ERPNext Review- A Hands-On Experience

This is an ERPNext review based on information contributed by Mr Sooraj Kenoth about the ERPNext deployment and his experience with its application in his firm. He is the director of Wahni Green Technologies.

In this post, we’ll go over ERPNext in-depth, looking at its core features, user experience, customization capabilities, implementation process, price alternatives, support channels, and more.

Whether you are thinking of using ERPNext for your company or simply want to learn more about this popular ERP solution, this review will provide you with a full overview to help you make an informed decision.

1.ERPNext -An introduction

The term ERP might be new to many people. So let’s see what the ERP is first.

The software system used in this planning and management is commonly referred to as Enterprise Resource Planning (ERP). This software brings together information in one place and helps to coordinate all tasks efficiently.

ERPNext is a complete open-source enterprise resource planning (ERP) software with several features and functions for streamlining and optimizing different company operations.

It offers a complete set of tools and features for managing different parts of a business’s operations, including finance, sales, inventory, manufacturing, human resources, and customer relationship management.

The operation of a business enterprise requires plenty of resources. A resource is a combination of supplier details, stock, price information, total employee database, customer data, accounting, assets, and all company-related information. Proper planning is essential for their efficient use and distribution.

The ERP software comes with many features and modules, such as e-mail, messaging, and document management.

ERPNext was created in 2008 by the business Web Notes Technologies Pvt Ltd. It was established to deliver an economical and user-friendly ERP solution to small and medium-sized organizations.

ERPNext has grown in popularity over the years, becoming one of the world’s major open-source ERP systems. Frappé Technologies Pvt Ltd, an Indian software development business, currently manages and maintains it.

2. What Are the Requirements of the ERP Software?

Although each organization has a common workflow and protocol, based on certain frameworks, each company has its character and method, in practice. When the ERP is implemented in an extremely efficient manner, it will impact even the smallest elements of the organization.

In addition, the organization as a whole will have a strong dependency on the ERP system. As we know it’s not easy to replace even one accounting software once you start using it. In the case of ERP, that would be a hundred times more difficult.

So the following three things are supercritical when using ERP software.

1. It’s supposed to be something that can be changed according to our needs.

2. It should cover all our needs as much as possible. This will help to reduce the overall cost of customization.

3. The vendor is not supposed to be dependent. If the service fails, it should be able to switch to another provider. The ERP system must therefore preferably be open-source software.

This will also help to reduce the overall ERP cost of the organization. Being able to host the software on your server will ensure the privacy of data.

In addition to this, some other attributes of any software are needed.

1. Large network of users. If the service provider is unable to answer any questions, it may be helpful to have a second connection.

2. Even if internet connectivity is gone, the overall work should not be interrupted.

3. A clean upscaling architecture. This will help to add and integrate new features into the existing system.

4. Ability to communicate with or collaborate with other existing software. If the existing office tool can be used even after the advent of the document management ERP, the time and financial liabilities for the training item and other types will be reduced.

3. What ERPNext Provide?

ERPNext is an open-source ERP system that may be utilized in a multitude of sectors, including manufacturing, distribution, services, retail, education, healthcare, agriculture, and non-profit.

It combines the capabilities of a typical ERP system with those of a variety of specialized applications for various purposes.

The system integrates general elements throughout to provide a consistent and enhanced user experience. ERPNext strives to provide a common platform for small and large enterprises alike.

ERPNext is software with almost all of the features mentioned above.

The following are some of the features that we use and try to use that are customized to the common features of ERPNext. You can see it as an ERPnext review from our experience point of view.

3.1 Core Modules and Functionality

ERPNext provides a large selection of basic modules that address major business operations.

Accounting, inventory management, sales, purchasing, project management, manufacturing, and human resources are among them.

Each module is designed to be both powerful and user-friendly, allowing organizations to manage their day-to-day activities easily inside a single integrated system.

1. Accounts

Customized themes are used for branding, billing, purchase orders, quotes, and proposals. In all these, after the basic data entry, everything else is decided by the ERP.

The person entering the data does not need to know and worry about other things. Customized everything like revenue and expenditure to our standard.

Data entry in this proper way will give you all the patterns of revenue and expenditure.

Let us explain this to you a little more.

