¶ Purpose
The purpose of the State Master in an ERP system is to define and manage state-level geographic and statutory information such as State Name, Zone, Country, and GST State Code. It serves as a critical master for address management, tax determination, GST compliance, logistics planning, and state-wise reporting. A well‑maintained State Master ensures accurate tax calculations, regulatory compliance, and consistent geographic classification across ERP modules.
¶ Prerequisites
- Access rights must be assigned to the user responsible for adding, editing or deleting state details.
- The Country Master must be defined.
¶ Add State Details
The States Master- Mode: New screen allows the user to define and manage state details such as State Name, Zone, Country, and GST State Code for the corresponding location.
Navigation: Main – Menu → Masters → Master -General → Country → States → Add
- The user can search for particular details based on the State Name, Zone, Country and GST State Code.
- The States screen displays details of the state such as the State Name, Zone, Country, GST State Code and Area (Area Code, Area Name, Area Group and State).
- Click Add to add the new state details, and the screen will appear as shown below.
- The States Master- Mode: New screen is divided into two sections as listed below.
- Details
- Area
- The Details section allows the user to add state details such as the State Name, Zone, Country and GST State Code.
- The user must enter details such as the State Name and GST State Code.
- The user must select the appropriate Zone and Country from the dropdown list.
- The user can enter the Zone if it is not available in the dropdown list.
- Click Save, 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 state.
Navigation: Main – Menu → Masters → Master -General → Country → States → Select State Name → Edit → State Master-Mode: Edit → Area → Add
- The user must select the appropriate state from the left panel of the screen.
- Once the user selects the state, the state 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 Area Code and Area Name.
- The user must select the appropriate Area Group and State from the dropdown list.
- The user can enter the Area Group if it is not available in the dropdown list.
- Click Save.
- Click Close, the added details will appear as shown below.
- Click Save, to navigate to the States screen and the added state name will appear in the left panel of the screen.
¶ Edit or Delete State Details
The States Master - Mode: Edit screen allows the user to edit or delete the added or existing state details if required.
Navigation: Main – Menu → Masters → Master -General → Country → States → Select State Name → Edit
- The user must select the appropriate State Name from the left panel of the screen.
- Once the user selects the State Name, the state details will appear automatically.
- Click Edit, the following screen will appear.
- The States Master - Mode: Edit screen allows the user to edit state details such as the State Name, Country, Zone and GST State Code.
- Click Save to save the edited details.
- Click Delete, the following message will appear.
- Click Yes, and the state details will disappear from the left panel of the screen.
Note: The user can delete the state details 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 state 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 State
The Search option allows the user to search for state based on the State Name, Country, GST State Code and Zone.
- Click Search, and the screen will appear as shown below.
- 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 State Details
The Print option allows the user to print the added or existing state 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 States screen.
¶ Bulk Update - Update Multiple States Details
The Bulk Update option allows the user to update multiple states details at once.
- Click Bulk Update, and the following screen will appear.
- The user must enter details such as the State Name.
- The user must select the Country from the dropdown list.
- The user can enter the Zone and GST State Code.
- Click Save, and the state name will appear on the left panel of the screen.
¶ Function Use Cases
| SL. No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Create State | Business operates in multiple states. | ERP allows creation of states with required details. |
| 2 | Assign Country to State | States must belong to a specific country. | ERP links each state to the selected country. |
| 3 | Define Zone | States are grouped zone-wise for reporting or logistics. | ERP assigns states to zones for analysis and control. |
| 4 | Maintain GST State Code | GST compliance requires state-specific codes. | ERP stores GST State Code for tax determination. |
| 5 | Modify State Details | State attributes need correction or update. | ERP updates state details without impacting transactions. |
| 6 | Validate State Uniqueness | Duplicate state entries must be avoided. | ERP enforces unique state name and GST code validation. |
| 7 | Use State in Masters | State selection is required in addresses and tax setups. | ERP enables consistent state usage across modules. |
| 8 | GST & Statutory Reporting | State-wise GST reporting is mandatory. | ERP supports accurate GST and compliance reports. |
| 9 | Audit & Control | Master data changes must be traceable. | ERP maintains audit trail for state 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 state. |
| 2 | Confirm State Name | Verify the official and standardized state name. |
| 3 | Check Existing State | Ensure the state is not already defined to avoid duplication. |
| 4 | Select Country | Confirm the correct country is selected for the state. |
| 5 | Define Zone | Assign the appropriate zone for reporting or logistics. |
| 6 | Verify GST State Code | Ensure the correct and official GST State Code is entered. |
| 7 | Validate Naming Conventions | Confirm state naming follows company standards. |
| 8 | Review Dependency Masters | Ensure Country and Zone masters are already defined. |
| 9 | Authorization & Approval | Obtain required approval for master data creation or update. |
| 10 | Compliance & Audit Review | Ensure setup meets statutory and audit requirements. |