400-question ERPNext implementation checklist

Which business problems should this project solve, and how will you measure improvement?

What to capture: List the problem, its current frequency or cost, the target result, and the person who measures it.

Which daily workflows must work at the first launch, and which can wait?

What to capture: Mark each workflow required at launch, deferred, or excluded; state the minimum usable end-to-end result.

Who has authority to make final business decisions and approve the completed work?

What to capture: Name the business sponsor and acceptance authority; record decisions they can make without further approval.

Who from each team can demonstrate current work and answer implementation questions?

What to capture: Identify a working representative and backup for each team, with current forms and transaction examples.

Which current practices must be preserved, and which may change to fit standard ERPNext?

What to capture: Provide an example of each essential exception and the reason it cannot use the standard process.

Which existing tools will ERPNext replace, and which will remain in use?

What to capture: List replaced and retained tools, owners, overlapping functions, and the intended date or trigger for retirement.

Which launch requirements depend on a supplier, customer, or another project being ready?

What to capture: Record each dependency, responsible party, required evidence, and the consequence if it is unavailable.

Are there deadlines or busy periods that restrict when implementation and launch can happen?

What to capture: List statutory, operational, or commercial dates and periods when staff or systems cannot be interrupted.

What budget is available for setup, hosting, migration, integrations, training, and ongoing support?

What to capture: Separate one-time work, recurring services, third-party fees, and the approval needed if estimates exceed the budget.

Who approves changes to requirements, cost, or delivery dates after work begins?

What to capture: Name the approver, spending limits, and the record used to accept a scope, cost, or date change.

Which legal entities need their own company records and separate books?

What to capture: Provide registered names, identifiers, addresses, base currencies, and the owner of each entity’s books.

Do those companies belong in a parent and subsidiary structure?

What to capture: Draw the legal ownership structure and identify any consolidated reporting needs for the finance workshop.

Which branches or departments belong to the same legal entity rather than separate companies?

What to capture: List operational branches and departments and the legal entity each belongs to.

Which company data must be kept on separate sites rather than a shared installation?

What to capture: Record access, contractual, legal, or operational reasons for separate sites and any data-sharing requirements.

Which operating countries require localization apps or specialist review before setup?

What to capture: List operating jurisdictions, required localization apps, target versions, and the adviser who validates each requirement.

Which interface languages, time zones, date formats, and number formats do users need?

What to capture: Give examples of required languages, time zones, dates, decimals, and printed number formats.

What numbering rules should new customers, items, orders, and invoices follow?

What to capture: Bring existing numbering examples, reset rules, prefixes, and any externally imposed constraints.

Which logos, addresses, legal details, and layouts must printed documents contain?

What to capture: Provide approved sample documents and identify mandatory fields, languages, signatures, and review owners.

Which email addresses should send system messages and receive replies?

What to capture: List sending and receiving mailboxes, mailbox owners, provider access, reply routing, and a test recipient.

Are functions such as POS, projects, assets, or HR part of this project?

What to capture: Mark each optional module included or excluded; identify additional apps and confirm version compatibility.

What job roles need access, and what records may each role view or change?

What to capture: List job roles and allowed create, read, update, and approval actions for the records each team uses.

Which users must be restricted to specific companies, warehouses, customers, or projects?

What to capture: Map users or teams to allowed companies, warehouses, customers, and projects; include prohibited examples.

Which sensitive fields should each role be allowed to view or edit?

What to capture: Identify fields such as salaries, margins, bank details, and personal data, with view and edit rules.

Who may submit, cancel, amend, or delete each type of transaction?

What to capture: Record permitted actions by document type and the business reason for cancellation, amendment, or deletion.

Which amounts, discounts, or other conditions trigger approval, and in what sequence?

What to capture: Provide threshold examples, approver order, conditions, and the expected result below and above each threshold.

Which transactions must prevent the requester from approving their own work?

What to capture: List incompatible responsibilities and examples that must be blocked even when a user holds several roles.

Who can approve when the usual approver is absent, and when does that access end?

What to capture: Name the delegation authority, validity period, allowed actions, and how temporary access is removed.

What happens to approval when rejected documents are corrected or approved documents change?

What to capture: Identify which changes reset approval and how rejected, amended, or resubmitted documents should progress.

Which approval requests or decisions need notifications, and who receives them?

What to capture: Specify events, recipients, message content, channels, and reminders without exposing restricted data.

Who may export, print, share, or download sensitive information, and which logs need review?

What to capture: Map permitted export, print, sharing, and attachment access; name who reviews the relevant activity logs.

What login security, two-factor authentication, and session restrictions are required?

What to capture: State authentication, two-factor, session, and access-location requirements; confirm what the selected deployment can enforce.

Who creates, changes, and disables access when staff join, change roles, or leave?

What to capture: Assign account creation, role review, and immediate removal responsibilities, including contractor end dates.

Do customers, suppliers, auditors, or other external users need access, and exactly which records and actions should they receive?

What to capture: List external user types, portal or system access needs, permitted records, expiry rules, and a cross-customer privacy test.

Which record changes and access events must be traceable, and how long must their audit evidence remain available?

What to capture: Identify relevant actions, required user and timestamp details, log retention, review owners, and an example investigation.

Which ledger accounts should be kept, merged, or replaced in the chart of accounts?

What to capture: Provide the existing chart and approved old-to-new account mapping, including accounts that must stay separate.

What fiscal year and accounting periods should each company use?

What to capture: Record each fiscal calendar, close timetable, and an example transaction at a year boundary.

Which base and foreign currencies are needed, and who approves exchange-rate rules?

What to capture: List company and transaction currencies, rate sources, approval owners, and a foreign-currency invoice and settlement example.

Which cost centers, projects, or other accounting dimensions must transactions record?

What to capture: List dimensions, values, defaults, and transaction rows that must reject a missing value.

Which bank, cash, loan, and clearing accounts must be configured?

What to capture: Provide accounts with their companies, currencies, opening references, and clearing-account purposes.

How should transfers between bank and cash accounts be recorded when the two sides clear on different dates?

What to capture: Provide an internal transfer with source and destination accounts, currencies, clearing dates, fees, and expected reconciling entries.

How should stock transactions post inventory value and cost of goods sold?

What to capture: Provide a receipt-to-sale example and finance-approved inventory and cost-of-sales postings.

Which fixed assets need depreciation records, and which accounting policies apply?

What to capture: Identify asset classes in this release and the approved capitalization and depreciation policy for the asset workshop.

Which prepaid expenses or unearned revenue must be recognized over several periods?

What to capture: Provide contracts or invoices, coverage dates, recognition calculations, and the reviewer of deferred balances.

Which budgets should warn users or stop spending when limits are exceeded?

What to capture: Specify budget dimensions, periods, covered transaction stages, warning or blocking behavior, and authorized exceptions.

When should accounting periods be locked, and who may approve later corrections?

What to capture: Record lock dates, restricted transaction types, correction approvals, and a closed-period negative test.

Which checks must be completed before finance approves a month-end or year-end close?

What to capture: Provide the close checklist with bank, party, stock, asset, tax, and financial-statement reconciliations and accountable reviewers.

Which manual journal adjustments are needed, and what evidence must accompany them?

What to capture: Provide sample accrual, reclassification, and correcting journals with expected accounts, dimensions, attachments, and approvals.

Which recurring journals should be prepared automatically, and which require review before posting?

What to capture: List schedules, start and stop dates, variable amounts, review actions, and how duplicate or missed runs should be detected.

Which transactions between related companies need linked entries or invoices in both sets of books?

What to capture: Provide a shared-cost or transfer example with both companies, currencies, due-to and due-from accounts, and reconciliation evidence.

Which shared costs must be allocated across cost centers, and how are allocation rules approved?

What to capture: Provide allocation bases, percentages, effective dates, and an example proving the split equals the source cost within one company.

Who must reconcile bank and cash balances, and how are unmatched items reviewed?

What to capture: Provide statement samples, reconciliation frequency, outstanding-item categories, review thresholds, and sign-off evidence.

Are separate finance books needed for different accounting treatments or reporting bases?

