Published
ERPNext for Tenders and Imports: Radiant Medical
Radiant Medical imports medical equipment, wins most of its work through tenders, and installs and maintains what it sells. Tender, sales, import, stock, accounts and support teams now work from the same records in ERPNext, from the first bid to the last service visit.
Founder, Havenir Solutions
| Snapshot | Detail |
|---|---|
| Industry | Medical equipment import, tenders and hospital projects |
| Country | Pakistan: head office in Lahore, branches in other cities |
| Users | 100+ ERPNext users |
| Modules | Accounting, buying, selling, stock, projects, support, HR and payroll, fixed assets |
| Custom | Bid management, tender security and performance guarantees |
| Timeline | About 5.5 months, March to August 2025 |
The business
Radiant Medical has distributed and serviced medical equipment since 1986. It represents foreign manufacturers in Pakistan and builds hospital departments such as modular operating theatres, sterile services and medical gas pipelines.
Most of its work comes through government and private tenders. An order is filled from stock, imported, or placed with the manufacturer on an indent basis. Installation and maintenance are often part of the bid, under a service-level agreement, or follow once the warranty ends.
What had to work in one system
A single tender touches six teams: tender, sales, import, stock, accounts and support. The bid is priced in foreign or local currency and secured with a bank instrument. Once won, it needs a performance guarantee, then it is imported, delivered, installed and serviced for years. Each step had to link back to the same tender.
What we built
- Bid management: each tender is a project, and every purchase, delivery, invoice, guarantee and site job for it carries the project's ID, including construction work on hospital departments. Bid preparation pulls supplier rates and the extra procurement costs, and management sets the quoted rate in foreign or local currency. Financial and technical offers print in either currency, and an evaluation form records how each bid was assessed.
- Service in the bid: installation and maintenance can be priced into the bid as a service-level agreement, or added after the warranty.
- Tender security and performance guarantees: tracked per tender and booked in the accounts, with performance guarantees going through approval.
- Imports and indenting: each import purchase order shows its status until the documents arrive from the bank. Indent orders are invoiced to the manufacturer.
- Installation and maintenance: installation notes, maintenance schedules and visits on standard ERPNext, with serial numbers carrying the supplier's warranty.
- Approvals: new customers, suppliers and items, journal entries, payments and guarantees go through approval, as do demo units taken out of stock and employee advances, in three levels.
- HR and payroll: check-in from the mobile app, shift attendance, salary structures per branch, advances and loans, and the company's own salary slip and register.
- Fixed assets: land, buildings, vehicles and equipment, with depreciation and moves between offices, repairs, scrapping and sales.
Everything except bid management and the guarantees is standard ERPNext, configured for how Radiant works. See how an ERPNext implementation runs.
Data migration
The chart of accounts and opening balances, fixed assets with their depreciation to date, leave, advance and loan balances, customers and suppliers all came across before go-live.
Result
- One record per tender, from bid to after-sales service.
- Guarantees and approvals in the same system as the accounts they affect.
- Payroll for every branch run from the same ERPNext as operations.
