Prometheus ERP
Promatics' own ERP, built on open-source ERPNext, with industry editions and Canadian configuration, delivered and supported by Promatics.
Business Systems & ERP
ERPNext implementation, migration and support
ERPNext is an open-source ERP covering accounting, buying, selling, inventory, manufacturing, projects, HR and more. We implement it, migrate your data into it, train your staff, and then host, upgrade and support it, so the system keeps pace with your organization.
Who this service is for
A good fit if
- You are evaluating or have chosen ERPNext and need help configuring it for your processes.
- You already run ERPNext and need data migration, permissions, reports, workflows or integrations.
- You inherited an ERPNext system from a previous provider and need someone to take it over.
- Your team needs practical training based on your own processes, not generic demos.
- You want ERPNext hosted, backed up, upgraded and supported by one provider.
Another approach may suit you better if
- You need accounting, tax or payroll advice. We configure the system; your accountant decides how transactions should be treated.
- You want an industry edition with Canadian configuration ready to go. Prometheus, our ERP built on ERPNext, may suit you better.
What this service is
ERPNext is an open-source enterprise resource planning (ERP) system built on the Frappe framework. It combines accounting, purchasing, sales, inventory, manufacturing, projects, HR and other functions in one database, so that a sale, a stock movement and the matching accounting entry stay consistent.
Promatics implements ERPNext, migrates data into it, trains staff, and then keeps it running: hosting, backups, monitoring, upgrades and support. When you need more than configuration, we customize and automate ERPNext to match your requirements exactly.
Implementation
Implementing an ERP is mostly about decisions: how your processes should work, which data is trustworthy enough to migrate, and who can do what. We work module by module in a test site, agree each process with its owner, and keep a written record of every decision.
ERPNext manages access through role-based permissions, which we design around real job roles, and approvals through workflows, so that purchase orders, expense claims and payments follow your rules.
Data migration
ERPNext loads existing records through its data import tool, which accepts CSV or Excel files, and through its API for larger or repeated loads. We migrate from spreadsheets, entry-level accounting packages and legacy ERPs, including Sage, QuickBooks, NetSuite and Microsoft Dynamics.
Demonstration, not a client project
Example: reconciling a migration
Invented figures showing how we check a test migration before go-live:
| Check | Old system | ERPNext test site | Result |
|---|---|---|---|
| Customers imported | 1,284 | 1,284 | Match |
| Accounts receivable total | $412,650.18 | $412,650.18 | Match |
| Stock value, main warehouse | $96,310.00 | $95,870.00 | Difference of $440.00 |
The stock difference traces to two items with inconsistent units of measure in the old system. The units are corrected at the source, the import is rerun, and the totals are checked again before sign-off.
Hosting, upgrades and support
ERPNext can run on your own servers, in your own cloud account (including Canadian regions such as AWS Canada Central or Azure Canada Central), on Frappe Cloud, or hosted for you by Promatics. Wherever it runs, we set up automated backups, monitoring and a tested restore.
ERPNext releases regular updates and new major versions. Under a support agreement, we apply updates on a test site first, check customizations and integrations, and then update production in an agreed window. Users get help with day-to-day questions, and small changes are handled as part of the plan, with scope and response targets set in the agreement.
Taking over an existing system
If a previous provider built your ERPNext system, we begin with a health check: version and upgrade status, customizations and where their code lives, integrations, permissions, hosting, and whether backups can actually be restored. You receive a short report with urgent fixes and a plan, before we take on ongoing support.
Training
Training is organized by role and uses your own processes and data from the test site, so staff practise the work they will actually do. Each role receives a short written guide, and administrators learn how to manage users, permissions and common settings.
What is included
The exact list is agreed in writing for each project. These are the usual deliverables and the usual boundaries.
Typical deliverables
- A discovery that maps your core processes to ERPNext and records the gaps.
- Configuration of companies, chart of accounts (as provided by your accountant), items, warehouses, taxes and the modules in scope.
