Complete replacement of SAP with Odoo
How solute GmbH (billiger.de) transformed its ERP and billing processes
Odoo Experience 2023
” Does it work? Yes. Was it worth it? Yes. Would we choose Odoo and SAMSA IT again? Yes. ”
About the customer
solute GmbH is the operator of billiger.de
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solute GmbH is the operator of billiger.de, one of Germany's leading price comparison and shopping portals. For almost 20 years, the company has been an established part of the German e-commerce scene and, with around 160 employees, generates revenue of over €35 million. With millions of monthly users and thousands of connected retailers, the e-commerce company processes huge volumes of data and high-volume transactions every day.
The challenge & strategy
A complex SAP system and various isolated CRM tools
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For many years, solute GmbH used a complex SAP system and various isolated CRM tools. However, this system landscape led to high licence and maintenance costs, rigid processes and unnecessary data silos.
The lack of transparency was particularly critical
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The lack of transparency was particularly critical: only a few employees had access to SAP. Account managers regularly had to ask the finance department whether a customer had already paid their invoice, because although SAP received data from the old CRM, it did not send any information back.
To become more agile and increase operational efficiency, solute pursued a two-stage modernisation strategy:
Odoo as a “speedboat” ahead of the SAP ship
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First, isolated CRM tools were to be replaced by Odoo in order to quickly map modern sales and marketing processes.
The full version / SAP replacement
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After the first successes and the realisation of Odoo's full range of functions, solute made the decision to replace SAP completely as its core ERP. The deciding factor was the management's wish for a system that is “intuitive and easy to use yourself”. This turned the CRM project into a complete ERP project including billing and accounting.
- CRM
- ERP
- Customer portal
- Replacement of SVS and SPV
- Go-Live
The scope grew step by step from CRM through ERP and the customer portal to the replacement of SVS and SPV
The solution from SAMSA IT
As a long-standing Odoo Silver Partner and former SAP consultancy, SAMSA IT supported solute GmbH step by step in the migration from SAP to Odoo:
CRM & sales management
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Replacement of outdated CRM tools with a central Odoo CRM instance for transparent sales channels and automated lead management.
Replacement of the SAP core system
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Complete migration of all core processes from SAP to the modular IT architecture of Odoo.
High-volume billing & accounting
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Integration of the complex billing logic for advertising and merchant partners as well as complete financial accounting in Odoo.
Accounting in full breadth and depth
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Accounting made up the largest part of the project: it was extremely extensive, contained numerous SAP specifics and had to be mapped in Odoo in its entire breadth and depth. SAMSA IT's understanding of SAP as a former SAP service provider was crucial in bringing along the accountants, who had worked with SAP for years.
DATEV integration
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Bidirectional interface between Odoo and DATEV: Odoo passes the accounting data to DATEV and receives information such as the payment status in return, a closed information loop that did not exist with SAP. The tax advisors continue to work in their familiar system.
Replacement of customer-specific systems (SVS, SPV)
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In addition to SAP, solute's own systems SVS and SPV were also replaced by Odoo. Where possible, SAMSA IT relied on the Odoo standard; where necessary, processes and the data model were deliberately redesigned, e.g. a customer can now have several shops, so that customer data only needs to be maintained once.
Structured data migration
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Migration according to the proven SAMSA migration plan (which data in which order). SAMSA IT created the field mappings from SAP to Odoo, solute's IT took care of data cleansing, merging and import. Several test migrations ensured that all departments found their data completely in the new system.
Compliance & coordination with the auditor
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Support for the clean data migration from SAP to Odoo and implementation of the strict German requirements (GoBD). The auditor initially saw several critical points, such as the renumbering of invoices that is possible in Odoo. In close coordination with him and together with other partners of the “Odoo für Deutschland” alliance, Odoo standard tools such as the inalterability report were supplemented with special accounting and compliance apps until a working, audit-compliant solution was in place.
Project scope in figures
69 generic SAMSA apps
including
plus 8 partner apps
71 customer-specific apps
Clear division of tasks
SAMSA IT took on
Consulting, key user training, developer tests and data mapping
solute took on
End user training, functional tests, data cleansing and import
Results & business impact
100% SAP replacement
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Successful migration of the entire legacy ERP system including billing and financial accounting to Odoo.
Higher process speed
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Significant acceleration of sales, billing and administrative processes thanks to the elimination of system breaks.
Full transparency
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Invoice and payment information is visible directly in the system to all relevant employees, queries to the finance department are no longer necessary.
Future-proof IT architecture
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A flexible, modular ERP system that scales easily with the dynamic market environment of billiger.de.
Lessons Learned
Plan for business transformation
Testing and understanding the Odoo standard early, adapting workflows and involving stakeholders, that takes time, especially when switching from SAP.
Start early
Better to work early with a good, not yet perfect solution than to wait for perfection.
Faster Go-Live with a smaller scope
Go live with a manageable scope of functions and add further features step by step, Odoo is modular. In hindsight, solute would do this differently.
Talk: SAP replacement with Odoo for solute GmbH (billiger.de) (Odoo Experience 2023)
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