The Most Overlooked ERPNext Features That Can Save You Hours
⏳ The Most Overlooked ERPNext Features That Can Save You Hours
ERPNext is a powerful platform — but let’s be honest, many of its best features are hidden in plain sight. If you’ve been using ERPNext for a while, you’ve probably only scratched the surface of what it can do.
Over the years, I’ve discovered some incredibly useful ERPNext features that have saved me hours of work — and yet, many developers and users overlook them. Here are the most valuable “hidden gems” in ERPNext that you should start using today:
1. Background Jobs with frappe.enqueue()
Long-running tasks (like stock recalculations or report generation) can slow down the system and time out — but ERPNext allows you to handle these in the background without interrupting the user experience.
Instead of running heavy tasks directly, use frappe.enqueue() to offload them to the background:
Example:
@frappe.whitelist()
def calculate_stock():
frappe.enqueue(
‘myapp.tasks.calculate_stock’,
timeout=3600,
queue=‘long’
)
Why It’s Useful:
• It keeps the UI responsive while heavy tasks are being processed.
• Improves system stability by handling large workloads in the background.
2. Auto-Repeat for Recurring Documents
If you’re manually creating recurring invoices or purchase orders — stop! ERPNext’s Auto-Repeat feature allows you to automate the creation of recurring documents.
Go to Auto Repeat → New and configure:
• The document type (e.g., Sales Invoice)
• Frequency (e.g., monthly)
• Duration (start and end dates)
Why It’s Useful:
• Reduces manual work for recurring entries.
• Ensures consistency in billing, invoicing, and reporting.
3. Dynamic Link Fields
Dynamic Link fields allow you to reference multiple DocTypes from a single field. Instead of creating separate fields for Customer, Supplier, and Employee — use a Dynamic Link.
Example:
In a Custom DocType:
• Create a field party_type with type Select (Customer, Supplier, Employee).
• Create another field party with type Dynamic Link linked to party_type.
Why It’s Useful:
• Reduces the need for separate fields.
• Makes data entry more flexible and consistent.
4. Custom Dashboards
ERPNext allows you to create Custom Dashboards that consolidate multiple reports and charts in one place.
Go to Dashboard → New Dashboard and:
• Add charts based on any DocType.
• Combine data from different modules (e.g., Sales and Accounts).
• Include custom KPIs and statistics.
Example:
To create a dashboard showing total sales and pending invoices:
• Add a chart based on Sales Invoice.
• Add a list view of Unpaid Invoices.
• Include a KPI for “Total Sales This Month.”
Why It’s Useful:
• Gives real-time insights at a glance.
• Reduces the need to open multiple reports.
5. Server-Side Pagination for Large Data Sets
Fetching large datasets can lead to slow responses and timeouts. ERPNext supports server-side pagination to handle large volumes of data efficiently.
Example:
Instead of loading all data at once:
data = frappe.get_all(“Sales Invoice”)
Use pagination:
data = frappe.get_list(
“Sales Invoice”,
fields=[“name”, “customer”],
limit_page_length=20,
order_by=“creation desc”
)
Why It’s Useful:
• Improves load times for large reports and lists.
• Reduces memory usage on the server.
6. Email Alerts and Notifications
ERPNext can automatically trigger email alerts and system notifications based on specific conditions.
Example:
To send an email when an invoice is overdue:
• Go to Email Alert → New
• Set Document Type = Sales Invoice
• Condition = outstanding_amount > 0 AND due_date < today()
• Add recipients and message template
Why It’s Useful:
• Reduces manual follow-ups.
• Improves response time for critical business events.
7. Role-Based Permissions and User Restrictions
ERPNext allows you to control access to specific fields and records based on user roles.
Example:
To restrict a user from seeing profit margin in Sales Invoice:
• Go to Role Permissions Manager
• Select the “Sales Invoice” DocType
• Remove permission to view the margin field for the “Sales User” role
Why It’s Useful:
• Protects sensitive data.
• Ensures compliance with internal policies.
8. Webhooks for Real-Time Data Sync
Instead of relying on scheduled syncs, ERPNext can send real-time updates to external systems using webhooks.
Example:
To send order data to an external CRM:
• Go to Webhook → New
• Set Document Type = Sales Invoice
• Set Request URL = https://your-crm.com/api/orders
• Map fields like customer, items, and total amount
Why It’s Useful:
• Reduces data sync delays.
• Improves accuracy in external systems.
9. User-Specific Workspaces
ERPNext allows you to create custom workspaces tailored to specific user roles or departments.
Example:
To create a workspace for the Sales team:
• Go to Workspace → New
• Add shortcuts to Sales Orders, Customer List, and Reports
• Limit access to the “Sales” user role
Why It’s Useful:
• Streamlines user navigation.
• Improves user efficiency by reducing clicks.
10. Frappe Framework’s frappe.throw() and frappe.msgprint()
Instead of returning generic errors, you can display informative user-friendly messages using Frappe’s built-in messaging functions.
Example:
To alert the user about a missing value:
if not customer_name:
frappe.throw(_(“Customer name is required”))
To display a success message:
frappe.msgprint(_(“Order successfully created”))
Why It’s Useful:
• Improves user experience.
• Makes troubleshooting easier for end users.
11. Multi-Company Setup
ERPNext supports multi-company accounting, but many developers try to handle it manually instead of using the built-in feature.
Example:
To enable multi-company:
• Go to Company → New
• Set up unique chart of accounts and tax rules for each company
• Use the “Company” field in reports to separate financial data
Why It’s Useful:
• Keeps financial data organized.
• Supports centralized reporting across multiple entities.
12. Bulk Data Import and Export
Instead of manually creating hundreds of records, use ERPNext’s bulk import/export tool.
Example:
• Go to Data Import
• Select the Document Type (e.g., Sales Invoice)
• Upload a CSV file with the data
• Map fields and validate before importing
Why It’s Useful:
• Speeds up data migration.
• Reduces human error during data entry.
13. Conditional Workflows
ERPNext supports complex approval and process workflows based on specific conditions.
Example:
To require manager approval for invoices above ₹1,00,000:
• Go to Workflow → New
• Set condition grand_total > 100000
• Set approver role to “Manager”
Why It’s Useful:
• Reduces bottlenecks.
• Ensures better control over high-value transactions.
💡 Final Thoughts
ERPNext is packed with features — but many of them are underutilized. By using these hidden gems, you can save time, reduce manual effort, and improve the overall user experience.
👉 What’s your favorite ERPNext feature that others tend to overlook? Share your thoughts in the comments — let’s unlock the full potential of ERPNext together!
#ERPNext #Productivity #Efficiency #BusinessAutomation #HiddenGems
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