ERP Software for Logistics Operations Connect every moving part of your logistics operations.
Bring inventory, dispatch, delivery records, expenses and financial operations into a connected workflow. Give your team better visibility across the processes that keep your logistics business moving.
Step 01 of 06
Sales Order
Shipment requirement
- Team
- Orders & warehouse
- Comes from
- Start of flow
- Leads to
- Pick List
Overview
Logistics work generates a large volume of records: picking lists, delivery documents, vehicle and driver details, freight bills and proof of delivery. When these are kept apart from inventory and accounts, it becomes difficult to confirm what was shipped, what it cost to move, and whether it has been billed.
Spiralcode implements ERPNext to connect stock movements, dispatch documentation, freight-related expenses and financial records. ERPNext is not a transport management system and does not provide live fleet tracking; where you need those capabilities, we assess how a specialised system could connect to your ERP records.
Common challenges
Operational challenges in logistics and dispatch
Most logistics teams can move goods reliably. The difficulty lies in keeping the records of those movements consistent with inventory and accounts.
Dispatch records disconnected from inventory
Goods are dispatched against paper slips or a separate dispatch register, and stock is updated later, so warehouse balances drift from reality.
Delivery documents hard to reconcile
Matching delivery documents, transporter receipts and customer acknowledgements to the original order is manual and slow, particularly for partial deliveries.
Freight and operating expenses kept separately
Freight bills, loading charges and vehicle expenses are recorded in accounts without a link to the shipment or goods they relate to.
Limited visibility into stock movements and dispatch activity
Managers cannot easily see what is waiting to be picked, what has been dispatched today, and what is in transit between locations.
Manual reporting across operational systems
Daily dispatch and cost reports are compiled by exporting from several tools and combining them in a spreadsheet.
Connected workflow
How inventory, dispatch and logistics costs connect
This workflow reflects a business that holds and dispatches its own stock. Third-party logistics providers and transport operators often have different requirements, described further below.
Step 01
Shipments start from a sales order or a stock transfer requirement, which defines the items, quantities and destination.
- Sales Order
- Material Request
Next: Pick from inventory
Step 02
A pick list guides warehouse staff to the right items and storage locations, based on the stock recorded in each warehouse.
- Pick List
- Warehouse
Next: Dispatch and record stock movement
Step 03
The delivery note or stock transfer records what left the warehouse and updates stock immediately, so balances reflect what has actually been dispatched.
- Delivery Note
- Stock Entry
Next: Maintain delivery documentation
Step 04
Delivery notes hold the dispatched items and quantities. Delivery trips can record vehicle, driver and the stops on a route, and shipment records can hold parcel and carrier details where used.
- Delivery Note
- Delivery Trip
- Shipment
Next: Record freight and related expenses
Step 05
Freight bills from transporters are recorded as purchase invoices. For inbound freight, landed cost vouchers can add the cost to the value of the goods received.
- Purchase Invoice
- Landed Cost Voucher
Next: Review operational and financial reports
Step 06
Sales invoices are created from deliveries, and freight and operating costs post to the accounts, so dispatch activity and financial records stay aligned. Pending deliveries, stock movement and freight cost reports are built from the same transactions.
- Sales Invoice
- Payment Entry
- Reports
ERP capabilities
Logistics ERP capabilities, grouped by business need
These are standard ERPNext capabilities. Live tracking, route optimisation and full transport management are not included and would require a specialised system.
01
Inventory and stock operations
Stock balances that are updated as goods are picked, moved and dispatched, so the warehouse and the office see the same figures.
- Multi-warehouse inventory and stock transactions
- Transfers between warehouses, including goods in transit
- Batch and serial number tracking where configured
02
Procurement and transporter management
Transporters handled as suppliers with their own history, so contracted services and freight bills can be traced.
- Supplier records for transporters and service providers
- Purchase orders for contracted logistics services
- Freight bills linked to the relevant purchases
03
Dispatch and delivery records
Documentation created from the order, not retyped, so every dispatch can be matched back to what was ordered.
- Pick lists for warehouse picking
- Delivery notes and shipping records, where applicable
- Delivery trips recording vehicle, driver and stops
04
Expenses and accounting
Freight and operating expenses recorded in the right place, and linked to the goods or operations they relate to.
- Purchase invoices for freight and handling charges
- Landed cost vouchers for inbound freight
- Expense recording and cost centres for operations
05
Operational reporting
Daily operational views built from recorded transactions instead of exported spreadsheets.
