ERPNext

INTRODUCTION

ERPNext is a full-featured business management solution that helps Small Medium

Enterprises (SMEs) to record all their business transactions in a single system.

It is the backbone of a business adding strength, transparency, and control to your growing
enterprise.

With ERPNext, SMEs can make informed, fact-based, timely decisions to stay ahead within
the competition.

WHY ERPNext:

Planning and resources management is one of the major problems faced by both large
enterprises and small-medium enterprises (SMEs) to deal with this kind of problem,
large enterprises invest a lot of money in systems like SAP. A system like SAP and
other helps large enterprises to integrate various requirements on a single platform.
This has helped them in the fundamental processes such as accounting, taxation,
payroll, reporting, and supply chain.
SMEs on the other hand do not have this much flexibility to spend on one system
they do not have the financial resources to license, hire programmers and
customize such software to match their needs. This is the reason SMEs have mix of
different tools and applications like spread sheets and accounting software to manage
their day to day records. Drawback of this system is, it become difficult to understand
customer’s master data, sales, cash flow or profitability. With such a constrained way
of working, there's limited scope for growth, to overcome this ERPNext can be used.
ERPNext addresses some fundamental problems:

 Affordability:

It is open source software, which is available at fee of cost, ou just need to

download and install it.

 Completeness:

All necessary modules available are as follows:

 Core Modules: Accounts, Stock, Selling, Buying, CRM, Human Resources,

Project, support, Quality, Asset etc.

 Industry Modules: Manufacturing, Education, Agriculture, Non-Profit

Organisation, Healthcare, Hospitality etc.
  Customization:

It is easy to customize the add fields according to requirements or add any more
features to existing system.

 Wholesomeness:

It is a single system and database that allows multiple users to record transactions or
extract data simultaneously remotely.

BASIC SETUP/ FEATURES:

 Company Setup

For each Company, you will set a website as manufacturing, retail, or services
counting on the character of your commercial activity.

 Global Defaults

Default values for documents like Default Company, Default Distance Unit, Disable
Rounded Total, Fiscal Year, etc. can be set from Global Defaults.

 Letter Head

Letter Headmaster can capture the details like organization's name, logo, address, etc.
which will appear on the Letter Head of the organization.

 Setting Up Taxes

As taxes are compulsory contributions of any organization towards state and country
revenue. ERPNext allows you to make configurable tax templates that you simply can
apply to your sales and purchase transaction.

 Setting Company Sales Goal

Revenue of an organisation can be increased by setting new sales goals or target and
achieving them.
These targets can be set by using ‘Company Master’ which s under ‘Sales setting
section’.

SYSTEM SETTINGS

These setting contain, settings for system-wide configuration of the account. System Setting
gives the option for setting for system wide configurations for any account. You can localize
ERPNext to use zone, date, number, or currency format, and set global session expiry via
settings.

ERPNext DEMO

ERPNext is an open-source enterprise resource planning software system that includes

multiple apps for accounting, HR, sales and purchasing CRM project management and more.
If you are looking for an ERP software, you should consider its ERPNext.

ACCOUNTING FEATURES IN ERPNext

ERPNext manage your cash flow with easy-to-use bookkeeping features you have access to,
customizable accounting dashboards so you can analyse various components of your
business. Check income expenses account payable and accounts receivable in real time
manage a chart of accounts entry view track and maintain income and expense entries in your
books and send invoice and payment requests with automated email notifications and SMS
reminders whether you cater to local or global customers.

ERPNext lets you manage transactions and multi-currency automatically converting funds to
your base currency. Other tools include auto-generated invoices for subscription orders, one-
click bank statement, sync for unlimited bank and cash accounts and no code forms with
custom fields and auto fetching for values.
HR AND PAYROLL

ERPNext includes a complete HR and payroll system that lets you manage recruitment
onboarding and training attendance appraisals and separation the built-in recruitment tool
allows you to plan your staffing requirements post openings review and store applications
and email candidates. You can store employee related documents and multimedia files and
then share them directly or through a web link. A training module is also included that lets
you schedule training events and automatically linked schedules to employee calendars.
ERPNext includes payroll tools such as auto pay stub generation based on timesheets expense
claims management with approvals and customizable workflows and integrated attendance
tracking with options for real-time biometric hardware time trackers.