What to capture: Identify each basis, common versus book-specific entries, default-book rules, and reports to verify in the selected version.

When must open foreign-currency balances be revalued, and where should exchange differences be posted?

What to capture: Provide revaluation dates, eligible accounts, approved rates, gain or loss accounts, and expected settlement results after revaluation.

Which borrowing arrangements need principal, interest, fees, and repayment balances tracked separately?

What to capture: Provide redacted agreements or repayment schedules, ledger splits, and whether schedules come from ERPNext or another tool.

Which tax rates, exemptions, inclusive prices, and rounding rules must your accountant approve?

What to capture: Provide adviser-approved rates, exemptions, inclusive-price examples, rounding results, effective dates, and the approval reference.

Which invoice rules, electronic filings, or statutory reports need local professional sign-off?

What to capture: List invoice fields, electronic submissions, reports, formats, advisers, and sample outputs approved for testing.

Which tax registrations and business locations need distinct setup or localization features?

What to capture: Provide registrations, covered entities or branches, localization app and version, and documented coverage gaps.

Which customer, supplier, item, and address details determine the applicable tax treatment?

What to capture: Provide a treatment matrix with examples, exemption evidence, rule priority, and expected template selection.

Which purchase taxes are recoverable, expensed, or included in stock or asset value?

What to capture: Provide approved examples, ledger destinations, and any partial recovery calculations.

How should discounts, freight, duties, and other charges change the taxable value?

What to capture: Provide worked examples showing charge order, applicable tax-on-tax treatment, discounts, and effects on valuation and invoice totals.

How should tax-rule changes take effect without changing earlier transactions?

What to capture: Record effective dates, approvals, overlapping-rule handling, and tests immediately before and after a change.

Which withholding rules depend on payment type, party classification, or transaction and cumulative thresholds?

What to capture: Provide approved bases, rates, date ranges, thresholds, accounts, certificates, and advance-to-invoice examples checking for repeated deductions.

Which cross-border, import, export, or reverse-charge transactions require separate tax treatment?

What to capture: Provide transaction examples, adviser decisions, documents, expected postings, and localization features that must be proven.

How should credit notes, returns, and corrections affect tax already reported in a closed period?

What to capture: Provide scenarios, original document links, approved reporting-period treatment, and electronic cancellation or resubmission requirements.

Which tax totals must reconcile between transactions, ledger accounts, and filing outputs?

What to capture: Provide reconciliation layouts, cut-off rules, samples, permitted rounding differences, and discrepancy approval before submission.

Which tax certificates, exemption approvals, and supporting documents must remain available with each transaction?

What to capture: List required evidence, expiry and renewal rules, document links, retention decisions, and the adviser who reviews missing or invalid evidence.

Should invoices be raised from orders, deliveries, completed services, or agreed milestones?

What to capture: Provide an example per trigger, required source documents, and evidence that makes the invoice ready.

Which sales need several invoices, recurring bills, or installment payment schedules?

What to capture: Provide split-invoice, recurrence, and installment examples with due dates and total-allocation expectations.

Which customer credit limits or overdue balances should block further sales?

What to capture: Record limits by customer and company, overdue thresholds, controlled transaction stages, and exception roles.

Which customer payment methods, references, fees, and deductions must be recorded?

What to capture: List payment modes and references; provide settlement examples with fees, deductions, or currency differences.

How should deposits, partial payments, and overpayments be allocated to customer invoices?

What to capture: Provide deposit, partial-payment, and excess-payment examples with allocations, remaining advances, and refunds.

How should returns, credit notes, refunds, and disputed invoice amounts be handled?

What to capture: Provide linked invoices and returns, dispute ownership, approved credits, and expected customer and tax balances.

Which customer statements and overdue reminders should be sent, and when?

What to capture: Provide statement or reminder samples, recipients, timing, approved wording, and conditions that stop reminders.

What aging dates and overdue ranges should customer balance reports use?

What to capture: Specify report date, due-date or posting-date basis, ranges, currencies, and expected balances by invoice.

Which bank-statement formats or connections must match customer receipts and supplier payments?

What to capture: Provide redacted incoming and outgoing statement files or connection requirements, matching keys, duplicate checks, and unmatched-item handling.

Who may approve bad-debt write-offs and differences between invoice and payment amounts?

What to capture: Record write-off limits, reviewers, evidence, accounts, and expected remaining invoice balances.

Must one customer invoice combine several orders or deliveries, and what must stay traceable?

What to capture: Provide a combined invoice with source references, billing-address rules, quantities, and safeguards against billing a delivery twice.

Do single customer remittances cover several customer accounts or legal entities?

What to capture: Provide a remittance and required splits by party, company, currency, and invoice, including how the bank deposit reconciles.

How should incorrect customer invoices be corrected after they have been issued or paid?

What to capture: Provide cancellation or amendment cases, customer notifications, external references to retain, and expected payment and tax treatment.

Do customers need payment links or online gateways, and how should settlements reach the books?

What to capture: Identify gateways, accounts and currencies to verify, settlement reports, fees, and failed or refunded payment tests.

Must supplier bills match a purchase order, a goods receipt, or both?

What to capture: Provide bills, orders, and receipts, required links, and permitted cases for direct invoices without earlier purchasing documents.

What price or quantity differences are allowed when matching supplier bills?

What to capture: Record amount or percentage tolerances, units, approvals, and examples just within and beyond the permitted difference.

Which supplier payment terms, installment dates, and early-payment discounts must be supported?

What to capture: Provide term examples, due-date calculations, discount validity, and expected installment totals.

How should supplier deposits and advances be recorded and allocated later?

What to capture: Provide an advance and later invoice showing allocations, remaining balances, applicable withholding, and cancellation treatment.

What should happen when a supplier invoice number has already been entered?

What to capture: Define the duplicate key, blank or reused reference handling, exception approvals, and two bills that must be distinguished.

How should supplier returns, debit notes, refunds, and disputed bills be processed?

What to capture: Provide returns and debit notes, disputed amounts, payable changes, and refund or later-credit allocation rules.

Which withholding taxes or supplier deductions need accounting review and configuration?

What to capture: Identify supplier payment classes and link to the approved tax-workshop rule, certificate, account, and net payment.

Are employee expenses or petty cash included, and what receipts and approvals are required?

What to capture: Record scope, expense app or existing process, receipts, advance settlement, approvals, and accounting handoff separate from payroll.

How should staff select, approve, and record batches of supplier payments?

What to capture: Provide selection rules, proposal and approval evidence, payment-method outputs to verify, and how bank execution will be recorded rather than assumed.

Which supplier aging totals and payment forecasts are needed to manage cash?

What to capture: Provide due-date ranges, currencies, disputed or held bill treatment, and expected forecast inputs and totals.

Which supplier bills must remain on hold, and what evidence permits release for payment?

What to capture: List hold reasons, release approvers, review rules, and a test proving an unreleased bill cannot enter the agreed payment process.

Who verifies supplier bank-detail changes before payments may use the new details?

What to capture: Provide verification procedure, independent evidence, permitted editors, reviewer records, and a negative test for an unverified change.

Must one supplier bill allocate costs to several departments, projects, or accounting periods?

What to capture: Provide a split bill with dimensions, allocation calculations, service dates, and expected ledger totals without duplicating the payable.

Which recurring supplier charges should create draft bills, and how are price changes and duplicates reviewed?

What to capture: Provide charge samples, schedule and stop conditions, invoice-reference rules, reviewers, and behavior after a missed run.

Which customer groups, territories, and salespeople should be recorded?

What to capture: List groups, territories, salesperson assignments, and who maintains each.

Which customers need multiple contacts, billing addresses, or delivery addresses?

What to capture: Provide one customer example with contact roles and address-selection rules.

Should leads and opportunities be tracked in ERPNext or an existing CRM?

What to capture: Name the chosen CRM app/version or existing tool and the quotation handoff owner.

When is a quotation required, and how should quote revisions and expiry work?

What to capture: Bring an approved quote, revision example, expiry rule, and responsible role.

Which sales require an order before delivery, and which allow direct invoicing?

What to capture: Draw the required document sequence for each goods and service sale type.

