Warehouse optimisation with Odoo ERP

Okna Ola, a well-established manufacturer of windows and doors with a long-standing presence on the market, encountered significant difficulties in managing production and warehouse operations. The company relied on outdated tools, particularly standalone Excel spreadsheets, which were neither integrated nor updated in real time. This lack of real-time data hindered inventory control and production planning, leading to stock shortages or overstock, delays in order fulfillment, increased operational costs and overall inefficiencies that weakened the company’s competitive position.

To address these challenges, the company engaged with the EDIH PDIH. With PDIH’s support, a modern integrated production and warehouse management system was identified and implemented. The system enabled real-time access to data, automated inventory monitoring and enhanced performance tracking.

Okna Ola Kaliska decided to modernise its warehouse management by implementing the Odoo warehouse management system (WMS), a flexible open-source software platform designed to streamline inventory, procurement and logistics operations. Odoo was chosen for its modular structure, scalability and ability to integrate easily with existing hardware and software, making it well-suited for the company’s specific needs.

The decision to select Odoo was driven by its capacity to provide real-time visibility into inventory movements and raw material levels, which was a critical requirement to overcome the limitations of the previous Excel-based system. Additionally, Odoo’s ability to automate routine processes, such as purchase order generation and supplier communication, promised to improve data accuracy and reduce manual workload.

The implementation process was comprehensive and methodical, structured around six key stages:

1. Needs analysis and planning: In collaboration with EDIH experts, the company conducted a detailed assessment of existing warehouse processes and identified bottlenecks and inefficiencies. This phase ensured the solution would be tailored to the company’s operational realities.

2. System customisation and integration: Odoo was configured to match Okna Ola Kaliska’s specific inventory management workflows. Integration with the hardware supplier’s system was implemented to automate the tracking of raw material availability, facilitating more accurate order planning.

3. Data migration: Historical inventory and procurement data from legacy systems and Excel files were carefully migrated into Odoo to ensure continuity and accuracy.

4. Training and change management: EDIH provided critical support in designing and delivering training programs for staff, enabling a smooth transition and fostering acceptance of the new system among employees.

5. Testing and validation: The new system underwent thorough testing to ensure applicability.

The implementation of the Odoo warehouse management system brought significant improvements to Okna Ola Kaliska’s operations. Automation of routine tasks and enhanced production planning led to an important increase in operational efficiency. Specifically, the system reduced the manual workload for technologists by automating data entry and inventory tracking, effectively saving the company the equivalent of one full-time employee’s work hours. This time saving allowed staff to focus on higher-value activities, such as process optimisation and quality control.

Inventory control was markedly improved through real-time monitoring of stock levels, enabling the company to avoid overstocking and shortages. This improvement resulted in better resource allocation, lower inventory holding costs, and reduced risk of production delays caused by missing materials. Furthermore, automated export of purchase orders to suppliers streamlined procurement processes, increased data accuracy, and minimised errors.

These operational enhancements directly contributed to a more agile and responsive production environment, enabling Okna Ola Kaliska to respond faster to customer demands and market changes. As a result, the company strengthened its competitive position by delivering orders more reliably and efficiently.

The involvement of PDIH provided crucial support in the development and deployment of the solution. This collaboration included expert consultancy, access to digital innovation resources and assistance in change management, all of which helped to reduce implementation risks and costs.

Regarding financial impact, the company anticipates a positive return on investment through cost savings from reduced manual labor, improved inventory management and enhanced operational throughput. The improved efficiency and agility position Okna Ola Kaliska for sustainable growth and increased profitability in the competitive market of windows and doors manufacturing.

This case clearly demonstrates how adopting modern digital technologies, supported by innovation hubs like PDIH, can transform traditional business processes, drive tangible benefits, and secure a stronger market position.