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⏱️ Estimated Reading Time: 15 minutes

Introduction

ERPNext is a powerful, intuitive, and completely open-source Enterprise Resource Planning (ERP) system that helps businesses manage their operations efficiently. Built on the Frappe Framework, ERPNext provides comprehensive solutions for accounting, inventory management, manufacturing, project management, and much more - all for free.

In this comprehensive tutorial, we’ll walk through the complete process of setting up ERPNext, from installation to basic configuration and usage. Whether you’re a small business owner or an enterprise looking for a cost-effective ERP solution, this guide will help you get started with ERPNext.

What is ERPNext?

ERPNext is a 100% open-source ERP system developed by Frappe Technologies. It’s designed to help businesses run their operations more efficiently by providing integrated solutions for various business processes.

Key Features

Accounting & Finance

  • Complete accounting suite with general ledger, accounts payable/receivable
  • Financial reporting and analysis tools
  • Multi-currency support
  • Tax management and compliance

Inventory & Order Management

  • Real-time inventory tracking
  • Purchase and sales order management
  • Supplier and customer relationship management
  • Warehouse management with multiple locations

Manufacturing

  • Bill of Materials (BOM) management
  • Production planning and scheduling
  • Work order tracking
  • Subcontracting management

Project Management

  • Task and milestone tracking
  • Timesheet management
  • Project profitability analysis
  • Issue tracking and resolution

Human Resources

  • Employee management and payroll
  • Leave and attendance tracking
  • Performance management
  • Recruitment and onboarding

Prerequisites

Before we begin the installation, make sure you have the following prerequisites:

System Requirements

  • Operating System: Linux (Ubuntu 18.04+), macOS, or Windows with WSL2
  • RAM: Minimum 4GB (8GB recommended)
  • Storage: At least 10GB free space
  • Network: Stable internet connection

Required Software

  • Docker and Docker Compose
  • Git
  • Web browser (Chrome, Firefox, Safari, or Edge)

Installation Methods

ERPNext can be installed in several ways. We’ll cover the most popular methods:

Docker installation is the easiest and most reliable method for getting started with ERPNext.

Step 1: Install Docker and Docker Compose

On Ubuntu/Debian:

# Update package index
sudo apt update

# Install Docker
curl -fsSL https://get.docker.com -o get-docker.sh
sudo sh get-docker.sh

# Install Docker Compose
sudo curl -L "https://github.com/docker/compose/releases/latest/download/docker-compose-$(uname -s)-$(uname -m)" -o /usr/local/bin/docker-compose
sudo chmod +x /usr/local/bin/docker-compose

# Add user to docker group
sudo usermod -aG docker $USER

On macOS:

# Install Docker Desktop from https://docker.com/products/docker-desktop
# Or using Homebrew
brew install --cask docker

Step 2: Clone ERPNext Docker Repository

# Clone the official ERPNext Docker repository
git clone https://github.com/frappe/frappe_docker
cd frappe_docker

# Create environment file
cp example.env .env

Step 3: Configure Environment Variables

Edit the .env file to customize your installation:

# Edit environment file
nano .env

Key configurations to modify:

# Site configuration
SITES=erpnext.localhost
ERPNEXT_SITE_NAME=erpnext.localhost

# Database configuration
DB_PASSWORD=your_secure_password
MYSQL_ROOT_PASSWORD=your_root_password

# Administrator password
ADMIN_PASSWORD=your_admin_password

Step 4: Start ERPNext Services

# Start ERPNext with Docker Compose
docker compose -f pwd.yml up -d

# Check if services are running
docker compose -f pwd.yml ps

Step 5: Access ERPNext

After a few minutes, ERPNext should be accessible at:

  • URL: http://localhost:8080
  • Username: Administrator
  • Password: admin (or the password you set in .env)

Method 2: Manual Installation with Bench

For development or custom setups, you can install ERPNext manually using the Bench tool.

Step 1: Install System Dependencies

On Ubuntu/Debian:

# Install system dependencies
sudo apt update
sudo apt install -y python3-dev python3-pip python3-venv
sudo apt install -y software-properties-common
sudo apt install -y mariadb-server mariadb-client
sudo apt install -y redis-server
sudo apt install -y curl
sudo apt install -y nodejs npm

Step 2: Install Bench

# Install Bench CLI
pip3 install frappe-bench

# Create a new bench directory
bench init frappe-bench --frappe-branch version-14
cd frappe-bench

# Start bench services
bench start

Step 3: Create New Site and Install ERPNext

# Create a new site
bench new-site erpnext.localhost

# Get ERPNext app
bench get-app https://github.com/frappe/erpnext

# Install ERPNext on the site
bench --site erpnext.localhost install-app erpnext

# Set site as default
bench use erpnext.localhost

Initial Configuration

Once ERPNext is installed and running, you’ll need to complete the initial setup wizard.

