In this case study, we explore how PT. Athena Royal Kosmetika (ARK), a 400-employee cosmetic manufacturer, overcame slow systems and disconnected data with Odoo ERP. Through our 3-month implementation, ARK achieved integrated operations, accurate reporting, and faster decision-making capabilities.
- Company Name:PT. Athena Royal Kosmetika
- Industry: Cosmetic Manufacturing
- Location: Bogor, Indonesia
- Company Size: Medium scale company (400 employees)
- Current Scale:National-scale cosmetic and skincare manufacturing company since 2017
- Time of Implementation: 3 months (starting July 2024)
- Systems Implemented: Sales, Purchase, Inventory, Accounting, Manufacturing
As a national-scale cosmetic and skincare manufacturer with medium scale, PT. Athena Royal Kosmetika (ARK) faced inefficiencies in sales, inventory, and accounting that were slowing down their operations.
Clearly, they had outgrown their existing systems—the previous software failed to meet user expectations, and sluggish performance made daily tasks frustrating. Reports lacked accuracy, and data flow between departments was disjointed, making it challenging to maintain a clear overview of the business.
With Portcities’ expertise in Odoo ERP implementation, ARK finally overcame these challenges. By integrating a fully customized, cloud-based Odoo system, we helped ARK streamline operations, optimize inventory, and gain real-time insights—empowering them to scale efficiently.
A Leap Into Digitalization
In mid-2024, ARK partnered with Portcities to implement Odoo, aiming for a seamless digital transformation.
The project covered core business functions:
- Sales & Purchase – Automated workflows for smoother transactions
- Inventory & Manufacturing – Real-time tracking for optimized production
- Accounting – Custom reporting and integrated financial management
The goal was ambitious but clear: replace disconnected systems with a unified ERP platform that could serve as a single source of truth across all departments, eliminating inefficiencies and providing real-time visibility into operations.
The Challenge: A System That Couldn’t Keep Up With Their Needs
ARK’s outdated system wasn’t just slow—it was holding them back. Their teams struggled with:
- Slow system performance – Daily operations were frustratingly sluggish, impacting productivity.
- Disconnected data – Sales, inventory, and finance lacked real-time integration, causing inefficiencies.
- Inaccurate reporting – Financial reports required constant manual adjustments, increasing workload and errors.
- Accounting report misalignment – Standard reports didn’t fit ARK’s business model, making it hard to track transactions.
- Data migration complexities – Transferring historical data across departments was a critical challenge.
For a company growing as rapidly as ARK, these weren't minor inconveniences—they represented existential threats to the business's ability to scale. Every manual reconciliation, every delayed inventory update, and every disconnected data point was a barrier to their vision of becoming a leading cosmetic manufacturer in Indonesia.
Portcities Solution: Converting Their System to A Fully Integrated Odoo ERP
ARK knew they needed a change, but transitioning to a new ERP system was no small feat. They needed a solution that could fix their existing inefficiencies and grow their business. That’s where Portcities stepped in.
Over the course of three months, we worked closely with ARK to implement a cloud-based Odoo ERP, focusing on performance, automation, and usability. With a structured approach, their operations transformed into a more streamlined and efficient system:
- Seamless Sales & Inventory Management
Sales and purchase orders now flow effortlessly between departments, ensuring accurate stock levels and timely replenishments—eliminating the guesswork and delays that once slowed them down.
- Manufacturing Optimization
ARK's production planning became more precise with the integration of the Work Center and the BOM (Bill of Materials). Material needs are now automatically linked to purchase requests, ensuring a smoother, uninterrupted manufacturing process.
- Financial Accuracy & Custom Reports
ARK’s accounting team no longer struggles with manual reconciliations or scattered data. With real-time insights into journals, COA, and payment histories, they now have a clear, accurate financial picture. A custom invoice template was developed to match their business needs.
- Cloud-Based Reliability
Hosted on run-Odoo.com by Portcities, ARK’s system is now secure, scalable, and always available, ensuring zero downtime for its critical operations.
The implementation process itself was a testament to Portcities' expertise.
Starting in July 2024, we used a structured methodology that minimized business disruption while carefully migrating critical data.
We completed the entire transformation in just three months without compromising ARK's day-to-day operations by breaking the project into focused phases and providing targeted training for each department.
Measurable Impact in Just 3 Months
Once Odoo was fully operational, the improvements were immediate and undeniable:
1. Creation of A Single Source of Truth
Every department now works with fully integrated data, eliminating discrepancies and miscommunication.
2. Smoother & More Efficient Operations
Production flows became more structured, and inventory management became far more accurate and responsive.
3. Faster, Data-Driven Decisions
With real-time reports and centralized insights, ARK’s leadership can make informed decisions immediately.
But the transformation didn’t stop at go-live. Portcities continues to provide ongoing support, ensuring ARK’s system evolves alongside its business growth.
For ARK's management team, the impact went beyond technology—it represented a fundamental shift in how they approach their business. With data-driven insights replacing guesswork, departments now collaborate more effectively through a shared understanding of operations.
And what does ARK think about the implementation?
"Odoo has significantly improved our production efficiency and given us better control over inventory management"
Luthfie Rachman • a Supervisor & Technical Information Support
Is It Time for Your Digital Transformation?
ARK’s journey proves that the right ERP system doesn’t just fix inefficiencies—it empowers businesses to scale and thrive.
By partnering with Portcities to implement Odoo ERP, ARK transformed from a company struggling with system limitations to one positioned for sustainable growth.
Curious about how Odoo can drive growth for your business?
Let’s talk with our experts! You can visit portcities.net/r/contact to start your digital transformation today!