Implementation of ERPNext
Budget: $1,500 – $3,000 USD
Deadline 3 Weeks from start, check also the attached file
This is a new system that still needs to be created and installed.
We are not using this system yet.
1. Subject
The subject is the implementation and configuration of a fully functional ERP system based on ERPNext. The system will be either self-hosted on our own server infrastructure or alternatively provided as a cloud-based solution. The objective is to establish a practical and legally compliant ERP system for accounting, inventory, CRM, and manufacturing processes, particularly aligned with current German e-invoicing regulations.
2. Scope of Work
The selected contractor will be responsible for the complete technical setup, configuration, and documentation of the ERPNext system with the following components:
2.1. System Requirements
ERPNext (latest stable version)
Web-based access via HTTPS
German as the primary language (English optional)
Multi-user system with role-based access control
Documented backup concept
2.2. Required ERP Modules
The following standard ERPNext modules shall be installed and fully configured:
Accounting
Sales
Purchase
Stock / Inventory Management
Manufacturing
Customer Relationship Management (CRM)
Project Management
Helpdesk / Support
Quality Management
Email Integration
Reports & Dashboards
User and Permission Management
The following modules are not required:
Human Resources (HR)
Website / Webshop
Construction
Agriculture
Non-Profit
ERPNext Customization Scope – Developer Specifications
1. n General Configuration
- Default language: German (de-DE)
- Currency: EUR with German format (e.g., 1.000,00 €)
- Timezone: Europe/Berlin
- GDPR-compliant user privacy handling:
- Consent checkboxes for contact forms and newsletter sign-ups
- Privacy policy acknowledgment at registration
2. Medical Devices & Inventory Management
- Device Manager for medical devices:
- Serial number, batch number, manufacturer, delivery date, usage location
- STK (Safety Check) due date with automated reminders
- Upload & manage STK inspection reports (PDF)
- Link to measurement protocols (e.g., Gossen Metrawatt SECULIFE ST Pro)
- Inventory with barcode support:
- Barcode creation, scanning (EAN-compatible)
- Purchase orders for suppliers with PDF generation
- Supplier analytics:
- Purchase volume, expense tracking per supplier
3. Finance & Accounting
- Compliant with German tax law:
- VAT ID, OSS support, small business regulation
- Invoicing per §14 UStG with QR code and ZUGFeRD PDF
- Electronic banking and reconciliation:
- SEPA direct debit, transfers, open item management
- Split accounting entries (e.g., mixed revenue, commissions)
- DATEV export and banking API integration
- Automated dunning system (multi-stage reminders)
- Customer invoice documents:
- Quotes, confirmations, delivery notes, invoices downloadable by customer
- Revenue & VAT statistics:
- Total revenue, breakdown by product/service
- Monthly, quarterly, yearly tax reports
4. CRM, Leads & Sales
- Separate customer types: doctors, clinics, distributors, partners
- Full customer profiles:
- Contact data, address, date of birth, order history
- GDPR-compliant logging of communication
- Lead management:
- Web form → CRM → newsletter system
- Inquiry → Quote → Sales Order workflow
- Quotation templates with CE mark, product images, serials
- Track service intervals and STK timelines per customer/device
- After-sales tracking:
- Support history, satisfaction, service log
5. Email, Newsletter & Communication
- Built-in email client with IMAP sync
- Newsletter system with:
- Audience segmentation
- Automated campaign scheduling
- Trigger-based mailings:
- STK reminders
- Offer follow-up
- Product recalls
- Overdue invoice notifications
6. Website & Customer Portal
- GDPR-compliant customer portal:
- View/download all documents
- See device and service history
- Upload repair or STK requests
- Order system for logged-in users:
- With payment gateway (PayPal, SEPA, credit card)
- Sync online and offline sales for total reporting
- Integration with shipping label generation:
- DHL, DPD, UPS via API
- Opt-in for privacy & marketing during user registration
7. Reporting & Analytics
- Sales reports:
- Monthly, quarterly, yearly
- Separated by service and product
- Top-selling products/services
- Top customers by total order volume (online + invoice)
- Revenue & VAT statistics by category and time period
- Supplier report:
- Number and volume of POs
- Total costs per vendor
8. Event Management
- Event module:
- Create/manage seminars, webinars, workshops
- Online registration with confirmation emails
- Ticketing and participant export
9. ISO 13485 Quality Management
- Internal quality area:
- Document control, approvals, revision logs
- Change management logs per device/customer
- Nonconformity reporting (NCR)
- Role-based access per ISO structure (e.g. QMB, STK inspector)
- Full audit trail and version history
10. Integrations & Automation
- API hooks for future device testing hardware (e.g. Metrawatt)
- Custom email and alert logic
- Daily/weekly STK checks and reminders
- External integrations:
- Shipping labels
- Banking APIs
- Payment gateways
11. User Roles & Access Control
- Internal role separation:
- Sales
- STK inspectors
- Support
- Accounting
- Partner login for resellers:
- Restricted view of their customers and devices
This is a new system that still needs to be created and installed.
