CÔNG TY CỔ PHẦN ĐẦU TƯ DỪA BẾN TRE (BEINCO)

VỚI NHÓM MÌNH THÌ làm cái MỚI theo:

ERP: Vẽ thêm sơ đồ tổ chức.

PREFACE
In today's digital age, implementing an ERP system plays a decisive role, serving as an
essential step to optimize and refine business processes. This project not only requires
meticulousness but also demands creativity and flexibility. For COCOECO, one of the leading
enterprises in the coconut product manufacturing sector, deploying an ERP system is necessary
to enhance productivity, manage resources efficiently, and save time.

In this project, we have chosen to use Excel to build an ERP system for COCOECO. Excel,
with its easy interaction and high flexibility, allows us to create a comprehensive ERP system
that meets all the specific requirements and needs of COCOECO.

Therefore, we have chosen the topic "COCOECO ERP-WAREHOUSE MANAGEMENT

SOFTWARE" derived from the ERP course to further understand and contribute a small part to
the improvement and development of COCOECO's business. Throughout the project, despite
searching for information and reading numerous reference materials, due to limited knowledge
and understanding of ERP-warehouse, there may be shortcomings. We hope that our instructor
and peers can provide feedback to help our team enhance the ERP course project Enterprise
Resources Planning

1. Introduction - Đức

● 1.1. Introduction to ERP System

The ERP (Enterprise Resource Planning) system is a standardized technological model

that organizes and integrates business processes within an enterprise, consolidating
financial, manufacturing, sales, distribution, and supplier areas. Typically, ERP operates
on an integrated platform using shared data on a single database.

In this project, we are using Excel as a complete ERP system. Excel helps us create a system
with planning and management capabilities thanks to its flexibility, transparency, and ease of
use. ERP on Excel also brings a range of benefits and flexibility to the business: comprehensive
management, flexibility, and customization, high efficiency and time-saving, lower costs, easy to
use, and quick deployment.

● 1.2. Introduction to COCOECO Company

COCOECO is not just a company, it's a symbol of commitment to the environment and
innovation in harnessing natural resources. We pride ourselves on being one of the leading
manufacturers of coconut-based products, offering customers environmentally friendly options
of the highest quality.

About the Company:

● COCOECO was founded with a mission to create environmentally friendly products from
sustainable natural resources. We particularly focus on utilizing coconuts, a plant with
not only economic value but also excellent recycling and natural decomposition
capabilities.
● Our coconut raw materials come from Ben Tre, a province in the Mekong Delta region,
known as the coconut capital of Vietnam, with the largest coconut area nationwide, over
130,000 hectares, and top-quality coconuts globally recognized. Ben Tre also boasts the
largest coconut processing industry in Vietnam.
● COCOECO's factory is located in Ben Tre province, an area with high-quality raw
materials, situated along the Ham Luong River and National Highway 60, with
convenient transportation by both road and waterway, offering numerous incentives for
 the key coconut processing industry and having a long-standing tradition in coconut
processing. The factory is well-invested and standardized, equipped with modern
machinery and advanced technology, meeting international production standards and
product quality.
● By combining technology, modern production standards with the long-standing tradition
of coconut processing, COCOECO is confident in opening a new chapter for the coconut
processing industry, elevating the industry and bringing traditional coconut products to
the world while researching and developing new, modern, and convenient coconut
products to meet market demands and preferences.

Mission: At COCOECO, our mission is to produce high-quality coconut products,

environmentally friendly, and bring sustainable value to the community. We are committed to
using natural resources sustainably and applying modern production processes to provide
customers with memorable and meaningful experiences.

Vision: COCOECO's vision is to become a symbol of creativity and commitment to

environmental protection in the consumer goods manufacturing industry. We aspire to inspire
the community and other businesses to sustainably utilize natural resources while contributing
to building a brighter future for the world.

About the Products: COCOECO is a company specialized in manufacturing and supplying a

variety of coconut products such as activated carbon, dried coconut rice, ropes, coconut mats,
etc. All COCOECO products are made from 100% natural ingredients, safe for health, and
environmentally friendly.

