p–ISSN: 2723 - 6609 e-ISSN: 2745-5254

Vol. 5, No. 9 September 2024 http://jist.publikasiindonesia.id/

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3386

Integrated Application for Optimizing Budget Management

and Procurement of Consumables in Laboratories in

Educational Institutions Using Odoo

Vanya Syalmah

, Umar Yunan Kurnia Septo Hediyanto

, Taufiq Maulana

Firdaus

Universitas Telkom, Bandung, Indonesia

Email: [email protected]

[email protected]

, [email protected]

ABSTRACT

Keywords: laboratory;

budget; consumables;

enterprise resource

planning; odoo.

Laboratory management in Educational Institutions is

important to support students' practical learning because

laboratories are a means for students to delve into the material

directly. An important aspect of laboratory management is

budget management and consumables. Not a few Educational

Institutions use spreadsheets to manage the budget and

procurement of Consumables, which are often inefficient and

poorly integrated. These limitations make it difficult to

monitor budgets and the status of goods requests in real-time,

hinder transparency, and increase the risk of human error,

which can ultimately reduce accountability in laboratory

management. This research aims to develop a more

integrated budget management and procurement system for

Consumables using Enterprise Resource Planning (ERP)

with Odoo software, involving the Accounting and Purchase

modules. The QuickStart method is used to ensure smooth

implementation by actively involving users throughout the

development cycle. This system includes budget creation and

monitoring, purchase order creation, and validation of goods

received. The results of the Black Box Testing and Expert

Judgement show that the developed system has met all the

testing objectives, although improvements are still needed,

such as the addition of graphs for budget visualization. The

implementation of this system is expected to increase

transparency and accountability in budget management and

procurement of consumables in educational institutions.

Introduction

Educational institutions have an important role in improving students' knowledge

and skills through the use of various learning methods, both theoretical and practical. One

of the important elements in this process is the laboratory, which serves as a means to

delve into the material firsthand (Hardianti & Guntur, 2021). A laboratory is a place

where students are trained to develop their skills through practice, demonstration,

Integrated Application for Optimizing Budget Management and Procurement of

Consumables in Laboratories in Educational Institutions Using Odoo

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3387

experimentation, research, and scientific development. All activities carried out in the

laboratory such as practicum, observation, research, and development of learning models,

are carried out to support teaching and learning activities (Riyadi, 2019).

For activities in the laboratory to run smoothly, a laboratory unit was formed that

is responsible for the overall management of the laboratory, including the management

of budgets, laboratory assets, and consumables (BHP), as well as supervision of every

activity carried out. (Ramadhani, 2020).

Laboratory management in Educational Institutions is very important to support the

learning process. One of the most important aspects is budget management and

Consumables. Not a few educational institutions today use simple software such as

Spreadsheet for this management. (Furqorina, Triandika, Syarif, Mahardika, &

Wulandari, 2023). However, this becomes inefficient, as Spreadsheet has weaknesses,

especially in terms of data integration that makes it difficult to monitor budgets and the

status of Consumable requests. real-time (Astutik & Muzakkir, 2020).

The problems that are often faced include the inability to recap data consistently

due to limited time in the procurement process. This results in difficulties in monitoring

the status of goods requests, whether they are still in process, have been completed, or

have not been processed at all. In addition, Spreadsheet does not have an adequate

integrated system, so if there are any unrecorded data gaps, then it is difficult to keep

track of them. Unable to keep track of who requested goods, lack of alerts against

deadlines for item requests, and prone to human error. This can result in inaccuracies in

budget management and recording of the procurement of Consumables. These limitations

not only reduce efficiency but also hinder transparency and accountability in laboratory

management.

To increase transparency and accountability in laboratory management, educational

institutions need to implement a more sophisticated and integrated system. The system

must be able to record every transaction and request for goods in real time so that all

interested parties can easily access information related to budget management and

procurement of Consumables. Therefore, the implementation of Enterprise Resource

Planning (ERP) technology and supporting applications such as Odoo is needed.

