ERPNext Distribution Case Study: One Stock Picture Across Branches

The Challenge

Four branches, four versions of the truth

Each branch kept its own stock register and processed orders its own way. When one branch ran short, nobody knew another branch was overstocked. Head office stitched reports together by hand and the numbers were always a few days old.

• Stockouts at one branch while another sat on the same item.
• Reordering was manual, so popular lines ran dry without warning.
• Order processing was slow and varied from branch to branch.
• Head office had no single, current view of stock or sales.

The Solution

All branches on one ERPNext stock and sales system

We set each branch up as a warehouse in one ERPNext instance, with shared item codes and reorder levels. Stock is now visible everywhere, and the system flags what to reorder and where to move it.

• Live stock across all four branches on one screen.
• Reorder levels trigger purchase suggestions before items run out.
• Inter-branch transfers move stock to where the demand is.
• One standard order flow that every branch follows.

How We Delivered

Merged the item lists, then rolled out branch by branch

We started by merging four item lists into one clean catalog with shared codes and units. Then we went live one branch at a time, so each team learned the new order and stock flow before the next switched over.

The rollout took nine weeks from kickoff to the last branch.

The Outcome

Fewer gaps on the shelf, faster orders out

Stockouts fell by a third because reordering now works from one shared view. Order processing sped up by 40 percent with a single flow across branches, and head office sees live stock and sales without waiting for a report.