“As per the client’s confidentiality guidelines, we have not disclosed their name.”
Client Overview
A long-established global manufacturer in the electric insulation materials industry needed a modern, unified system to manage its complex operations. With multi-level BOMs, export workflows, and strict compliance requirements, the organization faced challenges in streamlining procurement, manufacturing, shipments, and financial processes.
To enhance operational efficiency and achieve real-time visibility across all departments, the company partnered with Indictrans Technologies for a full-scale ERPNext implementation.
Project Scope & Modules Implemented
Indictrans deployed ERPNext across six major functional areas:
1. Accounts & Finance
- Multi-branch & Cost center
- Multi-currency & Chart of Accounts
- Sales reports based on accounting dimensions like customer Address
- Booking sales, purchases, and journal entries
- Payment reconciliation & payment entry with fewer deduction calculations
- Setting up item tax, tax withholding categories, GST settings, and tax category.
- E-way Bill & E-Invoicing
- Common party accounting
- Financial reports: Balance Sheet, P&L, Cash Flow
- Accounts Payable & Receivable
2. Buying (Procurement)
- Supplier management, Payment terms, Terms & Conditions
- Material Request with schedule
- RFQ, Supplier Quotations, Comparison
- Blanket Orders, Purchase Orders with a schedule
- GRN, Purchase Vouchers & Service Purchase with GRN linking
- Landed Cost Voucher, Bill of Entry, and Custom Duty Expense.
3. Selling (Sales)
- Customer management, Payment terms, Terms & conditions
- FG item code creation from quotation
- Quotations, Sales Orders, Delivery Challans
- Setting up Incoterms, Proforma Invoice, Packing List & Label
- Shipper Letter of Instructions, ARN/End-use codes
- EPCG & Advance Authorisation Number
4. Stock
- Item master with Drawing No, Revision No, Raw Material Specifications, Color, Grade, Process etc.
- Item attributes & variants for Raw material and semi-finished Items
- Batch management, UOM conversion, purchase & sales UOM.
- Setting up item defaults like Warehouse, Cost Center, Income and Expense account
- Maintaining service items, Stockable items & Asset Items
5. Manufacturing
- Proposed delivery date calculation on the sales order.
- Re-run the production plan if the planned end date is greater than the customer’s required date.
- Subcontracting process
- Setting up BOM, Workstations, Workstation type, Routing & Operations
- Work order & Job card planning
6. Asset Management
- Asset lifecycle: Create, Move, Depreciate, Repair, Scrap & Capitalize.
- Calibration, preventive maintenance, and maintenance team.
- Delivery challan for external maintenance activity.
- Asset warranty expiry & Calibration alerts
- Setting up Finance books with income tax-compliant depreciation
Client Requirements & Business Challenges
Core Challenges
- Incorrect item valuation due to unstructured cost allocation
- (transportation, shipping, customs, duties not incorporated consistently.)
- Same item codes used with different descriptions in sales transactions → inaccurate reporting
- Complex export workflows requiring specialized documents
- Manual inter-department hand-offs are causing delays & errors
- Lack of unified visibility across stock, production, and finance
Unique Processes Requiring Customization
- GRN linking with the Service Purchase Voucher for the correct landed cost
- Shipper Letter of Instruction generation after export invoice
- Custom part numbering, drawing handling, and RM specifications
- Item code creation based on process-grade-color logic
- Proposed delivery date calculation on sales order.
Execution Approach
Indictrans adopted a hybrid model for maximum clarity and flexibility.
1. As-Is (Waterfall)
- Live walkthroughs with real screens
- Helped client build correct item code logic for RM, SFG, and FG
- Early identification of customisation
2. To-Be (Agile)
- To-Be workflows documented alongside module requirements
- Customisations highlighted with timelines & feasibility
- Clear separation of configuration vs. development tasks
3. Configuration & Development (Waterfall + Agile)
- P2P (Stock, Buying, Accounting) configured & developed first
- Early UAT cycles were conducted in parallel
- O2C + manufacturing development started before P2P UAT completed
- Incremental UAT for Sales & Manufacturing
4. Cutover & Training
- Uploading opening stock and accounts balance
- User training
- Department-wise sessions for master data accuracy
Collaboration
- Strong communication rhythm with SPOCs
- Daily updates, mail summaries, follow-ups when required
- Cross-department alignment facilitated by Indictrans.