How should customer purchase-order references and contract terms be captured?

What to capture: Identify required reference fields, attachments, and customer-specific conditions.

Can one order have several delivery dates or delivery locations?

What to capture: Provide a split-delivery example and identify how locations and dates must be represented.

How should partial deliveries, backorders, and unfulfilled quantities be closed?

What to capture: Record who accepts partial fulfilment and when the remaining quantity is closed.

Are supplier-to-customer deliveries included, and how must sales and purchases be linked?

What to capture: Map supplier order, customer order, shipment evidence, and invoicing responsibilities.

Which service sales should avoid stock and delivery documents?

What to capture: List non-stock services and the evidence that authorizes billing.

Are salesperson or partner commissions required, and how should they be calculated?

What to capture: Document the calculation basis, exclusions, reversals, and who approves payment.

Do customers need portal access to view orders, invoices, or other approved records?

What to capture: List visible record types, contact access rules, and a cross-customer isolation test.

Which customer order changes require renewed approval or an updated delivery commitment?

What to capture: Describe quantity, price, cancellation, and requested-date changes using a real order.

Which sales totals and outstanding-order views must reconcile for the sales team to accept the system?

What to capture: Name the reports, filters, sample totals, and business reviewer; distinguish ordered, delivered, and billed values.

Which supplier groups, contacts, addresses, and onboarding details are needed?

What to capture: Provide required onboarding fields, supplier categories, contacts, and sample records.

How should approved suppliers be identified and unsuitable suppliers blocked?

What to capture: Specify approval evidence, expiry or review rules, and transactions that must be blocked.

Who can request materials or services, and what information must each request include?

What to capture: List requester roles, required specifications, quantities, need-by dates, and approvals.

When must buyers collect and compare quotations from several suppliers?

What to capture: Record quotation thresholds, comparison criteria, and the exception approver.

Are blanket orders or long-term purchasing agreements needed?

What to capture: Provide an agreement example with validity, quantities, prices, and drawdown rules.

Which purchases require an order before goods or services are accepted?

What to capture: Map required documents separately for stocked goods, expenses, and services.

Which supplier item codes, minimum quantities, and lead times must buyers see?

What to capture: Bring supplier catalogs or examples and define who maintains purchasing information.

How should partial receipts and overdue purchase-order quantities be handled?

What to capture: Document shortage, delayed delivery, follow-up, and closure decisions.

Who may amend or close a purchase order after it has been issued?

What to capture: Identify permitted roles, approval triggers, and changes affecting later receipts or bills.

How should freight, duties, and other purchasing charges be recorded?

What to capture: Separate supplier charges, third-party bills, and amounts included in inventory valuation.

Which service purchases need a completion confirmation instead of a stock receipt?

What to capture: Name the completion evidence, reviewer, and billing handoff for each service purchase.

Is supplier performance scoring needed, and which delivery or quality measures should count?

What to capture: Define metrics, scoring periods, evidence sources, and actions triggered by poor performance.

Do suppliers need portal access to submit quotations, and which requests and attachments may each supplier see?

What to capture: Identify invited suppliers, login rules, response fields, and an isolation test between suppliers.

Which purchases need import documents, delivery terms, or a customs-clearance step before goods can be received?

What to capture: Provide a representative import, required shipping and clearance documents, delivery terms, responsible parties, and receipt prerequisites.

Which products, services, raw materials, and consumables need item records?

What to capture: Provide example records for each item type, approximate catalog size, and the owner who decides whether a new item is needed.

Which items should track stock, and which should remain non-stock items?

What to capture: List stock and non-stock examples and the expected inventory and accounting treatment of each.

Which item groups and descriptions will help staff distinguish similar products?

What to capture: Bring examples of easily confused products and the descriptions or specifications staff use to distinguish them.

Which products need variants such as size, color, grade, or specification?

What to capture: List required attributes, permitted combinations, and examples of variants that must not be created.

Which buying, storage, and selling units need conversion rules?

What to capture: Provide buying, stock, and selling units with conversion factors, variable conversions if needed, and who approves them.

What quantity and price precision is needed for fractional units or small values?

What to capture: Bring transactions using fractional quantities or small prices and specify accepted rounding differences.

Which customer-specific prices, currencies, and price-validity dates must be maintained?

What to capture: Provide sample price agreements, customer eligibility, currencies, date ranges, and precedence when several prices match.

Which quantity breaks, promotions, or discount limits affect the selling price?

What to capture: List discount conditions, overlapping promotions, maximum discounts, and who may override the calculated price.

Which items need different tax categories or exemptions from the default?

What to capture: Provide item-level tax exceptions approved by finance and identify any localization dependency.

How should obsolete items be disabled while preserving their transaction history?

What to capture: Define when an item becomes obsolete, who approves disabling it, and the treatment of outstanding orders.

Who may create or change items, units, and prices, and which changes require approval?

What to capture: Name the responsible roles and provide an example of a change that must be reviewed before use.

Which supplier or customer item references must staff search for or print?

What to capture: Supply examples of alternate item codes and specify the parties and documents where each reference is required.

Which product dimensions, weights, images, or specification files must each item carry?

What to capture: Provide a sample specification and distinguish mandatory transaction fields from supporting reference documents.

Which items are sold as bundles or kits, and should their components remain separately stocked?

What to capture: Provide a sample bundle, component quantities, pricing rule, and expected stock deductions at delivery; distinguish a sales bundle from manufactured stock.

Which warehouses, stores, shelves, or bins need separate stock balances?

What to capture: Provide the location hierarchy, the lowest level needing a balance, and a sample stock inquiry at that level.

Which stock locations belong to each company?

What to capture: Map every location to its owning company and identify any shared physical locations needing separate records.

Which receiving, picking, or transfer steps need barcode scanning, and on which devices?

What to capture: List the steps to scan, device models, barcode formats, and a sample receipt or pick that must work on each device.

Which delivery slips, packing lists, or stock labels must staff print?

What to capture: Bring required printouts, label sizes, printer models, and the fields that warehouse staff must see.

Where should incoming goods be put away, and what location capacity or priority rules matter?

What to capture: Provide a sample receipt, eligible locations, capacity units, priorities, and the expected result when all locations are full.

Should pick lists guide staff by order, warehouse, location, or another agreed sequence?

What to capture: Walk through a real dispatch, including a shortage and a change after picking; identify any sequence needing a supported app or customization.

Should stock be reserved for confirmed sales orders, and who can release it?

What to capture: Define the reservation trigger, priority between competing orders, release authority, and a shortage example.

Which items and warehouses need reorder levels and automatic material requests?

What to capture: Provide reorder levels and quantities per item/location, the review owner, and whether alerts or draft requests are required.

How should warehouse transfers and goods still in transit be recorded?

What to capture: Describe dispatch and receipt responsibility, partial transfers, and how a transfer remains visible before arrival.

Which transactions must be blocked when stock is insufficient, and are exceptions needed for items without serial or batch tracking?

What to capture: List allowed exceptions for untracked items and expected shortage errors; serial- and batch-tracked items cannot go negative in ERPNext v15+.

Which past stock dates may be changed, and who may correct an earlier stock entry?

What to capture: Specify the closing date, permitted correction path, authorization, and required review of later valuation effects.

How often will physical stock counts happen, and who approves adjustments?

What to capture: Specify full or cycle counts, count ownership, stock-movement rules during counting, and adjustment approval limits.

Which stock valuation method and warehouse account mappings must finance approve?

What to capture: Bring finance-approved valuation policy and warehouse account mapping, plus a small worked example to reconcile.

Which freight, duty, or other receipt costs should increase inventory value?

What to capture: Provide a sample landed-cost calculation, allocation basis, currency, and the finance-approved difference tolerance.

How should damaged goods, samples, internal use, and stock write-offs be recorded?

What to capture: Provide one example for each relevant movement and define the destination location, expense account, reason, and approval.

How will customer-owned, supplier-owned, or consignment goods be distinguished from owned stock?

What to capture: List the owner, location, quantity, and valuation treatment of each non-owned stock scenario; confirm the proposed model before implementation.

Which storage restrictions must keep incompatible, quarantined, or restricted goods apart?

