Learning from Failure: My Journey Implementing ERPNext

Introduction: As an ERPNext implementer, I’ve experienced the highs and lows of rolling out systems for businesses across various industries. While many projects have gone on to be successes, some didn’t turn out the way I hoped. However, these “failed” projects taught me invaluable lessons. In this blog, I’ll share one such experience from 2015 when I worked with a musical  instrument manufacturing company in Kuwait. The Project: ERPNext for a Musical Instrument Company In 2015, I had the opportunity to implement ERPNext version 6 for a company in Kuwait that owned five retail outlets. They were looking to streamline their POS, Purchase, Accounts, and Stock Management systems. On paper, everything seemed straightforward, but as with many software projects, reality turned out to be much more complicated. The Challenge: Split Payment Option At the time, ERPNext did not support split payment options in POS or sales invoices. However, the client needed this functionality to match the real-world transactions in their outlets. I  took on the task of modifying the system to allow split payments. After hours of custom coding, we got split payments working, but the ledger was inaccurate, leading to serious financial discrepancies. Friction with the Client As the project dragged on with inaccurate data in the system, tension began to build with the client. Despite my efforts to make things work, the solution was not optimal. I realized I had taken on too much and should have sought help from the Frappe team earlier. But, the client believed I was the “Superman” who could fix it all on my own, and I fell into that trap. Cheap Hosting: A Costly Mistake One major concern for the client was cloud security and cost. Looking for a budget-friendly option, I chose VPSCHEAP, a cloud server provider offering low-cost hosting. Everything seemed fine until December 2015, when disaster struck. The servers crashed, and to our horror, there were no backups. The entire system was lost, and the client was understandably  furious. With no other option, we had to discontinue the project and refund the money. Key Learnings from the Project 1. Cheap is Not Always Better: Choosing a low-cost hosting provider cost us dearly. In retrospect, I should have invested in a more reliable service with robust backup and security options like Frappe Cloud or AWS. You get what you pay for, and compromising on critical infrastructure is a recipe for disaster. 2. Ask for Help: I wasted precious time trying to solve the split payment issue on my own. Had I reached out to the Frappe team earlier, I could have avoided the mistakes that led to inaccurate data.  Clients may expect you to be a one-person army, but it’s important to ask for help when needed. 3. Backup, Backup, Backup: This project made me realize the importance of backups. Without proper backups, the entire project was at the mercy of the cloud server’s stability. Today, having a solid backup plan is non-negotiable for any implementation I undertake. Conclusion: This project was one of my early failures in ERPNext implementation, but it set the foundation for many of the best practices I follow today. Learning from failure is just as important as celebrating success, and this experience taught me the value of reliable infrastructure, seeking help, and always having a contingency plan in place. Whats your Learning Story?

How ERPNEXT Removes Hurdles for you in Project Management

Without operating software, project management can be challenging and prone to a number of problems, including: Lack of visibility: Without operating software, it can be difficult for project managers to get a clear view of the project’s progress and identify potential issues or bottlenecks. Poor communication: Without operating software, it can be difficult for project managers to communicate effectively with team members and stakeholders, leading to misunderstandings and confusion. Inaccurate or outdated information: Without operating software, it can be difficult to keep track of the latest project information and ensure that it is accurate and up-to-date. Difficulty tracking tasks and resources: Without operating software, it can be difficult for project managers to track tasks and resources, leading to inefficiencies and potential delays. Inability to measure project success: Without operating software, it can be difficult for project managers to measure the success of a project, as there is no easy way to track progress and key performance indicators. Operating software can help project managers overcome these challenges by providing visibility into the project, facilitating communication, keeping track of accurate and up-to-date information, tracking tasks and resources, and measuring project success. ERPNext is a cloud-based enterprise resource planning (ERP) software that includes tools for project management. By using ERPNext for project management, businesses can benefit from the following: Improved visibility: ERPNext provides a centralized platform for managing projects, which can give project managers a clear view of the project’s progress and identify potential issues or bottlenecks. Enhanced communication: ERPNext provides tools for communication and collaboration, such as chat, email, and task tracking, which can help project managers stay in touch with team members and stakeholders. Accurate and up-to-date information: ERPNext provides a single source of truth for project information, ensuring that it is accurate and up-to-date. Efficient task and resource management: ERPNext provides tools for tracking tasks and resources, helping project managers to allocate resources effectively and keep the project on track. Measuring project success: ERPNext includes features for tracking key performance indicators and measuring the success of a project. By using ERPNext for project management, businesses can improve visibility, enhance communication, ensure accurate and up-to-date information, manage tasks and resources efficiently, and measure project success. This can help businesses to deliver projects on time and on budget, and improve overall project management efficiency. An implementation partner is a company that helps businesses implement and customize software solutions, such as ERP systems like ERPNEXT. When it comes to implementing ERPNEXT for project management, an implementation partner can assist with the following steps: Planning: The implementation partner can work with the business to assess their current project management processes and determine the best way to implement ERPNEXT to meet their needs. Configuration: The implementation partner can help the business configure ERPNEXT for their specific project management processes, including setting up project templates, task tracking, and resource management. Testing: The implementation partner can assist with testing the ERPNEXT system to ensure that it is working properly and meeting the business’s needs. Training: The implementation partner can provide training to the business’s employees on how to use ERPNEXT for project management, helping to ensure that they are able to effectively utilize the system. Ongoing support: The implementation partner can provide ongoing support to the business during and after the implementation process, helping to ensure that the ERPNEXT system is running smoothly and meeting the business’s needs. Overall, an implementation partner just like us, SMB Solutions can be a valuable resource for businesses looking to implement ERPNEXT for project management, providing expert guidance and support throughout the process.

