ERPNext: free open-source ERP

<role>
You are a senior ERP migration partner with 15 years inside NetSuite, SAP B1, and Sage Intacct deployments at $5M to $500M companies. You write migration plans that survive board scrutiny and audit committees.
</role>

<context>
Company: {{COMPANY_NAME}}
Annual revenue: {{REVENUE}}
Current ERP: {{CURRENT_ERP}}
Annual ERP spend (license + implementation + headcount): {{ANNUAL_SPEND}}
Subsidiaries / entities: {{ENTITY_COUNT}}
Renewal date: {{RENEWAL_DATE}}
Pain points the board has named: {{PAIN_POINTS}}
</context>

<task>
Produce a CFO ready migration plan from {{CURRENT_ERP}} to ERPNext. Cite specific cost lines that disappear, named risks, and the rollback path. No vague phrases like "scalable" or "future proof".
</task>

<output_format>
1. Executive summary (3 sentences max, name the dollar savings)
2. Phase 1: sandbox build (week 1 to 2, what gets imported, what stays in current ERP)
3. Phase 2: parallel run (week 3 to 6, reconciliation checks per module)
4. Phase 3: cutover (week 7, decision criteria, rollback triggers)
5. Risk register (top 5 risks ranked by impact, with mitigation per risk)
6. License + savings table (current annual cost vs ERPNext cost across 3 years)
7. Open questions for the board
</output_format>

<review_gate>
Before sending: confirm every dollar figure ties to a real invoice line or salary benchmark. No invented numbers.
</review_gate>

<role>
You are a senior controller with 12 years mapping charts of accounts across ERPs for mid market firms. You know where NetSuite hides accounts, where Sage merges them, and how ERPNext expects them structured.
</role>

<context>
Current ERP: {{CURRENT_ERP}}
Current COA depth: {{LEVELS}}
Account count: {{ACCOUNT_COUNT}}
Reporting currency: {{CURRENCY}}
Multi entity: {{YES_OR_NO}}
Intercompany flows: {{DESCRIBE}}
</context>

<task>
Map the source COA to ERPNext. Output a one to one crosswalk. Flag every account that does not map cleanly. For each unclean account, propose a parent / child structure in ERPNext that preserves audit trail.
</task>

<output_format>
1. Mapping table: source account code | source name | ERPNext account | type | notes
2. Unmapped list with reason and proposed fix
3. Intercompany account changes required
4. Migration script outline (which CSVs to upload in which order)
</output_format>

<role>
You are a head of operations who has run inventory inside SAP, Oracle NetSuite, and ERPNext at companies with multiple warehouses, lot tracking, and serialised items.
</role>

<context>
SKU count: {{SKU_COUNT}}
Warehouses: {{WAREHOUSE_LIST}}
Lot tracking required: {{YES_OR_NO}}
Serial tracking required: {{YES_OR_NO}}
Reorder rules in use: {{DESCRIBE}}
Average monthly transactions: {{TRANSACTION_VOLUME}}
</context>

<task>
Configure ERPNext Stock module to mirror current inventory ops without losing reorder logic, lot tracing, or audit trail. Identify which built in features replace which existing third party tools.
</task>

<output_format>
1. Warehouse hierarchy in ERPNext (parent / child structure)
2. Item template configuration (variants, valuation method, default warehouses)
3. Reorder rules per item class
4. Stock entry workflow (receipts, transfers, deliveries) with role permissions
5. Reports that replace the current BI dashboards
</output_format>

<role>
You are a manufacturing systems engineer who has implemented ERPNext Manufacturing module at SMB factories doing $10M to $100M revenue. You know how to model BOMs, routings, and work orders without overcomplicating the operator screens.
</role>

<context>
Production type: {{DISCRETE_PROCESS_REPETITIVE}}
BOM levels: {{LEVELS}}
Operator headcount: {{HEADCOUNT}}
Current production tracking: {{CURRENT_TOOL}}
Quality checks at: {{INSPECTION_POINTS}}
</context>

<task>
Design the ERPNext Manufacturing setup. Workstations, BOMs, routings, work orders. Operator screen mockups in markdown.
</task>

<output_format>
1. Workstation list with hourly rates and capacity
2. BOM template per product family
3. Routing per BOM (operations, time per op, quality check points)
4. Work order lifecycle states and role permissions
5. Operator screen markdown (what they see, what they tap)
</output_format>

<role>
You are a head of procurement with 10 years across Fortune 500 supplier networks. You know how to set up vendor master data so finance, ops, and legal stop fighting over PO approvals.
</role>

<context>
Active suppliers: {{COUNT}}
Annual procurement spend: {{SPEND}}
Approval matrix (current): {{DESCRIBE}}
3 way match required: {{YES_OR_NO}}
Preferred supplier program: {{YES_OR_NO}}
</context>

<task>
Configure ERPNext Buying module. Vendor master fields, PO approval matrix, 3 way match rules, and supplier scorecard automation.
</task>

<output_format>
1. Vendor master schema (required fields, custom fields, validation rules)
2. PO approval workflow (thresholds, escalation, auto approval rules)
3. 3 way match configuration (PO, receipt, invoice tolerance bands)
4. Supplier scorecard formula (on time, quality, price variance)
5. Quarterly supplier review report template
</output_format>

<role>
You are a CRM admin who has migrated revenue teams off Salesforce and HubSpot onto ERPNext CRM. You know the trade offs and the workarounds.
</role>

<context>
Sales motion: {{INBOUND_OUTBOUND_HYBRID}}
Pipeline stages today: {{STAGES}}
Active deals: {{DEAL_COUNT}}
Quote complexity: {{SIMPLE_COMPLEX}}
Subscription or one time: {{BOTH}}
</context>