With the requirement checklist, anyone can easily generate all the goods to be sent to the customer and from the supplier, including quotes, proposals, and purchase orders.

You don’t need to know the subject or the project. The ERP automatically adds all additional information, including its Terms and Conditions. In this section, therefore, only the primary input from the engineering section is sufficient.

All of this is going to get continuity tracking. After the project, the bill of materials may be used to pay the detailed bill, but the overall work is delayed due to minor errors in the entry. We are trying to change the rules of the ERP and make the error self-verifiable.

More than one person in the company will still be in contact with the customer. If the start is from the sales side, many people will contact them later, including engineering support. It is often necessary to calculate a variety of costs.

The costs per customer will vary depending on the number of visits made to close the sale and the total number of complaints received.

The risk category of the customer will change depending on the delay in payment and so on. All of this should be sorted out and taken as per our requirements. This means that all segregation can be made through ERPNext, such as the total cost per customer, the total cost of closing sales, the total cost of a fixed time for staff, and the cost to a particular customer.

Here, too, there are problems with minor errors in some form entries and other data entries. We are currently trying to avoid these errors by testing this protocol with the ERP itself.

2. Customer Relationship Management (CRM)

We have an interest that not even a single call goes to the customer needlessly. To do this, all communication with the customer must be carefully monitored. To do this, you need to be able to schedule, record and track everything, including phone calls and messages.

ERPNext includes features such as call integration and e-mail integration. We will therefore be able to track and record all customer interactions except calls from CUG SIM, face-to-face conversations, WhatsApp, and Facebook transactions.

It is now being investigated whether WhatsApp can be integrated cost-effectively. Currently, the cost of the WhatsApp option is very high.

It’s not the problem with ERPNext, it’s the way the WhatsApp services are. We try to circumvent it without violating the license, and then completely remove WhatsApp when our customer comes to our chat system.

In addition, efforts are being made to log in directly to the customer to lodge a complaint and to bring everything under direct control, including their sales. Work is underway to centralize OTP login and extend it to all applications we use. After that, the customer’s login will be opened. Account creation is currently underway for all customers.

3. HR and Other Resources

In addition to the employees of the company, some people are associated with the company and work under the name of Access Point. It’s an Uber-Ola-Swiggy-Amazon model activity. This is a customization to record and track all of their interactions. Several independent small virtual offices have been set up within the company.

This will allow you to independently manage the vacancy and salary calculations of each virtual office. But it hasn’t started completely. ERPNext has a module that allows you to create different types of account managers and maintain different companies within the company.

Once our cloud phone implementation is complete, we can skip the CUG-SIM and send all your phone calls to the ERP. The contact number may also be given to those in the association who are not so direct.

4. Project Management

ERP has not been extensively used in the project management area. That is because proper training could not be completed. In this one section, you can fully manage the distribution, use, and tracking of the tools and materials of each resource, including human resources.

Confusion and accounting problems will almost disappear if each member begins to enter directly. Currently, only those who handle small items such as screws and nut bolts are familiar with the purchase and use of the account with the help of the accountant. There is a high chance that the entry will alter. The problem is not the inconvenience of ERPnext on this subject, but we are unable to complete the training.

5. Purchase, Sales, and Stock

This is a part that I’m trying to follow very strictly. Yet the mistakes are coming. That’s why the protocol is being tuned. Each purchase can be made by connecting everything to the customer and the marketing person. So everything, including the serial number of the product, is linked in the system.

We will be able to find out the warranty and support details of the product based on the general details received from the customer. Once all the interconnected work, including quotation and proposal, has been completed, many things can be automated, including the task of sending a purchase order.

Essentially, we have customized our ERP possibly the best. In this, my friend Dany Robert is our leading fighter. Danny’s team is trying to grow up.

Anyone who knows JavaScript or Python and can make and implement their own decisions can join our team. The primary stage of selection is to complete the task that we have published.

3.2 Advanced Features and Add-ons

ERPNext, in addition to its basic modules, provides several advanced options and add-ons to further increase its capabilities.

CRM (Customer Relationship Management), e-commerce integration, document management, payroll management, service management, and other services are examples.

These extra capabilities may be tailored and adapted to meet unique business requirements, making ERPNext a versatile solution for a variety of sectors.

