ERPNext · Practical guide

How to prepare your data for ERPNext implementation

To implement ERPNext, first agree which processes to connect and the starting date. Then organize catalogs, stock and balances, try a purchasing or sales workflow and validate its effects with each team’s responsible staff.

By the Avanza Code team

1. Start with your business workflow

Describe how an operation moves between people. Sales, inventory and finance should share information without entering it again at each stage.

  • From quotation and order to delivery, invoice and payment.
  • From purchase request to receipt and supplier payment.
  • Approval owners and documents used today.
  • Branches, warehouses and reports needed for decisions.

2. Organize items and stock

A useful catalog identifies the same product across purchasing, sales and inventory. Review duplicate codes and different names for the same item before migration.

  • Code, name, category and unit of measure.
  • Warehouse or location where stock is tracked.
  • Prices and purchase data required by the scope.
  • Physical count and cutoff date for opening stock.

3. Review customers, suppliers and balances

Consolidate records and decide what to retain. Finance should review the balances that will serve as your starting point.

  • Customer and supplier identification and contacts.
  • Payment terms and outstanding documents.
  • Accounts receivable and payable at the cutoff date.
  • Validated chart of accounts, currencies and accounting balances.

4. Agree what to migrate and integrate

Importing catalogs and opening balances differs from moving years of transactions. Define the history needed and the systems that must exchange information.

  • Opening data versus transaction history.
  • Responsibility for cleaning and approving each file.
  • Integrations with existing tools and technical owners.
  • If using FEL, configuration and coordination with your certifier.

5. Try an operation from start to finish

Use a representative purchase and sale to review documents, stock and financial records. Train by role so each person understands their part of the workflow.

  • Review transfers between warehouses where applicable.
  • Validate relevant deliveries, returns and payment terms.
  • Confirm access and approvals for each team.
  • Agree on the launch date and acceptance criteria.