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Lush Cosmetics: Cross-Instance Order Automation on ERPNext
How we built a custom Frappe app that automatically converts Purchase Orders in one ERPNext instance into Sales Orders in another — eliminating manual re-keying across Lush's multi-company supply chain.
About the Project
Lush Cosmetics operates multiple business entities — each running its own ERPNext instance. When one entity purchases from another, staff were manually re-entering Purchase Order details as Sales Orders in the supplier's system — a slow, error-prone process that didn't scale.
We built Lush Order Link — an open-source Frappe app that bridges two ERPNext instances. When a Purchase Order is submitted in one site, a corresponding Sales Order is automatically created in the other, with full field mapping, error tracking, and background retry logic.
Instances
2
Linked
Sync
Auto
On PO submit
Auth
API Key
Secure token-based
Source
Open
BSL-1.0 licensed
The Challenge
Manual Order Re-Entry
Every inter-company Purchase Order had to be manually re-keyed as a Sales Order in the supplier's ERPNext instance — duplicating work and introducing transcription errors across line items, quantities, and delivery dates.
Separate ERPNext Instances
Each business entity runs its own ERPNext site with independent item catalogues, company records, and user bases. There's no built-in mechanism to synchronise transactions across separate Frappe/ERPNext instances.
No Visibility on Failures
When orders were entered manually, mistakes only surfaced downstream — mismatched items, wrong quantities, or missing shipping details. There was no systematic way to catch and resolve errors at the point of entry.
The Solution
We built a custom Frappe app — installed on both ERPNext instances — that hooks into the Purchase Order workflow and automatically creates the corresponding Sales Order in the linked site via the Frappe API.
Automatic PO-to-SO Conversion
When a Purchase Order is submitted, the app maps all fields — items, quantities, delivery dates, shipping addresses, and contact details — into a Sales Order payload and pushes it to the linked ERPNext instance.
Company Link Setup
A configuration screen lets administrators link two sites by specifying the remote URL, API credentials, target company, and Sales Order prefix — with automatic validation on save to confirm connectivity.
API-Key Authentication
The integration authenticates via Frappe API key/secret pairs — no passwords stored, scoped to a specific user in the target instance, and straightforward to rotate or revoke.
Background Job Processing
Orders can be processed synchronously on submit or queued for background processing via a cron job that runs every 5 minutes — ensuring the PO submission isn't blocked by network latency or remote-site downtime.
Status Tracking & Error Logging
Every sync attempt is tracked via a dedicated Lush Purchase Order doctype with statuses (Pending, In-Progress, Completed, Failed) and direct links to detailed error logs when something goes wrong.
Cancellation Sync
When a Purchase Order is cancelled, the corresponding Sales Order in the linked instance is automatically cancelled or deleted — keeping both systems consistent without manual intervention.
The Results
Zero
Manual order re-entry
Instant
SO created on PO submit
Full
Error tracking & retry
Open
Source on GitHub
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