Retail
Kimzone Autospares
From disconnected branches to a unified retail operation with custom Frappe development
35,000+SKUs under management
The Challenge
- Inventory was tracked in disconnected spreadsheets across branches — stockouts in one location while excess sat in another.
- Every item had to be physically located by memory; no system tracked which bin, rack, or shelf held a specific SKU.
- M-Pesa payments were reconciled manually at end-of-day, causing cash discrepancies and delayed revenue recognition.
- Sales commissions were calculated by hand every month, leading to disputes and payroll delays.
- Customer balances were tracked informally, resulting in overdue accounts and bad debt.
- Pricing was inconsistent across branches — the same item sold at different rates with no central control.
- Stock counts were annual events using paper sheets; variances were discovered months too late to act on.
The Solution
- Built a custom Frappe app on ERPNext with custom DocTypes including bin_location, rack, shelf, and item_location for precise warehouse mapping.
- Implemented Coale-POS with offline mode and real-time M-Pesa C2B integration — payments auto-reconcile to ERPNext Payment Entries via webhooks.
- Created a custom item master synced bi-directionally with ERPNext Item, tracking minimum selling price, retail price, and branch-level stock.
- Deployed global_item_pricing with automated price enforcement across all branches, preventing unauthorized discounting.
- Built a stock_take module with mobile-friendly stock counts that update inventory in real time and flag variances immediately.
- Developed a commission engine tied to sales invoices, auto-calculating commissions by salesperson with monthly payout reports.
- Integrated customer_balance tracking with automated SMS reminders for overdue accounts and real-time credit limit enforcement at checkout.
- Created 12 custom reports including ABC Analysis, Inventory Turnover, Dead Stock Analysis, Demand Forecast, and Daily Cashier Sales Report.
Key Results
35,000+
SKUs mapped to exact bin-rack-shelf locations across all warehouses
100%
M-Pesa payment reconciliation automated via C2B webhooks
Zero
Manual commission calculation disputes after automation
Real-time
Stock visibility across branches with automated inter-branch transfers
Products & Services Used
ERPNextCoale-POSCoale-PaymentsCustom Frappe DevelopmentFrappe HRMSAPI Integration
“CoaleTech transformed our operations. What used to take days now happens in real-time across all our branches. The custom Frappe app unified our inventory, POS, payments, and accounting in one system.”
A
Alex Kimani
Operations Director, Kimzone Autospares