Implementing Odoo Inventory for Distribution Companies in Philippines Process Maps


[00:12] Okay, So on to process mapping, So before we actually start processing our requirements or our mapping our processes there are a couple of requirements that we need to talk about.

[00:32] First, when you're going to do this you need to have access to your stakeholders and department heads. you need to interview them, make that your processes are In place. This is the right time to set your processes in stone, na hindi pwedeng dymaic 'yong process after your start the Odoo implementation, otherwise you will not be able to finish it. Right? Kung pabago bago mag iiba-iba rin 'yong requirements. You need to set in stones, you need to make sure that your department heads and the stakeholders. You are all aligned with one process. And this can be time-consuming. Second is you need to document this so I personally use Microsoft Word, you can use Excel, LibreOffice, whichever is more comfortable for you pero and importante nga ay ma-document ng maayos 'yong process natin. Optionally for really big projects, what we do is after we document the processes we create swim lanes especially for dealing with companies that have like 300 or 400 employees, we need to make sure that it's very detailed and it's very visual, that's entirely up to you if you still want to do swim lanes that's always a good option. I would recommend that if you have like more than 20 or 30 users, gawing swim lane before you actually start the configuration and implementation. But if not you can always just refer to the document that you have created. Ofcourse with this process you will need a lot of patience kasi you will need to meet with your stakeholders and the department heads on several occasions just to clarify things and so on. Okay, so make sure you set expectations at the onset that you will need there time and support for this project to work.

[03:14] Okay, so first of all let's talk about the Procure to Pay Process. And, so again 'yong Procure to Pay Process natin is, from the time that you would request a Purchase Order hanggang mabayaran 'yong Purchase Order na 'yon sa system. In other terms this is what other companies in the Philippines call POI temps, 'yong mga items na kailangang i-PO bago mabili. So this is part of your Procurement to Payment Process, or Procure to Pay Process. 

[04:05] I've created a sample document for this. You need to be very detailed when doing this, very, very drilled down. So, Like for instance for a distribution company, the first scenario is for re-orders or 'yong mga items na nasa inventory na, na kailangan lang i-reorder kapag nag fall below a certain threshold. So, these first two columns is what you need to fill in. So 'yong Actor is basically kung sino 'yong employee na gumagawa no'n and then 'yong Task and Descriptions basically kung ano 'yong activity niya. Okay, So itong example natin is for reorders so 'yong operations staff chine-check niya 'yong inventory levels everyday kung meron siyang ma-identify na kailngang i-replenish gagawa siya ng stock replenishment request. Usually sinusulat sa papel or email and then 'yong purchasing staff will create a purchase order para sa supplier and then the Purchasing Manager will sign the PO or sometimes its the Purchasing Manager, sometimes its the owner or the Vice President depending on your company then once the PO is signed the purchasing staffs send this to the supplier and then binibigyan ng copy 'yong supplier,  binibigyan din ng copy 'yong warehouse para alam nila na meron silang tatanggapin and binibigyan din ng copy 'yong accounting para heads up na mayoon silang kailangang bayaran. So sa warehouse natin 'yong staff natin i-receive 'yong item and then 'yong accounting staff natin makakatanggap ng billing sa supplier and 'yong accounting staff will prepare a check voucher and the CFO will sign the check. So it might be different, I'm sure it will be a lot different for your company but the key takeaway si you need to be very detailed when documenting this. Kasi ito ang magiging basis ng configuration natin sa Odoo. 

[07:12] The third column usually mina-map namin 'to kapag confirmed na itong actors and descriptions that's the time that our Odoo experts will fill in aling module ang gagamitin dito and kung hindi available 'yong feature na iyon, ano 'yong work around sa atin or kung kailangan ba ng customization. Kung kailangan ng customization gaano katagal siya gagawin ano 'yong hours na kailangan gawin for that specific customization. So another example scenario kung bago 'yong item na i-procure ibig sabihin bagong SKU siya, wala pa system. So, usually 'yong operations staff mag create siya ng bagong data record either sa Excel or sa Logbook or kung saan man and mag re-request siya ng new stock and then the purchasing staff will create a draft PO same as before naging iba lang 'yong trigger natin sa scenario 2, kasi gumawa tayo ng panibagong data record dahil panibagong SKU siya. 

