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Odoo Suite implementation at Keith Associates

* Project: Odoo ERP implementation (Sales, Purchasing, Accounting, Inventory) - Keith Associates Uganda

* Role:Project Lead - requirements, design, data migration, training, Go-Live.

* Outcome: Replaced paper/manual processes with an automated Odoo workflow that standardized invoicing, purchase-orders and stock control, enabling data-driven restocking decisions and clear operational accountability.

In Detail

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1) Business Problem  with Context: Keith Associates is a regional agro-chemicals importer operating with manual, paper-based processes for documentation, invoicing, receipts and purchase orders. This caused:

  • Fragmented record keeping (paper files & spreadsheets), increasing audit and compliance risk.

  • Slow order-to-cash and purchase-to-pay cycles, leading to supplier delays and reactive restocking.

  • Low visibility into fast-moving SKUs, contributing to frequent stockouts or overstock.

  • Weak accountability between Sales, Purchasing and Accounting, duplicated work and reconciliation pain.

  • These operational gaps were constraining growth, increasing working capital tied in inventory, and exposing the business to compliance and financial errors.


2) Objectives / Success Criteria (what success looked like): I led the project with these success criteria in mind:

  • Move from paper/manual processes to a single digital system for Sales, Purchases, Inventory and Accounting.

  • Drastically reduce invoice processing time 

  • Reduce stockouts of top 20 SKUs, and shorten re-order lead times.

  • Provide management dashboards to drive re-stocking decisions and identify fast movers.

  • Achieve 100% electronic record retention & audit trail for financial transactions.


3) My Role & Ownership: I owned end-to-end delivery as the Project Lead. I :

  • Owned stakeholder alignment by liaising with Accounting and Sales to map processes and pain points.

  • Led data migration by mapping from legacy files into Odoo, validated migrated data and historical invoices.

  • Implemented user roles, permission model and approval workflows for POs and invoices.

  • Delivered training for Sales, Purchasing and Accounting and ran support after Go-Live.


4) Technical Stuff (high-level): 

  • Platform: Odoo Enterprise.

  • Modules configured: Sales, Purchase, Inventory, Accounting, Invoicing, Product Variants, Reporting.

  • Integrations & data: Migrated legacy spreadsheets (CSV) into Odoo and implemented automated invoice import templates for supplier statements.

  • Security & access: Role-based access control (Sales reps, Purchasing officers, Accountants, Managers). Audit trails enabled for all financial transactions.

  • Customization: Lightweight customizations to approval workflows, invoice numbering rules, and a dashboard widget for fast movers (no heavy core modifications).


5) Results & Impact:

  • Operational: Paper to digital way of doing things - All invoices, receipts and POs moved to Odoo with searchable records and an audit trail. Standardized PO approvals eliminated bottlenecks in procurement.

  • Commercial / Financial: Faster ordering & restocking decisions using reports. Also, improved availability on top SKUs and reduced emergency purchases. Improved cash management due to better receivables and payables visibility.

  • People & Governance: Clear roles and accountability mapped to system actions (who approved what, and when).


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