When not to use ERPNext yet: signs that a till and a spreadsheet are still enough
An article about ERP that says “not yet” may sound odd. But switching systems takes time from the whole shop, and if what you have is still enough, that time is better spent selling.
Signs that what you have is still enough
- Few items, little change. You remember what is running low, and stocktakes rarely show differences.
- One place to sell, one place to store. You do not move goods between locations.
- Simple purchasing. A few familiar suppliers, routine orders, rarely a short or split delivery.
- The books are taken care of. An outside accountant receives the till data and paperwork, and that does not take much of your time.
- Nobody types the same figure twice a day.
If most of these are true, a till and a well-kept spreadsheet are probably still a sensible choice.
Signs it is time to start thinking about it
When the following start to happen and keep happening, the cost of not switching grows:
- You sell items that are not there, or miss stock that has sat unsold for a long time.
- Reconciling the stock spreadsheet with the books takes hours at month end.
- You add a storeroom or another shop.
- Several people edit the same spreadsheet and no one is sure which version is right.
What to have before switching
ERPNext, like any ERP, is only as good as the data put into it. Before switching, it helps to have:
- A single item list: one code, one name and one unit for each product.
- A stocktake you trust, to use as the opening stock.
- One person in charge, with time to spare in the first few weeks.
Without these three, a new system simply moves the spreadsheet mess into the software.
Preparing now, even before you switch
These steps help straight away with a spreadsheet and make a later switch lighter:
- Give every item a code and use that code everywhere.
- Keep one stock spreadsheet only; do not make copies.
- When you correct a stock figure, note the date and who made the change.
About M&C ERP for small shops
Information about M&C ERP for small shops in Japan is in preparation. If you would like to hear when it is ready, register through the inquiry form on this site.