ERPNext · Practical guide

ERPNext versus traditional accounting systems in Guatemala

A traditional accounting system and an ERP such as ERPNext do not solve the same problem. The first records accounting and invoicing; the second also connects inventory, purchasing, sales, projects and HR on the same data. This guide helps you decide which one your operation needs.

By the Avanza Code team

1. Start with what you need to connect

If today you only need accounting and invoicing, an accounting system may be enough. If inventory, purchasing and sales are captured separately and reconciled by hand, an ERP removes that double entry.

  • Accounting and invoicing without inventory: accounting system.
  • Inventory, purchasing and sales that must affect accounting: ERP.
  • Several branches or warehouses with shared stock: ERP.
  • Projects, manufacturing or payroll on the same data: ERP.

2. Verify FEL electronic invoicing

Any option must issue valid FEL documents to SAT through an authorized certifier. Ask to see a test invoice issued.

  • Integration with a FEL certifier.
  • Cancellation, credit notes and supplements you use.
  • Who pays the certifier enrollment and documents.
  • Tax setup validation before issuing invoices.

3. Compare data ownership and exit

ERPNext is open source, which lets you see how it works and change service provider. For any option, confirm how you export your data and who hosts it.

  • Data export format and frequency.
  • Where the system is hosted and who manages backups.
  • What happens to your data if you end the service.
  • License cost versus implementation and support cost.

4. Evaluate implementation, not just the software

An ERP requires organizing catalogs, balances and processes. Compare implementation scope and what stays out.

  • What standard setup includes and what is quoted separately.
  • Historical migration versus opening balances.
  • Training by role and launch date.
  • Functional support hours included each month.

5. Calculate total cost over your usage horizon

Add subscription or license, implementation, support, extra users and integrations for the period you will use the system. Ask for the proposal in writing.

  • Published price with and without VAT.
  • Cost per extra user, module or branch.
  • Cost of integrations and customizations.
  • Payment and cancellation terms.