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Odoo Enterprise Onboarding Implementation Sequence

4 April 2025 by
OdooPlanet, Administrator

Pre-Implementation Preparation

  1. Register for Odoo Online account
    • Visit Odoo.com and sign up for Odoo Online (SaaS version)
    • Select required apps during registration
    • Confirm your email address and access credentials
  2. Prepare essential business information
    • Company details (name, address, logo, tax ID)
    • User list with names, emails, and roles
    • List of products/services with basic details
    • Customer and vendor contact information
    • Chart of accounts (if not using standard one)

Phase 1: Core System Setup (Day 1)

Step 1: General Settings Configuration (1-2 hours)

  1. Log in to Odoo with administrator account
  2. Navigate to Settings → Users & Companies → Companies
    • Upload company logo
    • Enter company information (name, address, phone, email)
    • Set currency and language preferences
    • Configure fiscal year start/end
  3. Navigate to Settings → Users & Companies → Users
    • Create accounts for key team members
    • Assign appropriate access rights based on roles
    • Set up user preferences (language, timezone)
  4. Navigate to Settings → General Settings
    • Configure global preferences
    • Set up document formatting
    • Enable developer mode (optional for advanced users)

Step 2: Accounting Foundation (2-3 hours)

  1. Navigate to Accounting → Configuration → Settings
    • Select fiscal localization package for your country
    • Configure default settings
    • Enable required accounting features
  2. Navigate to Accounting → Configuration → Chart of Accounts
    • Review and adjust default chart of accounts
    • Add or modify accounts as needed
    • Set up account groups if necessary
  4. Navigate to Accounting → Configuration → Taxes
    • Verify default taxes are correct
    • Create additional tax rates if needed
    • Configure tax groups
  5. Navigate to Accounting → Configuration → Journals
    • Set up bank accounts
    • Create payment methods
    • Configure sales, purchase, and other journals
  6. Navigate to Accounting → Configuration → Payment Terms
    • Create standard payment terms (Net 30, etc.)
    • Set up discount terms if applicable

Phase 2: Business Partner Setup (Day 1-2) ​

Step 1: Customer Setup (2-3 hours)

  1. Navigate to Contacts
  2. Create customer records:
    • For quick import: Click Import → download template → fill in data → import file
    • For manual creation: Create → fill in details including address, contact, payment terms
    • Set up customer categories or tags for segmentation
    • Add sales person assignment if applicable
  3. Navigate to Sales → Configuration → Settings
    • Enable quotation templates if needed
    • Configure sales team structure
    • Set up pricing and discounting rules

Step 2: Vendor Setup (2-3 hours)

  1. Return to Contacts
  2. Create vendor records:
    • For quick import: Click Import → download template → fill in data → import file
    • For manual creation: Create → fill in details including address, contact info
    • Set payment terms and methods for each vendor
    • Configure bank details for payments
  3. Navigate to Purchase → Configuration → Settings
    • Enable purchase approval flows if needed
    • Configure receipt and billing policies
    • Set up vendor price management options

Phase 3: Product/Service Catalog (Day 2-3)

Step 1: Product Categories (1 hour)

  1. Navigate to Inventory → Configuration → Product Categories
    • Create logical category hierarchy
    • Configure accounting properties for categories
    • Set up routes and locations per category if applicable

Step 2: Products and Services (3-4 hours)

  1. Navigate to Inventory → Products → Products
  2. Create product records:
    • For quick import: Click Import → download template → fill in data → import file
    • For manual creation: Create → complete product form
    • Set product type (storable, consumable, service)
    • Configure sales and purchase information
    • Set up inventory details (for physical products)
    • Add images and descriptions
  3. For inventory items, navigate to Inventory → Operations → Inventory Adjustment
    • Create opening inventory
    • Enter current stock levels for each product
    • Validate the inventory count

Step 3: Pricing Structure (1-2 hours)

