Vacuum Retailer Uses Odoo ERP to Manage Their Online Business

Overview

Sirena came to Novobi seeking rescue from a previous Odoo ERP implementation. Through comprehensive Odoo consultation, user training, and testing, Novobi got Sirena’s Odoo ERP system back on track. Their new system features centralized e-commerce management, automated sales and accounting reports, and a user-friendly accounting app. Sirena staff were also equipped with the knowledge and confidence required to use their Odoo system independently.

The Client

INDUSTRY:

Retail & Manufacturing

LOCATION:

Orlando, Florida

Sirena

Founded in Canada, Sirena developed one of the world’s best vacuum cleaners for pet owners, allergy sufferers, and homeowners.
Sirena’s goal is to improve the lives of customers with eco-friendly products engineered to eliminate germs and odors. The company has many years of experience in modern design and engineering and draws inspiration from the art and science of premium cleaning and home products. Today, Sirena services a global customer base across over 30 countries.

Challenge #1

Current system cannot support new business initiatives without costly, time-consuming, and complicated development

Solution

Inflexible and monolithic

Challenge #2

“Requires a system that allows sales representatives to quickly generate BoMs, verify component availability, and generate quotations with increased speed and efficiency”

Solution

Create a custom job report to automatically generate the total cost of an ETO project that updates costs and inventory in real time with design changes.

Challenge #3

Requires a system that eliminates manual effort when sending purchase orders while ensuring order data accuracy

Solution

Create a custom job report to automatically generate the total cost of an ETO project that updates costs and inventory in real time with design changes.

Challenge #4

Requires a system that produces real-time financial accuracy by posting journal entries in real-time as transactions or stock moves occur

Solution

Create a custom job report to automatically generate the total cost of an ETO project that updates costs and inventory in real time with design changes.

The Client’s Challenge

Sirena’s Odoo system required rehabilitation on both the user and system backend. Staff lacked the training required for effective Odoo use and also had to manually input data for financial reports. There was insufficient support for Sirena’s e-commerce business, including no centralization and unusable connectors. Ultimately, the system left much to be desired, and Sirena had several business and system challenges that had to be resolved.

Business Challenges

On the business side of things, Sirena had specific requirements the Novobi team had to meet. The solution developed had to overcome the following challenges:

Limited User Adoption of Odoo

Lack of User Training

The Sirena team was not equipped to handle their Odoo system. They found it difficult to execute their daily tasks on Odoo due to a lack of training. They needed comprehensive user training to ensure staff could use Odoo independently.

Need for E-Commerce Centralization

No Single Source of Truth to Manage E-Commerce Business

Sirena had several online stores on platforms like WooCommerce and Amazon. Unfortunately, their old system did not provide a mechanism for managing their multi-platform retail presence, and this made it laborious to process orders for shipping. They needed a solution that streamlined their online retail management.

System Challenges

Sirena’s Odoo system was experiencing a series of anomalies that required immediate attention and rectification. This pushed the company to seek a partner that could help them overcome the following challenges:

Non-Functional Odoo E-Commerce Connectors

Required Set-up Assistance with Purchased Connectors

Sirena wanted to integrate several connectors to optimize their e-commerce processes. However, they did not have the capacity to set up the purchased connectors and required comprehensive reviewing, testing, and bug fixing to ensure the connectors functioned as needed.

Suboptimal Sales & Accounting Reporting

Reporting Lacked Automation

Sirena requires accurate sales and accounting reports. Unfortunately, their previous reporting processes were quite tedious, requiring staff to exert manual effort in inputting data and generating the needed reports. Sirena needed customizations to automate their sales and accounting reporting.

Novobi’s Solution

Novobi provided a solution that addressed all of Sirena’s business and system challenges, from e-commerce and sales to accounting and staff support. The team troubleshooted, developed, and implemented several Odoo modules for Sirena that provided the business with the e-commerce and financial automations needed to optimize its operations. Additionally, Sirena users were trained by Odoo experts, including a certified CPA, to ensure they were fully equipped to utilize their new and improved Odoo system.

Novobi Enhancements

Novobi leveraged Odoo to implement the following enhancements to meet Sirena’s needs:

WooCommerce and Amazon Integration via E-Commerce Connectors

Novobi tested and troubleshooted Sirena’s e-commerce connectors to ensure they functioned and integrated seamlessly with Odoo. The mended connectors centralize Sirena’s e-commerce data into their Odoo system, allowing staff to generate sales orders, fulfillment invoices, and payments from Amazon and WooCommerce within Odoo. This allows Sirena to easily process orders for shipping and fulfillment.

