutory and regulatory requirements. |
| 11 | Audit Readiness | Ensure audit trail and control requirements are met. |