This is a translation of an article written by Mr. Sooraj Kenoth on the implementation of the ERPNext and sharing his experience with its application in his organization. He’s the director of Wahni Green Technologies
Short Review of ERPNext
The term ERP might be new to many people. So let’s see what the ERP is first.
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 software system used in this planning and management is commonly referred to as the Enterprise Resource Planning (ERP). This software brings together information in one place and helps to coordinate all tasks efficiently.
The ERP software comes with a number of features and modules, such as e-mail, messaging, and document management.
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 own character and method, in practice. When the ERP is implemented in an extremely efficient manner, it will actually impact even the smallest elements of the organization.
In addition, the organization as a whole will have a strong dependency on the ERP system. It’s not easy to replace even one accounting software once you start using one. 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 be one that covers 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 own 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.
ERPNext is a 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 in the common features of ERPNext. You can see it as a user review or as our own experience point of view.
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 own standard.
Data entry in this proper way will give you all the patterns of revenue and expenditure.
Let me 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 adds all additional information, including its Terms and Conditions, automatically. 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 in 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. In order 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 in a cost-effective manner. 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, a number of 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 customization to record and track all of their interactions. A number of 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.
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 all system.
We will be able to find out the warranty and support details of the product on the basis of 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.
If you or anyone you know is interested, can you please let us know?
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(First Published on 1st March 2021)
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