  1. Navigate to Sales → Configuration → Pricelists
    • Create any additional price lists needed
    • Configure pricing rules
    • Set up customer-specific pricing if applicable

Phase 4: Operational Setup by Module (Day 3-5)

Sales Configuration (2-3 hours)

  1. Navigate to Sales → Configuration → Settings
    • Enable features like online signature, customer portal
    • Configure quotation validity periods
    • Set up default sales analysis filters
  2. Navigate to Sales → Configuration → Quotation Templates
    • Create standard quotation templates
    • Add default products, sections, and terms
    • Configure automatic expiry actions
  3. Navigate to Sales → Orders → Quotations
    • Create a test quotation
    • Follow entire sales process to verify workflow
    • Confirm settings work as expected

Purchase Configuration (2-3 hours)

  1. Navigate to Purchase → Configuration → Settings
    • Enable features like three-way matching, purchase agreements
    • Configure purchase order approval flows
    • Set up vendor bills management
  2. Navigate to Purchase → Orders → Requests for Quotation
    • Create a test purchase order
    • Test approval workflow if configured
    • Verify receipt process

Inventory Configuration (2-3 hours)

  1. Navigate to Inventory → Configuration → Settings
    • Enable inventory features (lots, expirations, etc.)
    • Configure removal strategies (FIFO, LIFO, etc.)
    • Set up package management if needed
  2. Navigate to Inventory → Configuration → Warehouses
    • Verify warehouse configuration
    • Create additional warehouses if needed
    • Set up operation types and routes
  3. Navigate to Inventory → Configuration → Locations
    • Create and organize storage locations
    • Configure putaway rules
    • Set up routes between locations

Manufacturing Configuration (if applicable) (3-4 hours)

  1. Navigate to Manufacturing → Configuration → Settings
    • Enable required manufacturing features
    • Configure work order planning options
    • Set up quality management
  2. Navigate to Manufacturing → Master Data → Bill of Materials
    • Create bills of materials for manufactured items
    • Define operations and work centers
    • Configure component consumption methods
  3. Navigate to Manufacturing → Master Data → Work Centers
    • Create work centers with capacity information
    • Set up working hours and efficiency factors
    • Configure quality control points

Project Management Configuration (if applicable) (2-3 hours)

  1. Navigate to Project → Configuration → Settings
    • Enable required project features
    • Configure timesheet and billing options
    • Set up analytics for project profitability
  2. Navigate to Project → Configuration → Project Stages
    • Create project and task stages
    • Configure stage properties
    • Set up automated actions at stage changes
  3. Navigate to Project → Configuration → Project Tags
    • Create project and task tags for organization
    • Set up color-coding for visual management

HR Configuration (if applicable) (3-4 hours)

  1. Navigate to Employees → Configuration → Settings
    • Enable required HR features
    • Configure employee directories
    • Set up organization chart
  2. Navigate to Employees → Employees
    • Create employee records
    • Configure job positions and departments
    • Set up reporting structure
  3. Navigate to Time Off → Configuration → Time Off Types
    • Create leave types
    • Configure accrual rules
    • Set up approval flows

Website/eCommerce Configuration (if applicable) (4-5 hours)

  1. Navigate to Website → Configuration → Settings
    • Enable required website features
    • Configure SEO options
    • Set up social media integration
  2. Navigate to Website → Configuration → eCommerce
    • Configure payment methods
    • Set up shipping options
    • Define product catalog display settings
  3. Navigate to Website → Pages
    • Customize homepage
    • Create essential pages (About, Contact, etc.)
    • Configure menus and navigation

Phase 5: Integration and Testing (Day 5-7)

Step 1: Cross-Module Integration (2-3 hours)

  1. Test complete business processes across modules:
    • Sales order → Picking → Invoice → Payment
    • Purchase order → Receipt → Vendor bill → Payment
    • Manufacturing order → Work orders → Finished products
    • Project → Tasks → Timesheets → Invoicing
  2. Verify data flows correctly between modules
  3. Test financial impacts across the system

