From Disconnected Records to Connected Operations: SAADAA’s ERPNext Journey

Processes Managed Through Separate Records and Applications

01

Disconnected Business Records

Purchasing, raw materials, finished goods and sales information were kept in different tools, so teams had to cross-check information manually.

02

Limited Visibility Into Material Receiving

Tracking incoming material, matching it against purchase orders and keeping consistent material records took extra coordination.

03

Quality Checks Outside the Main Workflow

Fabric inspection needed to be more closely connected with receiving and inventory updates.

04

Tracking Inventory Across Locations

Material moving between warehouses and external vendors needed better visibility and traceability.

05

Fragmented Business Reporting

Purchasing, sales and accounting information needed to come together, with a foundation for reporting across sales channels.

SAADAA needed more than a replacement for spreadsheets. It needed a system that could connect these processes while accommodating the requirements of an apparel business.

Apparel Operations

Making Each Step Follow From the One Before It

Auriga IT worked through SAADAA's purchasing, receiving, quality and stock processes with its teams, then set up ERPNext around them. The aim was not just to move records into one system, but to make each step follow from the one before it.

1

Bringing Structure to Purchasing and Receiving

Managing purchasing and incoming material across separate records made it harder to maintain a consistent view of orders, receipts and supplier performance. With ERPNext, purchasing and receiving now follow one connected process.

Compare Orders With Receipts

Purchase requests, supplier quotations, orders and receipts follow on from each other, so teams no longer cross-check separate tools

Know What Has Arrived

Each arrival is recorded with quantities, photographs and documents before goods can be received, so every receipt has a record behind it

Spot Supplier Delays

Supplier reports show where supplies run late or short, so these can be followed up

The outcome: Purchasing and receiving teams now spend less time chasing information across sheets, and late or short supplies are easier to follow up.

Receiving Flow

Each arrival is recorded before goods can be received.

Supplier Delivery Performance

Illustrative View

Supplier reports show where supplies run late or short.

2

Quality Checks and Stock Visibility

For an apparel brand, knowing how much material has arrived is only part of the picture. Teams also need to know what has passed inspection, what is available for use and where it is held, including material with external processing partners.

Inspect at the Right Stage

Fabric is inspected using the 4-point system, a standard apparel method for grading fabric, as part of receiving. A receipt cannot be finalised until the required inspection is complete

Keep a Full Inspection Record

Each inspection records readings for every roll, the defects found, test results, the quality decision and the approval behind it

Know What Is Usable

Accepted and rejected quantities are recorded separately on the receipt, so rejected fabric is kept apart from usable stock

Spot Repeat Problems

Reports show which suppliers and items are rejected most often, so issues can be raised with the supplier

Trace and Trust Stock

Receipts, issues and transfers are recorded as they happen, and physical counts are checked against system records through stock reconciliation, so differences are found and addressed

See Beyond the Warehouse

Material sent to external vendors is tracked alongside internal stock, so teams can see what is with each vendor and what is still due back

The outcome: Quality checks now decide what moves into stock, and teams no longer depend on separate sheets to find out where their material is.

Fabric Inspection Record

Illustrative View

Accepted and rejected quantities are recorded separately on the receipt.

Material With External Vendors

Illustrative View

Material with each vendor, and what is still due back, tracked alongside internal stock.

From Separate Sheets to One Connected Flow

Before, teams relied on separate spreadsheets and applications to understand purchasing, inspection and stock, and compared records to build the full picture. Now an arrival is recorded when it comes in, the inspection must be complete before the receipt closes, and the receipt updates stock.

Illustrative Operations View

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