Case Study - Uganda NGO
Use Case 02 · Botswana · Mining Supply & Distribution
Bringing Order to the Supply Chain:
Mining Equipment Distributor
Client Profile: Regional distributor of mining equipment & consumables, ~45 staff, 2 warehouses
Supplying mines and contractors across Botswana, with cross-border transactions into Zimbabwe & Zambia
10 wks
To Go-Live
$22K
Total Investment
40%
Stock Accuracy Gain
5 days
Saved / Month
The Problem
Stockouts, duplicate orders, and no cross-border visibility
- Inventory managed in two separate Pastel files — stock counts never matched between warehouses
- Sales team quoting prices from an outdated rate card; currency conversions done manually
- No automated reorder points — stockouts of critical parts were common, costing client relationships
- Supplier invoices matched to POs manually in Excel; monthly reconciliation took a full week
- Cross-border invoicing into Zimbabwe and Zambia done ad-hoc with no VAT/tax consistency
- Management had no real-time view of margins per product, per customer, or per transaction
The Odoo Solution
Integrated inventory, sales, purchasing & multi-currency finance
- Odoo Inventory with two warehouses, barcode scanning, and automated reorder rules per SKU
- Sales module with live pricelists and automatic multi-currency conversion (BWP, USD, ZAR, ZMW)
- Purchase module with 3-way matching (PO → GRN → Invoice) eliminating manual reconciliation
- Odoo Accounting with multi-company setup for cross-border entities and localised tax rules
- Customer portal giving mine procurement managers live order status and invoice access
- Management dashboards: gross margin by product category, aged receivables, stock turnover
Odoo Modules Deployed
Core platform components
Expected Outcomes
Measurable impact within 90 days of go-live
40%
Improvement in inventory accuracy across both warehouses
5 days
Saved per month on supplier invoice reconciliation
Zero
Stockouts of A-category parts after reorder rules activated
Live
Margin visibility per customer & product — first time ever
Implementation Timeline
10-week phased rollout
1
Weeks 1–2
Discovery & Data Audit
Product catalogue clean-up, supplier & customer master data audit, warehouse process mapping
2
Weeks 3–5
Configuration & Migration
Warehouse routes, reorder rules, pricelist configuration, migration of 2,000+ SKUs and open transactions
3
Weeks 6–7
UAT & Training
Warehouse staff trained on barcode workflows; sales team trained on quoting and order management
4
Weeks 8–9
Parallel Run
Live transactions processed in both Odoo and Pastel; discrepancies investigated and resolved
5
Week 10
Go-Live & Hypercare
Full cutover, DIS on-call support for 2 weeks; monthly check-in calls thereafter
Cost Estimate (USD)
Transparent, fixed-scope investment
| DIS Implementation & Configuration | $9,000 |
| Data Migration (SKUs, customers, suppliers) | $3,000 |
| Multi-currency & multi-company setup | $2,000 |
| Staff Training (on-site, 2 days) | $2,500 |
| Odoo Licensing — 15 users, Year 1 | $2,700 |
| DIS Managed Support Retainer (12 months) | $3,600 |
Total Year 1 Investment ~$22,800
* On-site training cost varies with travel logistics. Remote delivery available at reduced rate. Multi-company licensing may vary.
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