4. User Experience and Interface

4.1 Dashboard and Navigation

ERPNext provides customers with a clean and easy dashboard that displays critical information and key performance metrics in a unified perspective.

The navigation is simple, with a menu-based system that allows users to simply access various modules and capabilities.

The interface is user-friendly, allowing even personnel with less technical understanding to easily utilize the program.

4.2 User-Friendly Design and Layout

ERPNext’s user-friendly design is one of its most notable aspects. The program has a contemporary and adaptable interface that makes it simple to use on a variety of platforms, including PCs, tablets, and smartphones.

The straightforward design and logical procedures reduce the learning curve for new users, allowing enterprises to swiftly embrace and capitalize on ERPNext’s full potential.

5. Customization and Integration Capabilities

5.1 Customizing ERPNext for Specific Business Needs

ERPNext includes a plethora of customization possibilities, allowing firms to customize the program to their exact needs.

Users may alter current modules, add new fields, build custom forms and reports, and even design unique apps using the built-in modification framework.

This adaptability means that ERPNext is compatible with various sectors and business processes.

5.2 Integration with Third-Party Applications

ERPNext can be effortlessly linked with a variety of third-party apps and services, enhancing its possibilities even further.

ERPNext provides a variety of APIs and connectors to promote seamless data flow and optimize corporate operations, whether it’s connecting with popular accounting software, payment gateways, e-commerce platforms, or other external systems.

6. What Do We Like in ERPNext

After being a part of the community for a long time, we can confidently declare that EPRNext is one of the greatest open-source ERPs. It offers both paid and free choices. Paid ones range from Rs 750 to Rs 2000, making them unaffordable for small and new business owners.

This software’s modular architecture, diversity, and functionalities are what we appreciate best about it. It is suitable for any manufacturing or service organization, particularly those just starting in the field.

It is also free and open-source. ERPNext is suitable for organizations of all sizes, from small and medium-sized enterprises to major businesses with hundreds of thousands of employees. ERPNext has an appealing style and feel to it.

However, it is interesting to note that it is quite cost-effective when compared to other existing ERP options. It does, however, provide a free self-hosted plan, although it is quite difficult to set up.

User-friendliness, a simple interface, customization, an amazing community, and APIs are all accessible. Mobile device support is good. An administrator can manage user permissions and access to modules and data.

The most recent version has a more appealing user interface as well as enough functionality. Documentation is more thorough, and it may be reinforced by a large number of supporting forums, where people are more responsive because they feel like they’re part of a community.

Simple to comprehend, and provides us with sufficient reports for analysis. Data may be collected. ERPNext does not need much training to get started. It is also very easy to scale up as the firm grows.

It adheres to current best practices in UI/UX. The initiative works with open-source PLM systems like Oddo, as well as open-source MES and IoT solutions. This has the potential to create a full open-source commercial environment. All of the critical fundamental parts of an ERP system are mature and may help you understand how to run a business properly.

This ERP application has a search function that can help users find the settings or data they need just by typing it in. It delivers great customizability, which gives its consumers high ease of use, and, more importantly, it is neither a pricey product to acquire nor does it require a large infrastructure to run.

Constantly evolving, adding new features and reworking areas they feel may be improved. It is perfectly suited to Indian requirements. Features like email alert notifications and print format customization are convenient. Aside from that, you may create your own forms, known as doctypes, which are useful for creating forms that are not included in the basic ERP features.

7. What We Didn’t Like

Many firms are suspicious of it because it is new to the market. It takes a while to adjust to the fact that it has so many built-in features. But I don’t consider this a disadvantage.

If there is one thing that might be improved, it is module deployment. It is not easy to use for a non-technical person. It has a lot of features that might be confusing for novice users. The major cause for this is that the menu selections are not properly structured.

There should be an appropriate wizard, and these aspects and the rest should be handled properly. A certain job necessitates a large number of clicks and manual processes. It’s a bit challenging.

Some phases might be omitted to make the process more enjoyable and time-efficient. It takes a long time to understand the possibilities and how they work.

It may be tough to upgrade software when self-hosted, but if you are interested, you may do it as part of your learning and progress.

Some capabilities, notably in the manufacturing industry, are lacking, such as the production planning tool, which is difficult to use, and the accounting module, which lacks offset capacity and is difficult to integrate for dot printers.