ASSET MANAGEMENT
ERP NEX provides a single tool to help you manage your assets efficiently. The assets page
lets you view all purchased or received assets and shows you their status in the lifecycle. You
can also check on status location, custodian warranty, depreciation movement, scraping and
more. The system has an integrated inventory tool where you can search by batch or by
scanning a serial barcode. The ERPNext automatically creates an asset record when you
acquire assets based on purchase receipt or invoice and the system automatically creates
ledger entries. When you sell them other features in the asset management module will
include automatic calculation of depreciation and creation of associated accounting entries, a
one-click asset scrapping process, auto calculation for asset value adjustment and reporting
tools that can help you make better decisions to manage your assets efficiently.

PROS OF ERPNext

A few pros of ERPNext, works best for manufacturing companies. The basic core modules
accounting, HR and asset management come with an inventory management system to
monitor stock levels transactions and pricing. The system also has advanced tools for quality
inspection stock reconciliation delivery projected quantity and perpetual inventory.
Additionally, the integrated tools give you total production control with features such as Bill
of Materials, shop floor management, CRM, Sales, inventory, purchasing and reporting.
ERPNext includes a customizable website builder that lets you showcase your branded
products it is already mobile friendly with features for site optimization and e-commerce
aside from contact forms it also has a live chat feature. Furthermore, you can use it to create a
customer portal with a login so customers can check the status of their orders or submit issues
that you can manage using the help desk module.

CONS OF ERPNext

As an open-source software system, ERPNext is an affordable alternative to other highly

priced enterprise solutions. However, some users note that getting new features can be a slow
process also requests for new features often need external funding. For the feature to be
developed by the community and when upgrades become available, they can be challenging
for the non-technical user to implement in terms of user experience new and occasional. ERP
users wish for a more intuitive interface, still not sure if ERPNext is right for you.
ERPNext SCOPE
CASE STUDIES:
1. Zerodha
2. Office One LLC
3. Manzil Healthcare Services
 ZERODHA

Zerodha is India’s biggest stockbroker firm which offers the cheapest and lowest brokerage
rate for equity, commodity trading, and mutual funds. It has 1000+ employees working at a
branch and they were not able to handle the HR processing manually. HR processing includes
attendance of employee, leave transactions done by employee, appraisal of an employee,
performance reports, recruitment and expense claimed. Because of these all factors, it
affected their accounts section as well. They were having trouble making account ledgers and
IT asset management.

When they started looking for the possible solutions, they came up with two alternatives:

 To build their own resource planner and Accounting tool.

 To go for open source ERP system (ERPNext).

After doing several analyses, they opted for ERPNext because it was an open source ERP
system. Zerodha did not need to build application all from scratch. ERPNext had user
friendly interface and had an ease to configure component. Frappe framework was the one
which attracted them the most because it allowed them to build standalone applications
needed for companies evolving business requirements.

Zerodha implemented two modules into their company: HR and Accounts, and all their needs
were met. The outcome which Zerodha got was that they streamlined all their HR processes,
saved time and increased productivity, Consistent UI/UX.
 OFFICE ONE LLC

Office One, a retailer in UAE catering to office needs by supplying stationery & other
supplies, had adopted ERPNext for more than 7 years. The company has an extensive
catalogue of products which are sold daily. Naturally, the company’s inventory levels would
be fluctuating daily, hence the need for proper ERP implementation would be vital for daily
operations.

COMPANY BACKGROUND

Office One LLC was established in 2007 by Konrad Schwitter - a Swiss national. Since then,
the company has set up offices in Abu Dhabi and Dubai and currently delivers their products
all over the Middle East. Retail and Portfolio Management are the key areas of concentration
for the company.

