Inoq.pl -Product Data Management System: Case Study of Implementation

Baza zarządzania danymi produktowymi na przykładzie wdrożenia w ROLNIK

Centralne repozytorium produktów to rozwiązanie dedykowane firmom zarządzającym szeroką gamą produktów, które dążą do maksymalizacji efektywności operacyjnej i uproszczenia procesów zarządzania danymi.

Umożliwia ono optymalizację procesów związanych z wprowadzaniem i aktualizowaniem informacji produktowych, zapewniając płynny przepływ danych oraz ujednolicony, centralny dostęp do kluczowych informacji – zarówno dla pracowników, jak i kontrahentów.

Integral Components of a Product Repository

This solution enables centralized management of product data, integration with existing ERP systems, process automation, and improved operational efficiency across sales, marketing, logistics, and inventory management.
Below is an example of the repository's application in the implementation at Rolnik:

A dedicated connector facilitates secure data exchange between the Oracle database of the ERP system and the MySQL database of the Bitrix24 system, which has been expanded with custom tables tailored to the project's needs.

Intranet User Portal – A Tool for Managing Processes and Product Data

An integral part of the project was the creation of a dedicated user portal that enables the management of all operations and product data. The portal is fully integrated with Bitrix24, allowing processes such as adding products, updating data, and monitoring inventory levels to be fully automated.
Automatic task generation and notifications ensure that the appropriate departments are engaged in completing each stage of the processes.

Automated Processes in the User Portal

Product indices are automatically generated in the ERP Impuls system, eliminating the need for manual data entry.
The functionality for adding and updating product data on the product card in the Bitrix24 system ensures efficient management of product information. Key features include:

Adding New Products: Users can create new product cards containing detailed information such as name, description, images, price, availability, and other parameters.
Updating Data: Users can edit existing product data, such as price changes, description updates, or modifying available variants.
Integration with Other Modules: Product cards can be linked to sales, inventory, and marketing processes, ensuring full data synchronization across the system.
Intuitive Interface: The portal allows for quick changes and easy management of large product catalogs.
Support for Automation: The functionality can be extended with automatic price and inventory updates through integrations with ERP systems.

Management of Nutritional and Marketing Data

The portal enables the entry and updating of nutritional information as well as the commissioning of graphic design projects to marketing agencies. The process also includes project approvals, significantly speeding up the preparation of promotional materials.

Monitoring and Replenishing Inventory Levels

The system automatically monitors inventory levels, generating alerts about low stock to the responsible departments. The process is supported by transport order functionality and continues until the products are restocked, preventing stockouts and delays in fulfilling customer orders.

The functionality enables users to monitor inventory levels and manually initiate the replenishment process within the Bitrix24 system. Integration with the IMPULS (Forterro) system ensures synchronization of current inventory data.

Benefits Summary:

Manual Control: The user decides when to trigger the replenishment process.
Transparency: Information about stockouts is instantly available in Bitrix24.
Efficient Communication: By assigning deals and sending notifications, the responsible person can quickly respond to stock shortages.
Data Synchronization: Current inventory levels are always reflected in Bitrix24 thanks to the integration with IMPULS.

Product Portal - Centralized Data Repository for Clients and Partners

The portal provides easy access to up-to-date product and marketing data, supporting efficient collaboration and information flow. It is integrated with the product repository, enabling automatic content updates and ensuring real-time consistency of information.
The portal is also integrated with the product database in the Wisebase system.

Expanding the ERP System: The Key to Efficiency and Savings

Expanding the ERP system with dedicated tools, automated processes, and mechanisms that improve communication and data flow proved to be a crucial step in optimizing business operations. With the implemented solution, the company gained not only a central product data repository but also effectively automated key processes such as product information management, inventory monitoring, and collaboration with marketing and logistics departments.

Importantly, the project resulted in significant savings compared to traditional ERP module implementations, which, without programming work, would not be able to cover all required functionalities. The customized tools, integration with existing systems, and advanced process automation enabled not only the reduction of operational costs but also better resource utilization and improved work efficiency.

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