ERP IMPLEMENTATION

Synergy Corporation

MUKRRAM SHAMIM MALLICK

SI: 11506
Table of Contents
PPROJECT PLAN 1
Type chapter title (level 2) 2
Type chapter title (level 3) 3
Type chapter title (level 1) 4
Type chapter title (level 2) 5
Type chapter title (level 3) 6
 PROJECT PLAN
Completion Completion
Project Plan Steps Days Date
Initial Plan: 20 Days 01-Oct 2020 

 Team Mobilization 05 Days

 Team Selection 05 Days
 Finalization of Plan 10 Days

Completed on: 20-Oct 2020 

Business Blue Print: 40 Days 21-Oct 2020 

 Requirement gathering 15 Days

 AS_IS : Current Process Flow 10 Days
 TO_BE : Expected Process Flow (after radical change) 15 Days

Completed on: 19-Nov 2020

Realization: 30 Days 20-Nov 2020

 System Configuration 15 Days

 Configuration Template 08 Days
 Master-Data migration 07 Days

Completed on: 20-Dec 2020

Final Preparation: 42 Days 21-Dec 2020

 Testing 10 Days
 Training 15 Days
 User acceptance Training 15 Days
 User training signed-off 02 Days

Completed on: 31-Jan 2021

Go Live Support: 28 Days 01-Feb 2021

Completed on: 28-Feb 2021

Post Go Live (on-site/off-site) Support: 30 Days 01-Mar 2021

Completed on: 31-Mar 2021

 PHASES OF PROJECT PLAN

The ASAP methodology has five (5) following major phases:

1. Project Preparation    The project is formally initiated, and planning is well under way.

Consists of processes that involve developing a strategy to complete the work, as well as
measure the progress and take corrective action as required. This occurs throughout the
entire process.
Documentation: Contract signoff, Project Plan.
Responsibility: PMO.
2. Business Blueprint      The project team gathers requirements and conducts the conceptual
design of the solution.
Requirement gathering workshops
Responsibility: Consultant Team.
AS IS PROCESS
TO BE PR;OCESS
3. Realization                 The solution is built and the integration tested; performance tests are
planned.
Documentation: Configuration Template (Gathering requirement & process to be configured in
system).
Optional Signoff by Consultant & Users.
4. Final Preparation:        End users are trained; this is the final check before the cutover to the
new system solution.
User Training.
UAT
Signoff each activities by users
5. Go Live and Support:   The solution receives confirmation, ongoing support is in place, and the
project is closing.
Processes that are in place to support the client once they are live on the solution, which
lead to project closure.
 IMPLEMENTATION METHODOLOGY
The methodology used for ERP implementation in Synergy Corporation is Process Oriented
Implementation. Synergy Corporation is a mid-size enterprise, it works in the field of Power
Generation, Electrical and Mechanical Contracting and Turnkey Project implementation. ODOO
v.13 ERP product is selected to implement and fulfill business needs of the company.

Process Oriented Implementation:

The Process Oriented implementation methodology is much suitable for small and mid-size
enterprises. The focal point of this methodology is of main business processes of the
organization which based on related business units. In this approach, implementation is planned
sequentially, with each phase implementing the ERP system for one or more business processes.
This approach takes more time to implement than the big bang method, but it provides a higher
degree of safety because errors, if any, won’t be impacting all business operations. It also puts
less pressure on the implementation team, as there are fewer things to worry about during each
phase.

Following are the process implantation sequence followed by Synergy Corporation;

1. Procure to Pay
2. Plan to Production
3. Order to cash

Advantages of Process Oriented:

Following are the advantages of the Process-Oriented Methodology;

 Lower implementation risk, process wise implementation reduces the risk of complete
project failure.
 Errors can be fixed faster because errors are only of specific business process so
identification error becomes easier as well as its fixing.
 Experience in one process can help with implementation in subsequent processes.

Disadvantages of Process Oriented:

Following are the disadvantages of the Process-Oriented Methodology;

 A longer implementation period, this implantation approach is process wise so it takes

little more time to implement one complete process then move to other processes.
 Data sync errors between the new ERP solution and legacy systems.
 It can be tough for end users, as changes are made more frequently.
 IMPLEMENTATION DOCUMENT

Procure to Pay Business Blueprint:

Through Odoo any sort of purchases may be dealt. Purchasing process may vary company to
company but at Synergy Corporation we analyzed that the procurement can easily be classified
in to following categories (This categorization may change with the passage of time and with the
addition of new business lines);

 Procurement – Service Type

 Procurement – Item Type (Local)
 Procurement – Item Type (Import)

Odoo ERP’s Purchasing Module enables you to manage and maintain every aspect of your
vendor relationships.