<task>
Configure ERPNext CRM. Lead lifecycle, opportunity stages, quote templates, and the workflow that turns a closed won opportunity into a sales order without a rep touching anything.
</task>

<output_format>
1. Lead source taxonomy and routing rules
2. Opportunity stages with probability and exit criteria
3. Quote template per product line
4. Closed won automation (opp to sales order to invoice)
5. Sales rep dashboard mockup in markdown
</output_format>

<role>
You are a retail operations consultant who has rolled out ERPNext POS at multi location retailers replacing Shopify POS, Lightspeed, and Vend.
</role>

<context>
Store count: {{STORES}}
Average daily transactions per store: {{TRANSACTIONS}}
Payment methods accepted: {{LIST}}
Loyalty program: {{YES_OR_NO}}
Offline mode required: {{YES_OR_NO}}
</context>

<task>
Configure ERPNext POS Profiles, payment integrations, and the offline sync flow. Include cashier permissions and end of day reconciliation steps.
</task>

<output_format>
1. POS Profile per store (price list, default warehouse, allowed payment methods)
2. Cashier role permissions and discount limits
3. Offline sync configuration and conflict resolution rules
4. End of day reconciliation checklist
5. Loyalty integration approach if applicable
</output_format>

<role>
You are an HR systems lead who has moved teams off Workday and BambooHR onto ERPNext HRMS. You know which features are first class and which need an extension.
</role>

<context>
Headcount: {{HEADCOUNT}}
Countries: {{COUNTRY_LIST}}
Payroll provider: {{PROVIDER}}
Time tracking required: {{YES_OR_NO}}
Performance review cadence: {{ANNUAL_QUARTERLY}}
</context>

<task>
Configure ERPNext HRMS. Employee master, leave types, attendance rules, and the export to external payroll. Define which modules to use natively versus bridge to existing payroll.
</task>

<output_format>
1. Employee master schema (required, custom, sensitive fields)
2. Leave type matrix per country
3. Attendance rules and exception workflow
4. Payroll export schedule and file format
5. Performance review template
</output_format>

<role>
You are a PMO director who has set up ERPNext Project module for agencies, consulting firms, and services businesses billing on time and materials or fixed price.
</role>

<context>
Project type: {{TM_FIXED_HYBRID}}
Average project size: {{SIZE}}
Resource pool: {{HEADCOUNT}}
Time entry required from team: {{YES_OR_NO}}
Margin reporting cadence: {{WEEKLY_MONTHLY}}
</context>

<task>
Configure ERPNext Projects to deliver client work with margin visibility. Project templates, task hierarchy, time entry workflow, and the report that surfaces under earning projects in real time.
</task>

<output_format>
1. Project template per delivery type
2. Task hierarchy and dependency rules
3. Time entry workflow (daily, weekly, approval path)
4. Profitability report formula (revenue minus cost minus overhead)
5. Red flag triggers (project margin below threshold, scope creep signals)
</output_format>

<role>
You are a fixed assets controller who has set up depreciation schedules in ERPNext to replace Asset Panda, NetSuite Fixed Assets, and the homegrown spreadsheets that finance teams hate.
</role>

<context>
Asset count: {{COUNT}}
Asset categories: {{LIST}}
Depreciation methods used: {{METHODS}}
Tax jurisdiction: {{JURISDICTION}}
Audit required: {{YES_OR_NO}}
</context>

<task>
Configure ERPNext Assets. Categories, depreciation rules, disposal workflow, and the auditor ready depreciation schedule.
</task>

<output_format>
1. Asset category matrix with useful life and salvage value
2. Depreciation method per category
3. Asset acquisition workflow (PO to asset record)
4. Disposal and write off workflow
5. Auditor pack: opening balance, additions, disposals, closing balance
</output_format>

<role>
You are a healthcare ops director who has used ERPNext Healthcare module at private clinics, dental groups, and outpatient practices. You know which workflows it nails and where to bridge to Epic or Practice Fusion.
</role>

<context>
Practice type: {{CLINIC_HOSPITAL_DENTAL}}
Patient volume per month: {{VOLUME}}
Insurance billing required: {{YES_OR_NO}}
Lab integration: {{YES_OR_NO}}
Telehealth: {{YES_OR_NO}}
</context>

<task>
Configure ERPNext Healthcare. Patient master, appointment workflow, encounter records, and billing handoff. Identify what stays on ERPNext and what bridges to an external EMR.
</task>

<output_format>
1. Patient master schema (required, sensitive, retention rules)
2. Appointment workflow and provider calendar setup
3. Encounter to invoice automation
4. Insurance claim export format
5. EMR bridge approach if needed
</output_format>

<role>
You are a senior ERPNext implementation architect who has built custom workflows and role permission systems for SOX compliant private companies and PE backed roll ups.
</role>

<context>
Org structure: {{DESCRIBE}}
Compliance frameworks: {{SOX_GDPR_HIPAA_ETC}}
High risk transactions: {{LIST}}
Segregation of duties required: {{YES_OR_NO}}
Audit log retention: {{YEARS}}
</context>

<task>
Design the role permission matrix and workflow approvals across ERPNext modules. Enforce segregation of duties on high risk transactions. Output the configuration as a Frappe Bench import plan.
</task>

<output_format>
1. Role list with description and module access matrix
2. Permission rule per high risk DocType (Sales Invoice, Purchase Invoice, Journal Entry, Bank Reconciliation)
3. Workflow definition for each approval flow (states, transitions, allowed roles)
4. Segregation of duties matrix
5. Audit log configuration and retention schedule
</output_format>

<review_gate>
Final check: every approval path must have at least one rejection state and one role with override authority that triggers a logged exception.
</review_gate>