Business Challenges

Fragmented branch bookkeeping: Riyadh, Dammam, Buraidah, and Unaizah each kept sales and purchase records independently, so management had no single, real-time view of the company’s overall financial position.

• Disconnected sales invoicing: Ticket, hotel, and package invoices were recorded outside the accounting system, forcing the finance team to re-key and reconcile figures manually before every month-end close.
• No structured purchase approvals: Bills from airlines, hotels, and tour suppliers moved through informal approval steps, leaving limited visibility into commitments before payments were released.
• Manual fixed asset tracking: Vehicles, office equipment, and branch fit-outs were logged in registers rather than a system, making depreciation calculations slow and audit preparation labor-intensive.
• Inconsistent inventory records: Stock such as travel documents, vouchers, and branded merchandise was tracked differently from branch to branch, creating gaps between physical counts and recorded balances.
• Slow, manual consolidation: Producing one company-wide financial picture meant manually combining sales, purchases, assets, and inventory data from every branch before each management review.

Business Benefits

Data Value Solutions implemented ERPNext across Al-Fahad’s four branches, configuring five core modules around how a multi-branch travel agency actually operates — so every ticket sold, every supplier bill, every asset, and every stock movement lands in the same system.

• One chart of accounts, four branches: A single, centralized Accounting module now unifies every branch’s ledger, so transactions from Riyadh to Unaizah post into one consistent financial structure.
• Sales captured at the source: The Sales module records every ticket, package, and service invoice at the point of transaction, posting automatically to the correct customer account and branch ledger.
• Structured purchasing workflow: The Purchasing module routes supplier bills from airlines, hotels, and tour operators through a defined approval sequence before any payment is released.
• Automated fixed asset management: The Fixed Assets module maintains a system-based asset register with automatic depreciation schedules, replacing the manual calculations done previously.
• Real-time inventory visibility: The Inventory module tracks stock of documents, vouchers, and merchandise per branch and per warehouse, keeping physical and recorded balances aligned.
• Consolidated reporting on demand: Management can now generate a combined financial view across sales, purchasing, assets, and inventory for any branch, or the company as a whole, at any time.

Business Impact

• Month-end close time across all four branches cut from roughly 10 days to 3 days, after unifying the financial system between branches.
• Reconciliation errors between sales invoices and accounting records reduced by approximately 80%, from linking sales directly to accounting at the point of sale.
• 100% of branch transactions now post into one consolidated ledger, giving management the company’s full financial picture in real time.
• Fixed-asset audit preparation time cut by roughly 60%, thanks to automated depreciation schedules replacing manual registers.
• Inventory discrepancies between physical and recorded stock (travel documents, vouchers, merchandise) down by approximately 70% within the first months of go-live.
• Purchase approval cycle shortened from about 7 days to 2 days, thanks to a structured approval workflow for airline, hotel, and supplier bills.