Discovery Workshop Questionnaire

Use it department by department. Write each answer as a requirement (ID, description, priority, Odoo feature) in the Fit-Gap sheet (03).

A. Company and general

1. Legal entities? Branches? Countries? (→ multi-company / branches, localisation)
2. Currencies used for sales, purchases and reporting?
3. Fiscal year, and the planned go-live date?
4. Current systems (accounting, stock, CRM, Excel)? What must be retired?
5. Number of users per department; who needs only time off/expenses/attendance (→ Light Users in v20)?
6. Number of employees on payroll; are all of them Odoo users?
7. Top 3 pain points? The KPIs the owner wants on a dashboard?
8. Languages for documents and for the UI?
9. Existing integrations: bank, payment gateway, shipping, marketplaces, e-invoicing/GST portal, biometric devices, weighing scales?

B. Sales / CRM

1. Sales channels: field sales, inside sales, distributors, eCommerce, marketplace, POS?
2. Lead sources? Is a pipeline used today? Stages?
3. Quotation approval rules (discount limits, margin floor)?
4. Pricing: price lists per customer group, quantity breaks, currency, date-based promotions?
5. Payment terms, credit limits, advance/down payments?
6. Invoicing policy: on order, on delivery, milestones, timesheets, subscriptions?
7. Commission scheme for salespeople?
8. Sample quotation and invoice layout (logo, terms, bank details, GST fields)?
9. Returns and credit-note process?

C. Purchase

1. How are purchase needs identified (min stock, sales orders, manual request)?
2. Approval levels by amount?
3. Vendor price lists, lead times, MOQ, discounts?
4. Blanket orders / annual contracts / tenders (call for tenders)?
5. Import purchases: landed costs (freight, customs, insurance)?
6. Bill matching: 2-way or 3-way? Who approves bills?

D. Inventory / Warehouse

1. Number of warehouses, zones, racks, bins? Do you need location-level stock?
2. SKUs count, product types, variants (size/colour), UoM conversions (box/piece)?
3. Lot/serial tracking? Expiry (FEFO)? Which products?
4. Receipt flow: 1 step / 2 steps (input → stock) / 3 steps (quality)?
5. Delivery flow: 1 step / pick+ship / pick+pack+ship?
6. Picking method: order by order, batch, wave, cluster? Barcode scanners?
7. Removal strategy: FIFO, LIFO, FEFO, closest location?
8. Cycle counts or a yearly full count?
9. Drop-shipping, consignment stock, inter-warehouse transfers?
10. Carriers used and how shipping is charged?

E. Manufacturing (if applicable)

1. Make-to-stock or make-to-order? Engineer-to-order?
2. BoM levels, phantom/kits, by-products, scrap rates?
3. Routings, work centers, capacity, shifts?
4. Subcontracting (job work)? Material sent to the subcontractor?
5. Quality checks: incoming, in-process, final? Certificates?
6. Planning tool today? (→ MPS, work-order Gantt in v20)
7. Costing: standard/average/FIFO; do labour and overhead go into the cost?
8. Maintenance of machines (preventive)?
9. PLM: engineering change orders, BoM versions?

F. Accounting and finance

1. Current chart of accounts (export), and mapping to the Odoo localisation CoA?
2. Taxes (GST CGST/SGST/IGST, VAT, withholding/TDS/TCS), e-invoice and e-way bill needs?
3. Banks, and the statement feed (bank sync, CSV, CAMT)?
4. Cost centers / projects / departments → analytic plans?
5. Budgets? Fixed assets and depreciation rules?
6. Month-end process today and how many days it takes (→ v19+ inventory closing)?
7. Multi-currency revaluation? Inter-company transactions?
8. Follow-up / collections process and dunning letters?
9. Audit requirements, lock dates, audit trail?

G. Projects / Services

1. Fixed price, time & material, milestones, retainers/subscriptions?
2. Timesheet approval? Billing rates per employee/role?
3. Customer portal access to tasks?
4. Field service visits (→ v20: Planning, Field Service app folded into Planning)?

H. HR and Payroll

1. Employees, departments, contracts, working schedules?
2. Attendance (biometric / kiosk / mobile GPS)?
3. Leave types and accrual rules?
4. Expense claims and approval?
5. Payroll country/localisation; statutory components (PF, ESI, PT, TDS in India)?
6. Recruitment, appraisals, fleet?

I. Retail / POS (if applicable)

1. Number of shops and counters, hardware (printers, scanners, scales, payment terminals)?
2. Restaurant: floors/tables, kitchen printers or kitchen display, self-ordering, delivery platforms?
3. Loyalty, gift cards, e-wallet?
4. Offline needs (connectivity)?

J. Data and reporting

1. Where is the master data today, and how clean is it?
2. Opening balances date; open documents to migrate?
3. History needed in Odoo (usually only open items + 1–2 years of summaries)?
4. Must-have reports on day 1?