What to capture: List the restriction, affected items and locations, and whether the required response is a warning or a blocked movement; validate the solution fit.

Which stock quantity and value totals must match at warehouse go-live?

What to capture: Define item/location balances, ledger control totals, cut-off time, difference tolerance, and the people signing off the trial load.

Which items need serial numbers, batch numbers, or both?

What to capture: List the items, whether unit-level or batch-level identity is needed, and the reason for each tracking choice.

Which items expire, and how should staff choose eligible batches?

What to capture: Specify expiry source, date calculation, minimum remaining shelf life if required, and whether picking or posting must reject a batch.

Who supplies serial and batch identifiers, and which may ERPNext generate?

What to capture: Provide supplier, manufacturer, and internal identifier examples, the required naming pattern, and the duplication rule.

Which existing serial and batch identifiers and balances must be loaded at launch?

What to capture: Provide opening quantity by item, location, and identifier, including expiry and source references to preserve.

Which transactions must capture serial or batch identity before they can be completed?

What to capture: Map receipts, transfers, production, deliveries, and returns to the required capture step; use a distinct bundle per stock transaction in v15+.

How should staff choose between several available batches or serial numbers?

What to capture: State manual choice, first receipt, nearest expiry, or another required rule; test the chosen flow rather than assuming all documents select identically.

How should a batch split, repack, or relabel retain the history needed by the business?

What to capture: Provide a split or repack example showing old and new identifiers, quantities, labels, and the link that must remain visible.

Which serial numbers need warranty or annual-maintenance-contract dates?

What to capture: Provide the source of coverage dates, the customer or supplier relationship, and how staff should check eligibility.

How should returned serialized or batched goods be identified and checked before reuse?

What to capture: Provide a return example with the original delivery, condition, inspection outcome, and permitted destination location.

Must each finished serial number or batch link to the exact raw-material identifiers used?

What to capture: Give a recall example and required link accuracy; verify mapping support and capture points in the selected version before promising exact genealogy.

Which supplier receipts and customer deliveries must a recall inquiry identify?

What to capture: Provide a sample affected identifier, expected sources and destinations, required report fields, and the maximum acceptable inquiry time.

Who may correct an identifier or traceability link after a transaction is submitted?

What to capture: Define the permitted reversal or correction path, authorization, retained history, and how corrected reports will be checked.

Which products need bills of materials with nested subassemblies?

What to capture: Bring one simple and one multi-level example with subassembly quantities and the level at which stock and production must be tracked.

What output quantity and unit should each bill of materials describe?

What to capture: Provide the standard batch or unit basis and a worked example for scaling material quantities to a different build size.

Which components are optional or depend on the product configuration?

What to capture: Provide allowed configurations and the rule selecting components; assess standard variant/BOM options before deciding on custom logic.

Who approves new or revised bills of materials, and chooses which approved bill to use?

What to capture: Provide a revision example, approval owner, change date, and the treatment of open work orders and superseded BOMs.

When a shared subassembly changes, how should affected finished-product BOMs be reviewed?

What to capture: List a shared component example, affected products, review responsibility, and the rules for adopting the changed structure.

Which BOM differences must users compare before approving a replacement?

What to capture: Provide the required comparison fields such as components, quantities, operations, and cost, and a representative replacement example.

Who may approve substitute materials when the specified component is unavailable?

What to capture: List acceptable substitutes, conditions of use, approval authority, and any product or cost consequences.

Which losses, yield differences, or recoverable secondary outputs must each BOM account for?

What to capture: Provide expected quantities and valuation treatment; confirm the Secondary Items or scrap model for the selected version.

Which operation sequence and work instructions belong with each product?

What to capture: Bring a routing, operation descriptions, prerequisite steps, and the instructions staff need at each step.

What standard operation times, batch sizes, and hourly rates should BOM costing use?

What to capture: Provide an approved costing sheet with units, setup versus run-time assumptions, and who maintains each rate.

Which costs belong in the finished product but should not create a stock movement?

What to capture: List consumables, services, or overhead examples and the expected accounting treatment for each.

Which drawings, specifications, or approvals must staff see with the selected BOM?

What to capture: Provide sample files, revision identifiers, access roles, and the link needed between the file and the production instruction.

Which existing BOMs must be imported, and who validates their material quantities and units?

What to capture: Provide the source format, number of BOMs and levels, known data problems, and engineering sign-off criteria.

Who may view sensitive formulas, component quantities, or product costs?

What to capture: Identify protected details and roles, including production users who need instructions without full cost visibility.

Which products and production lines belong in the first release?

What to capture: List pilot products, lines, typical order sizes, and the process owner who will demonstrate an end-to-end run.

Do you manufacture against customer orders, expected demand, or both?

What to capture: Provide make-to-order and make-to-stock examples, demand inputs, planning horizon, and priorities when demand conflicts.

Should production plans combine demand from several orders?

What to capture: Provide orders that can and cannot be combined and define whether customer or delivery-date separation must remain visible.

Which production operations, machines, and workstations must be recorded?

What to capture: List operations and machines, their eligible products, and which production details need workstation-level tracking.

Which raw materials should be reserved for scheduled production?

What to capture: Identify reservation timing, source locations, priority, and authorized reallocation when another order needs the same material.

Should materials move through a work-in-progress warehouse before completion?

What to capture: Draw the source, work-in-progress, and finished-goods flow, including any step that consumes directly from the source.

Should material consumption use planned quantities or quantities actually used?

What to capture: Provide a worked run showing planned quantity, transferred quantity, actual use, and unused returns; select and test the deduction method.

Must operators record time and completed quantities for each operation?

What to capture: Define who records work, how time is captured, completed-quantity units, and corrections to an incorrect job entry.

How should partial production, unused materials, and scrap be recorded and valued?

What to capture: Provide one partial-run example with unused inputs and scrap or secondary outputs, with expected location and valuation changes.

Which material, quantity, time, and cost results must reconcile in a trial production run?

What to capture: Record expected material, output, duration, and cost totals for the pilot and who accepts any variance.

What working hours, holidays, capacity limits, and planned downtime should scheduling consider?

What to capture: Provide machine calendars, simultaneous-job limits, setup assumptions, and a scheduling example requiring a workaround or different release if unsupported.

Who may change job priorities, dates, machines, or quantities after production is released?

What to capture: Describe a rush-order example, approval authority, and how operators receive changed instructions.

How should a stopped, canceled, or rework job affect issued materials and remaining demand?

What to capture: Provide one breakdown or rejected-output scenario with the required material recovery, new work, and accounting treatment.

Which screens or reports must supervisors use to find shortages, delays, and unfinished jobs?

What to capture: Provide a daily review example, required quantities and dates, filters, and the delay threshold that needs attention.

Which subassemblies are made internally, purchased ready-made, or produced by a subcontractor?

What to capture: List products and subassemblies by source and distinguish buying a finished product from supplying material for outsourced processing.

Which operations are outsourced, and what material must you supply to each contractor?

What to capture: Provide a sample outsourced process, responsible supplier, input quantities, expected output, and agreed processing fee.

How should material held at each subcontractor be tracked and reconciled?

What to capture: List contractor locations, ownership, stock confirmations, and a periodic reconciliation example.

Should subcontractor material consumption follow the BOM or material actually transferred?

What to capture: Provide an overuse or underuse example, allowed tolerance, and the approval needed for excess consumption.

How should partial output receipts and outstanding subcontract work be followed up?

What to capture: Provide a partial completion example, expected dates, remaining quantities, and the buyer who reviews delays.

How should unused supplied materials, damaged material, and contractor scrap be settled?

What to capture: Define return, recovery, loss, and ownership treatment with a sample contractor reconciliation.

Which processing fees, freight, and supplied-material values should enter the received product cost?

What to capture: Provide a sample subcontract invoice and finance-approved finished-product cost calculation.

Which supplied materials must be reserved before dispatch to a subcontractor?

What to capture: List reservation triggers and release rules; verify support in the selected version, including v16 subcontract reservation behavior where used.

Do customers supply materials for work you perform, and how must that ownership remain visible?