Table 1

System Implementation

Scientific

Definition

Linkages

Enterprise

Resource

Planning

(ERP)

An information system model

that allows an organization to

automate and integrate its key

business processes. ERP is

designed to support a wide range

of enterprise functions, allowing

companies to operate more

efficiently (Nur Wulandari Dewi

Ayu, Anggraeni Sita, & Simon,

2020).

ERP provides an adequate

integrated system, can record

every transaction and request for

goods in real-time, can track who

requests goods, and provide

alerts against deadlines for

requests for goods.

Software Odoo

Platform open source designed

for business purposes, offering

Odoo provides modules that suit

the needs of laboratory

Vanya Syalmah, Umar Yunan Kurnia Septo Hediyanto, Taufiq Maulana Firdaus

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3388

integrated modules that can be

tailored to the specific needs of

the Company (Suminten, 2019).

management, allow for better

integration of data between

modules, are user-friendly and

accessible online, and enable

collaboration between users.

One of the methods that can be used to implement software Odoo is the QuickStart

method. This method aims to ensure a smooth implementation process by involving users

actively throughout the development cycle. This method allows users to provide input as

well as understand the system developed. (Rahmi, 2021).

This research is different from previous research that only focused on ERP

implementation in general. This research develops an Odoo-based budget management

and Consumables procurement system with the QuickStart method, providing a practical

solution for many Educational Institutions. The implementation of the Accounting and

Purchase module is expected to overcome the limitations of management that still uses

Spreadsheets and improve the efficiency of budget management and procurement of

Consumables.

Research Methods

Figure 1 is a diagram of the research systematics that illustrates the differences of

each activity. The systematics of this study has four different stages of activity, including;

The first stage, Strategic Planning the stage of analyzing current business processes to be

used as a reference for implementation. The second stage, Business Analysis is the stage

of analyzing the current business process before starting development. The third stage,

Gap Analysis is a stage of comparing current business processes with those proposed for

improvement. The fourth stage, Testing as the stage ensures the development of

configurations and testing by the objectives.

Integrated Application for Optimizing Budget Management and Procurement of

Consumables in Laboratories in Educational Institutions Using Odoo

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3389

Figure 1 Research Systematics

QuickStart Method

QuickStart is one of the methods that can be applied to implement software Odoo.

This method is designed to ensure that the implementation process is carried out

comprehensively. (Indriyani, Budiono, & Witjaksono, 2021). Based on Figure 2, there

are four stages in the QuickStart. The first stage is a kick-off call to identify the needs of

stakeholders. The second analysis is to identify existing business processes as a reference

for targeting. Third configuration Conduct a review of the flow of the Odoo system

according to specific needs based on the gaps analysis that has been done. Fourth

production focuses on application implementation including installation and

configuration that has been developed and tested. (Nafianto, Puspitasari, & Saputra,

2019).

Figure 2 Stages of Methodology

Black Box Testing

Black Box Testing is a test method that verifies the results of application execution

based on test data input, to ensure that the functionality of the application is by the set

requirements. (Febrian, Ramadhan, Faisal, & Saifudin, 2020). Three stages are carried

out, namely; making a test case for testing functions, creating a test case to test the

suitability of the program's functions to the needs and demands of users, and searching

for bugs/errors. (Siagian, 2019).

Vanya Syalmah, Umar Yunan Kurnia Septo Hediyanto, Taufiq Maulana Firdaus

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3390

Figure 3 Black Box Testing

The method used in this Black Box Testing is Equivalence Partitions. The

Equivalence Partitions method is a testing technique that is carried out based on input

data on each form in the performance appraisal information system. In this method, each

input menu is tested and grouped according to its function to determine whether the

results are appropriate or not as expected. (Trengginaz & Yusup, 2020).

Expert Judgement

Expert Judgement is a testing method to collect information from experts. By

utilizing the assessment of experts, it is possible to obtain views and advice from

individuals who have specialized knowledge in a particular field, which can help in the

decision-making process. (Stander, Cohen, Harrison, & Broadhurst, 2023).

