Request for Guidance on Dokos Warehouse + Shops Architecture with Sync and Accounting

🕹 Aide utilisation
1

Hello Dokos Community,

I’m currently setting up a distributed architecture for a business using Dokos (previously ERPNext), and would appreciate your guidance on configuring the system to enable centralized inventory and accounting with independent shop sites.

System Architecture

Godown (Central Warehouse):

  • Manages all local purchases, supplier invoices, and accounting
  • Transfers stock to multiple shop locations (Shop1, Shop2, …)
  • Needs to track each shop’s stock and sales activity
  • Hosted on godown.local

Shops (e.g., Shop1, Shop2):

  • Hosted separately (shop1.local, shop2.local)
  • Each has its own Warehouse (e.g., SHOP1-WH)
  • Handle only:
    • Sales Invoices
    • Sales Returns
    • Stock Reconciliation
  • No purchase capability — stock only comes from Godown
  • Must sync sales and stock back to Godown for accurate records

Guidance Needed On:

  1. :repeat: Automated Stock Transfers
  • Can Dokos support auto-stock transfer triggers from Godown to shops based on min stock/demand?
  • Is there a built-in replenishment mechanism or should we script it?
  1. :outbox_tray: Sales Sync from Shops to Godown
  • What’s the best way to push Sales/Stock data back to Godown from each shop (separate site)?
  • Would custom Webhooks/API endpoints or Scheduled Jobs be better?
  1. :round_pushpin: Sublocation Tracking at Godown
  • How can Godown track each shop warehouse and its sales separately?
  • Should we configure each Shop warehouse under the same company as sub-warehouses?
  1. :books: Centralized Accounting
  • How do we structure accounting so Godown handles all Accounts Payable, while shops do only POS/Sales?
  • Should each Shop operate under the same Company or separate ones?
  1. :closed_lock_with_key: Permissions
  • Godown should have read-only access to each shop’s sales/stock data
  • Shops should only access their own site/data
  • Best way to isolate permissions in multi-site Dokos setup?
  1. :globe_with_meridians: Multitenancy
  • Using Dokos with multi-site deployment: any settings I should be careful with to allow cross-site data sync?
  1. :gear: Dokos Version Compatibility
  • I’m using Dokos (forked from ERPNext v14+). Should I consider upgrading to a newer version (or ERPNext v15) to support this architecture better?

Expected Outcome

  • Central Godown site handles purchasing, stock, and accounting
  • Shops run independently with local sales
  • Two-way sync for stock transfers and sales data (Godown ⇄ Shops)
  • Each site tracks its own data but Godown can view consolidated status
2

Hey @Shuhain_Ismail,

Have you considered using the Woocommerce integration with dokos ?
You could have one central dokos site which handles accounting, purchasing etc connected to multiple Woocommerce sites, one for each shop.
Here is the doc: Introduction - Dokos - Documentation (in French - use your web browser translation :wink: )

Hope that helps,
Antoine.

3

This not a online shop
Ita a retail shop

3 shops 1 main godown
Each shop has it own godown
So we be using dokos interface to do selling

4

Ah right my bad.

I feel like you could achieve what you want in a single dokos website, using multiple warehouses, and point of sale profiles (one for each shop) all using the same company for the top level purchasing and accounting.
You’d still be able to get all the sales stats you need from the pos profile using dedicated income accounts, projects and cost center. Making careful use of roles and permissions could restrict your users to the right shop.
Just my humble opinion based on your description.

Antoine.

1 Like
5

Hello @Shuhain_Ismail,

  1. :repeat: Automated Stock Transfers

Using the auto-reorder functionality at stock level, Dokos generates material requests automatically based on the defined rules:

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image1869×560 56.9 KB

If you want the the corresponding purchase orders to be automatically created and sent to your suppliers, you can do it with a custom script.

  1. :outbox_tray: Sales Sync from Shops to Godown

This is possible using the Event Streaming application from Frappe. We have made a fork a few months ago for a similar need. Here is our modified version: Dokos / Event Streaming · GitLab
Please not that we are happy to publish it but do not provide support for it for now.

Based on your requirements, you may need to develop a mechanism to synchronize stock levels from the Godown site to the local sites, as I don’t think it exists yet.

  1. :round_pushpin: Sublocation Tracking at Godown

Depending on your configuration it is totally possible, yes.
You will need to replicate your company configuration from local site to the central (Godown) site.

  1. :books: Centralized Accounting

Just configure the elements for sales in the local sites and everything else in the central site.
If each shop is a different legal entity, create different companies, else use different accounts or different cost centers to separate each store.

  1. :closed_lock_with_key: Permissions

Each site is completely different, you are free to setup different permissions for each site.
Maybe use the central site as a SSO and give the needed permissions for each user in each site.

  1. :gear: Dokos Version Compatibility

Yes, always upgrade to be on the latest version. Especially if you plan to use the Event Streaming application. We haven’t done any backwards compatibility test. Currently it is used on Dokos v4 sites.

Have a nice day !