What to capture: Provide a customer processing example with material received, additional own material if any, outputs, losses, and service billing; confirm version fit.

Which subcontracting documents need the original serial or batch identifiers to remain traceable?

What to capture: Provide one send-and-return or customer-material example and the exact identifier links needed across dispatch, processing, and receipt.

Which purchased items require inspection before receipt is completed?

What to capture: List purchased items, affected receipt documents, and the point at which goods may enter usable stock.

Which products require inspection before delivery is completed?

What to capture: List outgoing products and required checks, including whether the release happens before picking, dispatch, or document submission.

Which manufacturing operations need an inspection during production?

What to capture: Map inspection points to operations and define whether the next operation may proceed before review.

Which measurements, acceptable ranges, and pass-or-fail criteria belong in each inspection template?

What to capture: Bring a real test specification with units, tolerances, text answers, or formulas and the owner approving each criterion.

What sample size and sampling method should each inspection use?

What to capture: Provide the sampling rule, sample-size calculation if required, who selects the sample, and cases requiring a full inspection.

Who performs inspections, reviews results, and approves exceptions?

What to capture: Name inspector and reviewer roles, exception authority, and any required separation between inspection and approval.

What must prevent failed goods from being used or delivered before an approved resolution?

What to capture: Define quarantine locations, blocked actions, release approval, and attempts ordinary users must be unable to complete.

Which inspection evidence or certificates must stay linked to the relevant batch or transaction?

What to capture: Bring example readings, photos, supplier certificates, or instrument references and identify the record and access rules for each.

Which failed goods should be returned, reworked, accepted with approval, or written off?

What to capture: Provide one case for each permitted outcome with owner, quantity, destination, cost treatment, and follow-up inspection.

When must goods be inspected again after rework, storage, or an earlier rejection?

What to capture: Define the trigger, old-result visibility, new sample or criteria, and the release decision for a repeat inspection.

Who may change inspection results or templates after they have been used?

What to capture: Specify correction and revision authority, retained evidence, and the effect of a template change on existing results.

Which quality trends or repeated supplier defects must managers review?

What to capture: Provide the measures, grouping by item or supplier, review period, and examples of corrective action records or reports required.

Which owned equipment should become fixed assets rather than stock or immediate expenses?

What to capture: Provide equipment, capitalization thresholds, ownership evidence, and examples of stock-for-sale, expensed equipment, and capitalized equipment.

Which asset categories need different ledger accounts or accounting defaults?

What to capture: Provide category-to-company mappings for fixed assets, accumulated depreciation, depreciation expense, and work in progress where needed.

Should purchased units create individual assets, grouped assets, or components of a composite asset?

What to capture: Provide purchases, quantities, identification rules, and required register entries and source-document links for each case.

When is a new asset available for use, and which costs belong in its capitalized value?

What to capture: Provide an acquisition or construction example, qualifying costs, readiness evidence, approval date, and expected work-in-progress transfers.

What opening cost and depreciation history must existing assets retain at migration?

What to capture: Provide the approved register with purchase and available-for-use dates, gross cost, accumulated depreciation, booked periods, and next posting date.

Which depreciation methods, useful lives, residual values, and posting calendars apply to each category?

What to capture: Provide approved inputs and an independently calculated schedule with first-period and final-period rounding expectations.

Do any assets need different depreciation treatments in separate finance books?

What to capture: Provide reporting bases, policy inputs, default and common-entry rules, and filtered register and ledger results to compare.

How should asset locations, custodians, transfers, issues, and returns be recorded?

What to capture: Provide locations, custodians, approvals, handover evidence, and a case proving current custody changes while movement history remains available.

Which asset tags, labels, and physical-verification results must staff capture?

What to capture: Provide tag formats, label samples, devices, count evidence, missing-asset handling, and scanning workflows to verify separately.

Which asset warranties, insurance policies, or statutory inspection records must remain linked to the register?

What to capture: Provide policy or warranty examples, covered asset identifiers, expiry dates, required inspection evidence, and any reminder workflow to verify.

How should asset splits, component replacements, or partial disposals preserve cost and depreciation history?

What to capture: Provide a representative change with the approved allocation of cost and depreciation; verify the document flow and accounting result in the selected version.

Who may approve asset value adjustments, and how must the valuation affect future depreciation?

What to capture: Provide an approved valuation, effective date, finance book, adjustment account, and expected carrying value and remaining schedule.

How should asset sales, scrapping, and other disposals remove cost and accumulated depreciation?

What to capture: Provide disposal approvals, evidence, proceeds if any, date, expected gain or loss, and register status after disposal.

Which fixed-asset register and depreciation totals must reconcile to the general ledger at close?

What to capture: Provide register layouts, company and finance-book filters, accounts, permitted differences, and reviewer sign-off evidence.

Does maintenance cover your own equipment, customer equipment, or both?

What to capture: Provide one internal and one customer-service example where applicable, and define which team owns each workflow.

Which equipment needs an identifiable maintenance history and current location?

What to capture: List equipment IDs, asset or customer-item links, location, status, and existing history needed at launch.

Which inspections, servicing, cleaning, or calibration tasks must repeat, and how often?

What to capture: Provide task instructions, interval, start and end dates, and whether recurrence stays on the original calendar or follows actual completion; assess any usage-based trigger separately.

Who owns, performs, and reviews each maintenance task?

What to capture: List assignees, backup users, contractor involvement, and approval responsibilities; internal maintenance team assignments use user accounts.

How should overdue work, rescheduling, and canceled maintenance be handled?

What to capture: Provide an overdue example, allowed rescheduling authority, escalation need, and required history of missed occurrences.

What readings, parts used, certificates, or other evidence must prove maintenance was completed?

What to capture: Bring a completed work record or calibration certificate; specify required fields, attachments, reviewer, and whether missing evidence must block completion, since that gate must be configured and tested.

How should breakdowns, repair actions, and equipment downtime be recorded?

What to capture: Describe a failure, repair timeline, condition changes, and authorization required before the equipment returns to use.

Which repair costs or spare-part issues must affect stock, expenses, or asset value?

What to capture: Provide a worked repair-cost example and finance-approved treatment; verify links and stock issues rather than assuming a single maintenance form posts everything.

Which customer maintenance contracts or warranties determine the work owed and what can be billed?

What to capture: Provide a sample covered customer item, contract period, visit entitlement, service charge, and a case outside coverage.

Which customer visits need a schedule, technician, recorded outcome, and follow-up work?

What to capture: Walk through a planned and an unfinished visit, required customer acknowledgment, and any dispatch, mobile, or ticketing integration needed.

Which CRM app and exact versions will you use, and is migration from ERPNext CRM part of this project?

What to capture: Record the app decision, supported version evidence, existing customizations, and any transition scope.

Which enquiries should become leads, and which channels must create them?

What to capture: List website forms, email, imports, referrals, or connected channels with required fields per channel.

How should duplicate leads, contacts, and organizations be identified and resolved?

What to capture: Specify matching keys, merge authority, and examples that must remain separate.

What evidence qualifies a lead for an active deal or opportunity?

What to capture: Define qualification fields, disqualification reasons, and the person accountable for the decision.

Which sales stages are needed, and what must be completed before a deal moves between them?

What to capture: Define stage entry and exit criteria, mandatory evidence, and won/lost reasons.

How should leads and deals be assigned or reassigned across the sales team?

What to capture: Describe territory, workload, absence, and handover rules with an assignment example.

Which emails, calls, notes, and follow-up tasks must be recorded against each prospect?

What to capture: List communication tools, shared mailboxes, required logging, and retention expectations.

When should overdue follow-ups or stalled deals notify a salesperson or manager?

What to capture: Define inactivity thresholds, recipients, escalation actions, and exceptions.

Which prospect and deal records may each salesperson, manager, or external user view?

What to capture: Prepare a role-to-record visibility matrix and include a restricted-record test.

How should deal values, currencies, expected close dates, and forecast categories be defined?

What to capture: Provide calculation definitions and an expected pipeline total from representative deals.

At what point should a CRM deal create or link an ERPNext customer or quotation?

What to capture: Map trigger, field ownership, duplicate handling, failed-sync recovery, and responsible teams.