The scale that will be used in the Expert Judgement of this research is the Likert

Scale. The Likert scale is a psychometric scale that is commonly used in questionnaires

and is the most widely used scale in survey research. (Taluke, Lakat, Sembel, Mangrove,

& Bahwa, 2019). The following is a table of the accumulator index Expert Judgement.

The following is a table of the accumulator index Expert Judgement.

Table 2

Likert Scale

Score

Assessment Scale

Excellent

Good

Pretty Good

Bad

Very Bad

Results and Discussion

At this stage, an analysis of laboratory needs in educational institutions related to

research on the configuration of budget management systems for the procurement of

consumables is carried out.

Strategic Planning

Strategic Planning shows that many Educational Institutions currently use

Spreadsheets to manage budgets and procurement of Consumables, but the data is not yet

integrated.

Table 3

Strategic Planning

Milieu

Development

Basic Knowledge

Already using Spreadsheet for

budget management and

Implementation of the

Enterprise Resource Planning

(ERP) system for budget

Enterprise Resource

Planning (ERP).

Accounting system design.

Integrated Application for Optimizing Budget Management and Procurement of

Consumables in Laboratories in Educational Institutions Using Odoo

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3391

procurement of Consumables.

However, the system does not

yet have adequate integration

with other modules.

management for the

procurement of Consumables

using Odoo 15.0 software.

Purchase system design.

Based on Table 3, a system is needed that can integrate budget management and

procurement of consumables, such as the implementation of an Enterprise Resource

Planning (ERP) system using Odoo 15.0. As well as a basic understanding of ERP

processes and systems, an Accounting module for budget management, and a Purchase

module for the procurement of Consumables so that the implementation runs well.

Business Need Analysis

Focuses on analyzing current business processes to identify shortcomings in

existing flows. The results of this analysis are expected to be the basis for improvements

in the design of the proposed business processes.

Budget Management

Figure 4 shows information about the existing business process flow of budget

management. This process starts with the Head of Laboratory Affairs making a budget

plan for various categories including BHP and having discussions with the Head of Study

Programs. The Head of the Study Program will provide input on the draft budget that has

been prepared. Then the Head of Laboratory Affairs prepares the final budget based on

the results of the discussion and sends the final budget to be submitted. The Head of the

Study Program re-examines the final budget before it is submitted whether there is a

revision or not. If so, then the Head of Laboratory Affairs will rearrange the final budget.

If not, then the Head of the Study Program submits the final budget document to the

University Finance. The University's Finance will submit the approval of the final budget

along with the nominal budget to the Head of the Study Program. Then the Head of

Laboratory Affairs monitors the use of the budget periodically so that it is efficient and

effective.

Vanya Syalmah, Umar Yunan Kurnia Septo Hediyanto, Taufiq Maulana Firdaus

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3392

Figure 4 Existing Business Process of Budget Management

Procurement of Consumables

Figure 5 shows information about the existing business process flow of

procurement of Consumables. This process starts with the Laboratory Assistant making

a list of BHP needs requests and submitting them to the Head of Laboratory Affairs. Then

the Head of Laboratory Affairs checks whether the request is by the needs or not. If it is

not suitable, the Laboratory Assistant must resubmit the revised list of item requests. If

appropriate, then the Laboratory Staff will check the availability of the proposed BHP in

the laboratory warehouse. If the goods are available, the Laboratory Staff will remove the

goods from the warehouse according to the proposed needs and give them to the

Laboratory Assistant. If the goods are not available, the Laboratory Staff makes an order

based on the results of the availability check and sends it to the Vendor. After the goods

arrive, the Laboratory Staff will check the condition and quantity of the goods received

and record them in the laboratory warehouse inventory. Then the Laboratory Staff takes

out the goods according to the proposed needs and gives them to the Laboratory Assistant.