Sales & Accounting Reporting Enhancement

With Novobi’s enhancement, Sirena can now quickly and accurately extract data needed for sales and accounting reports. The automation significantly reduces the need for manual input and work, decreasing errors and time spent in generating reports. As a result, the quality and efficiency of sales and accounting reporting have both improved, and staff have more time to focus on other tasks.

Novobi Accounting

Novobi’s accounting module is a full-stack finance solution that is both powerful and user-friendly. The enhanced Odoo accounting app integrates all of the functions that Sirena needs for its business’s financial processes. Moreover, Novobi’s Odoo accounting module is also compliant with US accounting standards, ensuring accuracy and confidence for all Sirena users.

Odoo Apps

Sirena uses the following Odoo apps in their system:

Discuss
Calendar
Contacts
Sales
Purchase
Employees
Inventory
Manufacturing
Accounting
Barcode
Direct Print
Attendances
Audit Trail
Apps
Settings

“We were very lucky to have found Novobi. Their team was and still is amazing. They listened to our needs and made sure things got done the proper way from the first time. After numerous testing, they made sure each module was working without a glitch. We are very happy with the Novobi Team and look forward to working with them for many years to come.”

Sal Khayrallah
Finance Manager / Sirena

The Novobi Approach

Novobi follows a strict implementation schedule following CMMI and Scrum frameworks with weekly sprints, ensuring that clients can expect demos and workable solutions weekly or biweekly. Novobi also follows best practices in configuration and customization to ensure the system functions correctly. This approach makes it easier and more cost-effective to upgrade in the future.

Discovery

Planning

Implementation

Launch

Training

Support

Discovery

Sirena went to Novobi with an existing Odoo system and a defined list of needs and requests. These included configuration for their e-commerce connectors, troubleshooting for their reporting, and accounting enhancements. Throughout discovery, Novobi reviewed these requests thoroughly. The CPA-led team communicated clearly and consistently with the Sirena team to clarify the scope of the project and ensure that each high-level requirement was fully understood.

Launch

Sirena was onboarded in June 2022. By September of the same year, their Odoo system was ready for go-live. Novobi and Sirena jointly decided to officially launch the system on the 1st of October 2022. This allowed the company to conveniently start using Odoo Accounting at the start of a new quarter.

Planning

Novobi collaborated closely with Sirena to plan for the implementation. Novobi’s CPA led discussions on all accounting-related plans, providing comprehensive data and guidance on how to seamlessly integrate the fixes and enhancements into Sirena’s Odoo system. The implementation plan included a detailed estimate and a project timeline that outlined the sprints and tests Sirena needed.

Training

Novobi provided virtual user training to the Sirena team to ensure they were fully equipped to use their new and improved Odoo system. Along with general guidance that would allow users to manage Odoo, Novobi provided accounting-specific training to Sirena’s team. Novobi’s CPA taught users the accounting-related processes they needed to utilize their financial modules properly after the go-live.

Implementation

Within 14-15 weeks, Novobi conducted a purely remote implementation. The team thoroughly reviewed the e-commerce enhancement’s code, performing smoke testing to identify and fix all bugs and also applying a regression test to minimize issues prior to go-live. Novobi’s CPA took charge of implementing all accounting modules, ensuring accuracy and precision, and helping avoid any errors before the go-live.

Support

After the successful go-live, the project team was released. Novobi continues to provide support, when necessary, for the client through its Helpdesk.

The Results

Through comprehensive Odoo consultation, training, and validation, Novobi fixed and optimized Sirena’s Odoo ERP system. Along with seamless integration of their e-commerce enhancement into Odoo, the team also implemented customizations and automations to ensure that Sirena’s Odoo ERP system fully supported their e-commerce business.

Centralized E-commerce Management

By properly integrating e-commerce connectors with Odoo, Sirena can now process sales orders, invoices, and payments received from third-party sites, Amazon and WooCommerce within their Odoo system.

Enhanced Employee Productivity

Sirena staff can now generate accurate sales and accounting reports quickly with Novobi’s enhancement. The customizations implemented automate reporting processes, ultimately empowering employees to be more productive and focus on other value-added work tasks.

User-Friendly and US-Compliant Accounting

Through Novobi’s user-friendly Odoo Accounting enhancement, Sirena staff can complete accounting-related tasks with ease. Sirena is also ensured that their Odoo accounting module is compliant with US accounting standards.

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