Implementing Odoo Inventory for Distribution Companies in Philippines

[00:11] Okay, so in this video training series we will talk about how to implement Odoo, Odoo ERP, or the Inventory Management System of Odoo for the distribution companies here in the Philippines. 

[00:36] So, there are several steps that we need to follow to properly configure Odoo, and to properly implement Odoo for your business okay, 'yong Odoo is not a simple software that you can just install and you know just use out of the box, Just like any other ERP Software you need to properly plan for this. And It's like building a house wherein you have to draw the blueprints first. Kailangan planuhin before you can build the actual house. I mean, just like a house you can start building it without any plans but the end result would probably not look good. So, it's basically the same when it comes to implementing any ERP not necessarily Odoo but any, any big system you need to properly plan it out. 

[01:44] Okay, so, in this set of videos we are going to talk about How we implement Odoo in our company, and I'll take you through the steps on how to, to properly implement Odoo. 

[02:02] Okay, so we will start with what we call a Business Analysis. So the business analysis is composed of two (2) parts. The first part is mapping your processes. 'Yong current process ng business niyo. So there are several process cycles and we would like to call, and when it comes to inventory there are basically two or three processes but in this video, we will talk about 2 (two) process cycles that we need to identify to properly implement Odoo. 

[02:41] Okay, the first one is what we call the PROCURE TO PAY PROCESS. That simply means, from the time that you release a purchase order hanggang mabayaran niyo 'yong supplier that's what we call the Procure-to-Pay Process. writing up the PO, having the PO approved, giving a copy of the purchase order to the warehouse, taking the supplier, those are the parts of the Procure to Paty Process. The second one is 'yong nasa kabilang side naman is what we call the ORDER TO CASH PROCESS and this is from the time that a customer places an order, ma-deliver 'yong item, and mabayaran kayo noong customer. So, that's called the Order-to-Cash Process. And these two processes play a role in your inventory, like for instance of course if you procure an item it gets added to your inventory, you know, if you sell an item then it's taken off of your inventory. 

[03:50] So once we have mapped your current business process we will got to what we call a fit-gap analysis. So we will install Odoo, what we call the core modules so sales inventory and purchase. And we will define 'yong what we call the To Be Process. So, ibig sabihin from our step 1 na mi-nap natin 'yong process and next step natin is we will map your current process in Odoo. So i-translate natin kung paano yung process na 'yon, ano 'yong equivalent niya sa Odoo, and obviously, there's going to be parts here that is part is part of your current process right now pero hindi siya available sa Odoo. So ano 'yong mga gagawin natin kapag may mga ganoong instances. So pag uusapa natin 'yong mga must have, or 'yong mga nice to have, pwede ba natin gawin na if there are any customizations, or development, or additional features, ihuhuli natin 'yon. So iyon ang suggestion namin always. Use Odoo as in so it will be easier for you in the long run, kasi kung maraming customizations mas mahirap, pero kung meron 'man instances na talagang hindi maiiwasan then we will define ano'ng priority no'n. Is it high priority or low priority and once we have the fit-gap analysis we will proceed with the next step.. 

[05:38] Okay, Usually this first part is, is done by a Business Analyst. Who's a little experienced in Odoo already. Because you will not be able to map out your current process in Odoo if you have no experience in Odoo. So hopefully you will be able to find your way in Odoo and see how it's set up, Odoo naman is well documented, there's a lot of resources on the internet and you know, if you need professional help my contact number, my contact info is in this video anyway so you can always contact me, but usually at this point, at the of defining the to-be processes, this is the time wherein we submit a budget to the client. Like how many months will this implementation take, what are the manpower resources kailangan on your end to properly implement Odoo, If there are any customizations, what's the estimate needed, what's the total cost of ownership if you're using Odoo Enterprise what's the license fees, what are the annual fees. So, 'yong number one talaga it's very important for a proper Odoo implementation, you cannot skip this otherwise, I can honestly tell you your implementation will most likely fail. do not land this out. 

[07:23] So, having said that,  once we have that in place then we will proceed with configuring Odoo and once we have configured Odoo based on 'don sa to be processed, 'yong minapped natin na process then we will proceed with loading the master data. So 'yong vendors, 'yong customers 'yong products, 'yong unit of measures, we will load all of those data into the system. and once we have loaded the master data in the Odoo, we will proceed with revisiting 'yong mga high priority customizations natin. Ito bang mga customizations na are you now, are really high priority, pwede ba'ng at a later date nalang ito. Usually in my experience, if a client request for 10 additional features or 10 customizations. Upon reaching the date ang natitira nalang ay dalawa because they realize na hindi talaga nila kailangan 'yon because Odoo has alternatives.

[08:37] So in this video unfortunately we will not show you how to customize it this is something that you will need a developer for. but we will definitely give you examples kung ano 'yong instances where in ang 'yong customizations are really needed. 

[09:02] So, once this is in place, you will now proceed with end-user training. So, 'yong mga kasama mo sa business i-train mo na sila, and i-accept na nila 'yong system, and once you're users are ready, hen its usually your prerogative and tell them that you will already go live with Odoo. So, after nang go live, that's the time that you will revisit, are there any other customizations that came out during user acceptance testing. And kung mayroon then, you know, that the time that you would implement it. And after your done with other the customizations you will now proceed with next iteration. 

[10:07] So, in this video we will, we are going to go through the business analysis. So steps 1 to 3 and I will give you several tips on how to handle 'yong items for 5 -8. I will just give you tips for that.

[10:38] Okay so, obviously this is a big endeavor depending on how big your company is, if your company has more than 10 users, I suggest you get professional help. get professional assistance in implementing Odoo its not something you can self implement if you are a beginner  but for you know, for micro businesses with 10 users and below or 'yong mga companies that the annual revenue is less than 70 Million then it might not makes sense for you to get professional assistance, usually, this is to implement this core modules it's usually around, you know, I would say 1.7, 1.8 Million to maybe 3 to 4 Million depending on how big the company is so that usually the budget for the implementation there. You know, if your business is making 20 Million, 30 Million annually it will not make sense for your to spend 10% of your gross revenue into a system but if you are making more than 70 Million, 80 Million you know, you might as well gett professional assistance at this early, at the onset kasi its going to be worth it in th end. Its going to save you a lot of time and heart ache. and the last thing you want is for your project to fail. Kais pinilit. 

[12:29] So, what are the alternatives? if you are considering getting professional help, You know, you can go to, we can do the business process analysis for you, or if you want us to handle the whole implementation we can do end to end Odoo consulting for your company as well. So let's proceed with process mapping..

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