COCOECO's flagship products include:

● Activated charcoal: COCOECO's activated charcoal is made from natural

coconut shells, with effective detoxifying and deodorizing properties. The product
is used in various fields such as water filtration, air purification, and beauty
treatments, etc.
● Dried coconut rice: COCOECO's dried coconut rice is made from pure fresh
coconut meat, retaining its natural flavor. The product is nutritious, beneficial for
health, and can be used to prepare various dishes and beverages.
● Coconut ropes: COCOECO's coconut ropes are made from natural coconut
fiber, with high durability, excellent load-bearing capacity, and water resistance.
The product is used for tying goods and decorating homes, etc.
● Coconut mats: COCOECO's coconut mats are made from natural coconut fiber,
with anti-slip, soundproofing, and thermal insulation properties. The product is
used as doormats and floor mats, etc.

1.3. Project Objectives and Scope

● Objective: To build an enterprise management system that meets the needs of various
departments within COCOECO. The system will facilitate seamless and accurate
information flow between departments, ensuring smoother operations. Administrators will
be able to easily extract real-time reports from departments, including budget, cash flow,
revenue forecasts, and expenses.
● Project Scope:
○ Identify COCOECO's requirements and demands for the ERP system.
○ Design and develop essential features for finance, production, sales, distribution,
warehouse, and supplier departments.
○ Conduct thorough testing to ensure the stability and effectiveness of the
system.
○ Provide guidance and deployment to ensure users can utilize all features
of the ERP system effectively.
1.4. Employees chart

● Head of Warehouse
○ As the head of the warehouse department, responsible for overseeing the
warehouse operations.
○ Planning, organizing, and coordinating activities within the warehouse.
○ Managing warehouse staff, including recruitment, training, evaluation, and
discipline.
○ Supervising compliance with safety and health regulations in the
warehouse.
○ Reporting warehouse activities to superiors.
● Deputy Warehouse Manager
○ Assisting warehouse management in implementing management tasks.
○ Taking on specific tasks as assigned by warehouse management.
○ Replacing warehouse management when necessary.
● Warehouse Worker
○ Performing goods handling tasks in the warehouse.
○ Using handling equipment such as forklifts, tow trucks, etc.
○ Arranging and storing goods in the warehouse according to regulations.
○ Checking the quantity and quality of goods.
○ Maintaining cleanliness and safety in the warehouse.
● Warehouse Keeper
○ Managing records and documents related to goods in the warehouse.
 ○ Monitoring the quantity of goods entering and leaving the warehouse.
○ Updating information on inventory goods.
○ Reporting to warehouse management on the status of goods in the
warehouse.
● Warehouse Stocker
○ Arranging and storing goods in designated locations.
○ Using equipment to assist in loading and unloading goods.
○ Ensuring goods are stored properly and safely.
● Delivery Staff
○ Delivering goods to customers as requested.
○ Preparing relevant documents for delivery.
○ Collecting payments from customers (if applicable).
○ Ensuring goods are delivered to customers on time and intact.

2. Analysis of ERP System Deployment Needs - Tín

2.1. System Requirements Analysis:

The development of the internet and the increasing prevalence of e-commerce have played a
significant role in shaping warehouse management services. For COCOECO, a company
specializing in manufacturing and supplying coconut-based products, implementing a
Warehouse Management System (WMS) is crucial for efficient warehouse management.
Therefore, the requirements for a warehouse management system include:
● Inventory Control
COCOECO needs to identify the types of coconut products they produce and supply by labeling
each item in their warehouse, making inventory control easier. To ensure accuracy and
efficiency in inventory tracking, the company needs to establish detailed and regular inventory
auditing procedures. Using WMS software to track the quantity of inventory for each item, as
well as generating regular inventory reports, is essential.

2.2. Warehouse Management Process Analysis

Warehouse management activities encompass a series of tasks and operations that facilitate
daily functions within a warehouse. These activities can generally be classified into inbound,
storage, and outbound operations.
Inbound Activities:
● At COCOECO, our inbound activities serve as the gateway to our supply chain, ensuring
seamless integration of coconut-based products into our warehouse. This phase
involves receiving goods from suppliers or directly from manufacturers at our warehouse
in Ben Tre. Subsequently, the products undergo quality inspection and assurance. Each
batch is carefully allocated within designated storage areas to ensure efficient space
utilization and ease of retrieval.
● Effective inbound operations are crucial, laying the foundation for accurate and
optimized inventory management. This enables us to swiftly identify and address issues,
thereby minimizing risks.

