Kinisi ERPNext Solution

Name Date Version Updated

Hari 26th AUG 2021 2.0 Solution Doc

Kinisi Overview
Kinisi is a unit below the CSR trust under the Auroville Foundation. Kinisi is doing an E-
mobility rental and retail business in and around Auroville. Currently, they have a booking
system to manage their rental and booking records. Apart from that, all the other functions
are manual with Xls/Doc and tally. Yuvabe's goal is to implement ERPNext in Kinisi with all
their basic requirements. The modules to be implemented are Item masters, Manufacturing
process, Procurement, Inventory, HR, Assets, and Accounts. We should be able to migrate all
the manual data into ERPNext while implementing the modules. We will not modify their
booking system, but we will need to sync ERPNext and the Booking system to retrieve and
interchange data.

ERPNext
ERPNext Implementation and Customizations is one of the most important areas to consider
once you go with ERPNext Development. ERPnext software offers you a complete Enterprise
Grade solution that services, Trading, Manufacturing businesses can use. ERPNext is an open-
source solution that has been developed by Frappé Technologies Pvt. Ltd. India (Mumbai).
The database used by ERPNext is MariaDB with a Python-based server-side framework.

ERPNext implementation offers you various modules such as Customer Relationship

Management, Sales, Purchase, Website, Point of Sales, Inventory, PMP, Warehouse, and so
on…

Steps for ERPNext Implementation

Step 1: Analysing the Implementation for ERPNext.

For easy Streamless business processes while collecting information and eliminating several
repetitive processes, particularly when the Role of ERPNext in digital transformation is
soaring high. ERPNext's solution dramatically reduces the traditional practice of manually
keeping track of information. One of the notable advantages of ERP implementation is data
security ERPNext software improves and assures security and accuracy of data too. Moreover,
the ERPNext will manage entire business processes effectively by controlling costs and even
improving your production levels.
Step 2: Smarter Evaluation of Scope

Maintaining the transparency of daily operations, having business financial control, and
supporting standard processes have been a concern of the Client Organization—the Feature
Evaluation with ERPNext as per the Client Company consideration.

Step 3: Data Migration – The next big step

ERPNext enhances the way business processes were earlier carried out. This is specifically
followed by the identification of which data is necessary to transfer. And special care should
be taken to have client data secured and ensure that information is easily retrieved when
required.

Step 4: Customized service

Using an ERPNext will mean that it will eventually automate a wide range of operations,
including purchase, finance, HR, accounting, inventory, customer service, order tracking, etc.
And this would reduce the manual paper-based systems, thus digitizing the core platform.
Today’s business environment demands management more with less.

Also, during the pilot testing, management has to gauge enough that they follow best
practices and, if needed, unfollow unconventional methods. Therefore, for a seamless
workflow with out-of-the-box services in ERPNext is the Customization Service.

Step 5: Testing & finally going LIVE!

During implementation, system and user acceptance testing is quite a crucial phase. The
client would want to make sure that your IT team is trained well enough to handle any tech
problem –that may come along with the time and evolution of technology itself.

● Moreover, The client system would call attention to timely upgrades and general
maintenance!
● And once your system has been well tested and configured, We can go live.

Final go-live checklist:

● To Confirm and take in the hardware synchronization if needed.

● Test all the final reports like business reports and accounting reports.

● Confirm the accuracy of data migration.

● Confirm all technical and other functional tests

● Check with user acceptance and auto-backup measures.