Which historic leads, deals, contacts, activities, and attachments must remain usable after CRM migration?

What to capture: List source exports, relationships, record counts, and business checks for retained history.

Which customer and internal project types will ERPNext manage at launch?

What to capture: List project types, exclusions, expected annual volume, and responsible teams.

Which reusable tasks, dependencies, and milestones should each project template contain?

What to capture: Bring a representative project plan and distinguish mandatory from optional tasks.

Who owns each project and task, and how are due-date or resource conflicts resolved?

What to capture: Document assignment authority, scheduling decisions, and escalation responsibility.

Which task statuses and completion rules should drive reported project progress?

What to capture: Define status meaning, progress calculation, and evidence required before completion.

Which team members must record time, against which activities and at what level of detail?

What to capture: List activity types, required project/task links, entry frequency, and correction rules.

Who approves timesheets, and which time entries may be billed to the customer?

What to capture: Define billable versus non-billable work, approval roles, and rejection/re-entry behavior.

Which costing and billing rates apply, and who may see or change them?

What to capture: Separate internal cost from customer charge rates and record effective-date and access rules.

Which purchases, materials, subcontractor costs, or expenses must be charged to each project?

What to capture: Identify transaction links, allocation rules, and any extra app required for employee expenses.

How should project budgets and expected margins be monitored and acted on?

What to capture: Define budget baseline, variance thresholds, report owner, and any approval requirement.

Will customers be billed for time, milestones, fixed amounts, or a combination?

What to capture: Provide contract examples and map the required invoice trigger and supporting evidence.

Which project records or updates may customers and subcontractors access?

What to capture: List visible fields and documents, communication channels, and cross-project restrictions.

What evidence is required to accept, close, or reopen a delivered project?

What to capture: List deliverable sign-off, unfinished-task decisions, final billing checks, and reopening authority.

Which outlets, tills, users, and warehouses need separate POS profiles?

What to capture: Map outlet, company, cashier, warehouse, opening balance, and profile ownership.

Which item groups, barcodes, variants, and price lists should each till offer?

What to capture: Provide representative scanning and search examples, including weighted or fractional items if required.

Which tax, discount, coupon, and loyalty rules must cashiers apply?

What to capture: Identify permitted rules and limits, manager overrides, and expected totals for a sample sale.

When must a customer be identified, and when may the till use a walk-in customer?

What to capture: List required customer details, credit-sale restrictions, and receipt identification rules.

Which payment methods and split payments must work, and do any require an external terminal connection?

What to capture: Separate recording a payment from collecting it; list providers, references, and failed-payment handling.

Which scanners, receipt printers, cash drawers, browsers, and devices must pass a live hardware trial?

What to capture: Record device models, connection methods, receipt layout, and a test owner for each outlet.

When should POS transactions update stock and accounting, and what happens if session closing fails?

What to capture: Agree posting timing, closing responsibility, retry process, and reconciliation checks for the chosen version.

What should cashiers do if connectivity drops or a payment result is uncertain?

What to capture: Define the supported operating procedure, stop-sale conditions, and duplicate-sale prevention test.

Who may cancel sales, issue returns, change prices, or authorize refunds?

What to capture: Create an action-permission matrix and define the original-sale reference and refund evidence.

How should opening cash, counted cash, differences, and daily tender totals be reconciled?

What to capture: Provide a close-of-day example, permitted variance, reviewer, and bank or settlement handoff.

Will the site use Frappe website features, Webshop, an existing storefront, or several connected channels?

What to capture: Name apps, versions, domains, hosting, connector owners, and included versus excluded channels.

Which products, variants, categories, images, and descriptions should be published online?

What to capture: Identify the approved catalog source and fields required before an item can be published.

Which system owns online product content, prices, and availability when records disagree?

What to capture: Create a field ownership map and define synchronization direction, frequency, and conflict handling.

Should visitors see public prices, customer-specific prices, or a request-for-quotation flow?

What to capture: Define anonymous, signed-in, and approved-account behavior with a representative customer example.

How should website account creation, login, and access to orders or invoices work?

What to capture: Document approval, account-to-customer matching, and cross-customer record restrictions.

What stock, reservation, out-of-stock, preorder, or backorder behavior should online buyers see?

What to capture: Define source warehouses, timing, overselling policy, and expected result for concurrent purchases.

Which taxes, delivery regions, shipping charges, and address restrictions must checkout calculate?

What to capture: Provide representative addresses and expected calculations approved by the responsible business advisers.

Which payment providers and methods must checkout use, and when should an order count as paid?

What to capture: Record provider accounts, callback rules, timeout behavior, and an end-to-end test environment.

Which online order states should create or update ERPNext orders, deliveries, and invoices?

What to capture: Map statuses, record links, posting responsibility, retries, and cancellation before fulfilment.

How should online cancellations, returns, refunds, and payment disputes reach the responsible team?

What to capture: Define permitted stages, return evidence, refund authority, and status updates in both systems.

Which order confirmations, shipment updates, and customer tracking links are required?

What to capture: List triggers, recipients, templates, carrier connections, and handling of failed notifications.

Which pages, redirects, consent controls, and search metadata must be ready before the storefront opens?

What to capture: Inventory existing URLs, approved policies, content owners, forms, and mobile checkout acceptance criteria.

Which companies, employee groups, and HR workflows belong in the first release?

What to capture: Record headcounts by company and employment type; mark each workflow included, excluded, or deferred.

Which employee fields and documents must move from existing records, and who will validate them?

What to capture: List field mappings, mandatory documents, source systems, and the HR data owner; use redacted samples.

What departments, branches, designations, and reporting relationships must employee records use?

What to capture: Capture the organisation chart, naming rules, reporting managers, and effective dates for planned changes.

Which joining, transfer, and exit activities need tasks, owners, due dates, and completion evidence?

What to capture: Bring current checklists; identify required approvals, asset returns, and links to the separate access-removal process.

Which shift patterns, working-hour thresholds, and attendance exceptions must be supported?

What to capture: Define overnight shifts, breaks, holidays, late arrivals, half-days, and who approves corrections.

How will check-in records reach Frappe HR, and how will missing or incorrect records be corrected?

What to capture: Identify devices or imports, employee ID mapping, time zones, sync timing, duplicate handling, and correction owners.

Which leave types need eligibility, earning, carry-forward, expiry, or encashment rules?

What to capture: Provide approved policy documents and worked examples for each employee group; flag rules requiring local review.

Which holiday calendars, opening leave balances, and joining-date adjustments must be loaded?

What to capture: List calendars by location, balance cut-off dates, source totals, and examples for new joiners or transfers.

Who approves leave and attendance requests, and how are absences, rejections, and exceptions handled?

What to capture: Map approvers and delegates; record self-approval restrictions, notifications, and escalation examples.

Which employee expense and advance workflows must be handled in Frappe HR?

What to capture: Mark included claim types, limits, receipt evidence, approval steps, settlement rules, and the accounting hand-off.

Are recruitment, appraisal, or other HR workflows required now, and what must each included flow accomplish?

What to capture: Name the included workflows, current forms, responsible users, outputs, and acceptance scenarios; defer the rest explicitly.

Who may view, edit, export, and retain each type of confidential employee information?

What to capture: Create a field-and-role access matrix, retention decisions, and negative tests; have HR or legal review applicable obligations.

For each employing country and entity, should payroll run in Frappe HR or stay with an external payroll provider?

What to capture: Record required local apps, statutory coverage, filing and payment responsibilities, and the payroll adviser who approves the fit decision.

Which employee pay groups, frequencies, currencies, cut-off dates, and pay dates must be supported?

What to capture: Provide a calendar for regular and off-cycle runs, approval deadlines, and exceptional holiday pay dates.

Which earnings, deductions, and benefits need fixed amounts, formulas, eligibility conditions, or rounding rules?

What to capture: Supply approved salary structures and worked examples; distinguish employee deductions, employer costs, and non-payable figures.

How should joining dates, leaving dates, attendance, unpaid leave, overtime, and timesheets affect pay?

What to capture: Record approved proration rules, input sources, deadlines, correction steps, and examples for partial periods.