Storage Activities:
● Our warehouse storage operations are designed to maintain optimal inventory levels
while maximizing space utilization for swift and accurate product retrieval. Key activities
include regular cycle counting to ensure inventory accuracy, strategic warehouse
reconfiguration to optimize space and picking routes, and comprehensive inventory
management to balance product availability with storage costs.
● These storage activities are essential to ensure accessibility and readiness to meet the
demands of our coconut-based products, thereby minimizing stockouts or overstock
situations that could lead to product spoilage.

Outbound Activities:
● Warehouse Coordination: At COCOECO, warehouse coordination activities are
dedicated to ensuring the accurate and timely delivery of our coconut-based products to
customers or the next stage in the supply chain. Parallel to our inbound and storage
processes, these activities directly contribute to customer satisfaction.
 ● Core activities include product picking based on orders, safe and efficient packaging,
sorting by destination, and ultimately, transportation out of the warehouse.

2.3. Assessing the demand for ERP systems

During the development and operation of a business, utilizing an ERP system can help optimize
and automate various business processes. For COCOECO, a leading manufacturer of
coconut-based products, the benefits of implementing an ERP system are significant:
● Integrated information management allows the business to oversee all aspects of its
operations, from production and finance to human resources and customer relationship
management.
● For top-tier enterprises like COCOECO, adopting an ERP system supports smoother
and more efficient operational processes, reducing resource wastage by minimizing the
repetition of similar tasks across different departments.
● Implementing an ERP system also enhances COCOECO's capability to deliver
high-quality products and services, thereby maintaining competitiveness and
establishing a strong presence in the market.

2.4 Warehouse Management Organizational structure

By deploying WMS systems at 3 different locations with various functions and tasks,
COCOECO can optimize its inventory management and supply chain processes. Below
are some points that need further consideration:
● Optimizing transportation and logistics: With the WMS system installed in Ben
Tre, COCOECO can focus on managing and transporting raw materials from
suppliers to warehouses and from warehouses to manufacturing plants at
different locations. This ensures that raw materials are always available and
delivered on time, thus optimizing the production process.
● Enhancing export and distribution: With the WMS system in Hai Phong,
COCOECO can concentrate on managing and transporting finished goods to
serve export and distribution to customers in the Northern region and foreign
countries. This helps optimize the delivery process and meet the timely
requirements of customers.
● Efficient inventory management at the hub: With the WMS system in Ho Chi Minh
City, COCOECO can optimize inventory management by dividing the warehouse
into two parts: raw material warehouse and finished goods warehouse. This
facilitates tracking and controlling the quantity and status of both types of goods
effectively, thereby minimizing waste and optimizing production and
transportation processes.
● Cost optimization and increased flexibility: By allocating the WMS system at
strategic locations, COCOECO can optimize transportation costs, reduce waiting
time, and enhance flexibility in the supply chain process. This helps the business
quickly adapt to market fluctuations and customer demands.
3. Designing and Deploying an ERP System _ ALLLL

● 3.1. Thiết kế cấu trúc hệ thống ERP - Warehouse

Operation process of COCOECO warehouse:

Incoming Goods Operation:

○ The warehouse receives requests for incoming goods information from Suppliers
and Manufacturing.
 ○ Warehouse staff will verify relevant information about the goods: quantity, types,
quality, arrival time, cost, origin, and destination. Based on this, warehouse staff
will create an incoming goods receipt (warehouse receipt).
○ After successfully creating the receipt, QA/QC staff will inspect the quality of the
goods based on the warehouse receipt.
○ Once the inspection process is completed, the goods will begin to be received
into the warehouse and will be sorted and stored.

● Product placement locations will be classified according to product groups, with a

rational layout to accommodate as many goods as possible. Additionally, fixed locations
may be stored in the system for easy management and adjustment for each shipment.

● Outgoing Goods Operation:

○ Warehouses will receive requests for outgoing goods from Manufacturing and
Sales departments.
○ Warehouse staff will verify relevant information about the goods: quantity, types,
quality, arrival time, dispatch time, cost, origin, and destination. Based on this,
warehouse staff will create an outgoing goods receipt (warehouse receipt).
○ From the warehouse receipt, staff will divide into two main product branches:
Material (for manufacturing) and Dispatch goods (for distribution to distributors,
customers).
○ QA/QC staff will inspect the goods based on these two product branches.
○ Warehouse staff will prepare goods, package them for delivery. For Material
orders, goods will be transported to Manufacturing. Dispatch goods orders are
typically shipped to customers, distributors, and vendors.
○ In case the warehouse requests incoming goods, the process will largely operate
similarly. Subsequently, goods will be transported from one warehouse to
another.