Step 2: User Testing (3-4 hours)

  1. Have key users test their respective workflows
  2. Document any issues or confusion points
  3. Make necessary adjustments to configuration
  4. Create quick reference guides for common tasks

Step 3: Data Validation (2-3 hours)

  1. Verify customer and vendor balances
  2. Check inventory valuations
  3. Validate sales and purchase history
  4. Ensure beginning balances match previous system

Phase 6: Go-Live Preparation (Day 7-8)

Step 1: User Training (3-4 hours per group)

  1. Conduct role-specific training sessions:
    • Sales team training
    • Purchasing team training
    • Accounting team training
    • Warehouse team training
    • Management reporting training
  2. Create user documentation for reference
  3. Record training sessions if possible for future reference

Step 2: Final Configuration Review (2-3 hours)

  1. Review all configurations with stakeholders
  2. Make final adjustments based on testing feedback
  3. Document all configuration decisions
  4. Create backup of initial configuration

Step 3: Go-Live Planning (1-2 hours)

  1. Establish go-live date
  2. Create communication plan for internal teams
  3. Prepare customer/vendor communication if needed
  4. Develop contingency plans for potential issues

Phase 7: Go-Live and Stabilization (Day 8-10)

Step 1: Go-Live Day (4-8 hours)

  1. Perform final data validations
  2. Activate customer portal if applicable
  3. Begin processing real transactions
  4. Provide onsite or virtual support for users

Step 2: Initial Support (1-2 weeks)

  1. Hold daily check-in meetings with key users
  2. Address any immediate issues
  3. Document common questions and solutions
  4. Provide additional training as needed

Step 3: Process Optimization (Ongoing)

  1. Review system usage after 2-4 weeks
  2. Identify efficiency improvement opportunities
  3. Implement additional automation
  4. Configure advanced reporting

Micro-Level Implementation Checklist

General Settings Detailed Steps

  1. Company Information
    • Legal name, address, registration numbers
    • Contact information
    • Bank account details
    • Company logo (recommended size: 180x180px)
    • Report header/footer configuration
  2. Users and Access Rights
    • Admin user configuration
    • Department managers
    • Regular users
    • External portal users
    • Access control by module and function
  3. Email Configuration
    • Set up outgoing email server
    • Configure email templates
    • Test email delivery

Accounting Detailed Steps

  1. Chart of Accounts Setup
    • Review default accounts
    • Create additional accounts as needed:
      • Balance sheet accounts
      • Profit & loss accounts
      • Analytical accounts
  2. Fiscal Periods
    • Define fiscal year
    • Set up accounting periods
    • Configure period closing procedure
  3. Tax Configuration
    • Sales tax rates and groups
    • Purchase tax rates and groups
    • Tax reporting configuration
    • Tax exemption handling
  4. Banking Setup
    • Create bank accounts
    • Set up reconciliation models
    • Configure payment methods
    • Define cash registers if applicable

Sales Detailed Steps

  1. Quotation to Invoice Workflow
    • Define quotation templates
    • Configure order confirmation steps
    • Set up invoice creation triggers
    • Define credit limit rules
  2. Pricing Strategy
    • Basic product pricing
    • Quantity-based discounts
    • Customer-specific pricing
    • Promotion and coupon rules
  3. Sales Team Organization
    • Create sales teams
    • Assign team members
    • Define sales territories
    • Set up commission structure if applicable

Purchasing Detailed Steps

  1. Vendor Management
    • Vendor categorization
    • Approval rules by amount
    • Lead time tracking
    • Vendor performance metrics
  2. Procurement Methods
    • Reordering rules
    • Purchase agreements
    • RFQ templates
    • Approval workflows
  3. Vendor Bills Management
    • Invoice matching policy
    • Payment terms enforcement
    • Early payment discounts
    • Batch payment processing

