Project Overview
Overview
Client
Full NameBaccarat Far East Limited
Founded1764 (luxury French crystal)
CodeBAC
CRM Lead#2378 — WON 🏆
Contract Signed2026-02-26
Signed byClément Brunet-Moret (CEO APAC)
Project
ObjectiveReplace ESPOS ERP with Odoo 19 Enterprise
Previous PartnerRecreate Systems Limited (failed — never went live)
New IntegratorMajorbird (took over)
HostingNot Odoo.sh — TBD (Blocker)
Licenses~60 Odoo Enterprise (existing)
HQ Address
14/F Printing House
No.6 Duddell Street
Central, Hong Kong
Legal Entities
| Entity | Company Name | Currency | Phase |
|---|---|---|---|
| Hong Kong | Baccarat Far East Ltd | HKD | Phase 1 |
| Singapore | Baccarat Pacific Pte Ltd | SGD | Phase 3 |
| China | Baccarat Shanghai Trading Co. | CNY | Phase 2 |
Baccarat Team
| Role | Name | Contact | Location |
|---|---|---|---|
| CEO APAC (Sponsor) | Clément Brunet-Moret | — | HK |
| Project Manager | Jérémy Fajerwerg | jeremy.fajerwerg@baccarat.fr | HK |
| eCommerce Manager | Ivan Ma | — | HK |
| Finance HK (Approvals) | Caroline Ragnotti | Approves payments online | HK |
| Finance HK | Connie | — | HK |
| Finance HK | Eric | — | HK |
| Operations / Merchandising | Phoebe | — | HK |
| Store Manager (Landmark Prince) | Jan Chan | — | HK |
Majorbird Team
| Role | Name | |
|---|---|---|
| Sponsor / Director | Benoit Lavorata | bl@majorbird.com |
| Project Manager | Frank Zhang | fz@majorbird.com |
| Sr. Functional Consultant | Hui Cai | hc@majorbird.com |
| Technical Lead | Viet Ngo | vn@majorbird.com |
| Financial Expert | Li Zhang | — |
Key Systems Landscape
ERP (Replacing)
ESPOS (Tech-Trans) — Legacy system being decommissioned. System never went live with previous partner.
New ERP
Odoo 19 Enterprise — All 3 entities. Not hosted on Odoo.sh. Hosting provider TBD.
eCommerce
SFCC (Salesforce Commerce Cloud) — Operated by France HQ. API sync every 30 min to Odoo.
Baozun — China eCommerce OMS (Tmall, JD, Xiaohongshu, WeChat Mini-Program)
Payments
- HK + SG: Adyen
- CN: ICBC / WeChat Pay / Alipay
- ION SG: Capitaland Voucher
- MBS SG: MBS Redeem/Voucher
- HK: EPS, Pay by Link
- SOGO: SOGO Card
3PL & Warehouses
- BEL — HK eCommerce WH (Yuen Long)
- Main WH: BEL Kwai Chung
- Bonded WH (CN, legally under HK)
- Unbonded domestic WH (CN)
POS Locations (11 total)
- HK ×3: Landmark Prince, IFC, Pacific Place
- CN ×5 (Phase 2)
- SG ×3: incl. ION, MBS (Phase 3)
Phase 1
Phase 1: Hong Kong
1–3
Months
3
Go-Live Month
250h
Allocated Hours
🟡
In Progress
Scope
eCommerce
- Order reception from France (SFCC → Odoo API every 30 min)
- eCommerce fulfillment workflow
- Shipping/tracking sync back to SFCC
- Markets: HK, SG, AU, KR
- Incoterms: DDP (all international)
- Carriers: FedEx (international), SF Express (local)
POS (3 HK Locations)
- Landmark Prince (Central)
- IFC
- Pacific Place
Warehouses
- Main WH: BEL Kwai Chung
- eCommerce WH: BEL Yuen Long
Accounting (Basic)
- B2B invoicing + distributor dropship
- Billing, bank reconciliation
- Multi-currency (EUR, JPY, USD, AUD, KRW)
- Landed costs: France→HK +1%
Other
- Engraving process (3rd-party supplier)
- Re-implementation of core custom modules
- GR cost formula: Asia Transfer USD × 7.8 × 1.015 = HKD
Go-Live Criteria
- All blocking/major bugs resolved
- UAT signed off by Baccarat PM (Jérémy Fajerwerg)