8. Pricing and Licensing Options

ERPNext subscriptions are billed on a per-use basis. Rather than paying per user as with other SAAS applications, you will pay for the warranties and modules we require (such as Accounting, Inventory, Sales, Purchase, and Manufacturing). 

ERPNext has a price plan that grows with your company’s size. They provide several solutions targeted to the needs of small businesses, medium-sized organizations, and large corporations. The price is based on a subscription approach, with payments often made annually or monthly.

Packages often contain a predefined number of users, modules, and storage space. As your company expands, you can easily upgrade to a larger package to suit your growing empire. Consider it like buying a bigger house with extra rooms as your family expands.

ERPNext is free software distributed under the GNU General Public License (GPL). This implies you are free to use, modify, and distribute the program following the conditions of the license. It’s the same as making a cake and freely sharing the recipe with your friends.

You are also able to access the source code under the GPL, which allows you to adapt ERPNext to meet your unique needs. So put on your developer hat and make ERPNext dance to your beat.

9. Implementation and Deployment Process

Implementing a new ERP system might be a scary endeavour, but don’t worry; ERPNext is here to make the process as easy as possible.

In this part, we will look at the stages required in adopting ERPNext as well as the various deployment choices available.

9.1 Steps for Implementing ERPNext

ERPNext implementation is similar to assembling a jigsaw puzzle, only the pieces are software modules and the result is a simplified and efficient business operation. To get you started, follow these steps:

1. Assess and plan: Examine your current processes and decide which areas require improvement. Determine which modules must be implemented and develop a strategy outlining your objectives and dates.
2. Configure your system: Configure ERPNext to meet your specific business requirements. Forms, fields, and workflows may be tailored to your specific operations. It’s like getting your ERP system a custom outfit.
3. Data migration: Transfer your current data into ERPNext. Importing data from spreadsheets, databases, or even other ERP systems might be involved. Take caution not to omit any zeroes or mix up your customer names!
4. Training and testing: Ensure that your staff understands how to utilize ERPNext efficiently. Provide extensive training and thorough testing before going live to iron out any issues. It’s better to make a mistake in a sandbox than amid a real-world accounting problem.
5. Implement: It’s time for the show! Implement ERPNext throughout your firm to gain the advantages of reduced operations and increased production. Celebrate a successful implementation by popping the cork. You’ve earned it!

9.2 Deployment Options and Considerations

ERPNext allows you the freedom to select the deployment option that best meets your company’s goals and budget. Consider the following options:

1. Cloud-based: Outsource server management to someone else while you focus on operating your business. Thanks to cloud deployment, ERPNext can be accessed from anywhere, at any time. It’s like having a cloud-based genie that gives you access to your data whenever you need it.
2. On-premise: You may host ERPNext on your servers if you prefer to keep things close to home. This provides you with greater control over your data and infrastructure. Just ensure you have a tech-savvy crew to handle the server administration details. Remember to serve them pizza now and then; they’ll enjoy it.
3. Managed hosting: Do you want to avoid the trouble of managing your servers but yet have greater control than the cloud provides? Consider managed hosting, in which a third-party supplier manages your server for you. It’s like having a dedicated staff member that keeps your ERP system working properly at all times.

Finally, the deployment option you select is determined by criteria such as your budget, IT infrastructure, and desired level of control. So, my fellow ERP aficionados, pick wisely!

10. Conclusion

It is a low-cost ERP system that includes all the functionality required for efficient and productive business operations. Integrations of several modules increase visibility and efficiency, lowering unpredictability, which is critical in today’s business. ERPNext is safe, lightweight, transparent, and user-friendly software.

ERPNext is revealed to be a robust and adaptable ERP system that meets the demands of enterprises in a variety of sectors.

Its extensive feature set, user-friendly design, customization capabilities, and active community support make it an appealing solution for businesses looking to optimize their operations.

While the ERPNext installation process may need thorough preparation and thought, the potential rewards are enormous.

ERPNext appears as a great solution for firms aiming to improve efficiency and promote growth, thanks to its cheap price choices and extensive support channels.

Finally, ERPNext provides a full ERP system that may alter how businesses manage their resources and operations.

11. Frequently Asked Questions

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