Install ERPNext yourself or hire an implementer: what to prepare
ERPNext is open-source software: its source code is public and anyone can download and install it. So for a shop the question is usually not “can we buy it” but “do we do it ourselves or have someone do it”.
Both routes have people using them successfully. What matters is knowing in advance what each one takes.
Installing it yourself: what you take on
The first installation is only a small step. After it come:
- A server. A server that runs all the time (rented online or on your premises), and someone watching it when it slows down or stops.
- Backups. Regular backups kept somewhere other than the server, and at least one test restore to be sure they work.
- Updates. ERPNext releases new versions often. Updates should be tried on a copy first, especially if you have customisations.
- Security. Accounts, passwords, permissions per person, encrypted connections.
- Business setup. Item list, warehouses, tax templates, print formats, role permissions. This depends on how your shop works; no software comes with it ready-made.
Doing it yourself suits a shop with someone at ease with servers and the time to look after one. Otherwise the “free” cost is paid in the owner’s own working hours.
Hiring an implementer: what to hand over, and what stays with you
An implementer usually takes care of the technical side: server, backups, updates, security. They may also help with setup, moving data from spreadsheets and training users.
Whoever you hire, some work stays with the shop:
- Deciding how work is done: who records what, and when.
- Providing correct data: the item list, counted stock.
- Checking the result before going live.
Questions to ask before choosing
Whether you do it yourself or hire someone, make sure you can answer these:
- Where is the data, who backs it up, and how long does a restore take?
- Who upgrades the version, and how is it tested first?
- If something breaks during opening hours, who do you call?
- What customisations will be made, and will they make future updates harder?
- If you stop using it or change implementer, how do you get your data out?
The fifth question is often forgotten. Because ERPNext is open source, a full backup can be run again elsewhere. But when the server is held by the implementer or a cloud service, confirm at the start that you have the right to receive that backup.
About M&C ERP for small shops
M&C ERP is built on ERPNext. Information for small shops in Japan is in preparation. If you would like to hear about it, register through the inquiry form on this site.