 Request for Quotation - A Request for Quotation (RfQ) is used when you plan to purchase
some products and you would like to receive a quote for those products. In Odoo, the
Request for Quotation is used to send your list of desired products to your supplier. Once
your supplier has answered your request, you can choose to go ahead with the offer and
purchase or to turn down the offer.

 Purchase Order - allows you to issue a purchase order to vendors for materials or services,
update the available amount for the items ordered, and notify the warehouse manager of the
expected delivery date.

 Receipt - updates the actual in-stock amount without affecting the vendor's account balance.

 Return - records goods returned to suppliers.

 Vendor Bills - records supplier invoices and simultaneously records a stock entry.

 Credit Note - credits suppliers upon return of goods, or for any other reason that would
require such credit.

 Landed Costs - calculates the landed value of imported goods and helps allocate different
types of costs and expenses such as shipping, insurance, and customs.
PROCUREMENT – SERVICE TYPE:

Procurement – Service Type

Custom & Port Charges /

Procurement Finance Warehouse Vendor
Other Services

Request for Request for

Quotation Quotation

Quotations

Purchase Order Purchase Order

No Advance

Yes AP Invoice

AP Down Payment Outgoing Payment Payment

Outgoing Payment Payment

Page No: 1 of 1
PROCESS
Following are the steps for the procurement process (Custom & post charges/Services/Expense
Based) at Synergy Corporation.
 Odoo User will create and forward the Request for Quotation document to the supplier with
necessary details.
 Based on the Request for Quotation, Odoo user will record offers in Odoo ERP system sent
by the vendors.
 User will create the Purchase Order in Odoo ERP system
using Purchase Order document and send the Purchase Order to Supplier via email.
 If there is an Advance Payment, user will enter the advance using Invoice in Odoo ERP on
the basis of Purchase Order. Furthermore, User will process the Payment for this Invoice
using Register Payment Document.
 After job completion, the Odoo user will enter the Bill using Invoice document in Odoo ERP
on the basis of Purchase Order.
 User will process the payment to the Vendor and close this Purchase cycle after entering the
payment amount in Odoo ERP using Register Payment document.
 The Process Will End.
PROCUREMENT – ITEM TYPE (IMPORT):

Purchase– –
Purchase Item
Item Type
Type

Department Procurement Approver Finance Vendor

Initiator

Purchase
Requisition

System Alert

Request for Request for

Quotation Quotation

Quotations

Quotation

Quotation
Comparison

Purchase Order Purchase Order

A
of 14 of 4
No:
Page 1
Purchase – Item Type

Purchase Approver Finance Bank Vendor

Performa Invoice Performa Invoice Proforma Invoice

CAD No B

Yes

Proforma Invoice
Quotations Proforma Invoice
Quotations
Quotations
& Other Quotations
& Other
Documents Documents

No Approval

Yes

Intimation
Payment Payment Payment
Intimation

AP Reserve
Invoice

Approver
Outgoing
Payment

No
Outgoing
Yes Payment
Page No: 2 of 4
Purchase – Item Type

Finance Bank Clearing Agent Port / In-Transit Vendor

Performa Invoice Proforma Invoice

Performa Invoice

Dispatched Goods In-

Import Document Import Document Transit / Arrival at Goods Dispatched
Port

Assign P roject & Quotations

Comm. Invoice /
Quotations
Update Purchase
Order
Shipment Docs.

Quotations
Comm. Invoice /
Quotations Quotations
Comm. Invoice /
Quotations Custom Clearance
Shipment Docs. Shipment Docs.

AP Reserve Invoice Quotations

Quotations
Expenses Payments

C
Page No: 3 of 4
Purchase – Item Type
Quarantine Vendor / Clearing
Purchase Finance Port
Warehouse Agent

Goods Delivery

Goods Receipt Goods Receipt Goods Receipt

Already P aid
to Supp lier

No

Outgoing Payment

Payment

Quotations
Expenses Bill with
Quotations
Su pport Docu men ts Quotations
Quotations
Expenses Bill