The majority of operational processes will be automated and regularly monitored under the
supervision of employees. Procedures, incoming and outgoing receipts will be conducted
through the system for easy tracking, and departments can easily access necessary information
(for authorized information).

● 3.2. Triển khai và cấu hình hệ thống ER

a. Warehouse management system
In the management dashboard, managers can view an overview of relevant departmental
information and important data within the warehouse.

● In the management dashboard, customer information will be aggregated and displayed.

Here, managers can search for existing customers or add new customers (based on
order information if customer details are not available).

● In the management dashboard, managers can view an overview of the VENDORS

information list. Here, managers can search for supplier information or add new
VENDORS information based on the incoming goods receipt (for orders without supplier
information).
● The consolidated list of product information will also be displayed when clicking on the
"ITEMS" section. Here, all necessary information will be fully presented. A search bar for
products as well as an option to add new products will also be available to support
management tasks.

● The purchase orders will be displayed when the manager clicks on "purchases". It will
include relevant information such as supplier details, product specifics, and total amount.
Here, the manager can add, delete, or edit order information (if there are any updates or
changes). Searching for orders will also facilitate easier usage for the manager, as they
can search for purchase order information based on the order ID.
 ● Similarly to the purchase orders, the outgoing goods receipts will also have similar
functionalities. They will include customer information, details of the order, order
management, and the ability to search for orders.

This dashboard will provide an overview of COCOECO's business performance. Below

are some detailed pieces of information that the dashboard will display:
1. Monthly Business Performance: The dashboard will display revenue, profit, and
expenses for each month of the year. This helps COCOECO grasp business trends and
make appropriate business decisions.

2. Daily Revenue: The dashboard will provide information on daily revenue. This helps
COCOECO track daily business performance and evaluate the effectiveness of business
strategies.

3. Monthly and Yearly Profit: The dashboard will display COCOECO's profit for each
month and the total profit for the year. This helps COCOECO assess the effectiveness of
business operations and guide future activities.

4. Inventory Value: The dashboard will provide information on the value of the items
held in the warehouse. This helps COCOECO manage capital and inventory efficiently.

This dashboard will be a useful tool for COCOECO to monitor and evaluate business
performance. Through analyzing the data from the dashboard, COCOECO can make
accurate and effective business decisions.

COCOECO's WHM dashboard provides detailed information on sales, purchases, and products.
Sales Analytics: Insights into sales, including revenue, sales volume, and trends over time
Purchase Tracking: Detailed information about purchases, including information about suppliers,
orders, and inventory levels.
Product Management: A detailed list of products, including information on inventory levels, SKU
numbers, and product categories.
COCOECO's WHM dashboard provides detailed information about COCOECO company sales,
purchases and products by month.
● Monthly Sales: Statistics of COCOECO's total sales in each month, including the number
of products sold and corresponding revenue.
● Inventory status: Provides information about inventory levels of products in the
warehouse by each region

●
b. information management
A detailed inventory of the location and function of each warehouse is an important tool for
managing goods storage within an enterprise. It provides specific information about the location
and purpose of each warehouse, while also displaying the total asset value and the value of
orders shipped from each warehouse.

Through this inventory, managers can easily identify the location and purpose of each
warehouse. Additionally, information about the total asset value and the value of shipped orders
helps management make decisions related to asset management and improve the
transportation efficiency of the warehouse system.

● The customer list serves as a repository for all customer information.

● Information about customers on invoices (paper and electronic) will only include name
and address. Detailed information will only be displayed within the system to ensure
security.
● This list is typically managed by the Sales department, and the warehouse department
can view detailed information in the ERP system and use it to input information on
warehouse receipts. The warehouse can add customer information based on order
details (for warehouse deliveries).

● The vendor list is where all information about COCOECO's vendors is stored.
● Similar to customers, basic information such as name and address will appear on
invoices (paper, electronic), while detailed information will only be displayed within the
system. The vendor list is managed by the Purchase department. The warehouse has
 access to view information and use it for reporting purposes. The warehouse can add
vendor information based on incoming goods at the warehouse near Manufacturing.

