ERPNext Integration

The ERPNext Integration allows Frappe Helpdesk and ERPNext to automatically synchronize customer information between both systems. This ensures your support and ERP teams always work with the same customer data without requiring manual updates.

After the initial synchronization, customers created in either application are automatically mirrored to the other, keeping both systems consistent.

Prerequisites

Before enabling the integration, ensure the following requirements are met:

• ERPNext is installed on the same Frappe Bench as Helpdesk.
• The user enabling the integration has Write permission on both the Customer and HD Customer DocTypes.

If ERPNext is not installed, the ERPNext Integration page will display an informational message indicating that the feature is unavailable.

Enabling the Integration

1. Open Helpdesk.
2. Navigate to Settings → Integrations → ERPNext.
3. Enable the ERPNext Integration toggle.

Once enabled, Helpdesk displays a synchronization banner together with a Sync Now button.

The same Sync Now option is also available from the ERPNext HD Settings DocType, allowing synchronization to be initiated from either application.

Initial Synchronization

Click Sync Now to begin the initial synchronization between Helpdesk and ERPNext.

The time required depends on the amount of customer data present in your system. Smaller databases may finish within a few minutes, while larger datasets can take considerably longer.

How Synchronization Works

The initial synchronization performs a union merge between both systems.

• Customers that exist only in ERPNext are created in Helpdesk.
• Customers that exist only in Helpdesk are created in ERPNext.
• Customers with matching names are linked together without creating duplicates.

After the initial sync completes, every customer exists in both systems and is linked for future synchronization.

Automatic Synchronization

Once the integration has been enabled and the initial sync has completed, Helpdesk automatically keeps both systems synchronized.

The following changes are mirrored automatically:

• Customers created in Helpdesk are automatically created in ERPNext.
• Customers created in ERPNext are automatically created in Helpdesk.
• User Permissions associated with customers are synchronized.
• Shared document permissions are synchronized between both systems.

Disabling the Integration

To stop synchronization:

1. Open Settings → Integrations → ERPNext.
2. Disable the ERPNext Integration toggle.

Disabling the integration does not remove any existing customers or links. It simply stops future changes from being synchronized until the integration is enabled again.

Typical Synchronization Flow

1. Enable ERPNext Integration.
2. Run the initial Sync Now operation.
3. Helpdesk and ERPNext exchange customer records.
4. Duplicate customers are linked instead of recreated.
5. Future customer creations are synchronized automatically between both systems.

Best Practices

• Complete the initial synchronization before your support team starts using Helpdesk.
• Verify customer names before syncing to minimize duplicate records.
• Ensure administrators have the required permissions in both applications.
• Avoid manually creating duplicate customer records in either system.
• Run the initial sync during off-peak hours if you have a large customer database.