ERP Implementation Methodologies

Fall 2021 (City Campus)

Class ID:108095

Student Names:
 Hafiz M Abdul Ghani-11078 (Lead)
 Areeb-Ul-Haq-11077
 Shaikh Fiazan Hassan-11076
 Synergy Corporation

Synergy Corporation is established since 1990. It has specialized in

Power Generation Solutions and ancillary services, sustaining
continuous growth in order to become one of the leading suppliers of
Power Generation equipment in the region. They are representing in
all major cities in the country through a vast network of their own
offices, branches, agents and distributors.
Further, they have also a representation in GCC countries which
allowing them to serve the Middle Eastern market as well.

 Range of products and services:

 Turnkey power generation solutions

 Standby power solutions
 Acoustic enclosures
 Rugged generator trailers
 Ancillary products for the power generation industry including LV switchgear
 Rental power solutions

 ERP Implementation:
Synergy Corporation 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.
 Vendor Of ERP:
Affinity Business Suite is a trusted advisers
and business partner of odoo. They have
helped global clients to receive tangible benefits through a better understanding of
their financial position and a clear picture of company performance.

Odoo is implemented by Affinity Business suite and completely implemented in the

end of March 2021. The methodology used for ERP implementation in Synergy
Corporation is Process Oriented Implementation.
 IMPLEMENTATION DOCUMENT
Procure to Pay Business Blueprint:
The Affinity Business Suite determine the business process cycle of Synergy Corporation
and documented in flow chart to better understanding of the business. The past practice
of Synergy Corp. of recording transaction in Microsoft Excel and the structure of business
processes are not clear. Here we are going to give an overview of one the process i.e.
procurement. Procurement are sub categorized in the following:
 Procurement – Service Type
 Procurement – Item Type

PROCUREMENT – AS IS PROCESS - SERVICE TYPE:

PROCUREMENT – TO BE PROCESS - 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
GAP:

 In old process there are only three departments i.e. Department, finance and
vendor.
 Whereas, in odoo procurement are categorized into custom/post and other
charges, procurement, finance and vendor

 Department directly initiate informal request for quotation to vendor by asking for
fee from different vendor through whatsapp or through email.
 Odoo User will create and forward the Request for Quotation document to
the supplier with necessary details.

 Sometime quotation send by the vendors are informal by mean of whatsapp or

through emails and not fully recorded.
 Based on the Request for Quotation, Odoo user will record offers in Odoo
ERP system sent by the vendors.

 Department raised the request to place order to finance department

 User will create the Purchase Order in Odoo ERP system using Purchase
Order document and send the Purchase Order to Supplier via email.

 Advance payment and outgoing payments are not identified separately.

 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.

 User record the bill no in MS excel after job completion.

 The Odoo user will enter the Bill using Invoice document in Odoo ERP on the
basis of Purchase Order.

 Payment process is not clearly defined. Most of the time it is paid on cash basis and
record it in excel sheet.
 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 – AS IS PROCESS – ITEM TYPE:
PROCUREMENT – TO BE PROCESS - SERVICE TYPE:
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

P a ge N:o3 o f 4
Purchase – Item Type

Inspection / Rejection
Logistics Warehouse
Warehouse Finance Vendor

AP Down Payment

Outgoing Payment Payment

A
Page No: 4 of 4
GAP
 There is no procurement department in the old process.
 Procurement Department will initiate the procurement activities.

 Purchasing department will forward the request for quotation to the supplier.
 Procurement User will forward the Request for Quotation document to the
supplier with necessary details (Optional)
 Different vendor send quotations, which will be compared and reviewed.
 Based on the Request for Quotation, Purchase Department will record offers
send by vendors in Odoo ERP system (Optional).
 Department raised the request to place order to finance department
 The Procurement User will create the Purchase Order in Odoo ERP system
using Purchase Order document and send to the supplier via email.
 Advance payment and outgoing payments are not identified separately.
 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.
 Inventory will be received by the warehouse key personal.
 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.
 Process will not be clearly defined in case of rejected goods.
 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 send his invoice to finance department via email or courier.
 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.
 Other charges or expenses will be recorded in the purchase price of the product.
 If there are other charges or expenses to be paid, Finance department will
process the payment, using the Register Payment Document.
 Payment will be cleared by the finance department according to the invoiced price.
 Finance Department will close the Purchase cycle by processing the payment
in Odoo ERP using Register Payment document.