Fitness Band

The client is one of India’s reputed startups in fitness and wellness. Founded in 2016, the client has changed the way the country thinks about fitness by creating an ecosystem of physical fitness centers, sportswear, and digital services all integrated into a wellness ecosystem. 

Through their large network of fitness studios, the client offers a variety of physical activities.Their technology-enabled platform allows customers to discover fitness programs, book classes, and access fitness services through their mobile app and website. 

The client has over 700 fitness centers and a presence in 77 Indian cities.

The client had a number of problems that they wanted the Odoo ERP to deal with.

• The sales teams needed to know whether the products were available in all of the Unicommerce warehouses before confirming the orders, and it was also necessary to check availability against the customer’s delivery address.
• The processing of orders in a complex manner was possible via the use of several shipments and warehouses. The system had to keep individual records of each shipment, including details about the logistics, the delivery status, cancellations, and returns.
• The movement of inventory between stores and warehouses—including store replenishment, the removal of excess stock, and transfers between stores—needed coordinated purchase orders, sales orders, goods receipts, delivery orders, and custom invoice generation handled via API.
• The client had to handle through its POS system a variety of retail promotions and loyalty programs, including offers, discount rules, vouchers, loyalty points, and promotional eligibility.
• The procedures for returns, exchanges, and refunds varied depending on the business situation, since different scenarios called for different workflows, such as those involving customer refunds, damaged items, product exchanges (same or different variants), and cash refunds (exceptional cases).
• The customer information, POS orders, payment information, customer segmentations, and promotional data had to be shared between Odoo and the external applications.

The client wanted Odoo ERP to be a central platform linking several business processes and external systems, such as Unicommerce for inventory and fulfillment, Razorpay & PineLabs for payments, and the APIs for customer information, loyalty programs, promotions, and order updates.

As an Odoo Gold Partner, Navabrind IT Solutions supported the client by setting up several modules of Odoo, designing custom retail workflows, and creating integrations to meet the operational needs of a business that handles customer orders and physical retail stores.

Odoo ERP Setup and Product Catalog Sync

The clients wished to establish management of their product catalog and have the prices updated from their PIM solution. Daily sync has been set up to synchronize the data to Odoo, with an option to manually synchronize a product if required.

The aim was to set up a steady operational basis for the management of products and inventory in various business locations.

Customer Management and Customer ID Integration

Navabrind IT Solutions was required to import the existing customer records into Odoo and to integrate the creation of new customers with the client’s customer management APIs.

Odoo was set up so that when a new customer is added during the process of creating a POS order, it will contact the external API in order to obtain the customer’s unique ID and segmentation details.

The requirement also provides assistance to existing customers who do not have external customer IDs, thus ensuring consistency between Odoo and the customer information system.

This integration included support for customer identification, sales transactions, promotions, and loyalty management.

Real-Time Inventory Visibility and Order Validation

The client also wanted to integrate Odoo’s sales process with the inventory information kept in Unicommerce.

The proposed functionality included:

• When creating a quotation, the products available in the Unicommerce warehouses are displayed.
• Display the combined stock quantities together with the products.
• Making sure that products that are unavailable are not chosen.
• Checking inventory levels and determine if  delivery can be arranged before confirming a sales order.
• Preventing the confirmation of an order if the stock requirements or the delivery serviceability requirements are not met.

As a result, the risk of accepting orders that could not be fulfilled was lowered.

Sales Order and Multi-Shipment Fulfillment Management

The scope involved integrating the confirmed Odoo sales orders with external order management and fulfilment systems via APIs.

When an order is confirmed the system would send the order details for fulfilment and then get the shipping details as a reply.

It is necessary to be able to handle several shipments for one sales order; each shipment can have its own fulfilment warehouse, logistics information, delivery record, and shipment status.

The standard procedure for generating delivery orders in Odoo has been adjusted so that the delivery records match the shipment information actually received from the external fulfilment system.

This gives customer service teams greater insight into how individual orders are fulfilled.

Store Replenishment Management

We also set up workflows to restock the inventory at retail stores.

If a store needed extra stock, the procedure was to create the appropriate purchase and sales orders via APIs, record the goods as having been received at the destination store, and create the invoice based on items shipped from the warehouse.

The aim was to achieve an organized process for replenishing stock, linking the retail stores with their supply warehouses.

Inventory Pullbacks from Stores

The scope dealt with cases involving the necessity of moving stock from a retail store back to a warehouse.

The pullback procedures involved creation of purchase and sales orders via API, the preparation of delivery orders, the processing of goods outbound from the store, and invoice generation.

The aim was to keep accurate records of all the inventory that moved from the stores and returned to the warehouse network.

Store-to-Store Inventory Transfers

The client’s requirements also included the transfer of products directly between retail stores.

The scope of the solution covered the creation of purchase and sales orders, delivery order processing at the source store, the processing of goods received into the destination store, and invoice generation.

The feature was created to redistribute inventory among different retail locations while at the same time keeping track of stock movements.

Customized Point of Sale (POS) for Retail Stores

The customization of Odoo POS to meet the client’s retail business requirements was a major workstream.

The aspects included customer identification, product pricing, promotions, payments, refunds, staff attribution, and the reporting of transactions.

The requirements were that the system should be able to access customers’ purchase histories, suggest the applicable offers, accept various payment methods, produce invoices, and deal with product returns and exchanges.