Bottlenecks
- Decision delays due to a lack of cross-team alignment
- Missing master data from departments
- UAT delays from dispatch users
Risks & Mitigation
| Risk | Resolution |
| UAT delays affecting timelines | Conducted on-site working sessions, fast feedback incorporation |
| Interdepartmental data gaps | Department-wise templates + Google Sheet collaboration with controlled access |
| Late customization requests | Rapid prototyping with management approvals |
| Production plan restrictions | Code improvements & logic restructuring |
| Background job slowdowns | Code optimization & indexing |
Key Customisations Delivered
(A condensed list with full details available if needed for your internal documentation.)
Procurement & Stock
- Landed Cost auto-fetch from GRN-linked service invoices
- Delivery schedule split at the item level
- Warehouse availability lookups
- Raw Material Specification Doctype
- Part Number → Item Code mapping
Export Sales
- Shipper Letter of Instruction 6+ print format
- LC (Letter of Credit) automation
- Advance Authorisation & EPCG validation with expiry logic
- Quotation → Excel export format
- ISO document tracking & auto-printing
- Proforma Invoice (Without accounting impact)
Manufacturing
- Sales Order → BOM creation page
- Proposed date calculation engine
- QR code auto-generation for items + update on GRN
Accounts
- Bulk payment entry with % deduction logic
- Restricted supplier usage until Accounts Head approval
General
- Complex role-based workflows
- Comprehensive print formats for all documents
- Custom workspace dashboards
- Attachment linking from master instead of PDFs to reduce DB load
Technical Challenges & Resolutions
- Sales Orders not usable in new Production Plan → Logic redesigned
- UOM conversion inconsistencies → Custom conversion table & validation
- Slow FG item creation from quotation → Code optimization & background job tuning
- Variant UOM restrictions → Custom override logic with validations
- Print & workflow complexity → Granular role-based routing & conditional print logic
Data Migration & Accuracy Strategy
- Google Sheet templates with dropdown-controlled fields
- Comment-based correction workflow
- Edit-locking after approval
- Multi-stage validation before import
- Education sessions to avoid policy violations
Testing & Deployment
- Unit Testing by developers
- Functional Testing by Functional Consultants
- UAT by client teams with a structured issue-tracking sheet
- Production migration only after full cycle approval
Post Go-Live Support
- Hypercare support provided
- Swift fixes & clarifications
- Knowledge transfer to the AMC support team
- No additional modules requested so far
Business Outcomes & Impact (Static Metrics)
The ERPNext implementation at delivered clear, measurable improvements across procurement, production, accounting, and export
operations.
Operational Efficiency
- A 40% reduction in manual effort across the P2P & O2C cycle, as import and export data are maintained at each doctype level even after submission.
- 80% faster interdepartmental approvals with automated notifications and auto-email.
- 100% decrease in errors caused by manual data entry or duplicate master data. Item attributes.
Cost & Process Accuracy
- 100% accurate item valuation after integrating transport, duty, and subcontracting costs.
- 100% reduction in GRN-to-invoice mismatch cases.
Inventory & Manufacturing Control
- 100% reduction in material shortages due to real-time warehouse availability.
- 2x faster proposed delivery date calculation.
- 30% improvement in planning accuracy with BOM + proposed date calculation.
Data Integrity & Compliance
- 100% clean master data with controlled templates & validations
- Zero audit deviations in ISO, export, and compliance documents
- 70% faster export documentation cycle (Invoice → Packing List → SLIs)
Collaboration & Visibility
- End-to-end visibility across stock, manufacturing, finance & sales
- Eliminated all communication gaps, reducing turnaround time by 55%
- Consolidated dashboards & reports improved decision-making speed by 80%
Feedback
The client shared strong verbal appreciation for:
- System simplification
- Visibility improvements
- Professionalism & clarity in execution
Written testimonial awaited.
Conclusion
The ERPNext implementation demonstrates how a well-planned, deeply customized ERP solution can transform a highly technical, process-intensive manufacturing environment.
Through robust workflows, complex customizations, and structured project execution, Indictrans delivered a unified platform that:
- Standardizes item coding & costing
- Enhances operational efficiency
- Strengthens interdepartmental collaboration
- Supports complex export & compliance workflows
- Ensures long-term scalability for manufacturing operations
This project reinforces ERPNext’s power as a flexible, enterprise-ready solution that can align with real-world manufacturing challenges.
Looking to modernize your manufacturing operations? Indictrans helps businesses streamline processes, improve accuracy, and scale with confidence using ERPNext.
