Import-export trading ERP: 14 spreadsheets replaced by one ERPNext system

There were 14 active spreadsheets covering purchase orders, sales orders, stock records, supplier contacts, customer accounts, landed costs, and shipment tracking. None of them were connected.

Purchase orders were raised via WhatsApp message to suppliers and confirmed by phone. Goods received into the warehouse were noted in a paper logbook and later entered into a spreadsheet. By the time the stock entry was made, the goods had often already been partially dispatched to customers.

Invoices were regularly raised 7 to 10 days after delivery because the accounts team was waiting for confirmation from the warehouse team, who were waiting for confirmation from the logistics team. Every invoice was a follow-up chain.

The business was growing but the admin load was growing faster. The owners recognized that they were at a ceiling they could not add more volume without adding more people, unless the underlying systems changed. They needed a distribution ERP that was powerful enough to run the whole operation but affordable enough without enterprise licensing fees.

• 14 separate Excel files with no live connection between purchasing, stock, sales, and accounts — each updated manually and inconsistently
• Landed cost (freight, customs, handling) was allocated manually at month-end, meaning product-level margin was never visible in real time
• Invoicing was delayed 7 to 10 days after delivery, creating cash flow gaps and customer disputes over amounts
• Supplier performance lead times, fill rates, quality was tracked by memory rather than data, making vendor decisions subjective
• No system enforced stock reservation, so the same goods were occasionally promised to two buyers simultaneously

• Buying & Procurement. Purchase orders created in the system, sent to suppliers by email, and automatically matched to incoming receipts
• Stock & Inventory. Real-time stock entries on every receipt and dispatch, with lot tracking and stock reservation at point of order
• Selling & Order Management. Sales orders confirmed against live stock, with automated invoice generation on delivery confirmation
• Landed Cost Capture. Freight, customs, and handling allocated to each shipment at receipt, giving real-time per-item cost of goods
• Accounts & Reporting. Automated invoicing, supplier aging, and margin-by-item reports replacing month-end manual consolidation

1. Master Data Extraction & Cleanup (Weeks 1–2). We extracted product master, supplier, and customer data from all 14 spreadsheets, deduplicated records, and established a clean opening stock position for migration.
2. ERPNext Configuration & Workflow Setup (Weeks 3–6). Purchase workflows, stock entry rules, landed cost templates, sales order flows, and automated invoice triggers were configured to match exactly how the team operated — no process disruption required.
3. Parallel Run & User Training (Weeks 7–9). Live transactions ran through ERPNext for two weeks alongside the existing files. The team trained on real orders with their own data, building confidence before full cutover.
4. Full Cutover & Hyper-care (Week 10). All 14 spreadsheets were retired in a single cutover weekend. ERPNext became the single system of record. A 30-day hyper-care period provided same-day support for any post-launch questions.