ERP implementation for an air conditioning manufacturing company

The company owner faced problems with inefficient management of business processes and projects. The original system did not allow:

Problems that were solved:

• Insufficient integration between quotes and projects
• Missing automation in converting business opportunities
• Inefficient recording of hours worked on projects
• Complex planning of service controls and notifications
• Insufficient control of costs and material withdrawals

One of the implemented solutions was a system for managing recurring texts in quotes. A dynamic texts module was created that allows storing standard formulations for repeated use.

Key functionalities of the module:

• Special entity for dynamic texts with names and descriptions
• Ability to select and insert text into quotes
• Also available in the system menu
• System for easy identification and selection of texts

Warehouse withdrawals:The system has implemented functionality for automatic creation of withdrawals:

• Automatic creation of withdrawals from project costs
• Transfer only of items that do not have a "receipt" flag
• Connection of withdrawals with specific projects

The system implements direct conversion from quotes to projects,thereby skipping the intermediate step with customer orders. This approach simplifies administrative processes.

Business flow without orders:

• Quote conversion directly to project
• Absence of classic customer orders
• Ability to convert quotes directly to projects
• Transfer of all items from quote to project structure

Recording of hours worked

A module for recording hours worked labeled "Log Time" was implemented:

• Recording of hours worked with assignment to projects
• Record of who worked the hours and when
• Cost calculation based on hourly rates
• Display of total hours on the project

Handover protocols:Handover protocols were implemented:

• Ability to edit items directly in the protocol
• Automatic data retrieval from projects
• Ability to add empty rows as needed
• Ability to manipulate content according to current needs

Other templates:For various documents, layout modifications were made and templates created according to company needs.

The service module allows planning and automatic notification of service controls:

Service planning:

• Creation of initial service with connection to customer
• Scheduling time for notification of next service
• Connection of each service with a project

Automatic notification:

• E-mail notification based on set time (e.g., in 11 months)
• Configurable e-mail template in administration
• Setting of notification recipient
• Automatic e-mail sending according to set interval from last service

The implementation focused primarily on project management, service processes and invoice approval. Many standard modules remained in basic configuration because the company had no specific requirements. The system functions as a classic ERPwith several significant modifications for specific industry needs.

He envisioned a system that would connect all business processes – from initial quote to final invoicing, with emphasis on automation and precise recording of costs.

Received invoice workflow:A process for approving received invoiceswas implemented with the following steps:

First step – Project assignment and approval:

• Assignment of invoiceto project
• Only the user assigned to the project can approve the invoice
• Option to approve or reject the invoice
• Blocking access to other users until approval

Second step – Financial processing:

• After approval, someone else can mark the invoiceas paid
• Status change to "paid" after payment