About Nissin Shoji Vietnam Co., Ltd.

Nissin Shoji Vietnam Co., Ltd. is a trusted name in the trade and distribution of energy and lubricants for a variety of industrial sectors. Backed by a strong parent company in Japan, Nissin Shoji operates with a commitment to quality, efficiency, and customer satisfaction. To modernize its business operations and stay competitive in today’s fast-paced market, the company launched the “Comprehensive Enterprise Management with ERPNext” project in partnership with MBW Digital, Frappe’s official partner in Vietnam.

This digital transformation initiative aims to automate procurement and sales workflows, optimize receivables management, consolidate data for faster decision-making, and support business scalability with flexible, integrated solutions. It marks a critical step forward in Nissin Shoji’s journey toward operational excellence and strategic growth.

Challenges

Despite being part of a multinational enterprise, Nissin Shoji faced several operational inefficiencies due to outdated tools and disjointed processes:

1. Fragmented Data Management

Different departments used separate systems for purchasing and sales, leading to data silos that hindered supply chain transparency and slowed decision-making.

2. Poor Access Control

Manual workflows and legacy software lacked role-based permissions, increasing the risk of unauthorized data access and information leaks.

3. Inadequate Customer & Debt Tracking

Each client had customized pricing and quotation terms. However, the existing system could not support contract-specific debt tracking or quote management, complicating deal closure and delivery follow-ups.

4. Inefficient Inventory Control

Inventory was tracked manually using Excel, which posed serious risks—like inaccurate stock levels, product loss, increased holding costs, and lack of accountability due to unrestricted data editing rights.

5. Outdated Purchasing System

The purchasing process lacked automation and relied on disjointed tools such as email and spreadsheets. This made it difficult to control vendor quotes, track pricing consistency, and maintain procurement records.

6. Need for a Multilingual, Multinational Platform

With headquarters in Japan and operations in Vietnam, Nissin Shoji needed a solution that supports multiple languages (especially Japanese and Vietnamese) and accommodates multinational workflows—a challenge unmet by most English-only or single-market ERP systems.

The ERPNext Solution

To address these challenges, Nissin Shoji implemented ERPNext across all key departments, aligning operations and empowering employees with real-time insights and process automation.

Accounting & Receivables

• Automatically records customer payments
• Generates real-time debt reports for each client and order
• Supports proactive debt collection and accurate cash flow forecasting

Inventory Management

• Tracks stock by batch and serial number
• Attaches product images for easy identification during shipping or audits
• Prevents losses and ensures tight inventory control through smart access restrictions

CRM (Customer Relationship Management)

• Consolidates customer profiles, transaction histories, and support interactions
• Enhances customer satisfaction and loyalty through data-driven service

Quotations & Profit Margin Analysis

• Supports role-based quote approvals
• Calculates expected profit margins during the quotation phase to guide decision-making and boost profitability

Sales & Order Management

• Manages the full sales lifecycle: order creation, tracking, returns, and fulfillment

Procurement & Vendor Management

• Automates purchase ordering, receipt tracking, and quality checks
• Ensures accurate vendor evaluation and a stable supply chain

Multilingual Platform Support

• ERPNext’s interface is available in both Japanese and Vietnamese, ensuring smooth coordination between the local team and the Japanese headquarters

Custom Reporting

• Allows the creation of business-specific reports tailored to Nissin Shoji’s operating model and strategic KPIs

Impact

The deployment of ERPNext has delivered measurable improvements across Nissin Shoji’s operations:

• Inventory Visibility: Real-time tracking by batch and serial number, supported by product visuals, has enhanced accuracy in stock handling and logistics.
• Financial Oversight: Automated debt tracking and margin analysis have strengthened cash flow control and improved the company’s ability to forecast and plan.
• Stronger Customer & Partner Relationships: With all transaction histories and touchpoints centralized, Nissin Shoji can now monitor and nurture relationships more effectively—organized by region or industry.
• Streamlined Procurement: Procurement cycles are now fully traceable, from request to delivery, with built-in quality assurance.
• Greater Transparency & Delegation: Quotation processes include approval flows and flexible pricing based on market and quantity, enabling better governance and risk management.
• Empowered Decision-Making: Custom-built reports provide leadership with actionable insights, supporting faster, data-backed decisions.

Conclusion

Through ERPNext, Nissin Shoji Vietnam has taken a bold step into the future—transforming manual, fragmented processes into an integrated digital backbone. This transformation not only enhances operational efficiency but also aligns the company’s workflows with global standards, enabling smarter growth, stronger partnerships, and a competitive edge in the industrial energy and lubricant market.