This case study shows how Hachette Collection Japan streamlined procurement, inventory, and finance by implementing Odoo ERP with Portcities. Moving from outdated systems to a unified platform, HCJ achieved enhanced efficiency and a foundation for scalable operations across Japan, Taiwan, and Hong Kong.
Company Name: Hachette Collections Japan
Industry: Publishing (Partworks & Collectibles)
Location: Tokyo, Japan
Company Size: Small-scale company (50-100 employees)
Current Scale: Japanese subsidiary of Hachette Livre, specializing in partwork publishing for Japan, Taiwan, and Hong Kong since 2003
Time of Implementation:
24 weeks (21 weeks for implementation + 3 weeks of Hypercare)
Systems Implemented: Purchase, Inventory, Invoicing, Accounting, Custom Product Collection Module
Hachette Collection Japan (HCJ), a Tokyo-based subsidiary of the globally renowned Hachette Livre, specializes in niche partwork collections. From intricate model kits and quilting crafts to serialized DVDs, these weekly or monthly releases are cherished by hobbyists and collectors across Japan, Taiwan, and Hong Kong.
However, managing this complex operation relied heavily on outdated systems. Inventory was tracked in sprawling spreadsheets, procurement involved manual purchase orders, and accounting was fragmented across Excel and external platforms.
As HCJ's business grew, these inefficiencies became increasingly risky and unmanageable. Recognizing the unsustainability of their legacy tools, HCJ sought a modern solution from Portcities, making Odoo ERP the cornerstone of their operational transformation.
When Spreadsheets Become a Bottleneck…
HCJ’s reliance on manual workflows and disconnected tools was slowing them down in critical areas:
- Order and inventory tracking were done in Excel, with no centralized database for suppliers or products.
- Stock updates between warehouses were inconsistent and delayed.
- Procurement was manual and error-prone, with POs and invoices created in separate systems.
- Editorial and collection planning lacked structure, often relying on versioned spreadsheets.
- Financial reporting required constant reconciliation, consuming time and increasing error risk.
For a company built on serialized products and timely releases, these inefficiencies posed real threats. Missing deadlines, incorrect deliveries, and wasted production were becoming general struggles that directly impacted the bottom line.
How Portcities Tailored an Odoo ERP Ecosystem For HCJ
The project spanned 21 weeks. Portcities also provided 3 weeks of Hypercare support. Together, we designed a tailored Odoo ERP solution. It was closely aligned with HCJ's unique publishing workflows.
Each module was strategically selected or custom-built to address specific operational pain points:
- Odoo Purchase: Centralized supplier management and digitized procurement processes, minimizing errors and accelerating PO turnaround.
- Odoo Inventory: Provided real-time visibility across multiple warehouses, ensuring accurate stock levels and more efficient internal transfers.
- Custom Collection Management Module: Created exclusively for HCJ, enabling seamless management of partwork collections, including master data for collections, issues, and production BOMs.
- Odoo Invoicing & Accounting: Automated processes for billing, financial reporting in different currencies, and a unified finance system that replaced their previous scattered tools.
The Implementation Journey: Overcoming Complex Challenges
Despite the clear vision, the implementation presented several hurdles:
- Fragmented legacy data: Years of spreadsheets and manual processes had to be carefully migrated without business disruption.
- Cross-border operations: The system had to comply with regulatory and operational requirements across Japan, Taiwan, and Hong Kong.
- Pandemic-era remote deployment: Collaboration across different time zones required flexibility and strong project coordination.
- User adoption: Transitioning teams from manual to digital workflows demanded tailored training and ongoing support.
Through phased rollouts, close collaboration, and custom adaptations, Portcities ensured a smooth transition at every step.
The Results: A Transformed Publishing Operation
Post-go-live, Hachette Collection Japan quickly saw measurable operational improvements:
- Reduced Manual Labor: Automated processes minimized duplication, reduced error rates, and freed staff for higher-value work.
- Accurate, Real-Time Inventory Management: Immediate stock updates improved planning and warehouse coordination.
- Smarter Collection and Procurement Management: Teams gained better control over release schedules and material planning, reducing production waste.
- Streamlined Finance Operations: Real-time validations and reporting reduced financial close times and improved compliance.
With a centralized, cloud-based system, HCJ is now able to operate with greater speed, clarity, and confidence.
Building a Future-Ready Business with Odoo
Today, Hachette Collection Japan benefits from:
- Centralized, real-time data across all departments
- Faster decision-making powered by live reporting
- Leaner procurement and inventory management
- Improved productivity and reduced operational risk
HCJ’s transition to Odoo ERP has laid the groundwork for future growth while preserving the meticulous standards their collectors expect.
It’s Time to Rethink How Your Business Runs…
Whether you manage serialized publishing, cross-border logistics, or complex inventory networks, Odoo ERP can bring clarity and control your business needs.
Portcities is here to help you make that leap just like we did for Hachette Collection Japan.
Book your consultation and explore how we can support your digital transformation journey.