Stores order. ERPNext delivers.
Smart Gate is a mobile app where stores order wholesale stock: they see their own price tier and the stock in warehouses serving their area, pick a piece, pack or carton, and book a delivery slot in minutes. Every order lands in ERPNext as a submitted Sales Invoice that deducts stock immediately, while your team runs prices, offers, alerts and orders from one workspace. No separate database, no sync.
Same team, same warehouses, same customers. The difference: orders arrive ready and validated instead of being re-typed.
Orders arrive as calls and photographed lists, then get keyed in by hand.
Reps memorise each tier's prices while stores ask what a carton costs versus a piece.
A discount is announced by message, prices are edited by hand and never reset.
Stores call to ask about their order and nobody knows which truck has it.
Stores order themselves and each order lands as a submitted Sales Invoice in ERPNext.
Each store automatically sees its store type's price list, with a price and stock per unit.
A discount campaign starts and ends on schedule and the original price comes back by itself.
Status and vehicle are updated in the system and show up in the store's "My orders" right away.
A quick motion tour of what the product does.
From the store's screen to the order desk in ERPNext: everything the customer sees is run from your system.
The home screen is built from ERPNext itself: banners from Offer, brands from Brand and categories with images from Item Group. Each store sees only its tier's prices and its area's stock.
Scan a barcodeOffer bannersCart total, always visibleEvery discounted item shows its new price with the old one struck through and goes into the cart in the chosen unit with one tap. Sold out? "Notify me" sends an automatic alert when stock arrives.
Discount badgePick the unitNotify me when backThe cart lives on the server, and price, available quantity and unit maximum are recalculated every time. The bottom bar shows how much is left to reach the area's minimum order.
Discount badgeStock warningLeft to the minimumEach order carries its invoice number, delivery date and status. Operations update the status in ERPNext and the store sees it instantly, then rates the order and downloads the invoice.
Order stagesCancel orderRate after deliveryEach order is a submitted Sales Invoice flagged App Invoice, handled from the invoice list itself and sorted by delivery date. The team sets status and vehicle, and the store sees the update at once.
App orders filterOrder statusStatus and vehiclePick a price list, dates and scope (item, brand or category), then check valuation rate against the new price before submitting. The campaign starts automatically and the saved price returns when it ends.
Below-cost lineCampaign lifecyclePrice in the appScan a barcodeOffer bannersCart total, always visibleDiscount badgePick the unitNotify me when backDiscount badgeStock warningLeft to the minimumOrder stagesCancel orderRate after deliveryApp orders filterOrder statusStatus and vehicleBelow-cost lineCampaign lifecyclePrice in the appA store app plus an app installed inside ERPNext, on one database: items, prices, stock and invoices are your system's own data.
Store owners register with their mobile number, coverage area, store type and map location, creating a linked User and Customer in ERPNext.
Each store type has its own price list and customer group, so a supermarket sees one price and a grocery another, automatically. Stores only see what applies to them.
Every item can sell in several units, each with its own price, available quantity and per-order maximum.
Each store belongs to a coverage area matching a branch or delivery route, and availability comes only from the warehouses serving it.
The home screen is driven from ERPNext: offer banners, brands and categories with images. Stores find items by name, code or barcode scan.
The cart lives on the server, not the phone. Price, available quantity and unit maximum are re-checked on add, on opening the cart and on confirmation.
On confirmation the order is recorded as a submitted Sales Invoice flagged App Invoice. It deducts stock, empties the cart and its number is the order number stores see.
Four stages your operations team sets on the invoice: Received, Preparing, On the way, Delivered, together with the vehicle carrying the order.
Discount an item, a brand or a whole category for a chosen price list. Campaigns start and end automatically and the saved price is restored.
A promo banner that opens a category, brand or item and shows only during the offer period, completing the campaign and the notification.
Send notifications from ERPNext to all stores, one store type or a single store, plus an automatic "Available now" alert when a requested item is restocked.