Landed Cost
Page No: 4 of 4
PROCESS
The procurement process for import at Synergy Corporation will start as per department’s
requirement.
 Procurement Department will initiate the procurement activities.
 Procurement User will forward the Request for Quotation document to the supplier with
necessary details (Optional).
 Based on the Request for Quotation, Purchase Department will record offers send by vendors
in Odoo ERP system (Optional).
 The Procurement User will create the Purchase Order in Odoo ERP system using Purchase
Order document and send to the supplier via email.
 The Foreign vendor will send the Performa invoice in accordance with the Purchase Order.
 In the case of advance payment, finance dept. will send the Performa Invoice and payment
will be released to the foreign vendor.
 After releasing payment to the foreign vendor by the bank, intimation from bank to finance
dept. will be sent as confirmation that advance payment has been made to the foreign vendor.
 Finance dept. may attach the scanned copy of Performa Invoice and other Import documents
in Purchase Order and will open a Project / Consignment in Odoo ERP.
 Once the shipment is done by the vendor, import documents like Commercial Invoice, Bill of
Lading, Packing List and vessel arrival date will be received by the Purchase dept. which will
also be forwarded to the finance dept.
 If Logistics required than the Logistics user arrange the transport and enter the booking in
Odoo ERP.
 Upon delivery the goods will be received by the Inventory department by entering Receive
Products in system, based on the quantity actually received with reference to Purchase Order
in Warehouse.
 Any goods rejected by the Inspection user will be transferred to Rejected Warehouse.
 If there are other charges or expenses to be paid i.e. Clearing agent, loading unloading etc,
Finance department will process the payment, using the Register Payment Document.
 Upon the completion of all cost components pertaining to the Project / Consignment,
Landed Cost run will be processed by the finance dept. in Odoo ERP.
 Selection of Project in import documents will be mandatory during the recording of all
documents.
 The Process will End.
PROCUREMENT – ITEM TYPE (LOCAL):

Purchase – Item Type

Department Procurement Approver Finance Vendor

Initiator

Purchase
Requisition

System Alert

Request for Request for

Quotation Quotation

Quotations

Quotation

Quotation
Comparison

Purchase Order Purchase Order

C Yes Advance
Page No: 1 of 4

No

A
Purchase – Item Type
Quarantine Raw Material
Reject Warehouse Finance Vendor
Warehouse Warehouse

Goods Delivery

GRPO

Yes

Quantity
No AP Invoice
Exceed 10%

Inspection

Passed

Failed Inventory B
Transferred

Return

Yes

Return
No
Return Rejected Item
Page No: 2 of 4

Inventory
Transferred

Rejected Item
Purchase – Item Type

Logistics Procurement Warehouse Finance Vendor

Rejected
Goods

Yes

AP Credit Memo
AP Credit Memo

No

Outgoing Payment

Other Expenses Payment

AP Invoice

Return Rejected Item

Page No: 3 of 4
Purchase – Item Type

Inspection / Rejection
Logistics Warehouse
Warehouse Finance Vendor

AP Down Payment

Outgoing Payment Payment

A
Page No: 4 of 4
PROCESS
The procurement process for local at Synergy Corporation will start as per department’s
requirement.
 Procurement Department will initiate the procurement activities.
 Procurement User will forward the Request for Quotation document to the supplier with
necessary details (Optional).
 Based on the Request for Quotation, Purchase Department will record offers send by vendors
in Odoo ERP system (Optional).
 The Procurement User will create the Purchase Order in Odoo ERP system using Purchase
Order document and send to the supplier via email.
 If there is an Advance Payment, Finance department will enter the advance using Invoice in
the Odoo ERP on the basis of Purchase Order. Furthermore, Finance user will process the
Payment for this Invoice after the approval using Register Payment Document.
 Upon delivery the goods will be received by the Inventory user department by entering
Receive Products in system, based on the quantity actually received with reference to
Purchase Order in Warehouse.
 Any goods rejected by the user will be transferred to Rejected Warehouse (Logical) and from
there it will be return using Purchase Return process or in case the Invoice has already been
entered in the system, the return process will be done by the Finance user by raising Credit
Note.
 Supplier sends his bill to the Procurement Department, which will be forwarded to the
Finance Department. Finance user will enter the invoice in Odoo ERP using Invoice
document.
 If there are other charges or expenses to be paid, Finance department will process the
payment, using the Register Payment Document.
 Finance Department will close the Purchase cycle by processing the payment in Odoo ERP
using Register Payment document.
 The Process will End.
 1) Create Your General Company Description
Official name of your business registered, type of business structure location of
business where it exist and assign a code for company.
2) Identify Your Product & Services

3) Build Your Marketing Plan

4) Outline Your Operational Process
Define Your Power Statement
Incorporate Your Niche Branding
Create A Financial Plan
Create A Personal Finance Statement
Identify Your Start-Up Challenges
Define Your Power Goals and Sales Plan To Achieve Them