How Odoo helped the Witham Group

Witham were previously using Microsoft Dynamics AX, however this was being phased out and replaced by Dynamics 365, prompting Witham Group to evaluate their options. The primary driver for the change was cost and value for money, as upgrading to Dynamics 365 presented a significantly higher financial commitment compared to implementing Odoo. Odoo offered a more affordable yet comprehensive ERP solution, aligning with Witham’s requirements for scalability and functionality. By choosing Odoo, Witham not only avoided the prohibitive costs of transitioning to Dynamics 365 but also gained a flexible platform tailored to their operational needs.

Witham Group faced several challenges across their operations:

• Data Management: Disconnected legacy systems and manual processes created inefficiencies and data silos.
• Inventory Management: Managing stock by weight and volume across multiple depots was complex and open to human error
• Sales Processes: Handling bespoke orders, pricing, and trade agreements manually was administratively lengthy.
• Manufacturing: Specialised blending and manufacturing processes lacked automation, slowing production and efficiency.
• Delivery and Invoicing: Manual proof-of-delivery and invoicing processes were time consuming.

To address these challenges, Witham sought an ERP solution that could unify operations, improve data visibility, and enhance efficiency.

Smart IT implemented Odoo ERP, tailoring its modules to address Witham’s unique requirements:

• Multi-Company Setup: Odoo was configured for Witham’s multi-site operations, with customised user permissions and depot-specific settings.
• Accounting & Financial Integration: The Odoo Accounting App was configured to handle multiple currencies (EUR, NZD, USD), FIFO inventory valuation, and a custom solution for scrap stock handling. Witham’s VAT management process was simplified, with features to handle postponed VAT and automated price list recalculations. 
• Sales & Order Management: Odoo’s Sales App was configured to streamline the ordering process. New fields were introduced to track special pricing, sales reps, and trade agreements. Automated processes were set up to handle proof of delivery (PoD), invoicing, and price overrides, reducing the manual work involved in billing and improving invoicing efficiency
• Inventory & Warehouse Management: Odoo’s Inventory App was customised to track products by both weight and volume, with barcode scanning integrated for efficient stock management. A new field was added to prevent stock from going negative, and stock reservation logic was refined to ensure that only whole barrels were reserved for orders. 
• Manufacturing & Production Automation: Odoo was developed to streamline Witham’s blending process, automating batch tracking, temperature controls, and quality checks. A new field was added to track the scales used in the blending and production process, and batch numbers were automatically allocated to finished products. Additionally, Witham’s paint mixing orders were integrated into Odoo with simplified manufacturing orders. 
• Data Migration & System Integration: The transition from Witham’s legacy AX system to Odoo was handled smoothly, with a detailed plan for data migration, including stock balances, customer data, and product records. This ensured continuity in operations post-implementation. 
• Automation of MSDS Sheets: The automation of Material Safety Data Sheets (MSDS) involves integrating systems to generate, store, and manage safety documentation seamlessly. This ensures that essential safety data—such as product composition, handling guidelines, and hazard details—is automatically linked to relevant inventory and sales processes. By automating MSDS, Witham Group reduced manual data entry and ensured compliance with regulatory standards, streamlining distribution to customers with every order.
• Sales Order Planning: Sales order planning enhancements allowed Witham to optimise order management. Automated workflows aligned inventory availability, manufacturing schedules, and delivery timelines, ensuring accurate order fulfilment. This functionality improved efficiency by prioritising orders, adjusting production schedules dynamically, and reducing lead times. Together, these features empowered Witham to manage complex sales demands while maintaining high customer satisfaction levels.

“The implementation of Odoo was a key enabler for Witham Group’s continued success and capability, supporting operational, financial and strategic growth. The scope for further integration and streamlining of our systems is also exciting for the future ahead.”

The successful implementation of Odoo ERP had a transformative impact on Witham Group's operations. The streamlined processes, real-time data access, and enhanced functionality across departments led to significant improvements in both efficiency and decision-making. 

 Key outcomes of the ERP implementation included: 

• Improved Operational Efficiency: The integration of Odoo across various departments such as sales, inventory, manufacturing, and finance helped eliminate manual processes and saving valuable time. 
• Enhanced Data Visibility and Reporting: With better insights into key business metrics, Witham is able to now make more informed decisions and see trends more easily.
• Scalable Operations: Witham has grown its white-label sales in recent years and the flexibility of Odoo allowed the business to handle increased order volumes without requiring additional resources or staffing. 
• Increased Profitability: The improvements in sales processes, inventory management, and cost control allowed Witham to boost profitability while maintaining operational efficiency.