Addressing Kinisi Requirements
● Procurement Requirements
● Inventory & Warehouse Requirements
● Accounting & Finance Requirements
● Human Resources
● Future Migration Requirements
● Deployment & Support Requirements

1. Procurement Requirements

a. Support of purchase cycle

b. Tax management
c. Purchase invoice creation
d. Approval/workflow
e. Return Material Authorization
f. Reports
g. Procurement tracking approach

2. Inventory & Warehouse Requirements

a. Warehouse
b. Stock entry
c. Material request
d. Material receipt
e. Material transfer
f. Stock ledger
g. Reports

3. Accounting & Finance Requirements

a. Chart of accounts
b. Banking migration
c. Creation of payment terms
d. Bank reconciliation
e. Sales, purchase tax templates
f. Tax rules
g. Cost Centers management
4. Human Resources

a. Manage employees, departments,

b. Payroll – tax, deduction, salary, EPFO, etc
c. Biometric capture
d. Leave management
e. Holiday list
f. Self portal for employee
g. Recruitment management

5. Future Migration Requirements

a. Support for multiple branches or companies

b. Support for multiple currencies
c. Integration with external applications and software
d. Mobile device access

6. Deployment & Support Requirements

a. On-premise ERP deployment

b. Cloud ERP model – either public or private

c. Training services from the ERP partner

d. Access to online help and training resources

Logical architecture
Procurement:

Use case 1: Purchase order

Use case 2: Replacement

Use case 3: Item Shortage

User case 4: Damaged/Rejected

 Use case 1 Use case 2 Use case 3 Use case 4
(Purchase order) (Replacement) (Item Shortage) (Damaged/Rejected)

To know the No gaps in No gaps in No gaps in

availability of items implementing implementing implementing
Gap Analysis which is tied to any
selected vendor

Master Data Item master Item master Item master Item master required
required required required

Configuration Workflow with user Workflow with Workflow with Workflow with user
UI/UX interface user interface user interface interface
Configuration File import required File import File import File import required
Master data required required

Configuration P.O approval Approval required Approval required Approval required

Rules required

Customization Not required Not required Not required Not required

Doctype

Customization N/A N/A N/A N/A

Code logic

Customization The API call to Not required Not required Not required
Trigger trigger all the
available stocks for
the selected vendor

Customization Not required Not required Not required Not required

Interface

Workflow configuration

Customized trigger
Inventory:

Use case 1: Warehouse

Use case 2: Stock entry

Use case 3: Reports

 Use case 1 Use case 2 Use case 3
(Warehouse) (Stock entry) (Reports)

To set up warehouses No gaps in No gaps in

of the company implementing implementing
Gap Analysis

Master Data Item master required Item master required Item master required

Configuration Standard Standard Standard

UI/UX

Configuration To create required File import required File import required

Master data warehouses of the
company

Configuration N/A N/A N/A

Rules

Customization Not required Not required Not required

Doctype

Customization N/A N/A N/A

Code logic

Customization Not required Not required Not required

Trigger

Customization Not required Not required Not required

Interface

Human Resource:

Use case 1: Attendance

Use case 2: Leave management

Use case 3: Employee self portal

Use case 4: Salary

Use case 5: Employee life cycle
 Use case 6: Recruitment

Use case 7: Performance

Use case 1 Use case 2 Use case 3 Use case 2 Use case 2 Use case 2 Use case 2
(Attendanc (Leave (Employee (Salary ( Employee (Recruitment (Performance
e) manageme self portal) process) life cycle) ) )
nt)

Need No gaps in No gaps in No gaps in No gaps in No gaps in No gaps in

biometric implementin implementin implementin implementin implementing implementing
Gap Analysis device sync g g g g
 Master Data Item master Item master Item master Item master Item master Item master Item master
required required required required required required required

Configuration Biometric Workflow Workflow Not required Not required Not required Not required
UI/UX sync required required

Configuration File import Leave Basic Basic Basic Basic Basic

Master data required structure Configuratio Configuratio Configuratio Configuration Configuration
required n required n required n required required required

Configuration N/A N/A N/A N/A N/A N/A N/A

Rules

Customization Not required Not required Not required Not required Not required Not required Not required
Doctype

Customization N/A N/A N/A N/A N/A N/A N/A

Code logic

Customization N/A N/A N/A N/A N/A N/A N/A

Trigger

Customization Attendance N/A N/A N/A N/A N/A N/A

Interface tool sync
with
ERPNext
system

Workflow configuration