ERPNext for All Industries

SMB SOLUTIONS have made ERPNext from Generic to business specific ERP. ERpNext for Saloons, where we added Appointment Management, Attendee Management, Promo code, Voucher code options, Users can buy service packages credits in bulk and redeem it. ERPNext for Restaurants, With introduction to Restaurant POS, KOT, Digital Menu Ordering System (Mobile App to view Menu & place orders by Users/Waiters). It can handle multiple outlets with same/different menu (Companies owing multiple franchisees or restaurant concep) and all can be managed with single ERPNext interface. ERPNext for Retail , To manage multiple outlets & stores, with heavy transaction, we introduced nextopos for ERPNext, a POS system capable of scaling up and handling multiple outlets with same/different items or multiple franchisees. ERPNext for Logistics/ Delivery Management Solution, It helps to monitor drivers, their deliveries and tasks assigned to them. Helps to track cash collections/ Cash handover and is all integrated with ERPnext to manage accounting & HR. Also Sales Invoice for particular client can be initiated depending on the orders dome for a particular period by the drivers. ERPNext for Property Management, It helps to manager Landlords and Tenants. Landlord can manage their properties for rent and get online payment for rents and maintenance. Tenants will have platform to view and apply for property for rent and pay rents, request for Maintenance. ERPNext for Clinic Management, Hospital/Clinic Management System is powerful, flexible, and easy to use platform. The system has multiple user access control for all system modules. Chikitsa enables you to develop your organization and improve its effectiveness and quality of work.

ERPNext for Dairy Management

ERPNext for Dairy Management, To manage manufactring & distribution of dairy products, we have implemented complete module in ERPNext. It covers from Procurement of milk, to process the milk , Test the milk for Fat & SNF, storing the milk, production of dairy products like curd, paneer, chaas etc, to distribution of products & Invoicing the distributors, Complate process is captured end to end. Our Client Vamaa Dairy has Successfully Implemented the ERP for their organization and have been using it for their Daily Operation. We replaced their Tally accounting & manual Excel sheet  with ERPNext, and their whatsapp orders are replaced with taking orders on mobile application which are placed in ERPNext. Stay Tuned for More, as we will be launching their ecommerce application (Web & Mobile application) with Monthly subscription of milk deliveries SOON!! And everything will be driven by ERPNext.

ERPNext Implementation for SB Hardware

SB Hardware is a retail & whole Hardware shop, having 4 Retail & Distribution Outlets & 2 big warehouse. Challenges – The workflow for distribution needed to be implemented. POS challenges in erpnext, as loading 50K+ products made the system very slow. Reports needed to be implemented out of box. Synchronization of item/stock/invoices with their magento ecommerce platform. SMB SOLUTIONS from Kuwait was given the task to implement the ERPNext for them. Within 3 months of dedicated efforts & customizations, and putting Agile Methodology in place, we successfully completed the project within the given deadlines and made them LIVE. We also followed train the trainer approach, Identifying the Implementation champion Mr. Hussain and with his help, we were able to train the entire SB Hardware team. To overcome the POS challenge, we implemented #NexToPOS, which helped create counter invoice very fast and not impact the ERPNext system. Want to know more about this implementation, you can receive the white paper by mailing us on [email protected].

ERPNext For Clinics

Hey Readers… Hope you all doing good.. Stay Safe & Stay at Home during these tough times. Hats off to the Healthcare Unit, who has been supporting us 24/7 in these tough time. They are our real Heroes. We as citizens can only stay at home and help them in such circumstances. As a technology company, we thought that we could do something for this division.  We have decided to implement ERP for Hospitals & Clinics absolutely for free.  With our Modules of : Patient Management system Bed management system. Prescription management system. Lab Management System We believe these process can help clinics

Kuwait
UAE
India

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