Integrated Application for Optimizing Budget Management and Procurement of

Consumables in Laboratories in Educational Institutions Using Odoo

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3393

After receiving the goods, the Laboratory Assistant fills out the goods handover form and

the Laboratory Staff will update the stock of goods.

Figure 5 Existing Business Process of Procurement of Consumables

Fit Gap Analysis

Table 4 shows a comparison of the current business processes with the proposed

ones. Fulfillment in Fit Gap Analysis is divided into three, namely; Null (N) means that

the business process is not yet using Odoo. Partial (P) which means that the business

process has been using Odoo but needs improvement. Full (F) which means that the

business process has fully used Odoo (Nurhasanah, 2023).

Table 4

Fit/Gap Analysis

Business

Process

Necessity

Fulfillment

Solution

Budget

Management

An integrated system is

needed to monitor the

budget in real time and



A system that can record

every transaction,

validate vendor bills, and

Vanya Syalmah, Umar Yunan Kurnia Septo Hediyanto, Taufiq Maulana Firdaus

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3394

record every Consumables

purchase transaction.

generate direct financial

reports.

Procurement of

Consumables

An integrated system is

needed to monitor the

status of goods requests

and track requesters.



A system that can make

procurement easier,

integrated for automatic

stock updates, and

financial accuracy.

Budget Management

Figure 6 shows information about the proposed business process flow of budget

management. This process starts with the Head of Laboratory Affairs making a budget

plan for various categories including Consumables and submitting confirmation of the

budget plan to the Head of the Study Program. The Head of the Study Program will check

whether the budget needs to be revised or not. If so, then the Head of Laboratory Affairs

must correct the budget and send it back. If not, then the Head of the Study Program will

confirm the budget and submit approval to the University Finance. If the budget and

nominal have been approved, the Head of the Study Program and the Head of Laboratory

Affairs will monitor the use of the budget periodically to be efficient and effective.

Figure 6 Business Process Budget Management Proposal

Procurement of Consumables

Figure 7 shows information about the business process flow of the proposed

procurement of Consumables. This process starts with the Laboratory Assistant making

a list of Consumable needs requests and submitting confirmations. After being submitted,

Integrated Application for Optimizing Budget Management and Procurement of

Consumables in Laboratories in Educational Institutions Using Odoo

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3395

the Head of Laboratory Affairs will first check whether the request is by the needs or not.

If it is not suitable, then the Laboratory Assistant must revise the request for the item. If

appropriate, the Head of Laboratory Affairs will confirm the request, and the Laboratory

Staff will check the availability of the submitted Consumables in the laboratory

warehouse. If the goods are available, the Laboratory Staff will validate the number of

goods from the warehouse according to the proposed needs. If the goods are not available,

then the Laboratory Staff will make a purchase order based on the results of checking

availability and send it to the Vendor. After the goods arrive, the Laboratory Staff will

check the condition and determine the quantity of the goods received. Then validate the

number of goods from the warehouse according to the proposed needs and the Laboratory

Assistant accepts the request for Consumables and makes an invoice.

Figure 7 Business Process of Proposed Procurement of Consumables

Accounting Module Configuration

At this stage of the Accounting module configuration, several adjustments will be

made to adapt to the business processes and needs of laboratories in educational

institutions. This adjustment is done to facilitate the creation of a Budget Work Plan to

better monitor the use of the budget.

Creating a Budget Plan

The configuration of making a budget plan can be seen in Figure 8. The first layer

on the screen displays some data such as; budget name, person in charge, and budget

period. The second layer on the screen has a budget line section that shows the details of

the budget plan during the budget period.

Vanya Syalmah, Umar Yunan Kurnia Septo Hediyanto, Taufiq Maulana Firdaus

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3396

Figure 8 Creating a Budget Plan

In Figure 8, it can be seen that the user has filled in the budget classification which

is divided into four quarterly periods in the Budgetary Position column. Each quarter has

an Analytic Account with a start and end date that corresponds to the duration of a quarter.

The Planned Amount column is populated with the planned budget for each quarter.

