¶ Purpose
The purpose of the Area Master in an ERP system is to define and manage geographic area details such as Area Code, Area Name, Area Group, and State. It provides a standardized way to classify locations used across customer, supplier, sales, purchase, and reporting modules. A well-maintained Area Master ensures consistent data entry, accurate area-wise and state-wise reporting, and supports operational control and statutory compliance.
¶ Prerequisites
- Access rights must be assigned to the user responsible for adding, editing or deleting area details.
- The State Master must be updated.
¶ Add Area Details
The Area Master - Mode: New screen allows the user to add area details.
Navigation: Main – Menu → Masters → Master -General → Country → States → Area → Add
- The user can search for particular details based on the Area Code, Area Name, Area Group and State.
- The Area screen displays details of the area, such as the Area Code, Area Name, Area Group and State.
- Click Add to add the new area details, and the screen will appear as shown below.
- The Area Master - Mode: New screen allows the user to add area details such as the Area Code, Area Name, Area Group and State.
- 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, to navigate to the Area screen and the added area name will appear in the left panel of the screen.
¶ Edit or Delete Area Details
The Area Master – Mode: Edit screen allows the user to edit or delete the added or existing area details if required.
Navigation: Main – Menu → Masters → Master -General → Country → States → Area → Select Area Name → Edit
- The user must select the appropriate Area Name from the left panel of the screen.
- Once the user selects the area name, the area details will appear automatically.
- Click Edit, the following screen will appear.
- The Area Master – Mode: Edit screen allows the user to edit area details such as the Area Code, Area Name, Area Group and State.
- Click Save, to save the edited details.
- Click Delete and the following message appears.
- Click Yes.
- Click Close, and the deleted details will disappear from the left panel of the screen.
Note: The user can delete the area 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 area 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 Area
The Search option allows the user to search for particular area based on the Area Name, Area Code, Area Group and State.
- 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 Area Details
The Print option allows the user to print the added or existing area 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 Area screen.
¶ Where Used
The Where Used option provides a list of transactions or tables where a specific area is used in the application.
- The user must select the Area Name from the left panel of the screen.
- Click Where Used, and the following screen will appear.
- The Where Used screen displays details such as SL No., Where Used and Details.
- Click Close, to navigate to the Area screen.
¶ Bulk Update - Add Multiple Area Details
The Bulk Update option allows the user to add multiple area details at once.
- Click Bulk Update, and the following screen will appear.
- The user must enter details such as the Area Id, Area Code and Area Name.
- The user must select the Area Group and State from the dropdown list.
- Click Save, and the Area 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 Area | Business operates in multiple geographic areas. | ERP allows creation of new areas with unique codes. |
| 2 | Define Area Group | Areas need logical grouping for reporting or control. | ERP links areas to defined area groups. |
| 3 | Map Area to State | Statutory and operational reporting requires state mapping. | ERP associates each area with a specific state. |
| 4 | Modify Area Details | Area information changes over time. | ERP updates area details without affecting transactions. |
| 5 | Validate Area Uniqueness | Duplicate area codes must be avoided. | ERP enforces unique area code validation. |
| 6 | Use Area in Masters & Transactions | Area is required in customer, supplier, or transaction records. | ERP enables consistent area selection across modules. |
| 7 | Reporting by Area | Management requires area-wise analysis. | ERP supports area-wise operational and statutory reports. |
| 8 | Audit & Control | Area master changes must be traceable. | ERP maintains audit trail for area master changes. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Steps | Checklist Item | Details / Purpose |
|---|---|---|
| 1 | Identify Area Requirement | Confirm the business need for creating a new area. |
| 2 | Define Area Code | Ensure the area code follows company naming conventions and is unique. |
| 3 | Confirm Area Name | Verify the correct and standardized area name. |
| 4 | Select Area Group | Identify the appropriate area group for logical classification. |
| 5 | Verify State Mapping | Ensure the correct state is selected for statutory and reporting needs. |
| 6 | Check Existing Areas | Confirm that the area does not already exist to avoid duplication. |
| 7 | Confirm Master Dependencies | Ensure required masters (State, Area Group) are already defined. |
| 8 | Authorization & Approval | Obtain required approval for creating or modifying area master data. |
| 9 | Review Reporting Impact | Check how the area will affect area-wise and state-wise reports. |
| 10 | Audit & Compliance Review | Ensure area setup aligns with internal controls and audit requirements. |