Setup Wizard Steps

Step 1: Language and Region

  • Select your preferred language
  • Choose your country and timezone
  • Set currency and date format

Step 2: Company Information

Company Name: Your Company Name
Company Abbreviation: YCN
Default Currency: USD (or your local currency)
Country: Your Country
Timezone: Your Timezone

Step 3: User Information

  • Create your administrator account
  • Set up your profile information
  • Configure email settings

Step 4: Business Domain

Select the domains relevant to your business:

  • Manufacturing
  • Distribution
  • Retail
  • Services
  • Non Profit
  • Education

Step 5: Chart of Accounts

  • Choose a standard chart of accounts template
  • Or create a custom chart based on your needs

Core Modules Overview

Let’s explore the main modules in ERPNext and their basic usage:

1. Accounting Module

The Accounting module is the heart of ERPNext’s financial management.

Key Features:

  • Chart of Accounts management
  • Journal entries and vouchers
  • Accounts payable and receivable
  • Financial reports and analytics

Basic Usage:

Navigate to: Accounting > Chart of Accounts
- Create account heads for your business
- Set up tax templates
- Configure payment terms

2. Selling Module

Manage your sales process from lead to payment.

Key Components:

  • Customer management
  • Sales orders and invoices
  • Quotations and proposals
  • Sales analytics

Creating a Sales Order:

  1. Go to Selling > Sales Order > New
  2. Select customer or create new
  3. Add items with quantities and rates
  4. Set delivery date and terms
  5. Submit the order

3. Buying Module

Streamline your procurement process.

Features:

  • Supplier management
  • Purchase orders and receipts
  • Purchase invoices
  • Supplier analytics

Creating a Purchase Order:

  1. Navigate to Buying > Purchase Order > New
  2. Select supplier
  3. Add items to purchase
  4. Set delivery schedule
  5. Submit for approval

4. Stock Module

Comprehensive inventory management system.

Capabilities:

  • Multi-warehouse inventory tracking
  • Stock movements and transfers
  • Serial and batch number tracking
  • Inventory valuation

Stock Entry Process:

  1. Go to Stock > Stock Entry > New
  2. Select entry type (Material Receipt, Transfer, etc.)
  3. Choose source and target warehouses
  4. Add items with quantities
  5. Submit the entry

5. Manufacturing Module

Plan and track your production processes.

Components:

  • Bill of Materials (BOM)
  • Work orders
  • Production planning
  • Job cards

Creating a BOM:

  1. Navigate to Manufacturing > BOM > New
  2. Select the item to manufacture
  3. Add raw materials with quantities
  4. Set operations and workstations
  5. Calculate costs and save

Advanced Configuration

Email Configuration

Set up email integration for automated notifications:

Settings > Email Domain
- Configure SMTP settings
- Set up email accounts
- Create email templates

SMTP Configuration Example:

Email Server: smtp.gmail.com
Port: 587
Use TLS: Yes
Username: your-email@gmail.com
Password: your-app-password

Customize your business documents:

Settings > Print Settings
- Create custom letterheads
- Design invoice templates
- Set up print formats for different documents

Custom Fields

Add custom fields to existing doctypes:

Settings > Customize Form
- Select the doctype to customize
- Add custom fields
- Set field properties and permissions

Workflow Configuration

Set up approval workflows:

Settings > Workflow
- Create workflow states
- Define transitions and conditions
- Assign roles and permissions

User Management and Permissions

Creating Users

  1. Go to Settings > User > New
  2. Enter user details and email
  3. Assign roles and permissions
  4. Set up user preferences

Role-Based Permissions

ERPNext uses a comprehensive role-based permission system:

Standard Roles:

  • System Manager: Full system access
  • Accounts Manager: Financial operations
  • Sales Manager: Sales operations
  • Purchase Manager: Procurement operations
  • Stock Manager: Inventory operations

Setting Permissions:

Settings > Role Permissions Manager
- Select doctype and role
- Set read, write, create, delete permissions
- Configure field-level permissions

Reporting and Analytics

ERPNext provides powerful reporting capabilities:

Standard Reports

Access pre-built reports:

Accounts > Reports
- Profit and Loss Statement
- Balance Sheet
- Cash Flow Statement
- Accounts Receivable Summary

