Beyla Brewing Odoo ERP Implementation

version 07.20.2025

1. Project Overview

Beyla Brewing is undertaking a comprehensive Odoo ERP implementation to support inventory, production, events, compliance, reporting, and future retail/POS operations. This SOW defines the detailed scope, deliverables, timeline, roles, and change management for the project.

2. Project Objectives

• Centralize and automate operations: inventory, manufacturing, events, compliance, and reporting.

• Support alcohol production traceability and regulatory reporting.

• Enable team collaboration for sales, events, shop management, and licensing.

• Provide a scalable foundation for future phases (POS, eCommerce, integrations).

3. Project Scope

A. Core Modules and Features

This implementation includes configuration and training for the following Odoo modules and processes:

Inventory & Warehouse Management

• Inventory locations and zones (Main Warehouse, Kirkland Storage, Rep Stock, Event, Damage/Discounted, Market Stock, Cold Storage).

• Product and unit of measure setup (bottles, kegs, vials, cases, custom UoMs).

• Lot/batch/expiration tracking.

• Multi-step routes (receipts, store, pick, ship; custom routes for alcohol/non-alcohol).

• Cycle counts and adjustments.

• Stock transfers (internal, event/market, team stock/kits).

• Barcodes/mobile (future-ready).

Manufacturing (Mead Production)

• Multi-step, multi-feed production flows with routings.

• Tank/workcenter tracking (virtual tank, flavor, state, schedule).

• BoM and recipe management (with versioning).

• Production scheduling, yield/loss recording, scrap management.

• Test results, gravity, % alcohol, custom production notes (Studio fields).

• Regulatory batch records, digital attachments, and batch genealogy.

Sales & CRM

• Lead/opportunity management, sales pipeline, assignment to rep.

• Sales order creation from iPad/tablet (with live inventory).

• Customer license capture, special request tracking, event/market sales capture.

• Automated activities, email templates, follow-up reminders.

• Segregated reporting streams (gallons to business, events, retail).

Event & Project Management

• Event application pipeline (applied, pending, approved/rejected, waitlist).

• Assignment of team members, follow-ups, recurring events.

• Calendar and Gantt views for all events, recurring market schedules.

• Sales/event linkage, event info hub (knowledge, shared docs, updates).

• Internal project/task tracking (art, maintenance, compliance, seasonal).

Compliance & Reporting

• Digital compliance record archive (licenses, batch docs, label files, insurance).

• Automated reporting for state/federal alcohol requirements (gallons produced/sold).

• Label approval tracking (status, tasks, attachments).

• License/insurance renewal reminders.

• Custom Odoo Studio reports and exports for compliance.

Shop, Stock, and Team Operations

• Shop activity checklists, batch cleaning, maintenance, and seasonal scheduling.

• Team stock/kit handling, assignment, virtual check-in/out, pick-up scheduling.

• Dry/perishable stock, replenishment alerts, forecast, perishable scheduling.

• Maintenance log, to-do list, team communications.

Data Migration & Onboarding

• Master data import (products, partners, historical stock/batches, attachments).

• Template/data mapping, cleaning, validation.

• Secure handling of compliance data.

User Security & Roles

• Configuration of role-based permissions (admin, ops, brewer, rep, shop, event).

• Security best practices, minimal privilege, audit trail.

Future-Ready/Phase 2 Items (to be scoped later)

• POS integration and transition (2025–2026).

• Online sales/eCommerce.

• Integrations (QuickBooks, Gusto, Facebook Ads, website, membership, automation).

• Loyalty, membership programs, advanced tax automation.

B. Out of Scope

• Full accounting migration (remain on QuickBooks for now).

• POS/eCommerce deployment (to be scoped in next phase).

• Payroll/timecard integration (Gusto for now; 2026+).

• Loyalty, advanced CRM automations beyond basic pipeline.

• Custom server development beyond Odoo Studio/minor scripts unless explicitly approved.

4. Project Phases, Deliverables & Timeline

Total Project Duration: 12–15 weeks

Total Project Effort: 240 hours

5. Roles and Responsibilities

• Client Project Owner: Assign internal SMEs, approve deliverables, ensure user participation, data prep, issue escalation.

• Odoo Implementation Partner: Lead project, facilitate workshops, configure, migrate, customize, test, train, and support.

6. Change Management & Communication

• Bi-weekly status meetings (or as agreed), tracked in Odoo Project.

• All documentation, workflows, and process changes to be signed off.

• Issues/risks tracked in project risk log.

• Change requests managed via formal change process and documented impact analysis.

7. Acceptance & Signoff Criteria

• Each phase milestone to be signed off by both parties before proceeding.

• Final acceptance based on tested, live system meeting mutually agreed requirements and delivering mapped scope.

8. Success Metrics

• Inventory/production traceability and compliance reports functional.

• Team operating 90%+ in Odoo for inventory, production, batch, and event management.

• Regulatory reporting delivered from Odoo.

• Onboarding/training completed; issues resolved in hypercare.

9. Appendices

• A. Solution Mapping & Odoo Blueprint (see: Beyla Brewing Odoo Mapping and Solution from Questionnaire.pdf)

• B. Project Plan & Timeline (see: Beyla Brewing Odoo Implementation Project Plan)

• C. Requirements Traceability Matrix (to be updated in project folder)

• D. Change Log & Risk Register

This Statement of Work (SOW) is the reference for scope, changes, and deliverables for Beyla Brewing’s Odoo ERP project. Any changes or additions to this scope must be mutually reviewed, approved, and documented.