- Roles and permissions designed around who needs to see and do what.
- Data migration from spreadsheets or legacy systems, with test imports and reconciled totals.
- Custom fields, print formats, reports, workflows and automation where standard features do not fit.
- Integrations with other systems, where scoped.
- User acceptance testing with your staff using realistic scenarios.
- Role-based training sessions and short written guides for your processes.
- Hosting, backups, monitoring, version upgrades and ongoing support under a support agreement.
Not included unless agreed separately
- Accounting, tax, payroll or legal advice.
- Third-party hosting fees or app subscriptions, where you buy them directly.
- Cleaning up years of historical data, unless scoped separately.
- Work outside the agreed scope or support agreement, which is quoted separately.
What we will need from you
Most delays in this kind of work come from access and decisions, not from the technical build. Knowing these early keeps the project predictable.
- A project sponsor and a named owner for each business area, such as finance, sales and inventory.
- Your accountant's input on the chart of accounts, opening balances and tax setup.
- Clean exports from your current systems, and staff time to check migrated data.
- A hosting decision, whether your own servers, a cloud account or hosting arranged by Promatics.
Delivery
How the work is delivered
Each stage ends with something you can review before the next one starts.
Discovery
Walk through how each area works today and map it to ERPNext. Agree what goes into the first phase.
Output: Process map, gap list and phase-one scope.
Configure
Set up the system in a test site, module by module, following your agreed processes.
Output: Configured test site.
Migrate data
Clean and map data, run test imports, and reconcile totals such as customer balances and stock values.
Output: Reconciled test migration.
Test and train
Staff test realistic scenarios in the test site, and training is organized by role.
Output: Signed-off test scenarios and trained users.
Go live and support
Final migration, cut-over checklist, early-life support, then hosting, upgrades and support under your agreement.
Output: Live system, handover pack and support plan.
Testing and handover
- Opening balances and key totals are reconciled against your previous system before go-live.
- Each role is tested to confirm users can do their work and cannot see what they should not.
- Every customization is documented and kept in version control, with the reason it exists.
- Backups and a restore test are confirmed wherever the system is hosted.
- You receive administrator access and the documentation needed to support the system.
What affects the cost
We do not publish package prices. Each estimate is based on an agreed scope, in Canadian dollars, with taxes shown separately. These are the things that move the number most:
- The number of modules, companies and locations in scope.
- The amount and quality of data to migrate.
- How far your processes differ from standard ERPNext.
- The number of integrations and customizations.
- Hosting, the number of users, and the level of ongoing support.
Questions buyers usually ask
Is ERPNext free?
The software is open source, with no licence fee for the software itself. You still pay for hosting, for implementation and training, and for ongoing support and upgrades. Our ERP evaluation checklist covers total cost of ownership.
Which version do you work with?
We work with currently supported releases. At the time of writing, the ERPNext project publishes version 16 releases and continues to patch version 15. We confirm the version for your project during discovery and plan upgrades as part of support.
Can ERPNext handle Canadian taxes?
ERPNext supports configurable tax templates and rules, and GST/HST, QST and provincial sales taxes can be set up with your accountant's direction. We configure what your accountant specifies; we do not give tax advice.
Can you take over an existing ERPNext system?
Yes. We start with a review of its configuration, customizations, hosting and backups, so we understand what we are taking on, then fix urgent risks and agree a support plan.
What is the difference between ERPNext and Prometheus?
Prometheus is Promatics' white-labelled ERP built on ERPNext, with industry editions and Canadian configuration included. Choose ERPNext when you want the standard product configured for you; choose Prometheus when an industry edition fits your organization.
Related
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CRM and ERP data migration readiness
What to settle before moving data into a new CRM or ERP, from owners and deduplication to test migrations, reconciliation and rollback.
Considering ERPNext or struggling with an existing setup?
Tell us which processes you want to run in ERPNext and where you are today. We will reply to arrange a conversation.