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TRADING & DISTRIBUTION

ACCOUNTING, PAYROLL, POS, CONSOLIDATION

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PROJECT SCOPE

Super Cool Air Conditioning Trading LLC specializes in the trading and wholesale of air conditioners and related products. The company required a robust and scalable ERP solution to streamline its trading, sales, warehouse, accounting, and HR functions with a multi-company setup. This report summarizes the implementation scope and modules configured in Odoo to optimize their operations.

KEY FEATURES


MULTI-COMPANIES

Multi-Company Setup

• Overview: A multi-company setup was established to allow seamless operations across various branches and subsidiaries.

• Functionality: The configuration enables distinct financial reporting and operations for each entity, while supporting inter-company transactions and consolidated reporting.




B2B SALES MANAGEMENT

• Quotations: Automated creation and management of quotations with email dispatch capabilities directly from Odoo.

• Delivery Orders: Workflow for generating and managing delivery orders from confirmed sales orders.

• Invoicing: Systematic invoicing linked to sales orders for accurate and timely billing.

• Sales Price List: Multiple price lists created based on client categories and sales regions.

• CRM for Lead Management: Odoo CRM module integrated for tracking new leads and conversion.



POINT OF SALE (POS)

• Retail Sales: POS system configured to handle retail transactions with product availability checks in real-time.

• Payment Methods: Multi-payment method setup (cash, card, etc.), with an auto-validation feature to confirm delivery orders upon payment confirmation.

• Discounts & Returns: Options for managing product returns and applying discounts.

• Accounting Integration: Sales entries are automatically posted in the accounting module.

• Shift Closing & Reconciliation: Shift-end closing configured for cash and card payment reconciliations.



PURCHASE MANAGEMENT

• Purchase Orders (PO): Automated PO creation based on demand forecasts.

• Stock Receipt: Full and partial receipt management with backorder creation as needed.

• 3-Way Matching: Validation process to match POs, bills, and receipts for accurate billing and stock updates.




WAREHOUSE MANAGEMENT

• Delivery Scheduling: Planned delivery schedules to optimize dispatches.

• Serial Tracking & Barcode Scanning: Serial numbers used for product identification with barcode scanning for stock receipts and deliveries.

• Internal Transfers: Facilitated internal stock movements between company warehouses.

• Delivery Documentation: Client signature capture and document upload functionality implemented for delivery order verification.




ACCOUNTING

• Comprehensive Financial Reporting: Automated reporting for P&L, balance sheets, cash flow, executive summaries, and cash flow forecasting.

• Automated Follow-ups: Invoice payment statuses monitored with automatic follow-up reminders.

• Approval Matrix: Approval workflows set up for invoices, bills, and payments.

• Reconciliation and General Ledger: Bank reconciliation, aged receivables/payables reports, and full general ledger with trial balance reports.

• Prepayment Schedules: Prepayments tracked, and schedules maintained.

• Asset Depreciation: Asset management module configured to handle automatic depreciation entries.





HUMAN RESOURCE MANAGEMENT

• Employee Records & Contract Management: Configured to store detailed employee records and contract terms.

• Leave and Attendance Management: Attendance tracking integrated with leave management for better workforce oversight.

• Payroll & Accounting Entries: Automated payroll with accounting entries generated for salary disbursements





This Odoo implementation for Super Cool Air Conditioning Trading LLC has equipped the company with an integrated, multi-company ERP system to streamline core processes in sales, inventory, accounting, and human resource management. The automation of sales, POS, and purchase functions has enhanced efficiency, while robust financial reporting supports executive decision-making.