Meanwhile, the Practical Amount will be automatically updated according to the

expenses that occur, and the Theoretical Amount will adjust to the rest of the budget after

deducting expenses. For the Note at the bottom of the layer, it was added to detail the

budget.

Monitoring Budget Usage

Figure 9 shows how to filter the budget for monitoring. For example, to see your

completed budget, click Filters, select Status, then select Done and click Apply. The

results display the names of the budgets that have been created, along with the start and

end dates according to the budget period, the person in charge, and the status of the budget

according to the filtered whether drafted, confirmed, validated, or done.

Figure 9 Monitoring Budget Usage

Purchase Module Configuration

In the Purchase module configuration stage, adjustments will be made to ensure that

the purchase system in the Odoo application can function according to the needs of

laboratories in educational institutions. These adjustments are made to facilitate the

creation of a purchase order list and determine the quantity of goods received.

Create a Purchase Order (PO)

The configuration of creating a purchase order can be seen in Figure 10. The first

layer on the screen displays some data such as; order number, vendor name, currency,

order deadline, and receipt date. While the second layer on the screen contains the order

line section.

Integrated Application for Optimizing Budget Management and Procurement of

Consumables in Laboratories in Educational Institutions Using Odoo

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3397

Figure 10 Create a Purchase Order (PO)

In Figure 10, it can be seen that the user has filled in the Product and Description

columns with the name and description of the product to be ordered. Users must also fill

in an Analytic Account to link the total order with the budget that has been created

previously so that the budget is cut. The Quantity column lists the number of items you

want to order, and UoM shows the unit of the item. Unit Price contains the unit price of

the goods, while the Taxes column lists the amount of tax in percentages. Subtotals are

automatically calculated based on the multiplication between Unit Price and Quantity.

Determining the Quantity of Goods Received

The configuration of setting the quantity of goods received can be seen in Figure

11. The first layer on the screen displays several data such as; order number, supplier

name, scheduled date for receipt of goods, actual date of receipt of goods, and related

document number. While the second layer on the screen contains the order line section.

Figure 11 Determining the Quantity of Goods Received

In Figure 11, it can be seen that the orders that have been placed and delivered to

the vendor are automatically saved upon receipt of the product. The Product and

Description columns include the name and description of the ordered product. Date

Scheduled indicates the scheduled date for receipt of goods, while Deadline lists the

Vanya Syalmah, Umar Yunan Kurnia Septo Hediyanto, Taufiq Maulana Firdaus

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3398

deadline for receipt. The Demand column shows the number of goods ordered, Done

records the number of goods that have been received, and UoM shows the unit of goods.

Black Box Testing

Black Box Testing is a test method that verifies the results of application execution

based on test data input, to ensure that the functionality of the application is by the set

requirements (Febrian, et.al, 2020). Black Box Testing is carried out on a budget

management system for the procurement of Consumables in Odoo that has been adapted

to the laboratory's business processes. Table 5 contains what was tested with the Black

Box test and the results show that the test of the system has successfully met all the test

objectives with the expected results.

Table 5

Black Box Testing

Process

Description

Testing

Objectives

Expected Results

Result

Create a

budget plan.

The process of

preparing a

budget for a

specific period

Ensure that users

can enter and

change budget

data, and manage

budget periods

and associated

accounts

appropriately.

The budget data

entered must be

precise and by the

specified

parameters. The

system needs to

verify the data to

avoid input errors.

Appropriate

Monitor

budget usage

The process of

monitoring

expenditures in a

budget period.

Ensure that budget

reports are easily

accessible to see

details of budget

usage.

The details of

budget usage in

the system can be

easily accessed

and viewed by

users.

Appropriate

Create a

purchase order

(PO)

The process of

creating an order

to purchase

goods

Ensure users can

enter purchase

data for BHP

correctly.

The purchase data

entered must be

precise and by the

specified

parameters.

Appropriate

Determining

the quantity of

goods received

The process of

checking and

recording the

number of goods

received in the

Warehouse.