Complaints and suggestions become support tickets linked to the customer, with a support number and WhatsApp a tap away and a clear message for every situation.
Permissions are ERPNext's own, set in Role Permission Manager to match your structure.
Every step in the app is recorded straight into ERPNext, and every update from your team reaches the store instantly.
Mobile, area, store type and location; a linked User and Customer are created.
Instantly, or after reviewing the details and price list.
Their tier's prices and their area's stock, in the unit they choose.
Date, slot, address, payment and notes, after a final price and stock check.
A submitted Sales Invoice flagged App Invoice that deducts stock.
Preparing, then On the way with a vehicle, then Delivered and rated.
Illustrative screens drawn from the app and the user manual, with demo data.
When orders arrive by phone and WhatsApp, time goes into re-typing, fixing and chasing instead of selling.
Calls, chats and photos of handwritten lists get re-keyed by sales staff, with wrong items and quantities.
Supermarkets, groceries and pharmacies buy at different prices, and handling that by hand invites errors and disputes.
Orders are accepted, then shortages show up at picking and the team has to call back to change quantities.
Small orders to far-off areas push up delivery cost with no clear minimum per area.
A discount goes out by message, the price is never reset afterwards, or it quietly sells below cost.
Stores can't see order status, so support spends the day answering the same question.
A store app, plus a Smart Gate workspace inside ERPNext for authorised users.
Android and iOS, Arabic and English: sign-up, browsing, cart, checkout, tracking, alerts and support.
Shortcuts to customers, users, items, discount campaigns, banners and back-in-stock requests.
One screen controls the whole app, and changes apply instantly.
Each tier gets a customer group, territory and price list.
Minimum cart value, shipping rule and serving warehouses per area.
Slots stores choose at checkout, printed on the invoice.
App invoices filtered by App Invoice, with status, vehicle and rating.
Discount campaigns with a Pending, Started, Finished lifecycle.
Home-screen promos linked to a category, brand or item.
Send to all stores, a store type or one store.
Out-of-stock items stores have asked for.
Issue tickets linked to the customer, handled in Support.
Retail orders arrive as ready invoices, sorted by coverage area and delivery slot.
Pieces, packs and cartons with clear prices and a per-unit maximum.
A direct ordering channel to traders, with brand- or category-wide campaigns.
Large catalogs across categories and brands for supermarkets and groceries.
A pharmacy tier with its own price list and back-in-stock alerts.
Coverage areas with their warehouses, so stores only see what you can deliver.
Smart Gate runs through a Frappe app installed on your ERPNext server, with no middleware database and no sync.
Book a Smart Gate demo and let Operion install it on your system and set up prices and areas with you, through to the first order.
No. The app talks to a Frappe app on your ERPNext server, and everything that happens in the app is recorded directly in ERPNext with no sync.
On confirmation it becomes a submitted Sales Invoice flagged App Invoice. It deducts stock, and its number is the order number the store sees.
Yes. Each store type (supermarket, grocery, pharmacy…) has a price list, and every store sees its type's list automatically.
From stock in the warehouses serving the store's coverage area, divided by the pieces per unit. For example, 400 pieces show as 10 cartons of 40.
Create a Generate Offer for the price list with the brand, dates and discount type, review the cost and submit. It starts and ends automatically and the saved price returns.
Your choice: instant activation after sign-up, a customer-service review first, or closed self sign-up with accounts opened by your team.
Yes, from the order details while it is still at "Received". The invoice is cancelled and stock returns to the warehouse.
Turn on Disable App in the settings so stores see "Updating prices", update Item Price, then turn it off after a spot check.
Every notification is kept in the app's notifications screen, so the store sees it next time it opens the app.
Installing Smart Gate on your ERPNext and guiding your team through a 13-step setup checklist to the first order, plus technical support and training.
See how ERPNext can make your business more efficient and cut costs, with Operion beside you from analysis to go-live and support.
