1. Fit-Gap register (copy into a spreadsheet, e.g., Odoo Spreadsheet in Documents)
| Req ID | Dept | Requirement (business words) | Priority (M/S/C) | Odoo solution | Type (Fit / Process change / Studio / Custom / Later) | Effort (h) | Owner | Status |
|---|---|---|---|---|---|---|---|---|
| SAL-01 | Sales | Different prices for dealers and retail | M | Pricelists per customer, set on the contact | Fit | 2 | Consultant | Done |
| SAL-02 | Sales | Discounts > 10 % need manager approval | M | Sales > Settings > Quotation approval / Studio approval rule on Confirm | Studio | 3 | ||
| INV-05 | Stock | Pick by zone across many orders | S | Wave transfers + barcode | Fit | 4 | ||
| ACC-03 | Accounts | GST e-invoice IRN on invoice | M | India localisation + e-invoice (IAP) | Fit | 6 | ||
| MRP-07 | Prod | Weight captured from the weighbridge | C | IoT box / custom integration | Custom | 24 | Dev | Later |
Rules: each "Custom" line needs a business-value justification and sponsor approval. Re-check gaps after each Odoo release; many get covered by standard features (e.g., v20 description-only sale lines, continuous production).
2. Solution Design Document (SDD) outline
- Scope and objectives (apps, companies, users, phases)
- Organisation structure
- Companies / branches, currencies, fiscal year, languages
- Warehouses & locations diagram
- Master data design
- Product categories table: name | costing method | valuation | income/expense/stock accounts | removal strategy
- Product types & tracking rules (Goods + Track Inventory, Lots/Serials, expiry)
- UoM categories, packagings
- Customer/vendor fields, payment terms, pricelists
- Taxes & fiscal positions, analytic plans
- Process designs (one per flow)
- Diagram, then steps: Actor | Action | Odoo menu | Document created | Accounting impact
- Access rights matrix
- Reports & dashboards
- Integrations
- Data migration plan (see 04)
- Customisations specs (functional spec per gap)
- Test plan and acceptance criteria
- Cut-over plan
3. Process design example: Order-to-Cash, trading company
| # | Actor | Action | Odoo path | Document | Accounting |
|---|---|---|---|---|---|
| 1 | Salesperson | Create quotation with dealer pricelist | Sales > Orders > Quotations > New | S00045 (draft) | — |
| 2 | Sales manager | Approve if discount > 10 % | Approval rule on Confirm | — | — |
| 3 | Salesperson | Confirm | Confirm | SO + Delivery WH/OUT | — |
| 4 | Warehouse | Pick (barcode) & validate | Inventory > Deliveries / Barcode | WH/OUT/00031 done | v18 perpetual: Dr COGS / Cr Stock. v19+: no entry at delivery; COGS on invoice, stock via closing entry |
| 5 | Accounts | Create invoice (delivered qty) | SO > Create Invoice | INV/2026/0123 | Dr Receivable / Cr Revenue, Cr Output GST |
| 6 | Accounts | Payment received in bank | Bank reconciliation | Payment | Dr Bank / Cr Receivable |
| 7 | System | Follow-up for overdue | Accounting > Customers > Follow-up | Reminder | — |
4. Access rights matrix example
| Role | Sales | CRM | Inventory | Purchase | Accounting | MRP | Employees |
|---|---|---|---|---|---|---|---|
| Salesperson | User: own documents | User | — | — | — | — | Light/self-service |
| Sales manager | Administrator | Administrator | Read | — | Invoicing (billing) | — | |
| Storekeeper | — | — | User | — | — | — | |
| Purchase officer | — | — | User | User | — | — | |
| Accountant | — | — | — | — | Accountant | — | |
| CFO | Read | — | — | Administrator (approvals) | Administrator | — | |
| Production supervisor | — | — | User | — | — | Administrator | |
| Shop-floor operator | — | — | — | — | — | Shop Floor user (v20: check with Odoo whether a Light User seat covers it; Light Users officially cover barcode scanning and POS sign-in) |