BEFORE ERPNext

Konrad, the company’s founder, was using a client/server-based trading system before
implementing ERPNext. Because of frequent travel and inadequate expertise in server
management, Konrad was unable to keep the server running smoothly. Hence, he started
searching for cloud-based solutions online and discovered ERPNext. After few phases of
testing, Konrad shifted to the cloud subscription of ERPNext in 2011 and has been a loyal
customer since then.

IMPLEMENTING ERPNext

The team at Office One is currently utilizing all modules of ERPNext except for
Manufacturing and Projects modules. The major reason for that is because it is user friendly
and easy to set up. The process of creating a trial account hardly takes 10 minutes and the
best part is there is no need to concern oneself regarding the backend processes and
infrastructure.

Although Showroom, Sales, Accounting, Management and Purchasing modules of ERPNext

are utilized extensively by the Office One team, POS comprises the majority usage in retail.
The Point of Sale software works both online and offline. It has real-time retail management
with full inventory integration. However, the biggest benefit for Office One has been the lack
of individual programming on the user’s end since the trading procedures are precise and
executed well in the solution.

Some of the functionalities for POS in ERPNext in the retail industry are:

● POS Profile: if you are in retail operations, POINT OF SALE HAS TO BE QUICK
 It lets you manage users who can access certain POS profiles as well as set default
values for warehouse, income account, payment mode, price list etc.

● Quick Stock Balance:

This tool allows you to check the quantity and value of present stock on a day in the
selected warehouse. Comparison of actual stock quantity in store and value logged
into POS software can also be done for conducting stock audits.

● Items and Pricing:

Buying and selling prices can be configured for products with price lists in different
currencies.

● Multi-Store Management:

Easily register new branches of company and analyse profit and loss, movement of
stock and expenses. ERPNext accounting module can also be used for viewing P&L
and income statements per store.

● Offline Open Source POS:

Allows you to create invoices without internet connectivity and save in the local
browser. Upon restoration of internet services, the files are automatically synced with
the user's ERPNext account.

● Configurable Print Formats:

Customize the default invoice with your company logo, terms and condition, address
etc.

● Promotional Schemes:

Manage discounts across different company branches according to pricing rules.

● POS Closing Voucher:

AT THE EOD CASHIER CAN CLOSE HISPOS BY CREATING POS CLOSING
VOUCHER
Quickly close POS by selecting period and entering amount of cash collected. In case
there is a difference between the two value, “Difference Posting” can be created.

● Cashier Closing Voucher:

 Multiple cashiers can use POS during the day and a record of their sales can be filled
once they finish their shift. This helps the manager to quickly tally cash and update
company ledgers.

In 2018, ERPNext version 10 was released which came with an update for the latest
implementation of VAT in UAE and KSA. Having been a customer of ERPNext since 2012,
Konrad was happy with the update which made Office One VAT compliant.

Although there are no doubts about ERP-Next being a cutting-edge product, Konrad was
more impressed with the support team that has been patient and available for answering his
queries.
 MANZIL HEALTHCARE SERVICES

Manzil Healthcare Services is a leading healthcare company providing home health and
disease management services in the community. It has its branches at UAE, Qatar, Saudi
Arabia, Egypt, Cyprus. Manzil Healthcare employs 400+ people around the globe. It provides
wide range of service within Mother & Baby, Physiotherapy, wound Management,
Ventilation, Medicine Infusion, Vitamin infusion, Senior Care, Corporate wellness etc.
Manzil Health, one of the leading Home Health and Disease Management companies in the
UAE, has been awarded the Sheikh Khalifa Excellence Award (SKEA). Manzil is the only
home health company that has received this honourable award in 2018-2019. Manzil Health
operates with the mission to transform healthcare by providing high quality care to patients in
their comfort zone.

CHALLENGES FACED BY MANZIL HEALTHCARE:

Until 2019, Every department in Manzil Healthcare had its own software. Accounting, MIS
reports, controlling, and invoicing, HR process was managed by Tally software and Spread
Sheets. This had become a complicated system to manage and maintain all the data, and with
volume of data upload and data management the risk of losing data was quite high and other
operations were handled by Oracle which was not implemented properly. Manzil Health care
identified that it was time to change.

