CLIENT
Alphafood Service CJSC
SEGMENTS
HoReCa-led · Retail · B2C
REPLACING
Legacy accounting + CRM + spreadsheets
PLATFORM
Odoo 19 Enterprise
The scale of the operation
B2B clients
Thousands
Invoices / day
Hundreds
Active SKUs
Thousands
Sourcing
Global
Employees
100+
Delivery points
National
HoReCa share
Dominant
Temperature zones
Multi
The move, in one picture
Legacy accounting
Legacy CRM
100 spreadsheets
Manual process
After
✳︎
One data model.
Every dram.
Every dram.
One customer, product and accounting master - from the supplier's container to the restaurant's invoice.
Does this sound familiar?
The questions any distribution owner will recognize.
✕Q-01Fragmented data across different systems?Customers, products, prices and balances each living in their own tool, with no shared master data.
✕Q-02Double work and endless Excels?The same order touched in three systems - at hundreds of invoices a day, every re-entry multiplies fast.
✕Q-03No real visibility of your stock - or its true cost?With nearly all goods imported, what does a product really cost after freight, customs and insurance?
✕Q-04Margin by client or channel - a guess, not a report?And nobody notices when a regular customer quietly stops ordering.
✕Q-05Tax compliance living in a parallel universe?E-invoicing, VAT and statutory reporting disconnected from the operational data they describe.
Every one of these was daily reality.
At Alphafood, before the project started.
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The decision
Full native replacement - not integration. The legacy accounting and CRM tools are being retired, and Odoo 19 Enterprise becomes the single source of truth for the entire company.
Note - the extra layer
Odoo ships with no Armenian fiscal localization. The Chart of Accounts, VAT codes, statutory reporting and e-invoicing connectivity with the State Revenue Committee have to be engineered. Many vendors treat that as a reason to keep the legacy accounting system alive forever. ERP SWISS treats it as the core of the job.
The approach
Blueprint first. No surprises mid-project.
PHASE 01Blueprint firstA full Technical Requirements Document covering 10 functional domains - aligned with the client before configuration begins. Scope, data models, integrations and acceptance criteria defined up front.
PHASE 02FoundationsOrganizational structure, position-based access control, Armenian Chart of Accounts, VAT schemas and fiscal positions - the compliance skeleton everything else stands on.
PHASE 03Transaction cycleThe daily engine: quote-to-cash and procure-to-pay, multi-entity sales, vendor pricelists, multi-level packaging, and automated document flows sized for hundreds of invoices a day.
PHASE 04Inventory & costingLot and expiry tracking with FEFO removal, quality control checkpoints, barcode operations, landed cost allocation - real product cost on every unit of imported stock.
PHASE 05Compliance & integrationsArmenian SRC e-invoicing, bank connectivity, fiscal hardware, telephony and attendance devices - the regulated edge of the system.
PHASE 06Reporting & adoptionCross-module dashboards, drill-down reporting, staged migration of thousands of partners and thousands of products, and hands-on working sessions with the client team every other working day.
The full scope
Ten functional domains, one data model.
Every block below runs on the same customer, product and accounting master data - no synchronization, no re-entry, no reconciliation.
