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Retail & F&B

Forty-two outlets closing books the same night

POS, central-kitchen production, and franchise royalties running on one ERPNext backend.

ClientCoffee and bakery chain operating 42 outlets, half of them franchised
IndustryRetail & F&B
Timeline6 months
Team7 specialists
0
Outlets live
0×
Faster checkout
0%
Offline-capable
The challenge

Each outlet used an off-the-shelf cashier package that exported a daily sales file. Central kitchen production was planned from yesterday guesswork, franchise royalties were invoiced from self-reported figures, and nobody trusted the ingredient cost per cup.

01Outlet sales files arrived late or corrupted, so daily network revenue was never final before noon.
02The central kitchen baked to forecast, wasting product on slow days and running out on weekends.
03Franchisees self-reported turnover, and royalty invoices could not be reconciled against real transactions.
04Ingredient costing was updated quarterly at best, so true margin per menu item was unknown.
Our approach

The solution

ERPNext implementation

ERPNext runs as the single backend: outlets are warehouses, the central kitchen is a manufacturing site with recipes as BOMs, and every POS transaction lands as a Sales Invoice within seconds.

ERPNext modules
Stock
Accounts
Selling
Manufacturing
Buying
HR
Highlights
Recipe BOMs that cost every drink and pastry from live ingredient purchase prices.Automatic inter-warehouse transfer from central kitchen to outlet on delivery confirmation.Franchise royalty invoices generated from actual POS revenue on a monthly schedule.Coretax e-Faktur output for corporate customers, catering, and bulk orders.

Web platform

A franchise dashboard giving each partner their own outlet performance, stock position, and royalty statement, while head office sees the entire network side by side.

Key features
Live sales, basket size, and hourly traffic per outlet with day-over-day comparison
Stock on hand and replenishment requests raised directly to the central kitchen
Royalty statements with the underlying transaction detail, ending monthly disputes
Menu and price publishing that pushes to every POS terminal in the network
Stack
Next.jsReactNode.jsPostgreSQLRedis

Mobile app

A tablet cashier app built for speed and for the reality of Indonesian outlet connectivity, where a full shift can run with no internet and reconcile cleanly afterwards.

Key features
Sub-second item entry with modifiers, combos, and split-bill handling
QRIS, card, and cash tendering with Midtrans settlement reconciliation
Offline shift mode that queues every transaction and syncs automatically on reconnect
Shift open and close with cash count, variance, and manager approval
Stack
React NativeSQLiteMidtrans SDK
Results

Business outcomes

0
Outlets live
0%
Less kitchen waste
0×
Faster checkout
0
Royalty disputes
Head office reads yesterday network revenue and margin before the first outlet opens.
The central kitchen bakes to actual outlet demand, and unsold product fell by nearly a third.
Menu engineering decisions are made on real ingredient cost, not last year assumptions.
New outlets open on the same configuration in under a week, including staff training.
“
Opening a new outlet used to mean a week of setup and a month of chasing numbers. Now the terminal arrives configured and the outlet appears on the dashboard the same day.
CChief Operating OfficerCoffee and bakery chain · Coffee and bakery chain operating 42 outlets, half of them franchised
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