We are not using this system yet.
1. Subject
The subject is the implementation and configuration of a fully functional ERP system based on ERPNext. The system will be either self-hosted on our own server infrastructure or alternatively provided as a cloud-based solution. The objective is to establish a practical and legally compliant ERP system for accounting, inventory, CRM, and manufacturing processes, particularly aligned with current German e-invoicing regulations.
2. Scope of Work
The selected contractor will be responsible for the complete technical setup, configuration, and documentation of the ERPNext system with the following components:
2.1. System Requirements
ERPNext (latest stable version)
Web-based access via HTTPS
German as the primary language (English optional)
Multi-user system with role-based access control
Documented backup concept
2.2. Required ERP Modules
The following standard ERPNext modules shall be installed and fully configured:
Accounting
Sales
Purchase
Stock / Inventory Management
Manufacturing
Customer Relationship Management (CRM)
Project Management
Helpdesk / Support
Quality Management
Email Integration
Reports & Dashboards
User and Permission Management
The following modules are not required:
Human Resources (HR)
Website / Webshop
Construction
Agriculture
Non-Profit
ERPNext Customization Scope – Developer Specifications
1. n General Configuration
- Default language: German (de-DE)
- Currency: EUR with German format (e.g., 1.000,00 €)
- Timezone: Europe/Berlin
- GDPR-compliant user privacy handling:
- Consent checkboxes for contact forms and newsletter sign-ups
- Privacy policy acknowledgment at registration
2. Medical Devices & Inventory Management
- Device Manager for medical devices:
- Serial number, batch number, manufacturer, delivery date, usage location
- STK (Safety Check) due date with automated reminders
- Upload & manage STK inspection reports (PDF)
- Link to measurement protocols (e.g., Gossen Metrawatt SECULIFE ST Pro)
- Inventory with barcode support:
- Barcode creation, scanning (EAN-compatible)
- Purchase orders for suppliers with PDF generation
- Supplier analytics:
- Purchase volume, expense tracking per supplier
3. Finance & Accounting
- Compliant with German tax law:
- VAT ID, OSS support, small business regulation
- Invoicing per §14 UStG with QR code and ZUGFeRD PDF
- Electronic banking and reconciliation:
- SEPA direct debit, transfers, open item management
- Split accounting entries (e.g., mixed revenue, commissions)
- DATEV export and banking API integration
- Automated dunning system (multi-stage reminders)
- Customer invoice documents:
- Quotes, confirmations, delivery notes, invoices downloadable by customer
- Revenue & VAT statistics:
- Total revenue, breakdown by product/service
- Monthly, quarterly, yearly tax reports
4. CRM, Leads & Sales
- Separate customer types: doctors, clinics, distributors, partners
- Full customer profiles:
- Contact data, address, date of birth, order history
- GDPR-compliant logging of communication
- Lead management:
- Web form → CRM → newsletter system
- Inquiry → Quote → Sales Order workflow
- Quotation templates with CE mark, product images, serials
- Track service intervals and STK timelines per customer/device
- After-sales tracking:
- Support history, satisfaction, service log
5. Email, Newsletter & Communication
- Built-in email client with IMAP sync
- Newsletter system with:
- Audience segmentation
- Automated campaign scheduling
- Trigger-based mailings:
- STK reminders
- Offer follow-up
- Product recalls
- Overdue invoice notifications
6. Website & Customer Portal
- GDPR-compliant customer portal:
- View/download all documents
- See device and service history
- Upload repair or STK requests
- Order system for logged-in users:
- With payment gateway (PayPal, SEPA, credit card)
- Sync online and offline sales for total reporting
- Integration with shipping label generation:
- DHL, DPD, UPS via API
- Opt-in for privacy & marketing during user registration
7. Reporting & Analytics
- Sales reports:
- Monthly, quarterly, yearly
- Separated by service and product
- Top-selling products/services
- Top customers by total order volume (online + invoice)
- Revenue & VAT statistics by category and time period
- Supplier report:
- Number and volume of POs
- Total costs per vendor
8. Event Management
- Event module:
- Create/manage seminars, webinars, workshops
- Online registration with confirmation emails
- Ticketing and participant export
9. ISO 13485 Quality Management
- Internal quality area:
- Document control, approvals, revision logs
- Change management logs per device/customer
- Nonconformity reporting (NCR)
- Role-based access per ISO structure (e.g. QMB, STK inspector)
- Full audit trail and version history
10. Integrations & Automation
- API hooks for future device testing hardware (e.g. Metrawatt)
- Custom email and alert logic
- Daily/weekly STK checks and reminders
- External integrations:
- Shipping labels
- Banking APIs
- Payment gateways
11. User Roles & Access Control
- Internal role separation:
- Sales
- STK inspectors
- Support
- Accounting
- Partner login for resellers:
- Restricted view of their customers and devices