In October 2026, ENTROSOFT and GBV Holding officially kicked off the ERP project for three member companies: Circus Digital, Carnival and XYZ Saigon. The shared goal is to bring all operations onto one system: manage by Job, see revenue – cost – profit as soon as they occur, and have every department work from a single source of data.
- Client: GBV Holding and its member companies Circus Digital, Carnival and XYZ Saigon.
- Today: the current accounting software combined with Excel; Job figures depend on Excel files and the profit/loss of each Job cannot be seen instantly.
- Goals: management by Job, one system for 3 legal entities with consolidated reporting, a friendly interface for every department.
- Scope: 3 implementation packages — Core ERP & cash flow, roll-out to Carnival and XYZ Saigon with consolidated reporting, procurement management & vendor portal.
The kick-off: looking toward one goal
The kick-off took place in an open and warm atmosphere. Both sides walked through the context, goals, project scope and how the system will support each department — so that everyone, from the Board of Directors to the Account, Finance, Procurement and Admin/HR teams, understands how the project will change their daily work.
Context: from a standalone accounting tool + Excel to one main system
GBV Holding has several member companies — Circus Digital, Carnival and XYZ Saigon — whose work is organized by Job. Today, accounting figures live in the current accounting software, while most management figures are compiled in Excel:
- Lots of manual data entry and consolidation between the accounting software and Excel files.
- Job figures depend on Excel files, which are hard to reconcile when many people update them.
- Profit/loss by Job cannot be seen instantly, so leaders have to wait for consolidation to see the picture.
Project goals: management by Job
| Objective | Details |
|---|---|
| Management by Job | A solution that fits the processes, replacing the current way of working; revenue – cost – profit for each Job, in real time |
| Less manual work | Less manual data entry and less dependence on Excel |
| Data safety | Data that is secure, consistent and safe |
| One system, 3 legal entities | Circus Digital, Carnival, XYZ Saigon and consolidated figures on the same system |
| Easy to use | A friendly interface for every department |
Scope: 3 implementation packages
The project has three packages, all built on the same Odoo ERP.
P1 – Core ERP & cash flow for Circus Digital
Runs the full Job-based process chain for Circus Digital, on a framework shared by all 3 companies:
- Multi-company setup and a 6-step approval flow.
- Quotes and cost estimates (CE & PE), purchase requests (PR) tied to budget, customer and vendor contracts.
- Billing, Payment, and management accounting alongside VAS accounting.
- Cash flow, finance control and reporting.
P2 – Roll-out to Carnival, XYZ Saigon and consolidation
- Set up and run Carnival on the P1 framework.
- Bring XYZ Saigon to a ready-to-operate state.
- Corporation-level consolidated accounting and reporting, with a shared management dashboard.
P3 – Procurement Management & Vendor Portal
- Purchasing control from Price Check and Brief/NDA to the purchase order (PO).
- Vendor Portal: vendors declare and update their own profiles.
- Onboarding, Due Diligence and conflict of interest (COI) declarations.
- Vendor Scorecard and Master Vendor List.
Every document follows one Job
The heart of the system is the Job Code: one code that links every document, so revenue, cost, profit and cash flow can all be read by Job.
| Step | What it does |
|---|---|
| CE & PE | Quote and cost estimate on one form, with the gross profit margin (GPM) visible immediately |
| Contract | Customer contract linked to the Job |
| PR | Purchase request created from an approved PE line |
| Vendor contract / PO | Vendor contract, or a purchase order for small purchases |
| Billing / Invoice | Invoices issued per CE billing milestone |
| Payment | Collect from customers, pay vendors |
| Accounting & cash flow | Automatic posting, planned vs. actual cash flow |
What the system brings to each department
| Department | Key value |
|---|---|
| Board of Directors (BOD) | Management dashboard by Job and by company; one approval center with history; alerts when the gross profit margin (GPM) falls below the threshold, requiring a justification and CEO approval |
| Account (AE, AM, AD) | Quote and cost estimate on one form; GPM visible while drafting, color-coded by threshold; see how much of a Job is already in PRs and how much PE is left |
| Finance & Accounting | Control by Job: CE, PE, billed, received, PR, PO, paid; planned vs. actual cash flow by period, Job and company; Corporation consolidated reporting |
| Procurement | PR ≤ PE checked automatically on save, on submission and at every approval step; a Vendor Portal where vendors fill in their own profiles; Scorecard and Master Vendor List to score, rank and periodically review vendors |
| Admin / HR | Access rights by company and job title; user administration, with the admin role handed over through Train-the-Trainer; intake of vendors' conflict of interest (COI) declarations for HR/Legal review |
A few lovely moments from kick-off day
Beyond the slides and scope tables, kick-off day also had some very friendly moments: group photos by the standee, green and leafy workspaces and a special “team member” in the lobby.
An ongoing case study
ENTROSOFT will walk alongside GBV Holding and use this project as an ongoing case study on our blog. Upcoming articles will dive into each system feature — CE & PE, approval flows, budget control by Job, cash flow, consolidated reporting, the Vendor Portal — and related management topics such as cost control by Job, multi-entity governance and vendor management.
Learn more:
- Other real ERP projects by ENTROSOFT
- Odoo ERP implementation services
- SYNCAZ – the AI orchestration platform for businesses
Want to talk directly? Contact ENTROSOFT — our consultants will get back to you to schedule a call.
Frequently asked questions
What problem does the GBV Holding ERP project solve?
It moves the three member companies Circus Digital, Carnival and XYZ Saigon from the current accounting software and Excel onto one shared Odoo ERP system managed by Job: revenue, cost, profit and cash flow by Job in real time, plus consolidated reporting.