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What is an ERP system and how does it work?

What is ERP?

ERP, or Enterprise Resource Planning, is a term that refers to a software that automates and integrates business processes. The ERP system contains a central database in which all data from the various departments of an organization are stored, so that this data is always available and transparent for every employee.

Find the ERP software that suits your organization

Exact ERP-software

Microsoft Dynamics ERP-software

What does ERP mean?

The goal of an enterprise resource planning system is to centralize and integrate data to increase efficiency and improve productivity. ERP systems often contain modules for different departments or processes within an organization, such as finance, logistics, manufacturing, human resources, etc. These modules contain different functionalities specific to the area they support. ERP systems are often used by medium to large organizations.

Because no two organizations are the same, ERP software packages differ greatly from each other. It is therefore important to find an ERP supplier that offers the right software package.

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Exact software and  Microsoft Dynamics software.

The different modules within an ERP package

There are many modules available within an ERP package. Depending on the specific needs of a company, these modules are chosen. Below is an overview of the most common ERP modules:

Financial management

This includes modules for accounting, financial planning and analysis, and cash flow management.


This includes modules for managing purchase orders, supplier relationships, and inventory management.


This includes modules for managing customer relationships, sales orders, and invoicing.


This includes modules for managing production processes, quality management and inventory management.

Human resources

This includes modules for managing employee data, payroll and training.


This includes modules for managing transportation, inventory management and distribution.

Project management

This includes modules for managing project planning, budgets and reporting.

Customer relationship management (CRM)

This includes modules for managing customer relationships, marketing campaigns and customer service.

Supply chain management (SCM)

This includes modules for managing the procurement, production, distribution and sale of goods and services.

Companies can often choose which modules they want to use. This depends on the specific needs and objectives of the organization.

Advantages of an ERP system

There are several advantages to using an ERP system:

Improved efficiency

ERP systems integrate and centralize data from different departments, giving employees faster access to the information they need. This can lead to improved efficiency and productivity internally.

Improved decision making

By centralizing and integrating data, ERP systems can empower employees to make better decisions through real-time insight into organizational performance.

Increased customer satisfaction

By integrating processes, an ERP system can help to increase customer response and increase customer satisfaction.

Cost reduction

By automating processes and integrating data, an ERP system can help reduce costs and increase profitability.

Reduced risks

By integrating processes and data, an ERP system can help reduce risk, for example through better inventory management and regulatory compliance.

The disadvantages of an ERP system

There are also a number of disadvantages to an ERP system that companies should take into account before purchasing:

High cost

ERP systems can be expensive to implement and maintain, especially for smaller businesses.

Long implementation time

Implementing an ERP system can take a lot of time, which means that the company can temporarily work less efficiently.


ERP systems can be complex to use, meaning it takes time to learn and use the system.

Lack of flexibility

Some ERP systems are limited in their functionality and cannot be adapted to a company’s specific needs.

Data integration problems

Integrating data from different systems into an ERP system can be challenging, especially if the data structure of the different systems is not compatible.

Lack of user acceptance

Some employees may struggle to get used to a new ERP system and even refuse to use it, which can initially lead to lower productivity and dissatisfaction.

Security risks

ERP systems often contain sensitive data and can be a target for cyber attacks. Companies must ensure that their ERP system is sufficiently secured to mitigate these risks.

What does an Enterprise Resource Planning system cost?

The cost of an enterprise resource planning (ERP) system can vary greatly depending on various factors, such as the size of the company, the number of users of the system, the desired functionalities and the duration of the implementation.

In general, the cost of an ERP system can be high, with amounts ranging from several thousand to hundreds of thousands of dollars or more. However, the benefits generally outweigh the costs.

The cost of an ERP system consists of several components, including:

License fees

These are the costs for purchasing the ERP system and/or using the necessary licenses. These costs can vary depending on the number of users and the desired functionalities.

Implementation costs

This is the cost of implementing the ERP system, which may include setting up the system, integrating data from different sources, and training users. These costs may vary depending on the size and complexity of the project. Qexpertise can help you with this!

Maintenance costs

These are the costs for maintaining and updating the ERP system, for example troubleshooting, adding new functionalities and maintaining the hardware and software.

Companies should ensure that they have properly assessed the total cost of an ERP system before deciding whether to implement it to ensure it is a profitable investment in the long run.

Implementing an ERP-system

Implementing an enterprise resource planning (ERP) system is an extensive and complex process that can often take some time. The process usually includes the following steps:


Before implementing the ERP system, it is important to define clear goals and make a plan for how the system will be implemented. This may include determining the required functionalities, identifying key stakeholders and establishing a timetable.


Before the ERP system can be installed, certain preparations must be made. This may include setting up the necessary hardware and software, setting up a test environment and training users.


During implementation, the ERP system is installed and configured on the hardware and software set up during the preparation phase. This may also include integrating data from different sources and testing the system to ensure it is working properly.


After implementation, users must accept the ERP system and learn how to use it. This may include training users and providing support during the transition period.


After implementation, it is important to evaluate the ERP system to determine whether it meets the needs of the business and whether it is delivering the expected benefits.

The implementation process can be complex and often requires the deployment of specialists and employee training. It is therefore important to allocate sufficient time and resources to this process to ensure its success.

Qexpertise is an ERP consultancy organization operating in the Benelux. We support our customers in optimizing and automating business processes and implementing ERP implementations of Microsoft Dynamics 365 and Exact.

Are you looking for an implementation partner? Then please contact us.

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