● Items list: provides a comprehensive overview of all items currently in stock in the
warehouse, including finished products and raw materials, helping identify necessary
ingredients for production. It is used to monitor quality and compliance with procedures
during the manufacturing process and inventory management.
● The products listed here will synchronize with relevant parties such as
Manufacturing/Purchase to easily identify items that need to be purchased or
replenished to meet production or sales demands.
● The "Value On Hand" is calculated by multiplying "In Stock" by "Sales Price".

● Order list: provides information about orders from relevant parties such as
Sales/Purchase regarding order details, order date, amount, and shipping information
from origin to destination. It helps easily track the buying and selling process, manage
inventory, plan production and shipping, as well as ensure accuracy and efficiency in
financial management.
Order items: provides product information for each order, based on the ORDER ID associated
with the Order List table. Order items display detailed information about the order's products. It
will list all the items included in the order.

4. Evaluate the effectiveness of the ERP system

Based on the scope we outlined earlier, the Excel-based ERP system has enabled us to meet
the majority of our initial requirements:
● It can establish data connectivity among different departments, albeit with some
limitations, but fundamentally operates effectively.
● Basic functions such as data input, generating warehouse receipts, extracting data, and
creating dashboards are quite stable.
● Operational processes adhere closely to the intended workflow.
● The ERP facilitates efficient management and exchange of information between
departments.
● It demonstrates the capability to integrate systems with each other.

In summary, the Excel-based ERP system we've implemented has successfully met the
majority of our initial requirements as outlined in the scope. Although there are some
limitations, the system effectively establishes data connectivity among different
departments and operates smoothly. Basic functions such as dataSA input, generating
warehouse receipts, extracting data, and creating dashboards are stable. Operational
processes align closely with the intended workflow, and the ERP facilitates efficient
management and exchange of information between departments. Furthermore, the
system demonstrates the capability to integrate various systems with each other,
enhancing overall efficiency and productivity within the organization.
5. Limitations and developments directions - Ngọc

5.1. Hạn chế của hệ thống ERP - Warehouse

- Limitations of automation: Excel can support automation of some processes through the
use of macros and VBA scripts. However, implementing complex automation features
may encounter various limitations and errors.
- Limited scalability: As business needs for data management grow, Excel may become
insufficiently robust to meet these demands.
- Slow and inconsistent data updates: Generating multiple copies of Excel files and
difficulties in synchronizing data between different departments and teams within the
business. Information exchange across departments from different groups can lead to
inconsistencies in data and make the data unreliable.
- Security risks and data self-protection: Excel does not provide strong security features
like dedicated ERP systems.

5.2. Remedies and Development Directions

● Employee Training: This helps optimize system utilization and ensures data
accuracy.
● Continuous Improvement and Optimization: Conduct regular assessments of the
ERP system's performance and efficiency, and seek ways to continuously
improve and optimize workflows.
● Transition to Professional ERP Software: This will provide more robust features
for inventory management, ordering, shipping, and invoicing, while improving
scalability and flexibility as the business grows. Transitioning to professional
software is necessary to handle large data volumes. Consider software options
such as SAP, Oracle, and Microsoft Dynamics for reference.

6. Kết luận - Tùng: Tổng kết kết quả đạt được

The current ERP system has brought many significant benefits to COCOECO, including
data connectivity between departments, task automation, and providing important
statistical reports. However, limitations such as restricted automation capabilities,
limited scalability, and slow data update speeds have posed challenges for the
business.

To overcome these limitations, COCOECO needs to upgrade its ERP system and train
employees to enhance their system usage skills. Additionally, deploying a professional
ERP system would be a useful solution to meet future development needs. A
professional ERP system will provide higher automation capabilities, easier scalability,
and faster information updates.

In summary, deploying an ERP system based on Excel is an important first step in

COCOECO's digital transformation process. However, to meet future development
needs, COCOECO needs to aim for the implementation of a professional ERP system.

No. Name Task Accomplishment

1 Vo Duy Tung Introduction to ERP 100%

System. Deploy and

configure ERP System.

Conclusion

2 Nguyen Thi Bich Ngoc 100%

Deploy and configure ERP

System. Limitations and

Development Directions
3 Vo Nguyen Khanh Linh Design ERP System 100%
Structure - Warehouse.

Deploy and configure ERP

System. Evaluate the

effectiveness of ERP

System

4 Nguyen Huu Duc Deploy and configure ERP 100%

System. Evaluate the

effectiveness of ERP

System

5 To Duc Tin Introduce COCOECO 100%

Company. Deploy and

configure ERP System

Limitations and

Development Directions