Module 01
Organization & access
–4-level department hierarchy with org-chart visualization
–Access rights driven by job position, not individual users
–Predefined access profiles per operational area
–Full audit trail on every structural change
Module 02
CRM & sales
–Multi-entity client hierarchies: groups, legal entities, branches
–Unique TIN enforcement - duplicate counterparties impossible
–Sell to a branch, invoice the parent, report by group
–Consumption-drop early-warning signals per salesperson
Module 03
Purchasing & import
–RFQ-to-PO flow across a mostly-imported supplier base
–Multi-level packaging: unit → package → pallet
–MOQ rules per product-vendor pair
–Automated reordering on minimum & safety stock
Module 04
Inventory & logistics
–Multi-warehouse: ambient, chilled, frozen, bonded zones
–Lot & expiration tracking with FEFO removal strategies
–Barcode operations: receipts, transfers, picks, counts
–WMS-ready dimensional master data
Module 05
Finance & AM localization
–Armenian Chart of Accounts - engineered from the ground up
–Full VAT schemas: 20%, 0%, exempt, split cases
–E-invoicing integration with the SRC platform
–Landed costs with period-lock controls · AMD / EUR / USD
Module 06
HR & recruitment
–Employee master data, contracts, documents
–Time-off policies with approval hierarchies
–Multi-stage recruitment pipeline
–Armenian eID / eSignature readiness
Module 07
Projects & documents
–Company-wide approval flows: procurement, HR, finance
–Version-controlled document repository by workspace
–Retention policies and read-only archiving
–Deadlines and milestones synced to shared calendars
Module 08
Marketing automation
–Dynamic segmentation on any CRM / sales attribute
–Email, SMS and WhatsApp campaigns from one platform
–Behavior-triggered automation flows
–NPS & surveys tied back to segmentation
Module 09
Integrations
–Armenian SRC e-invoicing & tax platform connectivity
–Bank integration for statement sync & reconciliation
–Fiscal printers, label printers, barcode terminals
–IP-telephony, attendance devices, turnstiles and gates
Module 10
Reporting & analytics
–Cross-module report builder: sales, stock, finance, HR
–Drill-down from any KPI to the source document
–P&L by channel (HoReCa / Retail / Online)
–Scheduled delivery: daily CEO brief, weekly sales, monthly stock
The hard parts
And how we handle them.
Challenge 01
Armenian localization from zero
No Armenian fiscal localization exists in Odoo. ERP SWISS engineers the Chart of Accounts, VAT codes, fiscal positions and SRC e-invoicing connectivity as a reusable localization layer - compliant by design.
Challenge 02
Dual accounting without double work
Armenian businesses need both managerial and statutory views. Instead of parallel statutory registers, a single ledger with book-to-tax reconciliation - the logic accountants already know, with better tooling.
Challenge 03
True landed cost for an import-driven distributor
Freight, customs duties, insurance and brokerage allocated to stock by weight, volume, units or value - so every margin report reflects the real cost of imported goods.
Challenge 04
Multi-entity clients, clean books
Restaurant groups order from a branch, pay from the parent, and expect one consolidated statement. The partner architecture models groups, entities and branches with strict TIN uniqueness and precise credit exposure.
Challenge 05
Perishables at national scale
Multi-temperature zones, thousands of lots and expiry dates, FEFO picking, and quality checkpoints at receiving - traceability from supplier container to restaurant kitchen.
Challenge 06
Migration without disruption
Thousands of partners with multi-entity hierarchies and thousands of products with multi-level packaging move through a staged, validated import workflow - in reconciled batches, never as a big-bang gamble.
From the client
“Every department had its own version of the truth - one in accounting, one in the CRM, one in somebody's Excel. Now sales, the warehouse and accounting are learning to speak the same language, in one system.”
Management - Alphafood Service
What the business gets
→One answer to “how much stock do we have?”
Real-time inventory with lots, expiry dates and true landed cost - one screen instead of a reconciliation exercise.
→Compliance built into the workflow
E-invoices, VAT and statutory data flowing from the same transactions that run the business. No parallel accounting universe.
→Salespeople who see the signal
Automatic alerts when a regular client’s ordering pattern breaks - the follow-up call happens before the client is lost.
→Margin visibility by channel
P&L split by HoReCa, Retail and Online through analytic accounting - decisions on real numbers, not gut feel.
→Documents that process themselves
Approval flows, automated postings and barcode-driven operations removing manual re-entry across a high-volume invoicing pipeline.
→A platform that scales with the warehouse
The next stage of volume growth is already planned for - the architecture and integration layer are built for it from day one.
See your business inside a working system.
In a 30-minute demo we show your products, your customers and your processes running in Odoo - before any commitment. Distribution is what we do: import, perishables, multi-entity clients, local fiscal compliance.
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