Which taxes, statutory contributions, reports, and filings apply, and who approves and maintains their rules?

What to capture: Use current country-specific adviser-approved requirements; list supported outputs, gaps, external filing steps, and update owners.

How must effective-dated salary changes, bonuses, arrears, retroactive corrections, and final payments be processed?

What to capture: Bring representative cases, authorisation rules, calculation dates, and the expected separate or combined pay-run treatment.

Which year-to-date pay, tax, benefit, loan, and advance balances are needed before the first run?

What to capture: Specify the cut-off date, source reports, employee-level control totals, and reviewer for each opening balance.

Who may prepare, review, approve, release, and view payroll results or employee salary slips?

What to capture: Map roles and segregation rules; specify private delivery, delegated approval, and unauthorised-access tests.

How will payroll post to accounts and hand payment instructions to the bank or external provider?

What to capture: Map components to expense, liability, and cost-centre accounts; provide required output layouts, reconciliation controls, and release owners.

Which parallel-run cases and reconciliation tolerances must pass before payroll is accepted?

What to capture: Define independent expected results, allowed rounding differences, duplicate-run and correction tests, and named HR, finance, and payroll signatories.

Will support use ERPNext Issues, the separate Frappe Helpdesk app, or an existing helpdesk?

What to capture: Record app versions, installation scope, ERPNext record links, and any ticket migration required.

Which email addresses, portal forms, or other channels should create support tickets?

What to capture: List channels, required fields, acknowledgement rules, duplicate handling, and message-to-ticket threading.

Which issue types and priorities should agents use, and who may change them?

What to capture: Define severity using customer impact examples and identify priority override authority.

How should tickets be routed to teams or agents, including absence and reassignment?

What to capture: Document product or customer routing, queue ownership, handover, and unassigned-ticket alerts.

Which customers or contracts have different response and resolution commitments?

What to capture: Record agreed priority targets, working calendars, holidays, time zones, and escalation recipients.

When should service timers pause, resume, or restart after a customer reply or reopened issue?

What to capture: Provide pending-customer and reopening examples with expected deadline behavior in the chosen app.

Which customer, order, item, serial number, warranty, or maintenance records must agents see?

What to capture: List required record links, lookup rules, and any eligibility checks before service is accepted.

Which ticket details and attachments may customers, agents, and outside specialists view?

What to capture: Create a visibility matrix and include customer-to-customer isolation and internal-note tests.

What investigation steps, approvals, and evidence are required to resolve, escalate, or reopen a ticket?

What to capture: Define completion criteria, repair or replacement handoffs, customer confirmation, and reopening authority.

Which backlog, response-time, resolution-time, and recurring-issue measures must support managers review?

What to capture: Define each metric, timer exclusions, filters, sample expected totals, and the responsible reviewer.

Which reports must managers use to make daily or monthly decisions?

What to capture: List the business decision, report owner, frequency, and priority for each required output.

Can you provide existing report examples and definitions for each calculated figure?

What to capture: Attach redacted examples and define inclusions, exclusions, formula, date basis, and rounding for every key figure.

Which date, company, location, product, and customer filters does each report need?

What to capture: Specify required and default filters, grouping, sorting, and at least one expected filtered result.

Which reports combine several companies, and what reporting currency should they use?

What to capture: Name companies, currency conversion dates, and any intercompany elimination or external consolidation needs.

Which reports need information from several record types or an external system?

What to capture: Map required fields to record types or external sources and identify gaps needing query, script, or other reporting work.

How current must each report be, and what loading time is acceptable?

What to capture: Set agreed refresh timing, representative data volume, and an acceptable report-loading threshold.

Which figures and task lists should appear on each team's dashboard?

What to capture: Sketch each team’s required indicators and task lists; include access restrictions and drill-down expectations.

Which reports should be emailed automatically, to whom, and how often?

What to capture: Record recipients, timing, filters, delivery format, and who approves any sensitive information sent by email.

Which spreadsheet, PDF, or other export layouts must existing business processes keep using?

What to capture: Provide spreadsheet or PDF templates, downstream users, mandatory columns, and formatting that must be retained.

Which sample totals and filter results will prove each required report is correct?

What to capture: Record the sample dataset, independently calculated results, tolerance, and business reviewer for each report.

Which source systems or files contain the records to move, and how many records are there?

What to capture: List source product and version, export access, file formats, record counts, date coverage, and data owner.

Which customer, supplier, item, account, and other master records are needed at launch?

What to capture: Identify required masters, ownership, mandatory fields, dependencies, and inactive records to exclude.

Which historical transactions must move, and how long must archived records remain accessible?

What to capture: Agree history depth by record type, archive location, search needs, retention, and who can retrieve old evidence.

Who will correct duplicate, incomplete, or inconsistent records before import?

What to capture: Provide duplicate and invalid examples, cleanup rules, owner, and approval of corrected source files.

Who approves the mapping of old fields, accounts, tax codes, and units to ERPNext?

What to capture: Record source-to-target mappings, value conversions, default rules, unmapped fields, and sign-off owner.

Which legacy identifiers must remain searchable or appear on new documents?

What to capture: List identifiers that must survive, their target fields, uniqueness rules, and sample search or print tests.

Which attachments and relationships between documents must be preserved?

What to capture: List attachments, parent-child links, document references, size limits, and import-order dependencies.

Which unpaid invoices and credits need their original due dates, currencies, and outstanding amounts?

What to capture: Provide invoice-level outstanding amounts, credits, payment allocations, currencies, due dates, and source control totals.

Which opening stock quantities, values, serial numbers, and batch identifiers must be loaded?

What to capture: Provide cut-off stock by item and warehouse, valuation evidence, serial or batch details, and the stock reviewer.

How will opening bank, advance, asset, and ledger balances be loaded without duplication?

What to capture: Map each balance to its import or journal route and show how subledgers reconcile without double-counting.

Which representative records and transactions must pass a trial import?

What to capture: Select normal and exceptional records, expected results, safe test environment, and who reviews the trial.

Which record counts, subledger balances, and financial statements must reconcile, and who signs them off?

What to capture: Define source counts and amounts, permitted differences, supporting reports, and signatories for each data area.

How will failed imports be corrected and rerun without creating duplicate records?

What to capture: Agree error logging, correction ownership, reusable identifiers, and proof that a repeat import does not duplicate records.

How will records changed after the trial import be captured in the final migration?

What to capture: Specify freeze timing, change tracking, final export owners, deletion handling, and reconciliation after the final load.

Which personal or confidential source data must be masked, restricted, or excluded from trial migrations?

What to capture: List sensitive fields and attachments, permitted transfer locations, trial-access rules, and when temporary copies are removed.

Which imported historical records must remain unchanged after launch, and who may authorize corrections to migration errors?

What to capture: Define protected record types, authorized correction routes, audit evidence, and a test showing ordinary users cannot alter the agreed history.

Which ecommerce, CRM, payroll, payment, shipping, or other tools must exchange data with ERPNext?

What to capture: List product names and versions, business purpose, owners, available connectors, and required licensing or provider access.

Which records and fields should each connection send, receive, or update?

What to capture: Specify sending and receiving records, fields, required values, attachments, and a sample message for each direction.

Which system owns each shared value when the systems disagree?

What to capture: Identify the authoritative system for each shared field and rules for concurrent edits or conflicting values.

Should each connection run immediately, on a schedule, or only when staff request it?

What to capture: Set the event or schedule, maximum acceptable delay, manual controls, and business impact of a missed run.

What transaction volume and third-party API limits must each connection handle?

What to capture: Provide peak volume, payload size, provider quotas, rate limits, and backlog expectations.

Which dedicated integration accounts and minimum permissions are required?

What to capture: Map each connection to a dedicated account and the minimum record, field, and operation permissions it needs.

Who stores, rotates, and revokes API credentials when access changes?

What to capture: Name credential owners, storage location, rotation and revocation process, and emergency access removal.

How should duplicate messages, retries, or changes arriving out of order be handled?

What to capture: Record unique transaction keys, retry rules, update ordering, and repeat-message acceptance cases.

Who is alerted when synchronization fails, and how should staff recover missed records?