- Documentation published
- Data migration validated
eCommerce Daily Workflow (8 Steps)
1
Export orders from SFCC (status = Open) each morning
2
Create 4 documents: eInvoice (Excel), Commercial Invoice, Gift message (PDF), 3PL Excel
3
Send daily summary email to BEL + Operations before 11:00 Mon–Fri
4
BEL sends back shipping label (FedEx international / SF Express local)
5
Ivan sends customer email manually with eInvoice attached
6
Send email to Finance + Operations (triggers back-office workflow)
7
Update tracking in SFCC → SFCC sends delivery confirmation to customer
8
(Future / Odoo) Auto-pull tracking from Odoo every 15 min when picking is done
Order Types: Standard | Pre-Order (wait for stock) | Engraving (personalisation)
GWP on Commercial Invoice: $1 | GWP on eInvoice: $0 | Shopping Bag: HK government levy — line item on SO
GWP on Commercial Invoice: $1 | GWP on eInvoice: $0 | Shopping Bag: HK government levy — line item on SO
POS Features
Sessions & Staff
- Cashier switching mid-session (cashier ≠ salesperson)
- Foot traffic mandatory at close (0–99)
- 14 predefined purchase occasions
Deposit Orders (Lay-Away)
- Out-of-stock items
- Engraving orders
- HQ orders
- ~300 open deposits to migrate
Payment Methods
- Cash, Visa, MC, Amex, UnionPay
- Apple Pay, JCB
- EPS (HK only)
- Pay by Link (HK + SG)
- SOGO Card (SOGO only)
- Alipay, WeChat Pay
- Adyen integration (HK + SG)
- China: manual recording only
Loyalty Program
- HKD spend tracked over 730 days
- Tier 0: 0% discount
- Tier 1: 5% discount
- Tier 2: 10% discount
- Tier 3: 10% + limited editions
Discounts
- Max 30% without manager approval
- Time-limited promotions
- Shareholder: 45% discount
- Line-by-line per SKU
Gift Cards
- Redemption at POS
- No cash refunds on gift cards
Products
Total SKUs~5,000–6,000 records (active + inactive)
VariantsNone — each SKU is a standalone product
PIMLocked fields synced from Syndigo (France HQ)
Product NumberConfirm if HQ number = serial number (Action #8)
Pricelists
| Pricelist | Currency | Notes |
|---|---|---|
| Retail HK | HKD | Standard retail |
| Wholesale Asia | USD | B2B / wholesale |
| Lane Crawford | HKD | -50% off retail |
| WS with 10% discount | — | Wholesale tier |
| WS with 23% discount | — | Wholesale tier |
Contacts & CRM
Total Contacts20,000+ records
To Import10,000–15,000 (3-year activity filter)
ERP ID FormatC + YYMM + 00001 (5-digit, resets monthly, UTC+8)
| Category | Sub-types |
|---|---|
| BtoC | Anonymous, Client, Employee, Partner |
| BtoB | A&D, Corporate, Business Introducer |
Phase 2 — Triggered by Phase 1 Success
Phase 2: China
CN
Entity
5
POS Locations
CNY
Currency
◯
Pending
Scope
China eCommerce
- Baozun OMS sync
- Tmall
- JD
- Xiaohongshu
- WeChat Mini-Program
Warehouses
- Bonded Warehouse (legally under HK, operationally managed by CN)
- Unbonded domestic warehouse
Compliance
- China GAAP accounting
- Fapiao mandatory (type + service provider TBC by client)
- Data flow chart for Chinese customer data (auditors)
Payments (China)
- WeChat Pay via bank terminals
- Alipay via bank terminals
- Manual recording in Odoo (no hardware integration)
Inventory & Landed Costs
Valuation Method: AVCO (Average Cost) — global across all 3 entities
Bonded WH flow: France → HK Bonded → China
