Case study / Plantation & commodities / ERP
An ERP for a plantation commodities company in Medan and Belawan. Contracts, customs documents, warehouse stock and production run in one system, with reports ready whenever an auditor asks.
01 / The problem
Where it started
PT Alpine Commodities is a subsidiary of PT Alpine Renewables, working in plantation commodities out of Medan and the port of Belawan. A lot of goods pass through its warehouses, in and out, by contract and by customs document.
That volume made audits hard, whether the auditor came from inside the group or from outside it. The company wanted every record and every movement of goods kept in one system of its own, so an audit could start from the data instead of from a stack of files.
What success had to look like
Contracts for buying and selling, numbered by the system and sent as PDF.
Export and import values entered per customs document and checked against the contract.
Stock recorded per warehouse, through production and out again.
Reports the team and the auditors can open at any time.
02 / The process
Four steps, from mapping the business to opening the reports.
Phase 01
Contracts, customs, warehouses and production, traced the way Alpine runs them.
Phase 02
Goods, currencies, storage locations, buyers, sellers and users with their roles.
Phase 03
Contracts, customs documents, warehouse and production, each reading from the same master data.
Phase 04
Internal and external reporting from the data the modules record.
03 / What we built
From the dashboard to users and roles.
01 / Dashboard
Sales and purchase value, goods in production and requests still waiting, above an inventory chart for the last 3, 6 or 12 months.
02 / Contracts
Sales and purchase contracts are built from master data. The system assigns the contract number and produces a complete offer letter as a PDF, ready to send to the buyer or seller.
03 / Customs
For each export or import document, the team and customs officers enter the goods and their value. The quantity is compared with the contract it belongs to, and any gap shows on the line.
04 / Warehouse & production
Warehouse staff record the goods each storage location holds, what goes into production and what comes out. A stock count sits beside the system balance, so a difference is visible before anyone reports it.
05 / Reports
Movements in and out, goods in production and contract history come out of the same data the teams enter every day, for any period, as PDF or Excel.
06 / Master data
Goods, currencies, storage locations, buyers and sellers are kept once and reused by contracts, customs documents and the warehouse.
07 / Users & roles
Every user has a role, and each role has its own permissions, so warehouse staff, the export team and management only open the data that is theirs to see.
Screens recreated for this case study with sample data. Buyer names and figures are fictional.
04 / Results
Audit, contracts, stock and management, with everything in one system.
BeforeA high volume of goods that made internal and external audits hard.
NowThe system records every entry, so auditors from inside or outside the group work from one source.
NowContract numbers and offer letters are generated automatically, for buying and for selling.
NowStaff check the actual quantity in a warehouse against the system, and a difference shows up straight away.
NowManagement reads stock positions from the reports instead of waiting on each warehouse to send one.
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