ERPNext STEALS THE THUNDER FROM ORACLE AND TALLY:

Mr. Yasser Quraishy, UAE Country Director had done research in the market possibility and
narrowed it down to Open source solution and Listed ERPNext as possible solution. Though
there were lot of premium branded products available, he chose ERPNext as its highly
scalable and we can customize the product to the companies need and moreover is an open
source solution for healthcare that helps to maintain all critical data under one roof. Once he
discovered ERPNext he contacted Craft Interactive Technology as Listed ERPNext partner in
Middle east. With Craft Interactive Technology implementation of ERPNext was quick and
simple. Manzil Health Care is happy with their decision and with their partner, Craft
Interactive Technology with whom they work still hand in hand to implement the system.

BECOMING BETTER EVERY DAY WITH ERPNext:

ERPNext has improved lot of daily procedures within Manzil Health care. Modules on which
Manzil Healthcare implemented are CRM, Sales, Purchase, Accounting, HR.

 Most importantly Invoicing and Accounting work has been automated with easy
spreadsheet uploads to the system and reviewing MIS reports correctly, concise view
on the various parameters e.g. Revenue, Order book, Customer satisfaction, HR
indices, attrition etc.
 They have more transparency and free to focus on the core business.
  Craft Interactive Technology has successfully implemented HR process for Manzil
Health Care.
 They are generating Pay slips and managing employee information system through
ERPNext effectively.

HOW ERPNext HELPED MANZIL HEALTHCARE

 Patient Repository:

It creates a patient file for any individual who receives a healthcare service. Saves
important information for every patient. With ERPNext, the data is accessible in one
place.

 Health Practitioners:

ERPNext creates multiple practitioners (doctors, nurses, etc.) and links each one to
their appropriate access permissions. It also links each person to their employee
documents, which lets employees access their leaves, payroll, and other HR data.

 Practitioner Schedule:

ERPNext's physician schedule helps to configure the availability of healthcare

practitioners. It sets each person's days and timings, then the system will block patient
appointments within each practitioner's schedule.

 Patient Appointments:

With complete visibility of every practitioner's schedule, there is no chance of double-

booking appointment slots and with even automate notification emails sent as soon as
a patient books an appointment.

 Document Storage:

Doctors need to maintain various information for each patient. Without dealing with
third-party storage apps, ERPNext’s file attachment stores multimedia documents of
any format — from text, PDFs, and reports to images or videos. This ensures that the
patient record reflects all pertinent information.

 Patient History:

With the Patient History report, one can view any patient's historical records —
primary details, allergies, past medications, patient interactions with doctors, and so
on. See the lifecycle of a patient, right from the beginning of their journey with the
healthcare unit.

 Patient Encounters:
 ERPNext allows to record every encounter with patients. It creates a Patient
Encounter, either based on a previously booked appointment or by directly creating a
new Patient Encounter. All patient-related details are automatically populated, along
with the latest vital signs, patient records, and other important information.

 Clinical Procedures:

ERPNext can map any clinical procedure, for example, wound cleaning,
ultrasonography, endoscopy, or cataract surgery. ERPNext can preconfigure Clinical
Procedure Templates so one does not have to set default properties like consumables
every time one orders a procedure.

 Automated Stock Replenishment:

In an industry where the line between life and death is faint, no one can afford to be
short on important medicines. To prevent this, one can track an item's reorder level.
When the stock level goes below the reorder level, ERPNext automatically creates a
material request. This helps to replenish inventory at exactly the right time and reduce
chances of stock exhaustion.

ERPNext Provided Manzil to focus more on what is important. Craft Interactive Technology
made sure that their each department receive best possible support and value. Manzil health
care strives to become better and help others every day, with ERPNext.
INTEGRATING ERPNEXT WITH OTHER APPLICATIONS

ERPNext provides a host of integrations to help take-off faster. It allows to leverage built-in
integrations with Google services payment gateways, AWS and many more.