Landed Cost (CN Bonded): +10% (Customs ~7% + Agent 4.2% + Other)
GR Cost Formula (China): Product Cost (RMB) + Customs Duties (~7%) + Agent Service Charge (4.2%)
Note: Discrepancy to resolve — Benoit notes 10% / Frank notes 2.6% (Action #10)
Bonded WH flow: France → HK Bonded → China
Landed Cost (CN Bonded): +10% (Customs ~7% + Agent 4.2% + Other)
GR Cost Formula (China): Product Cost (RMB) + Customs Duties (~7%) + Agent Service Charge (4.2%)
Note: Discrepancy to resolve — Benoit notes 10% / Frank notes 2.6% (Action #10)
China Import Duty Rates
| HS Code | Category | Duty Rate |
|---|---|---|
| 7013.xx | Glassware | 7% |
| 9405.19 | Lighting | 5% |
| 9405.29 | Lighting | 10% |
| 9405.99 | Lighting | 8% |
| 9105.91 | Clocks | 15% |
Phase 3 — Triggered by Phase 2 Success
Phase 3: Singapore
SG
Entity
3
POS Locations
SGD
Currency
◯
Pending
Scope
Operations
- Singapore POS: 3 locations (incl. ION, MBS)
- Singapore warehouse + office storage
- Regional consolidation reporting
Accounting
- GST 9% (included in pricing)
- GST No.: 199607132N
- Intercompany: HK → SG
- Landed cost France→SG: +1.3%
Payments (SG specific)
- Adyen (HK + SG)
- Capitaland Voucher (ION SG only)
- MBS Redeem/Voucher (MBS SG only)
- Pay by Link (HK + SG)
Notes
Singapore is the smallest entity. No independent Marketing or HR — managed centrally from HK.
SG + CN combined estimate: 350–400 hours, 6–8 months post-HK go-live (Action #18).
Meeting Notes
Kickoff Notes — 2026-03-12
Location: Baccarat HK, 14/F Printing House, Central, Hong Kong |
Format: Full Day (6 Sessions) |
Date: 12 March 2026
Session 1 — Finance Analysis (10:00)
Accounts Payable & Chart of Accounts
- Merge supplier accounts into ONE AP account
- Use extra dimensions (analytics/tags) for tracking
- Merge regional accounts
Landed Costs Confirmed
- France → HK: +1%
- France → SG: +1.3%
- France → CN Bonded: +10% (discrepancy — see Action #10)
Inventory
- AVCO (Average Cost) — global across all entities
- Cost Centers: Per store (Front Office)
- Back Office: GM, Marketing, Warehouse
Delivery vs Invoice Date
- Drop-ship model, weekly batches
- Landed cost MUST be added BEFORE goods issue
- Partial POs common (factory production)
Multi-Currency
- EUR, JPY, USD, AUD, KRW
- ECB rates — fixed by France HQ monthly
Document Standards
- Font: Arial / Sans-Serif
- Chinese for CN entities
- English for HK / SG / overseas
- Currency shown on all documents
Pain Points Identified: Manual Excel-based accounting, HSBC reconciliation painful, GL linked to source docs urgently needed
Session 2 — eCommerce (11:00)
Key Contact: Ivan Ma (eCommerce Manager HK)
Clarification from Madeleine: OMS = SFCC | Legacy ERP = ESPOS
Engraving Fonts: notokr (Korean), paslcri (English) — HK supplier, engraver holds some stock
GWP: $1 on commercial invoice | $0 on eInvoice
Shopping Bag: HK government levy — must appear as line item on SO
Clarification from Madeleine: OMS = SFCC | Legacy ERP = ESPOS
Engraving Fonts: notokr (Korean), paslcri (English) — HK supplier, engraver holds some stock
GWP: $1 on commercial invoice | $0 on eInvoice
Shopping Bag: HK government levy — must appear as line item on SO
Current 8-step workflow detailed in Phase 1 section above. Full automation target: Step 8 (auto-pull tracking every 15 min).