Inventory Detailed Steps

  1. Warehouse Structure
    • Define locations and sub-locations
    • Configure operation types
    • Set up routes and rules
    • Configure putaway strategies
  2. Product Traceability
    • Lot tracking configuration
    • Serial number management
    • Expiration date handling
    • Quality control checkpoints
  3. Inventory Valuation
    • Costing method (FIFO, AVCO, etc.)
    • Automated valuation
    • Inventory adjustments
    • Scrap and loss handling

Nano-Level Implementation Details

Critical Configuration Fields

  1. Product Configuration Details
    • Internal reference (SKU)
    • Barcode
    • Product type (consumable, storable, service)
    • Product category
    • Sales price and cost
    • Unit of measure
    • Weight and volume (for shipping)
    • Routes (make to order, buy, etc.)
    • Accounting entries configuration
  3. Contact Configuration Details
    • Contact type (individual/company)
    • Parent company relationship
    • Address details
    • Contact person details
    • Tax ID information
    • Payment terms
    • Bank account information
    • Communication preferences
    • Sales person assignment
  4. Sales Configuration Details
    • Quotation validity period
    • Shipping policy (deliver all at once/as soon as possible)
    • Invoice policy (ordered quantities/delivered quantities)
    • Automatic invoice creation
    • Online signature options
    • Customer portal access
    • Credit limit handling
  5. Purchase Configuration Details
    • Purchase agreement types
    • Receipt reminder days
    • Purchase order approval thresholds
    • Default lead time
    • Three-way matching controls
    • Lock confirmed orders option
    • Warnings for duplicate products
  6. Accounting Configuration Details
    • Default taxes by country
    • Multi-currency settings
    • Analytic accounting dimensions
    • Cash rounding
    • Bank reconciliation matching rules
    • Electronic invoicing formats
    • Tax closing frequency

Common Configuration Tips by Module

  1. Sales Module Tips
    • Set up quotation templates first before creating quotes
    • Configure automatic email templates for quotation follow-up
    • Create product configurators for complex products
    • Set up default terms and conditions text
  3. Purchase Module Tips
    • Configure vendors on product cards for automatic vendor selection
    • Set up approval rules before creating purchase orders
    • Define vendor pricelists for accurate costing
    • Create purchase agreements for recurring orders
  4. Inventory Module Tips
    • Start with simple warehouse configuration, add complexity later
    • Perform initial inventory count before processing transactions
    • Configure routes after understanding basic inventory flows
    • Set up automatic quality checks at critical control points
  5. Accounting Module Tips
    • Import opening balances only after chart of accounts is finalized
    • Set up recurring entries for regular transactions
    • Configure bank statement import formats
    • Test tax calculations before processing real invoices
  6. Manufacturing Module Tips
    • Start with simple BOMs before adding operations
    • Configure work centers with realistic capacity
    • Test full manufacturing flow with a simple product
    • Set up quality check points at critical operations

Final Implementation Success Factors

  1. Data Quality Assurance
    • Clean data before importing
    • Validate imported data
    • Establish data governance rules
    • Regularly audit data quality
  2. User Adoption Strategies
    • Involve users in configuration decisions
    • Provide role-specific training
    • Create quick reference guides
    • Establish a feedback mechanism
  3. Common Pitfalls to Avoid
    • Implementing too many modules simultaneously
    • Skipping proper testing before go-live
    • Insufficient user training
    • Complex customizations before understanding standard features
    • Neglecting proper data backup procedures
  4. Post-Implementation Best Practices
    • Regular system health checks
    • Periodic user feedback sessions
    • Continuous improvement process
    • Stay updated on new Odoo features
    • Document all configurations and customizations

By following this structured implementation sequence, businesses can efficiently onboard to Odoo Enterprise in a methodical way that builds from core foundations to more complex functionality, ensuring a smooth transition and successful adoption. 

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