Payment Integrations

Businesses make use of payment gateways in order to achieve payment transactions with
customers around the world. As the process have become complex, there is a need for
seamless and effective tools to simply the transactional process within the business. ERPNext
facilitates this by integrating a digital payment gateway that provides the flexibility to send
and receive payments from anyone at any instance efficiently. The payment integrations are:

 PayPal
 Braintree
 RazorPay
 GoCardless
 Stripe

E-Commerce

As the online businesses are flourishing in the market, the ERP functionality has resulted in
exceptional growth by integrating features such as reduced manual entry, streamlined
inventory synchronization, AI driven notifications for customers, Scalability by handling
increased customer demands and managing available resources accordingly.
Following are the E-Commerce integrations with ERPNext:

 Shopify e comm site,online store builder

 WooCommerce: open source e -comm,it installs, customisez the free base products
 AmazonMWS market web services: service provides integrated set od api to manage
inventory nd order for selling on amazon platform

Emails

Communication is an essential aspect of Business; ERPNext allows managing multiple

incoming and outgoing Email Accounts, adding a security feature by appending a default
signature to the end of each mail, enabling Autoreply, and keeping track of the email status.
ERPNext helps in synching all the business-related communication at a single place thereby
providing ease of control and better decision making. Here is what we get in emails for you.

 Gmail
 Yahoo
 Yandex

Google Services
ERPNext provides data synch feature through API access and this is implemented using the
OAuth 2.0 Authentication Protocol. It provides synchronization with Google Calendar,
Google Contacts and Google Drive. ERPNext helps in calculating and optimizing time for
delivery trips. ERPNext offers integration with some Google services to boost the work
productivity: 

 Google Calendar
 Google Contacts
 Google Drive
 Google Maps

Cloud Telephony

ERPNext is also working with telephony services like Exotel. They have a call pop feature
displaying important details of the caller from the ERPNext instance, showing caller’s
information based on incoming call number, details of the last call, adding call summary , all
the call details are logged in ERPNext and creating new contacts for unknown numbers.

LDAP Login

LDAP – Lightweight Directory Access Protocol is a centralized control system used to access
and manage directory information over a network. The usage of LDAP is similar to that of a
library card or telephone directory where the data is written once but has to be queried
multiple times as the protocol delivers faster performance for these scenarios. After
configuration, the user can login to their ERPNext account using their LDAP credentials.

Social Logins

Despite all its cons, social media is not going away anytime soon for now. ERPNext allows
users to create multiple additional accounts and users are spared from remembering more
passwords. It allows to enable social logins for Facebook, Google, and GitHub.

Backup Storage

Dropbox and Amazon S3

EXPNext integration with Dropbox and Amazon S3; one can access data anywhere across the
globe and user can directly upload the ERPNext backups to these Platforms. To enable direct
upload of backups, user can enter their credentials and set the frequency of uploads. The
database backup is downloaded in the SQL file and backup of this file can be restored in
another ERPNext account.
CUSTOMIZATIONS

ERPNext offers wide range of tools and ways to customize the system for the purpose of
simplification according to the user requirements. Customising includes hiding unnecessary
features, adding custom fields, and changing form properties. One can also make their own
print form with the help of HTML Template. Following are the methods for customization:

Custom Field
Allows to capture some Customize Form Doctype
information, but there is Customize Form is a Doctype allows
no standard Field tool which enables to inserting custom forms
available for it, user can make changes to a Form in ERPNext as per the
insert Custom Field in a Type on the front-end. requirement.
form as per requirement.

Server Scripts Custom Translations

Custom Scripts Server Scripts - a User can print the
Custom Scripts allows powerful way to customer's & supplier's
changing custom form customize server-side document in their local
formats. event handlers to full- language.
fledged apps.

DOCUMENTS AND REPORTS

Document Title Print Format Kanban Board

Customize the title of Print Formats are the Kanban-Japanese
documents based on layouts that are manufacturing system,
properties to have generated when user the components supply
meaningful information. wants to Print or Email a is regulated with an
transaction. instruction card sent
along the production
line.

Authorization Rule
A tool to define a rule
for conditional
authorization of
documents.