Custom Reports

Create custom reports using Report Builder:

Settings > Report Builder
- Select source doctype
- Choose fields and filters
- Set grouping and sorting
- Save and share reports

Dashboard Analytics

Monitor key metrics with dashboards:

Home > Dashboard
- View key performance indicators
- Track sales and purchase trends
- Monitor inventory levels
- Analyze financial performance

Mobile Access

ERPNext provides mobile access through:

Web Mobile Interface

  • Responsive web interface
  • Touch-friendly navigation
  • Offline capability for basic operations

ERPNext Mobile App

  • Available for iOS and Android
  • Real-time synchronization
  • Push notifications for important updates

Backup and Maintenance

Automated Backups

Set up regular backups:

# For Docker installation
docker compose exec backend bench --site erpnext.localhost backup

# For manual installation
bench --site erpnext.localhost backup

System Maintenance

Regular maintenance tasks:

  • Update ERPNext to latest version
  • Monitor system performance
  • Clean up old files and logs
  • Review user access and permissions

Update Process

Docker Installation:

# Pull latest images
docker compose pull

# Restart services
docker compose down
docker compose up -d

Manual Installation:

# Update bench and apps
bench update

# Migrate site
bench --site erpnext.localhost migrate

Troubleshooting Common Issues

Installation Issues

Docker Container Won’t Start:

# Check container logs
docker compose logs

# Restart services
docker compose restart

# Check system resources
docker system df

Database Connection Issues:

  • Verify database credentials in configuration
  • Check if MariaDB service is running
  • Ensure proper network connectivity

Performance Issues

Slow Loading Times:

  • Check system resources (RAM, CPU)
  • Optimize database queries
  • Enable caching
  • Review custom scripts and customizations

High Memory Usage:

  • Monitor background jobs
  • Optimize large reports
  • Clean up old logs and files

Access Issues

Login Problems:

  • Reset password using bench command
  • Check user permissions and roles
  • Verify email configuration

Permission Errors:

  • Review role assignments
  • Check doctype permissions
  • Verify user group memberships

Best Practices

Data Management

  1. Regular Backups: Set up automated daily backups
  2. Data Validation: Use validation rules to ensure data quality
  3. Naming Conventions: Establish consistent naming standards
  4. Archive Old Data: Regularly archive historical records

Security

  1. Strong Passwords: Enforce strong password policies
  2. Two-Factor Authentication: Enable 2FA for admin users
  3. Regular Updates: Keep ERPNext updated to latest version
  4. Access Control: Implement principle of least privilege

Performance Optimization

  1. Database Indexing: Optimize database queries with proper indexes
  2. Caching: Enable Redis caching for better performance
  3. Resource Monitoring: Monitor system resources regularly
  4. Custom Scripts: Optimize custom Python and JavaScript code

Integration Capabilities

ERPNext can integrate with various third-party services:

E-commerce Integration

  • Shopify connector
  • WooCommerce integration
  • Magento synchronization

Payment Gateways

  • PayPal integration
  • Stripe payment processing
  • Razorpay for Indian businesses

Communication Tools

  • WhatsApp Business API
  • Slack notifications
  • Email marketing platforms

Accounting Software

  • QuickBooks migration
  • Tally data import
  • Excel/CSV data import

Conclusion

ERPNext is a comprehensive, feature-rich ERP solution that can significantly improve your business operations. Its open-source nature, combined with powerful features and flexibility, makes it an excellent choice for businesses of all sizes.

Key takeaways from this tutorial:

  1. Easy Installation: Docker-based setup makes installation straightforward
  2. Comprehensive Features: Covers all major business processes
  3. Customizable: Highly flexible and customizable to fit specific needs
  4. Cost-Effective: Free and open-source with no licensing fees
  5. Active Community: Strong community support and regular updates

Next Steps

After completing this tutorial, consider:

  1. Explore Advanced Features: Dive deeper into manufacturing, project management, or HR modules
  2. Customize for Your Business: Add custom fields, workflows, and reports
  3. Train Your Team: Provide comprehensive training to your staff
  4. Join the Community: Participate in ERPNext forums and discussions
  5. Consider Professional Support: Explore Frappe Cloud for managed hosting

Resources for Further Learning

ERPNext’s journey from a simple accounting tool to a comprehensive ERP system demonstrates the power of open-source development. With its continuous evolution and growing community, ERPNext is well-positioned to meet the changing needs of modern businesses.

Start your ERPNext journey today and experience the benefits of a truly integrated business management system!

참고

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