Full ERP Implementation & Integration Plan — Odoo 18 CE & AFM Fulfillment

Prepared by: IT Manager

For: CEO & COO

Date: November 2025

1. Executive Summary

This plan outlines the end-to-end implementation of Odoo 18 CE (Community Edition) as the company's new ERP backbone, focusing on building revenue diversification and digital automation.

The system will integrate with AFM Fulfillment (Malaysia) for logistics, and key e-commerce marketplaces (Shopee and Lazada) as well as payment gateways and Malaysia's LHDN E-Invoicing framework.

2. Project Objectives

Diversify income through digital channels (e-commerce + social).
Streamline and automate inventory, fulfillment, and sales.
Establish a single source of truth for product, stock, and financial data.
Ensure compliance with LHDN Malaysia's e-invoicing laws.
Build a scalable, secure on-prem-hosted ERP architecture.

3. System Architecture Overview

Core Components:

Odoo 18 CE (On-Premise) hosted on high-availability infrastructure (HA x2 nodes).
Integration Layer: RESTful middleware gateway — connects Odoo to AFM, Marketplaces, Payment APIs, LHDN e-Invoice, and Logistics.
Twingate Secure Tunnel: Manages encrypted, authenticated API communication between Odoo and AFM Fulfillment.

Data Flow Summary:

Odoo (E-Commerce + Inventory) ↔ AFM Fulfillment API ↔ Logistics Carriers
             ↓
   Shopee / Lazada Marketplaces
             ↓
  Malaysia Payment Gateways (Atome, SenangPay, Curlec, DuitNow)
             ↓
        LHDN e-Invoicing
            

4. Major Modules and Functionalities

4.1 Odoo ERP Core (Base Setup)

Modules: Inventory, Sales, Purchase, Accounting, E-Commerce, CRM.
On-premise, Ubuntu-based with PostgreSQL backend.
Standard Odoo REST/JSON-RPC APIs enabled.

4.2 AFM Fulfillment Integration

Real-time inventory updates between Local and AFM warehouses.
API endpoints:
- /inventory/upload – Odoo sends available SKUs & quantities.
- /inventory/status – AFM sends receiving, packing, and shipped info.
Status synchronization: On Sync → update Inventory Valuation Report.

4.3 Marketplace Integration (Shopee & Lazada)

Catalogue synchronization (title, price, description, images).
Stock management using Odoo as the Single Point of Truth.
Fetch new customer orders automatically → create Odoo Sales Orders.
Sync shipping info back to marketplaces.

4.4 Payment Gateway Integrations

Supported Gateways: Atome, SenangPay, Curlec, DuitNow QR.
Payment status webhook updates to Odoo Accounting.
Unified payment dashboard in Odoo with reconciliation.

4.5 CRM & Social Media Sales Dashboard

Centralized dashboard for WhatsApp, TikTok Shop, and Facebook leads.
Odoo CRM enhanced with social media connectors.
Sales funnel visualization with conversion tracking.

4.6 Logistics Integration

API connectors for Malaysian logistics providers: Ninjavan, GDEX, J&T, DHL, City-Link.
Auto-generation of airway bills (AWBs) and shipment tracking codes.
Shipment status updates synced to customer orders.

4.7 Malaysia E-Invoicing Module (LHDN Compliance)

Compliance with IRBM (LHDN) e-invoicing via Peppol / MyInvois integration.

Features:

Auto e-Invoice creation upon sales completion.
Secure submission to LHDN API + response handling.
UUID & validation token storage in Odoo Accounting entries.
Scheduled task for re-try if API submission fails.

Sandbox testing before go-live.

4.8 Security & Connectivity

Encrypted communication using Twingate.
Two-factor authentication for external access.
Access control by roles: Administrator, Finance, Logistics, Marketplace Ops.

5. Implementation Phases & Timeline

Phase	Duration	Key Activities
Phase 1: Requirements Gathering & Solution Design	3 weeks	Workshops, data mapping, API specs approval
Phase 2: Odoo Installation & Server Configuration	2 weeks	On-prem deployment, database & module setup
Phase 3: AFM Fulfillment Integration	4 weeks	Develop REST endpoints & sync tests
Phase 4: Marketplace Integration (Shopee/Lazada)	6 weeks	API sync & order management flow
Phase 5: Payment Gateway Integrations	3 weeks	Webhooks + Odoo payment reconciliation
Phase 6: CRM & Social Dashboard Customization	4 weeks	WhatsApp + TikTok connectors, dashboard UX
Phase 7: Logistics Carrier APIs	4 weeks	Track/Trace + AWB generation modules
Phase 8: Malaysia E-Invoicing (LHDN) Module	5 weeks	Integration, sandbox testing, go-live readiness
Phase 9: UAT, Security Audit & Handover	3 weeks	Final QA, Twingate config, documentation
Total Duration (Est.)	~34 weeks (~8 months)

6. Estimated Cost Structure

Component	Description	Est. Cost (MYR)
Odoo Setup & Customization	On-prem install + base module config	40,000
AFM Fulfillment Integration	Joint API work with AFM team	10,000
Marketplace (Shopee/Lazada)	Catalog + order + logistics sync	15,000
Payment Gateways	Atome, SenangPay, Curlec, DuitNow	12,000
CRM & Social Dashboard	WhatsApp, TikTok, Facebook connectors	8,000
Logistics Integrations	5 major logistic APIs	10,000
E-Invoicing (LHDN Compliance)	MyInvois/Peppol integration + sandbox	15,000
Security (Twingate + Access Control)	Secure tunnel and access config	5,000
Server & Infrastructure	2-node HA, NAS backup, firewall	25,000
Total Estimated Budget		~140,000 MYR

7. Risk & Mitigation Plan

Risk	Description	Mitigation
API failure / mismatch	Marketplace or AFM changing endpoints	Use middleware abstraction, API version control
Data inconsistency	Out-of-sync inventory data	Scheduled nightly reconciliation + dashboard alerts
LHDN regulatory changes	Possible spec update	Maintain upgrade-ready e-Invoice connector
Server outage	On-prem hardware issue	Redundant HA setup + daily backups
User adoption	Staff training gaps	Conduct UAT + onboarding workshops

8. Monitoring & Reporting

Implement Odoo custom dashboard for integration logs.
Real-time API status (success/fail trends).
Grafana-based observability layer (optional future upgrade).
Weekly sync reports sent to management.

9. Compliance & Data Governance

Malaysia PDPA compliance (personal data protection).
Maintain audit logs for data access.
E-Invoice record retention for 7 years.
Yearly IT audit for data and process compliance.

10. Suggested Future Enhancements

AI-powered sales & inventory forecasting model.
Integration with Youbeli and TikTok Shop marketplaces.
Automated email invoice delivery after LHDN validation.
Warehouse IoT barcode integration for real-time bin tracking.

11. Deliverables

Full ERP deployment & architecture documentation.
User, admin, and integration manuals.
Training sessions for internal teams.
Go-live checklist & post-implementation support plan.

12. Conclusion

This Odoo 18 CE + AFM integration will serve as a unified, secure, and scalable ERP ecosystem — enabling greater control across operations, compliance, and revenue channels while ensuring Malaysia tax and PDPA compliance.

The proposed timeline (~8 months) ensures structured build-out with compliance readiness and measurable ROI for digital transformation.

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