About World Wine Company Ltd.

World Wine Company Ltd. (RTG) is a dynamic Vietnamese distributor specializing in premium wines from Chile, France, and Italy, as well as Korean wines, spirits, and fruit juices. The company has established itself as a leading player in the industry, with PASSION – Wine of Chile as its flagship brand that laid the foundation for its success. With a team of over 100 employees, RTG continues to grow while navigating the operational complexities of wholesale and distribution in the fast-moving beverage sector.

Despite its growth, RTG faced significant operational challenges—particularly in managing human resources, inventory, and finances—largely due to reliance on manual processes and scattered data managed through Google Sheets.

The Challenges

RTG’s operations were hindered by the lack of an integrated business management system, leading to several key issues:

• Sales Management Inefficiencies:
  Using Google Sheets to manage customer orders and transactions resulted in missed follow-ups, poor debt control, and low conversion rates—directly impacting revenue and customer satisfaction.
• Inventory Complexity:
  With a diverse product portfolio, including wines that require batch and expiry date tracking, inventory management was error-prone and inefficient. The lack of automation increased storage costs and the risk of product spoilage.
• Limited Sales Visibility Across Channels:
  RTG’s sales span multiple channels—online, traditional trade (GT), modern trade (MT), and in-store. Without a centralized system, tracking real-time sales and inventory became nearly impossible, disrupting supply chain planning and leading to stockouts.
• Fragmented Accounting Tools:
  RTG used MISA software for accounting, which lacked scalability, mobile access, and integration with other departments—creating roadblocks in financial monitoring and overall performance.

These operational limitations drove RTG to seek a more powerful, flexible solution—leading to the adoption of ERPNext under the guidance of MBW Digital’s expert consulting team.

The ERPNext Transformation

To address these challenges, RTG implemented ERPNext to digitize and streamline all business operations. The benefits were immediate and wide-ranging:

Sales Management

• End-to-end order processing, including order creation, return handling, and status tracking
• Integration of price lists and promotions to boost competitiveness and support the sales team

Purchasing

• Streamlined procurement from order placement to goods receipt and quality inspection

Warehouse Management

• Real-time inventory updates and automated warehouse operations via ERPNext’s WMS (Warehouse Management System)
• Batch and expiry tracking to ensure proper stock rotation and reduce waste

CRM (Customer Relationship Management)

• Centralized customer database with transaction histories and customer care tracking
• Improved loyalty and service quality through better engagement

Finance & Accounting

• Automated payment recording and reduced accounting errors
• Real-time debt tracking and cash flow monitoring
• Integration of discount and promotion rules for accurate financial reporting
• Continued use of MISA for specific accounting tasks, complemented by ERPNext’s mobile access

Manufacturing (for future scalability)

• Production Planning: Based on sales forecasts, orders, and raw material availability
• Progress Tracking: Real-time updates from raw material intake to final output
• Material Management: Accurate monitoring of raw material flow
• Quality Control: Embedded quality checks at each stage
• Performance Reports: Insight into machine usage, labor efficiency, and production costs

The Impact

Enhanced Operational Efficiency

By introducing a role-based authorization system, RTG now monitors promotions with accountability, eliminating unauthorized gift issuance. All import/export activities are logged and traceable, supporting improved compliance and oversight.

Smarter Warehouse Management

ERPNext’s WMS brought precise stock tracking and automation to warehouse operations, minimizing losses and stock discrepancies.

Stronger Sales & Debt Oversight

Integrated pricing, discount structures, and real-time payment tracking have empowered the sales team and minimized financial risk.

Data-Driven, Unified Operations

ERPNext has connected all departments with real-time, integrated data—ensuring consistent reporting and high traceability. The mobile version gives RTG flexibility, allowing it to run ERP functions alongside MISA for comprehensive financial management.

Conclusion

World Wine Company Ltd. has successfully transitioned from fragmented, manual processes to a centralized, data-driven operation with ERPNext. This digital transformation not only solved RTG’s pressing challenges but also set a solid foundation for scalable, efficient, and resilient growth in Vietnam’s competitive beverage market.