- ERPNext Implementation
Headquarters
Doha Qatar
Services
ERP
Industry
Distribution and Trading
Timeline
2 Months
About the Project
Hana Trading WLL is a leading supplier of spices and pulses to various hypermarkets and supermarkets across Qatar. With a diverse product range of approximately 700 items and a customer base exceeding 100, Hana Trading required a robust ERP solution to streamline its operations, manage inventory effectively, and ensure accurate financial reporting.
Project Duration: The implementation and handholding, including training, were completed within two months.
Modules Implemented:
- Sales
- Purchase
- Accounts
- Stock
Key Requirements:
- Sales and Purchase Management: Integration of sales and purchase processes with inventory management, enabling accurate stock updates with each invoice.
- Stock Reconciliation: Monthly stock reconciliation to ensure inventory accuracy.
- Invoice and Payment Processing: Invoices needed to be billed by branches with monthly statements prepared at each branch level, while payments were cleared from the head office.
- Receivables Management: Generation of receivables statements based on the credit period.
- Sales Rebate Management: Monthly accrual and allocation of sales rebates to ensure accurate profit and loss statements, with actual rebate amounts booked upon payment receipt.
- Dot Matrix Print Format: Customization of print formats for dot matrix printers, including salesperson details.
- Petty Cash Management: Efficient management of petty cash expenses.
Challenges and Solutions:
1. Branch-Based Invoice Management:
- Challenge: Hana Trading supplies products to multiple outlets across Qatar, with invoicing done at the branch level and payment processing handled by the head office. This required a streamlined system to manage invoicing, payments, and outstanding balances across branches.
- Solution: A custom receipt voucher was introduced, with filters connecting customer groups. This allowed the calculation of sales rebate amounts and the adjustment of outstanding balances for each invoice. Upon submission, a Bank Entry (Journal Voucher) was created, connecting each invoice as a reference.
2. Receivables Management:
- Challenge: Generating receivables statements based on varying credit periods.
- Solution: A custom receivable statement was developed to cater to the specific needs of the business.
3. Sales Rebate Accrual and Allocation:
- Challenge: Ensuring proper monthly sales rebate accruals for accurate profit and loss statements, with actual rebate amounts recorded upon payment receipt.
- Solution: A custom form was created that, upon submission, generated a Journal Voucher (JV) to handle rebate allocations accurately.
4. Customized Print Formats:
- Challenge: The need for a custom dot matrix print format on pre-printed forms, including salesperson details.
- Solution: The Print Designer app was utilized to design and implement the required custom print format.
5. Petty Cash Management:
- Challenge: Managing petty cash efficiently using the existing ERPNext functionality.
- Solution: The out-of-the-box features of ERPNext were employed to manage petty cash without the need for further customization.
Outcome:
- Improved Financial Visibility: Hana Trading can now generate accurate monthly profit and loss statements.
- Salesperson Performance Tracking: The company can monitor sales performance by salesperson, leading to better performance management.
- Enhanced Data Accuracy: The implementation resulted in accurate and reliable data, supporting informed decision-making across the organization.
- Streamlined Operations: The integration of sales, purchase, and accounting functions within ERPNext has streamlined Hana Trading’s operations, improving efficiency and reducing manual errors.
This successful implementation of ERPNext at Hana Trading WLL demonstrates the platform’s flexibility and capability in addressing complex business requirements while providing tangible benefits in operational efficiency and financial management.