Ensure that the

system can record

the number of

items received

according to the

order.

The system can

record the number

of items received

correctly.

Appropriate

The Accounting & Purchase system testing in this study was conducted using the

Black Box Testing method. Based on the tests that have been carried out, no system errors

were found, which means that the system has successfully functioned as expected. The

success of this system is proven by its ability to store data accurately, according to the

input provided by the user. This shows that the system is functioning well and meets user

needs.

Integrated Application for Optimizing Budget Management and Procurement of

Consumables in Laboratories in Educational Institutions Using Odoo

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3399

Expert Judgement

A supervisor acts as an Expert Judgement to make decisions regarding a trainee's

progress in practice. (Castanelli, Weller, Molloy, & Bearman, 2020). In this study, the

researcher acts as a trainee, namely a student who is supervised by a supervisor. Testing

is carried out on the budget management process and procurement of Consumables by

testing the Accounting, Purchase, Sales, and Inventory modules that have been adapted

to the needs of the laboratory.

Table 6

Expert Judgement

Name

Test Class

Test Item

Output

Estimated

Solution

User 1

Business

Process of

Budget

Management

Technical

process for

making a

budget plan

Good

Depending on the

policy, it can be

changed again.

The technical

process for

monitoring

budget usage

Good

Each role can be

detailed and

customized so that it

can generate reports

according to needs.

Consumables

Procurement

Business

Process

Technical

process in

creating a

purchase order

(PO)

Excellent

The process of making

a purchase order (PO)

is by the policy.

Technical

process in

determining

the quantity of

goods received

Excellent

The process of

determining the

quantity of goods

received is by the

policy.

User 2

Business

Process of

Budget

Management

Technical

process for

making a

budget plan

Good

Planned amounts can

be made error handling

if they are not filled and

rules so that they

cannot make a budget

plan in the same

quarter.

The technical

process for

monitoring

budget usage

Good

The process of

monitoring the use of

the budget is good, if a

chart can be added, the

representation is better.

Consumables

Procurement

Business

Process

Technical

process in

creating a

purchase order

(PO)

Pretty

Good

The process of creating

a purchase order is

quite good, but the

purchase can be made

without entering an

analytic amount which

can cause the budget

money to go unused.

Vanya Syalmah, Umar Yunan Kurnia Septo Hediyanto, Taufiq Maulana Firdaus

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3400

Technical

process in

determining

the quantity of

goods received

Excellent

The process of

determining the

quantity of goods

received from the

Vendor is very good

and there are no

obstacles.

Based on Table 6, the overall Accounting and Purchase system in Expert Judgement

has met the needs of laboratories in Educational Institutions in managing the budget for

the procurement of Consumables, although there is one process of good value that needs

to be improved to be more optimal.

Conclusion

The importance of implementing an Odoo-based Enterprise Resource Planning

(ERP) system in budget management and procurement of Consumables in Educational

Institutions. Research shows that the use of Spreadsheet to manage budgets and

procurement of Consumables is currently inefficient and has many limitations, such as

lack of data integration, difficulties in monitoring budgets, and real-time Consumables

demand status. By implementing ERP, Educational Institutions can increase transparency

and accountability and optimize the process of budget management and procurement of

goods. The system developed includes creating a budget plan, monitoring the budget,

creating a purchase order, and validating the number of goods received. This shows that

this system is effective in meeting the needs of the laboratory, although there is one

process that still needs to be improved. It is recommended to add graphs or charts to the

accounting dashboard, which will make it easier to visualize the planned use of the budget

with its realization. Thus, Odoo's Accounting and Purchase system is expected to

overcome existing limitations and increase transparency and accountability in budget

management for the procurement of Consumables in Educational Institutions.

Integrated Application for Optimizing Budget Management and Procurement of

Consumables in Laboratories in Educational Institutions Using Odoo

Jurnal Indonesia Sosial Teknologi, Vol. 5, No. 9, September 2024 3401

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