The point-of-sale system also had to support various retail formats and implement business-specific rules when carrying out the checkout process.

The aim was to design a retail checkout environment which was able to cope with the promotional and operational complexity of the client and at the same time stay linked to customer and inventory information.

Advanced Promotions, Discounts, Coupons, and Vouchers

The client needed a flexible promotion engine for promotional campaigns and the different conditions relating to customer eligibility.

The client wanted to have the option to choose percentage and flat-rate discounts, buy-and-get deals, pricing based on quantity, discounts for first-time customers, offers applicable to the customer’s next order, vouchers, and coupons that are specific to individual customers.

The scope also covered promotional conflicts, such as overlapping and intersecting offers, restrictions on combining promotions, and limits regarding coupon redemption.

The adjustments were meant to enable the client to run marketing campaigns while still retaining control over the way discounts were given at the point of sale.

Loyalty Program and Customer Segmentation Integration

The requirements for the POS system included integrating Odoo with the customers’ existing loyalty and customer segmentation systems.

The scope of the solution included the synchronization of information regarding customer segmentation and showing segment-specific offers applicable for that customer.

Validation based on one-time passwords was specified for loyalty redemption and voucher redemption.

The requirements also called for the handling of loyalty points when refunds were issued, as well as for showing retail staff the customer’s information and purchase history.

Loyalty options were created so that the staff in the stores would have access to relevant customer information and give loyalty rewards in accordance with business rules.

EDC Integration

We also integrated with an electronic payment terminal (EDC) for Razorpay and Pine Labs, various payment methods, the ability to make split payments, and cash reconciliation.

The payment processes covered a number of situations, such as handling partial or full payments, returns, and exchanges.

Customer Returns & Exchanges

We set up detailed workflows to manage customer returns and order exceptions.

Odoo supports both same-SKU and different-SKU product exchanges. A same-SKU exchange allows the user to process a refund and create a replacement order for the same product in a single click. A different-SKU exchange allows the value of the returned product to be credited to the customer’s account and used toward the purchase of a different product.

For product returns, which are intended for exceptional cases, the system must create the appropriate stock receipt records and generate a credit note for the returned product.

These workflows aim to strengthen control over reverse logistics while improving transaction visibility and providing customer service teams with better access to return and exchange information.

CRM and Telesales Management

The workbook included separate sections for CRM and Sales, covering lead management and telesales operations.

The functionality that was proposed comprised centralised customer records, the ability to capture leads using forms and APIs, configurable sales pipelines, lead assignment, scheduling of activities, and automated follow-ups.

The requirements regarding the routing of leads included allocating them on a geographic basis and setting limits on the number of leads that could be assigned to each individual sales representative.

The scope also included the recording of campaign sources and giving the sales teams access to customers’ purchase histories and the appropriate offers.

The capabilities were meant to aid more structured customer engagement and sales follow-up processes.

Purchasing, Vendor Management, and Procurement

The requirements for procurement that have been recorded involved vendor management, the creation of purchase orders, supplier pricing, and tracking of procurement costs.

The scope also included the migration of between 6,000 and 10,000 vendor records from Oracle, covering the GST and related supplier information.

This would result in a centralised procurement environment that is linked to the wider sales and inventory processes.

WhatsApp, Email, and Customer Communication Integration

The scope of the project was to provide communication facilities through both WhatsApp and email.

This involved the sending of customer order communications, the sharing of payment links, updates regarding transactions, and email notifications.

The requirements also included communication templates, limitations on the editing of messages, and the ability to audit outgoing communications.

The aim was to achieve more consistent communication with customers and to gain better control over the messages produced via business workflows.

Data Migration and Integration Architecture

The workbook sets out a number of the requirements concerning data migration and synchronization.

This consists of the existing customer records, the loyalty-related information, and the selected retail POS order data.

The scope of the integration covers product synchronization, customer synchronization, customer segmentation, the data on store staff, purchase order information, the retrieval of invoice documents, and the validation of loyalty and voucher cards using OTPs.

The architects designed the overall system with the aim of linking Odoo to the client’s current technology environment rather than insisting that every operational function should be handled entirely within Odoo.

Reporting and Operational Visibility

The requirements called for reports to be prepared across the sales, POS, inventory, and accounting processes.

The report should include information about sales transactions, changes in stock, current inventory levels, customer activity, and financial data.

The aim was to make operational information available to the teams in charge of retail sales, warehouse operations, finance, and management.

Business Benefits of the Odoo Implementation

Odoo ERP enabled the client to achieve several operational improvements:

• Have better visibility into inventory through access to the warehouse’s stock information before confirming customer orders.
• Improve the reliability of order fulfillment by linking sales orders with serviceability checks, shipment tracking, and warehouse fulfillment.
• Better management of store inventory to arrange replenishment, carry out stock pullbacks, and organize store-to-store transfers.
• Integrate customer information, promotions, loyalty details, and the payment processing function into the POS workflow for faster retail checkouts.
• Apply complex promotions and customer-specific discounts in accordance with defined business rules.
• Simplify the handling of returns and refunds, manage cancellation, exchange, and reverse-logistics situations using structured workflows.
• Use APIs to swap operational data between Odoo and other systems and reduce manual coordination.
• Support reporting across sales, inventory, retail operations, and finance.