Client Overview
GNR India is a leading provider of trading sales and rental services, offering short-term and long-term rentals for businesses across India. Their operations involve continuous procurement, rental procurement, asset creation, upgrades, replacements, movement tracking, trading sales, and monthly rental consolidated billing. Making their business one of the most dynamic and process-heavy models to manage.
To streamline asset lifecycle management, consolidate rental billing, stock the item, and upgrade/downgrade the item, GNR partnered with Indictrans Technologies to implement ERPNext across core operational modules, including Accounts, Sales, Purchase, Stock, Helpdesk, Asset Management, and Rental Billing.
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Project Scope & Modules ERPNext Implemented
Scope of ERPNext Implementation
- Accounts & Finance
- Trading Sales & Rental Sales
- Purchase
- Stock
- Helpdesk
- Asset Management
- Rental Billing (Highly Customized)
Modules Prioritized
- Buying (Primary & First Milestone)
- Accounts & Stock
- Support, Users, Sales, Asset & Rental Billing
Client Requirements & Business Challenges
Primary Business Challenges
- GNR purchases laptops/computers/servers, sells them or converts them into assets, and rents them out to multiple customers over time.
- Continuous replacements, returns, upgrades/downgrades, and quantities had to be tracked.
- Monthly billing had to account for every movement IN/OUT across multiple orders.
- The client used Tally; earlier errors were bypassed easily, leading to inconsistent master data.
Unique Business Processes Requiring Customization
- Rental Billing Engine to generate consolidated monthly invoices
- IN–OUT Logic to calculate billable quantities
- Asset movement tracking and replacement adjustments
- History log of upgrades/downgrades
Execution Approach & Collaboration
Project Management Approach
Agile Model, including:
- Weekly sprint demos
- Shared action tracker
- Iterative solution design
- CRPs dedicated specifically to Rental Billing flows
Client Collaboration
- Collaborative, but the master data was delayed due to the lack of clean records in Tally
- Active participation during rental use-case validation
- Strong response during consolidation testing
Decision-Making & Data Bottlenecks
- Asset Module:
- Decapitalization functionality removed in the latest release → custom development required
- Rental Billing:
- New use cases kept emerging; all required customization
- Data Availability:
- No accurate stock/asset openings, as many assets were already at client sites
Risks & Resolutions
Major Risks
- Rental billing needed 100% custom logic due to complex real-life scenarios
- Asset openings & stock accuracy issues
- New use cases continued to emerge throughout CRPs
- Replacement workflows impacted multiple modules
How We Resolved Them
- Spent 15+ days building a detailed To-Be process document
- Conducted a dedicated Rental Billing CRP
- Worked closely with Frappe experts to validate Asset behaviors
- Designed an alternative strategy for opening balance: Upload via unique series → decapitalize → reintroduce clean assets
- Weekly dev alignment meetings for rental logic
- Added a developer to manage the increasing development volume
Key Customizations Delivered
1. Asset & Rental Customizations
- Asset Decapitalization Module (Custom)
- Stock ↔ Asset conversion workflow
- Asset/Stock upgrade & downgrade
- Complete history logs for movement, upgrade, and downgrade
- Replacement knockoff for Standard Sales & Replacement Sales
2. Rental Billing Engine
A fully custom rental billing framework:
- Consolidated monthly auto-invoicing
- IN and OUT tracking for billable quantities
- Logic for expired, replaced, and renewed Sales Orders
- Integration of serial numbers with billing lines
- Category-based billing:
- PO-PO Billing (based on SO) – Sales Order to Order billing
- Consolidated After Bill (27th of every month) – Consolidate for the month
- Consolidated Advance Bill (1st of every month) – Consolidate for the month and advance for next month.
3. Stock & Barcode Management
- Stock upgrade/downgrade logs
- Barcode generation & scanning for assets
- Standard workflows for replacements
4. Business Logic
- Accurate stock-to-asset movement
- Smooth IN/OUT quantity adjustments
- Replacement tracking with serial number-level precision
Technical Challenges & Solutions
Technical Challenges
- Frequent new use cases disrupting existing flow
- Development size grew 4X compared to the initial estimation
- Rental engine logic required multi-system alignment
- Managing upgrade/downgrade data correctly
- No third-party integrations, but complexity was entirely internal
Scalability Measures
- Added a second developer for parallel work
- Modularized rental billing logic
- Optimized asset history tracking
- Ensured clean separation between stock & asset updates
Data Migration & Accuracy Control
Migration Strategy
- Only opening stock & assets uploaded as of 01-03-2025
- The entire configuration completed on UAT and migrated to production after approval
- Clean templates created for: Items, Assets, Customers, Serial Numbers, Pricing
Accuracy Measures
- Mandatory validations through custom scripts
- Dependency checks & uniqueness validations
- Multiple dry runs
- Ledger impact checks
- Complete DB & file system backup before migration
- The production system brought life with validated data only
Testing & Deployment
Testing Approach
- Unit Testing
- Functional Testing
- User Acceptance Testing
- Deployment to Live after full-cycle approval
Go-Live Issues & Resolutions
- Client needed training for opening invoices, payments
- Data not submitted on time → one-on-one walkthroughs conducted
Post Go-Live Support
- Hypercare Support was added
- Clarifications & fixes delivered promptly
- Additional enhancement requests raised:
- HSN/SAC mapping for Asset Rentals
- Discount carry-forward between Sales Orders
- Barcode scanning across all modules
Business Outcomes & Impact
1. Operational Efficiency
- Complete visibility over stock + asset lifecycle
- Faster upgrade/downgrade processing
- Reduction in manual reconciliation
- Replacement and movement logs are fully automated
2. Financial & Billing Improvements
- Rental billing is now fully automated and consolidated
- Eliminated manual monthly invoice creation
- Accurate IN/OUT adjustments reflected in invoices
3. Asset Control & Traceability
- End-to-end tracking of every laptop through:
- Serial numbers
- Movement logs
- Replacement knocks
- Billing association
Client Feedback
- Two positive feedback entries submitted via the office portal
- Appreciated the CRP quality and the Buying module execution
- Formal email feedback requested by the Indictrans team
Conclusion
The ERPNext implementation at GNR India successfully transformed a highly dynamic, rental-driven business model into a streamlined, fully traceable, and automated system. The unique rental billing engine, custom asset workflows, upgrade/downgrade logic, and movement tracking allowed GNR to centralize operations, eliminate manual errors, and achieve complete clarity across its asset fleet.
This project highlights Indictrans’ capability to deliver deeply customized ERPNext solutions for specialized industries, especially where stock, assets, and recurring billing intersect in complex ways.
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