[08:39] Okay, and for the third scenario for services. Medyo iba rin siya kasi 'yong operation staff mag create ng service request, either mga example nito mga repairs ng building or repairs ng vehicles, right? So, mag create ng service request ganoon din PO, pipirmahan `yong PO, papadala sa supplier. However walang role ang warehouse sa ganito kasi service 'yong binibili walang i-re-receive na item. Okay so, you need to document the different triggers or the different starting points ng Procure to Pay Process niyo, in some is also called a use case. So it can be a little bit more complicated like for instance, kung hindi available `yong CFO pwede ba 'yong CEO and pumirma ng cheke. So you will need to document 'yong mga ganyan, 'yong mga exemptions. So that's it for the Procure to Pay cycle, so itong ginawa ko na template na 'to ito nalang gagamitin natin later on, kapag cinonfigure na natin yung Odoo. okay, so let's move forward. 

[10:26] So the next one is 'yong Order to Cash process. And with 'yong Order to Cash process, ito naman 'yong time na may umorder sa atin, ma-deliver natin 'yong item hanggang mabayaran tayo doon sa sales, or doon sa benta natin. Okay, so, Another, just to give you an example workflow. So, 'yong customer requested for a quotation, the sales rep will create a new record kung panibago 'yong customer. The sales rep will create a quote, and then ipapadala sa customer 'to, so either pipirmahan ng customer 'yong pinadala or magpapaala ng purchase order 'yong customer, that would depend again on your process. I-coconfirm nung sales manager 'yong sales order, bibigyan ng copy nung PO 'yong warehouse para ma-deliver, ipri-print 'yong DR, 'yong customer ire-receive 'yong delivery, magse-send ng invoice, babayaran ng customer, and mag i-issue ng collection receipt 'yong business. okay, so you have to be again, very detailed when it comes to Order to Cash process, factor in the different scenarios but for this particular training, we will configure Odoo to fit this scenario. So, in some instances maybe, pag nag-create ng quote merong additional na step, kung merong different price list, a particular customer, or kung, how do you handle discounts?, or credit limits, maraming credit limits 'yong particular na customer. So, 'yong mga instances na iyon, you need to write it down because once you go into Odoo, Iyon 'yong mga features na hahanapin mo inside Odoo and it will be easy for you to ask specific questions kapag na-map mo na yung process. It will be easier for you to find reference or ask for expert help kasi malinaw na. 

[13:28] So, ang next steps natin is we will fill in itong Odoo module na column for our O to C process and 'yong P to P process natin, Procure to Pay and Order to Cash. We will identify the areas for customization, and then you will need to prepare for take-off. So, after we're done with this document, then you should have basically an idea kung gaano ka-tagal i-implement 'to. Okay, so depending again on how big you are, but in my experience with professional help, the project usually takes about three months. Anywhere between three to four months to implement Odoo for those four modules. So, you have to factor in, of course, 'yong cost mo or kung may kukuning kang tao to manage a project with you, 'yong cost nung tao na 'yon. This is going to be a very disruptive project as well, so you need to factor in 'yong, baka kailangan mo ng one to three hours a day from the stakeholders, right. Kung meron kang customizations, 'yong developer cost na ano, so pwedeng i-quote yan nung mga partnerstulad namin. So you can give us a copy noong list of customizations na kailangan, and we can get back to you with how much that will cost. And, of course, 'yong support costs, 'yong system maintenance, and 'yong troubleshooting ng Odoo niyo. Usually the support cost is about 10% of the implementation cost, para kang kumuha ng, I would say a basic minimum wage employee. Usually, nasa ganoon ang cost ng support, which you can pay for ng monthly or annual. If you are going with the Enterprise Edition, then of course, you can go sa license fees as well. But if you are going for the Enterprise Edition I suggest that you get a partner to help you with that, baka lang masayang yung investment niyo into using the system. If you're going to self-implement the enterprise edition it can get very complicated. 

Implementing Odoo Inventory for Distribution Companies in Philippines