Has anyone ever implemented a system like this? Here I have documented the requirements, and I am planning to work on this. Any inputs or suggestions based on the documentation would be appreciated.
System Requirements & Workflow for Weight-Based Goods Receiving in ERPNext
Objective
To streamline the inward goods receipt process by:
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Automatically recording actual weights via connected digital weighing scales
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Generating item- and bag-level labels with QR codes after Purchase Receipt submission
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Ensuring traceability and error detection through conversion factor audits
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Flagging deviations when actual weight differs significantly from system-expected weight
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Facilitating manual verification through periodic spot audit tables
Workflow Summary
1. Purchase Receipt Creation
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Operator creates a new Purchase Receipt in ERPNext.
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Selects Supplier and Pulls Items from a linked Purchase Order.
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Enters Supplier Invoice Number.
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Modifies received quantities if they differ from PO.
2. Number of Bags Entry (Hybrid Approach)
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For each line item, operator enters the Number of Bags received. (Manual field)
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Optionally, the system can suggest a number based on quantity and UOM (e.g. 1 bag = 20 Nos).
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This field is editable, allowing for variations in packing.
3. Item Receiving & Weighing (Per Bag)
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Each bag is weighed individually using a USB-connected digital scale (e.g., CAS PR-C).
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Operator initiates the weighing process:
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System auto-generates that number of rows in the Bag Details table.
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Operator selects a row and clicks “Weigh Bag” to fetch live weight.
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System calculates quantity from weight using UOM conversion.
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4. Deviation Alert
- System calculates:
Deviation % = |(Actual Weight - Expected Weight)| / Expected Weight × 100
- If deviation > 2%, a warning alert is shown:
“Deviation exceeds allowed limit. Please verify the weight or quantity.”
5. Spot Audit Table (Manual QA Check)
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For selected items or receipts (as configured later), operator must perform a spot audit.
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Manually count actual units in a few bags and log results in a child table:
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Bag No
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Expected Quantity
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Actual Counted Quantity
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Deviation %
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Remarks
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6. Purchase Receipt Submission & Label Generation
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Labels can only be printed after submission of the Purchase Receipt.
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One label is generated per bag with QR code containing key details.
Functional Requirements
Purchase Receipt Custom Fields
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Number of Bags(Integer) — entered manually per item line -
Expected Weight (kg)— calculated from quantity and UOM -
Actual Weight (kg)— fetched from scale or entered manually -
Deviation (%)— auto-calculated -
Deviation Alert— display field
Bag Details Child Table
| Field | Description |
|---|---|
| Bag No | Auto-incremented identifier |
| Weight (kg) | Fetched from scale |
| Quantity | Auto-calculated from weight |
| Label Printed | Yes/No |
| QR Code | Optional, generated post-submission |
Spot Audit Child Table
| Field | Description |
|---|---|
| Bag No | Audited bag number |
| Expected Quantity | From system calculation |
| Actual Counted Qty | Manual count |
| Deviation % | Auto-calculated |
| Remarks | Optional notes |
Deviation Alert Logic
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Triggered during the weighing phase.
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If actual weight deviates from system-expected weight by more than 2%, a red alert is displayed.
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Optionally, submission can be blocked or flagged for supervisor override.
Label Format (Per Bag)
Fields to include:
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Item Name
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Quantity
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Weight
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Bag No
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Supplier Name
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Purchase Receipt Number
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QR Code
To Be Decided
| Parameter | Decision Status |
|---|---|
| Spot Audit Frequency | To be configured later |
| Deviation Threshold | Default 2%, may be item-specific |
| Label Print Format | To be finalized |
| QR Code Data Format | Standardized JSON |