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Swan Medicot LLP’s Success Story: End-to-End ERP Implementation Using Odoo

Client Background:  

The client is a leading Manufacturer and Exporter of medicated cotton products, including Cotton Rolls,

Zig-Zag Cotton, and Loose Cotton, with a strong presence in both domestic and international markets. They are well-regarded for their commitment to quality, particularly in Bleached Cotton, and operate as a Manufacturer, Exporter, Supplier, and Retailer.

Problem Statement

The client faced operational inefficiencies due to fragmented systems and manual processes across departments.


Challenges included:

 
 Disconnected systems across departments (sales, inventory, manufacturing, and finance).

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 Manual processes for purchase, production tracking, and employee attendance.

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 Difficulty in managing multi-location inventory and production.
 
 Limited visibility into daily and monthly material consumption and production
 
 Challenges in managing currency fluctuations due to global exports.


 
 Lack of automation in HR and payroll processes


 Inadequate maintenance tracking caused frequent breakdowns, unplanned downtime, and no preventive maintenance planning.
 Lack of daily accurate production costing analysis.

 

Implementation

Our team at Setu Consulting undertook a comprehensive ERP implementation using Odoo, streamlining all core business functions into a unified system. Modules deployed included CRM, Sales, Purchase, Inventory, Manufacturing, Accounting, Quality, Maintenance, and a fully customized HRMS & Reporting system.


Implementation steps:

    • Business process analysis and GAP identification.
    • Configuration of standard and custom Odoo modules.
    • Custom development for consumption tracking, currency forward booking, and reporting.
    • Employee training and knowledge transfer.
    • Go-live and post-implementation support.

Operations Implemented:

CRM & Sales

  • Lead and opportunity tracking with sales pipeline visualization.
  • Email/SMS integration and automated follow-ups.
  • Sales order automation with e-invoice and e-way bill generation.
  • Multi-currency sales with currency forward booking integration.


Purchase Management

  • Vendor onboarding and RFQ generation.
  • Purchase order and vendor bill processing.
  • Multi-level approval workflows.
  • Purchase Contract Management.





Inventory Management

  • Real-time tracking across multiple warehouses.
  • Barcode-enabled inventory movement and lot/serial number tracking.
  • Automated reordering rules and stock adjustments.



Manufacturing Management

  • Bill of Materials (BoM), work orders, and routing setup.
  • Daily and monthly material consumption reporting.
  • Production planning with subcontracting support.
  • Custom monthly summary production reporting.

Accounting

  • Country-specific chart of accounts.
  • Automated customer/vendor invoicing and reconciliation.
  • Multi-currency support and bank integration.
  • Asset and tax management.
  • Bank Charges Report.


Quality Control & Maintenance ​

  • In-process quality checkpoints for production, delivery, and receipt.
  • Preventive and corrective maintenance scheduling.
  • Equipment status and lifecycle management.



Store Management

  • Easily raise indent requests for products, equipment, or materials.
  • Get timely alerts to ensure prompt returns and efficient product flow management.
  • Create custom material requests for better planning and resource use.
  • Track request status in real-time from submission to fulfilment.
  • Use flexible multi-level approvals for better control and accuracy.



   Export Management

  • Incoterms
  • Container Management
    • Container Booking
    • Container loading with barcode
  • Export Document Generation
    • Commercial Invoice
    • Export Invoice
    • Packing List
    • WaySlip
    • RoDTEP Report
    • VGM (Verified Gross Mass) Document
    • Duty Drawback

HRMS & Payroll ​

  • Employee onboarding, profile and contract management.
  • Attendance tracking with monthly reporting.
  • Manage Employee Overtime
  • Leave management with custom leave types and calendars.
  • Monthly payroll processing with salary structure setup and payslip batches.
  • Manage Reimbursement

 

Asset Tracking

  • Allow employees to request assets through a streamlined system.
  • Assign and track asset ownership and usage by employees.
  • Generate unique barcodes for easy asset identification and tracking.
  • Manage asset returns efficiently upon completion or reassignment.
  • Record and report asset loss or damage for accurate financial tracking.
  • Access real-time reports on available assets for allocation.

Hardware Integration

  • Seamless IoT connectivity with weighing scales and label printers
  • Biometric system integration for accurate attendance tracking










Reports

  • Production Costing Analysis
  • Machine Wise Breakdown Analysis
  • Euro Hedging Report
  • Work Order Parameters Analysis
  • Actual Production Report
  • Utility Consumption Reporting








Conclusion:

  • Improved operational efficiency and real-time visibility across departments.
  • Automated procurement, production, and sales processes.
  • Gained better control over inventory and material usage.
  • Reduced manual errors and streamlined financial operations.
  • Centralized HR and payroll processes, improving compliance and accuracy.

This transformation has positioned the client to scale operations, reduce costs, and meet international demands more effectively.

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