Session 3 — Project Management (PM/IT, 12:00 + Lunch)
Methodology
- Monthly retainer model
- 2-week sprints
- Environments: Dev → Staging/UAT → Production
Tools & Communication
- GitLab: shared with Baccarat, SSO via Office 365
- Email: formal communications
- Teams: informal / day-to-day
Governance
- Weekly project meeting
- Monthly steering committee
Session 4 — Accounting (14:30)
Contacts: Caroline Ragnotti (Finance/Accounting lead), Connie, Eric (Finance HK)
Priority
Accounting consistency across all 3 entities — same model required.
Phase 1 Scope: Sales invoicing, payment registration, basic bank reconciliation. Full accounting transformation in later phase.
Banking
- HSBC HK: HKD, USD, EUR, RMB accounts
- HSBC China: EUR, RMB
- HSBC SG
Annual Provisions (HK)
- Office rent: HKD 1,230,000
- Accounting fee: HKD 1,200,000
- Audit fee: HKD 390,000
- 13th salary: ~HKD 380,000
China Compliance
- China GAAP mandatory
- Fapiao mandatory
- Provider TBC by client
Session 5 — Operations / Inventory (15:15–16:45)
Contact: Phoebe (Operations / Merchandising)
HQ Shipment Schedule
- Every Tuesday: Carnet XLS (LIV = ship this week, CDV = in production)
- Every Thursday: Weekly shipment folder (XLS, packed + ready)
ESPOS Back-Office Process
- HK Office imports XLS from France into ESPOS
- Goods Receipt: import item code, qty, GR cost from HQ invoice
- Partial POs: HQ ships each PO over multiple shipments
GR Formula (HK)
Asia Transfer USD × 7.8 × 1.015 = HK GR Cost (HKD)
Land cost factor is annual, advised by Finance HK.
Stock Transfers
- WH01 → Shops
- Store-to-store transfers
- TXT folder import (not manual)
- Back-dated transfers allowed
Stock Takes
- Warehouse: 2×/year (June + December)
- Shops: Quarterly cycle counts
Locations (Open)
- Macau: Stock location required
- Philippines: TBC (Action #9)
Session 6 — Store Visit: Landmark Prince (12:00)
Contact: Jan Chan (Store Manager) | Location: Landmark Prince, Central HK
Key Observation
Staff use ESPOS frontend for all transactions. Deposit orders are common (engraving + lay-away). Customer profile lookup before every transaction.
Architectural Decision Required
Blocker (Action #16): POS module vs Sales module for retail — decision required before Phase 1 configuration begins.
