Streamlining Operations for a Pulses Trading Entity with ERPNext

Introduction

A renowned trading entity specializing in pulses and beans sought to modernize their operations by migrating from an outdated single-entry accounting system to a robust double-entry system. With unique business processes such as invoicing based on total KG weight and a per 40 KG rate, they required significant customization to adapt ERP Next to their needs. The company partnered with Havenir Solutions to streamline operations and align ERP Next with their industry-specific requirements.

Challenges

Outdated Accounting System:

1. The company’s reliance on a single-entry accounting system limited financial transparency and hindered accurate reporting.

Use of Google Sheets for Accounting Management:

1. Managing accounting processes in Google Sheets made data handling cumbersome and prone to errors.

Complex Purchase and Sales Cycles:

1. Their invoicing and pricing methods, which were based on total weight and sold at a per 40 KG rate, were not supported by standard ERP Next functionality.
2. 

Screenshot: Example Sales/Purchase invoice in Google Sheet.

Manual Processes:

1. Key operational workflows relied on manual processes, leading to inefficiencies and potential errors.

Solution

Havenir Solutions implemented ERP Next and introduced custom developments tailored to the client’s unique needs:

Migration to Double-Entry Accounting:

1. The client transitioned seamlessly to ERP Next double-entry system, enabling comprehensive financial visibility, accurate tracking, and standardized reporting.

Customization of the Buying and Selling Modules:

1. Developed custom fields and formulas to calculate invoices based on the total KG weight and per 40 KG rate, ensuring compliance with their industry’s billing standards.
2. Enhanced the workflow in the Purchase and Sales Modules to automate rate calculations, reducing manual input and improving accuracy.

Streamlined Operations:

1. Digitized manual workflows, such as purchase orders, invoice generation, stock tracking and Quality Check to boost operational efficiency.
2. 

Screenshot: Example Manual Quality Check Report

Results

Improved Financial Transparency:

1. The migration to double-entry accounting provided the company with a clearer picture of their financial health and supported better decision-making.

Enhanced Operational Efficiency:

1. Automation of weight-based invoicing reduced processing time and minimized errors, enabling the company to handle a higher volume of transactions seamlessly.

Scalable and Flexible System:

1. With ERP Next flexibility and customizations, the system can grow with the company’s expanding operations while accommodating future needs.

Conclusion

Through innovative customizations and a seamless transition to ERP Next, Havenir Solutions empowered the pulses trading entity to overcome their challenges and modernize their business processes. The tailored solution not only streamlined their operations but also set a strong foundation for scalability and long-term growth.