- Dispatch, pending delivery and stock movement reports
- Freight cost and accounts reports from the same records
06
External integrations
Connections to specialised logistics systems, assessed case by case rather than assumed.
- REST APIs for integrations with external logistics systems, where supported and scoped
- Transport management or tracking systems reviewed individually during scoping
Industry focus
Different logistics businesses, different requirements
“Logistics” covers businesses with very different operations. Knowing which describes you determines whether ERPNext alone is a good fit, or whether additional software and integrations are needed.
| Business type | Typical focus | How ERPNext fits |
|---|---|---|
| Distributor with its own warehouse | Storing and dispatching its own stock to its customers | Usually a good fit: inventory, pick lists, delivery notes, invoicing and freight costs are standard workflows |
| Third-party logistics (3PL) provider | Storing and handling goods owned by clients, and billing for services | Partial fit: client-owned stock, service-based billing and client portals typically need configuration, custom development or a dedicated warehouse system |
| Transport operator | Vehicles, drivers, trips, routes and freight charges | Limited fit on its own: accounting and expenses are covered, but fleet, trip planning and tracking usually need a transport management system integrated with ERP |
Distributor with its own warehouse
- Typical focus
- Storing and dispatching its own stock to its customers
- How ERPNext fits
- Usually a good fit: inventory, pick lists, delivery notes, invoicing and freight costs are standard workflows
Third-party logistics (3PL) provider
- Typical focus
- Storing and handling goods owned by clients, and billing for services
- How ERPNext fits
- Partial fit: client-owned stock, service-based billing and client portals typically need configuration, custom development or a dedicated warehouse system
Transport operator
- Typical focus
- Vehicles, drivers, trips, routes and freight charges
- How ERPNext fits
- Limited fit on its own: accounting and expenses are covered, but fleet, trip planning and tracking usually need a transport management system integrated with ERP
These are general patterns, not fixed rules. We confirm fit for your operation during scoping and are clear when another system would serve you better.
Implementation
Our implementation approach for logistics operations
We begin by establishing which kind of logistics business you are and which systems you already use, because this determines what ERPNext should handle and what it should connect to.
- 1
Understand existing logistics operations
We clarify whether you dispatch your own stock, handle client stock, operate vehicles, or a combination of these, and how the work is organised today.
- 2
Map business workflows and requirements
We document picking, dispatch, documentation, transporter engagement and how freight costs are recorded today.
- 3
Configure relevant ERP capabilities
Warehouses, dispatch documents and cost recording are configured around the workflows agreed with your team.
- 4
Plan data migration and integrations
Opening data is prepared for migration, and any transport management, tracking or carrier systems are reviewed to determine what data should move to and from ERP.
- 5
Validate workflows and prepare rollout
Workflows are tested with representative shipments, followed by training and support after go-live.
What we assess before scoping
These answers shape the scope, the configuration and any integration or custom work.
- Whose stock you hold and dispatch
- Number of warehouses, hubs and dispatch points
- Own fleet, hired transporters or courier services
- Delivery documentation and proof-of-delivery requirements
- How freight and handling costs are billed and recorded
- Existing transport management, tracking or carrier systems
- Reporting needed by operations and management
Frequently Asked Questions
Yes. In ERPNext, pick lists and delivery notes are created from sales orders, and submitting a delivery note reduces stock in the relevant warehouse. Transfers between locations are recorded as stock entries, so inventory and dispatch records stay consistent.
Delivery notes record what was dispatched against each order, and delivery trips can record the vehicle, driver and stops for a route. Specific document formats or proof-of-delivery requirements are reviewed during scoping.
Yes. Transporter bills can be recorded as purchase invoices, and inbound freight can be added to the cost of goods through landed cost vouchers. How freight is allocated to shipments or customers is agreed during implementation.
ERPNext provides APIs that can support integrations, but feasibility depends on the transport management system and the data involved. We assess each case individually and do not assume an integration exists.
No. ERPNext does not provide live GPS fleet tracking, route optimisation or full transport management. If you need these, we can assess how a specialised system could work alongside your ERP records.
Start with a conversation
Connect your dispatch records to inventory and accounts
Tell us how you pick, dispatch and pay for freight today, and which systems you already use. We will explain what ERPNext can handle and where another system may be needed.
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