Contract & Pricing
Commercial Terms
Investment Summary
| Period | Hours | Discounted Price |
|---|---|---|
| Month 1 | 100h | USD 6,375 |
| Month 2 | 100h | USD 6,375 |
| Month 3 | 50h | USD 3,570 |
| Month 4+ | 50h/mo | USD 3,570/mo |
| Initial Total (Phase 1) | 250h | USD 16,320 |
Discount15% new customer discount applied
Effective RateUSD 63.75/hr (at 100h+ level, after 15% discount)
Min Commitment200 billable hours/year
CapacityUp to 100h/mo until go-live, then 50h/mo
Licenses~60 existing Odoo Enterprise licenses (no additional cost)
HostingBaccarat contracts directly with hosting provider
SLA — Service Level Agreement
| Priority | Time to Operator (TTO) | Resolution Time |
|---|---|---|
| Critical (P1) | ≤2 covered hours | ≤24 hours |
| Major (P2) | ≤4 covered hours | ≤72 hours |
| Minor (P3) | — | Next business day |
Coverage Hours: Daily 09:30–22:30 HKT (Hong Kong Time)
SLO Rewards & Penalties (Quarterly)
Rewards
- ≥95% P1+P2 resolved on time: +3%
- No P1 reopened: +2%
- RCA delivered for all P1 within 5 days: +1%
Penalties
- >10% P1 TTO breaches: -3%
- >30% P2 TTO breaches: -2%
- ≥2 P1 TTO breaches same root cause: -1%
Payment Terms & Key Contract Terms
Payment Terms
- First invoice: 100h advance on signature
- Subsequent: Monthly in arrears, Net 30
- Termination: 60 days written notice
- (Accepted from proposal's 30 days)
Key Contract Provisions
- Proposal prevails over Service Contract in conflicts
- English version prevails over Chinese
- All custom code, data, infrastructure owned by Baccarat
- GitLab shared with Baccarat at all times
Action Items
Open Actions
| # | Action | Owner | Timeline | Status |
|---|---|---|---|---|
| 1 | Confirm deal value (CRM €60K vs proposal USD ~€50K) | Benoit | Urgent | ⚠ Open |
| 2 | Issue first invoice (100h advance) | Leah | Urgent | ⏳ Pending |
| 3 | Get France eCommerce API docs from Ivan Ma | Frank | Week 1 | 🔄 In Progress |
| 4 | Singapore Chart of Accounts from Caroline Ragnotti | Hui | Week 2 | 📋 Todo |
| 5 | Data export columns — Finance exports access | Benoit | Week 1 | 📋 Todo |
| 6 | Excel recap template from Phoebe (France Tuesday replenishment) | Frank | Week 1 | 📋 Todo |
| 7 | Product cost: by warehouse vs. by company entity — decision required | Hui | Week 2 | 📋 Todo |
| 8 | Confirm HQ product number = serial number? | Frank | Week 2 | 📋 Todo |
| 9 | Confirm Macau + Philippines stock location requirements | Frank | Week 2 | 📋 Todo |
| 10 | Reconcile bonded WH landed cost: Benoit notes 10% / Frank notes 2.6% | Finance | Week 2 | ⚠ Discrepancy |
| 11 | Hosting decision: Odoo.sh SG vs Alibaba Cloud | Clément / Jeremy | Before Month 1 | 🔴 Blocker |
| 12 | Migration data files (~300 open deposits, ~100 POs, opening stock) | Baccarat Ops/Finance | Week 3–4 | 📋 Todo |
| 13 | Master product data from France HQ | France HQ | Month 1 | 📋 Todo |
| 14 | Data flow chart for Chinese customer data (Baccarat auditors) | Frank | Week 2 | 📋 Todo |
| 15 | Subdomain list (odoo-prd/stg/ngx/ptn) to Baccarat IT | Frank | Week 1 | 📋 Todo |
| 16 | POS vs Sales module architectural decision | Frank / Hui | Before Phase 1 config | 🔴 Blocker |
| 17 | Start eCommerce setup with Jeremy’s HK team | Frank / Hui | Early March | 🔄 In Progress |
| 18 | SG + CN hour estimate (350–400h, 6–8mo post-HK) | Benoit | Week 2 | 📋 Todo |
Documents & References
Downloads
Project Documents
BAC_Kickoff_Notes_2026-03-12.docx
Full kickoff meeting notes — all 6 sessions (Finance, eCommerce, PM/IT, Accounting, Operations, Store Visit). Held 12 March 2026, Baccarat HK.
BAC_Workshop_Guide_March12_2026.docx
Pre-meeting question guide — 6 sessions. Prepared by Majorbird to structure the kickoff workshop agenda.
Specification Files (Server Reference)
01Overview & System Requirements
02Contacts & CRM
03Products & Catalog
04POS & Retail Sales
05E-Commerce (Excl. China)
06Gift Cards & Terms
07ESPOS Legacy Operations
08Accounting & Finance Data
09Document Templates
10Chart of Accounts
11Proposal & Commercial Terms