Keep Learning

India

Keep Learning

₹50 Cr+ Budget, 5,000+ Vendors: How Keeplearning automated budgeting with ERPNext

About

Keep Learning

keeplearning runs higher education programs and enterprise workforce training out of Bengaluru and Mumbai, working with organisations across technology, manufacturing, retail, BFSI, and healthcare.

Apps implemented

ERPNext

Frappe HR

Industry

Education

modules implemented

Help people to use our tools

We believe our tools like ERPNext can help organizations reduce waste and complexity. Frappe + ERPNext has the potential to be a “full stack” replacement for not only ERP (SAP/Oracle) but also the entire enterprise stack (Java/.NET). With this scope, we should help organizations by providing products and services to help them manage their technology platforms.

Why ERPNext over SAP B1 / Oracle

100% FOSS

Customizable

Future-ready

Challenges

No department level ceiling department budgets lived in spreadsheets maintained beside ERPNext, since the native Budget doctype only supports Cost Center, Project, or Accounting Dimension, with no Department option.
Overspend was found after the money was committed, not before budget enforcement on Purchase Orders isn't switched on by default, so a budget created without reviewing those settings enforced far less than finance assumed.
Moving unused budget between accounts meant cancelling the Budget document and recreating it, since a Budget is locked to a unique combination of company, fiscal year, budget against value, and account.
Purchase approvals ran entirely on email a request moving from material request to quotation to order to invoice had no single tracking view, so finance chased status by hand and approvals that should take minutes took the better part of a day.
The alternative under consideration continuing to manage budget caps in spreadsheets layered over ERPNext didn't scale at 5,000+ vendors and 350+ employees across multiple campuses.

Benefits

Every department, in every company, was mapped one to one onto its own Cost Center, so department budgets became Cost Center budgets enforced by the native engine, with no parallel system to reconcile.
A master budget ceiling per company and department means no individual budget line can be uploaded or approved above the sanctioned limit enforced when the budget is set, not argued about at the point of spend.
Budget restriction controls now apply at the point of spend, with authorised overrides recorded as a deliberate, role based act instead of an oversight. A bulk budget upload tool lets finance download a pre formatted spreadsheet per company, fill it in, and upload it against a cost center and fiscal year budgets are created automatically instead of one at a time.
One click budget reallocation moves unused budget between accounts in a single window, with the reason captured on the same record, replacing the cancel and recreate workaround.
A procurement timeline tracker makes every purchase request visible end to end, from request through quotation, order, receipt, and invoice to payment.
A finance dashboard gives a live view of expense vs. budget, non budgeted vendor concentration, and creditor ageing by cost center and month.
A lighter asset dashboard, built on ERPNext's standard Assets module, gives a consolidated view of institute wide assets.

Impact

Successful on-time ERPNext go-live

Increased sales order to cash

Increased inventory turnover

Budget and purchase approvals that previously ran over email now complete in minutes instead of the better part of a day, since the sanctioned budget is checked automatically before an approval is allowed.
The finance team estimates roughly 70–75% less manual reconciliation work now that budgets, reallocations, and approvals run inside ERPNext instead of spreadsheets and email.
Loading a full company's monthly budgets went from account by account entry to a single bulk upload; reallocation went from a multi step cancel and reissue to one action.
Overspend is now prevented rather than detected the earlier pattern of purchase requests being approved after a department's allocation was exhausted is gone.
Department heads see their own spend against their own allocation without asking finance to relay it.
The system now carries an annual budget above ₹50 crore (₹500 million+), payments to 5,000+ vendors, 350+ employees, and multiple institutes and companies, on a single ERPNext instance.

Working with Girman Technologies was smooth and impactful. Their expertise as a Certified Frappe Partner helped us build department wise budgeting and procurement tracking on ERPNext seamlessly. We now have centralized budget control, automated approvals, and real-time finance visibility. I highly recommend Girman Technologies to any organisation looking for a reliable ERPNext and Frappe Partner.

Pranav Padode

CEO

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Implemented by

Girman Technologies

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Inspire people by sharing how Frappe has positively impacted your business.

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Share your story with the world

Inspire people by sharing how Frappe has positively impacted your business.

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