What to capture: Define alert recipient, diagnostic evidence, replay or correction steps, and reconciliation after recovery.

Which required fields, forms, or business rules cannot be met with standard configuration?

What to capture: Demonstrate each gap, the standard options considered, business justification, and required acceptance result.

Who owns custom app source code, documentation, and responsibility for future compatibility?

What to capture: Agree repository access, code ownership, documentation, licenses, maintainers, and upgrade-testing responsibilities.

Which third-party sandboxes and sample messages are available to test the connections?

What to capture: List sandbox access, provider test data, realistic sample messages, and who can approve third-party test transactions.

Which app versions, provider permissions, licenses, and supported interfaces must be confirmed before committing to each connection?

What to capture: Record compatibility evidence, API or connector documentation, provider restrictions, and unresolved feasibility checks.

How will incoming requests be authenticated and invalid or tampered messages rejected?

What to capture: Agree the verification method, required field checks, safe failure response, and unauthorized or altered-message tests.

What should connected systems do when a shared order, invoice, customer, or other record is cancelled, merged, or deleted?

What to capture: Define each lifecycle event, permitted downstream effect, retained references, and examples that must not remove valid history.

Which time-zone, currency, unit, and identifier conversions must be checked when records cross system boundaries?

What to capture: Provide boundary examples, conversion rules, rounding, unique-key formats, and expected values in both systems.

Which complete business scenarios must users demonstrate before launch?

What to capture: List end-to-end normal and exceptional flows, sample records, expected stock or accounting effects, and acceptance owner.

Who tests each scenario, and what expected results will they record?

What to capture: Assign a named business tester, independent expected results, evidence format, and pass criteria to each scenario.

Which restricted actions must be tested with ordinary user accounts rather than administrators?

What to capture: List prohibited actions and ordinary test roles; include direct record access, reports, exports, and attachments.

Which rejection, cancellation, amendment, and approval-exception paths must pass?

What to capture: Select representative rejection, cancellation, correction, and delegated-approval cases with expected results.

Which integration outage, retry, and recovery scenarios must be demonstrated?

What to capture: Specify simulated outages, duplicate requests, restart conditions, and the expected recovery and reconciliation.

What peak user load and processing times must the test system meet?

What to capture: Agree representative data volume, concurrent tasks, peak load, measurement method, and acceptable response times.

Which browsers, mobile devices, scanners, and printers must pass user testing?

What to capture: List actual models, browsers, print formats, connection methods, and a real task to demonstrate on each.

Which defects block launch, and who may accept a documented remaining issue?

What to capture: Define defect severity, must-fix conditions, deferred-issue owner, risk acceptance, and retest evidence.

How will you confirm production uses the same tested app versions and configuration?

What to capture: Record app versions, configuration and custom code identifiers, deployment steps, and who checks production parity.

What launch sequence, old-system freeze window, and task owners are agreed?

What to capture: List ordered tasks, owners, timing, dependencies, freeze notices, checkpoints, and stop conditions.

What failure conditions trigger rollback, and who can authorize it?

What to capture: Define triggers, decision authority, recoverable backup, handling of transactions entered after launch, and rehearsal evidence.

Which first-day transactions and closing checks must pass before launch is signed off?

What to capture: List first-day and period-close checks, responsible users, expected totals, issue route, and final acceptance authority.

Which users need training, and which daily tasks must each group learn?

What to capture: List user groups, headcounts, current skill levels, required daily tasks, and the owner who confirms the audience.

What practice data and user accounts are needed for hands-on training?

What to capture: Identify the training site, redacted sample records, role-specific accounts, and a reset plan that avoids production changes.

Which languages, accessibility needs, and session formats must training support?

What to capture: Record languages, accessibility requirements, remote or on-site delivery, group sizes, availability, and recording consent.

Which tasks need written instructions, short videos, or printable quick guides?

What to capture: Agree the task list, preferred formats, examples, review owner, and delivery criteria for each guide or recording.

Who will be the internal trainers or first contacts for everyday user questions?

What to capture: Name first contacts for each team, the questions they will handle, and the route for unresolved issues.

Which tasks must users complete unaided to show they are ready?

What to capture: Define unaided exercises, expected outputs, pass criteria, assessor, and retraining steps for users who need more practice.

Who needs administrator training for users, master data, and routine configuration changes?

What to capture: List permitted administrative tasks, named administrators, required runbooks, and exercises they must demonstrate.

Who owns the guides and trains new staff after the implementation team hands over?

What to capture: Name the guide owner and new-starter trainer; agree editable source files, update triggers, and where the team finds them.

Will ERPNext run on Frappe Cloud, another managed host, or infrastructure you operate?

What to capture: Record the chosen hosting model, selected plan, installed apps, deployment constraints, and infrastructure operator.

Who owns hosting, domain, administrator, and billing accounts?

What to capture: Name customer-controlled account owners, recovery contacts, billing responsibility, and access handover evidence.

What user growth, transaction volume, background work, and attachment storage should hosting support?

What to capture: Estimate current and expected users, records, jobs, files, peak activity, and thresholds for reviewing capacity.

What data-location or infrastructure-access requirements must the hosting provider meet?

What to capture: List data-location, provider-access, contractual, and security requirements; obtain evidence from the proposed host.

Which database, files, and configuration backups are required, at what frequency and retention?

What to capture: Specify database, public and private files, configuration needs, actual selected-plan frequency, retention, and independent copies.

Who can access backups, and how will encryption keys be protected and recovered?

What to capture: Name backup and key custodians, access restrictions, recovery method, and protection against loss of the hosting account.

How much data loss and recovery time could the business tolerate after a failure?

What to capture: Agree tolerable lost transactions and downtime by business process; compare them with the actual recovery plan.

Who will run a restore test and record evidence that the recovered system works?

What to capture: Assign the restore owner, isolated test location, required app and file checks, frequency, and recorded result.

Who monitors failures, tests updates and custom apps, and approves production maintenance?

What to capture: Map monitoring, scheduled jobs, staging checks, installed-app update tests, and production-maintenance approvals.

Who owns technical incident triage, vendor escalation, and business communication during a hosting outage?

What to capture: List operator and provider contacts, technical triage duties, business communication owner, and outage escalation steps.

Which ERPNext, Frappe HR, custom apps, integrations, and versions does the maintenance agreement cover?

What to capture: List supported components and owners; distinguish application support from hosting-provider and third-party responsibilities.

When do implementation warranty or hypercare end and the ongoing maintenance obligations begin?

What to capture: Agree dates, handover evidence, treatment of unresolved defects, and who takes responsibility for existing open tickets.

Which defect fixes and user-help tasks are included, and which configuration changes, reports, or new features need a separate quote?

What to capture: Write examples and classification rules for covered work, exclusions, and new change requests; name the decision owner.

Does the agreement include routine patches, major version upgrades, and repairs to custom-app compatibility?

What to capture: Specify included update work, chargeable upgrades, staging tests, customer acceptance, and responsibility for third-party app gaps.

What service hours, included effort allowance, rollover rules, and out-of-hours charges should apply?

What to capture: Agree time zone, working days, holidays, hour accounting, unused-hour treatment, and the approval route for extra effort.

How are ticket severity, first-response targets, update frequency, and escalation rules defined?

What to capture: Define business-impact examples and the service clock; distinguish acknowledgement from a fix and agree resolution targets or exclusions explicitly.

Who may raise support requests, through which channel, and with what minimum diagnostic information?

What to capture: Agree authorised contacts, a single ticket record, redacted examples, required logs, and safe temporary-access approval.

Who can approve billable work, what spend limits apply, and how will time and charges be reported?

What to capture: Define estimates, authorisation limits, work paused pending approval, and the customer-visible record of consumed effort.

What evidence proves a fix or change is accepted, and when may a resolved ticket be closed or reopened?

What to capture: Agree reproducible tests, customer review, closure rules, reopen criteria, and updates to affected guides or release notes.

What renewal, notice, termination, and handover terms apply when the maintenance provider changes?

What to capture: Agree contract dates, notice periods, outstanding-work treatment, and transfer of application documentation, code access, and open-ticket history.