AutoERP Analysis – Gavona Gastro

0. Foreword and methodology

Sources: Workshop with Gavona Gastro, reference data models, Servisy_modul diagram.

Document goal: Complete AutoERP blueprint ready for system configuration.

Methodology: Conversation synthesis → validation against diagrams → add entities/fields with Czech and English naming.

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1. Executive summary

1.1 Company context

Gavona Gastro is a service and sales company focused on end-to-end care for gastronomy equipment. Current state:

• Offerris - quotes, orders, invoicing
• Master Task - simple kanban without structured data
• Google Drive - device documentation
• Manual planning - dispatcher plans by intuition in the evening

1.2 AutoERP strategic goals

1. Integrate all processes into one platform
2. Centralize data about organizations, sites, devices
3. Digitize service - from form to invoicing
4. Automate compliance - inspections, trainings, reminders
5. Connect financial flows to Pohoda

1.3 Scope of the analysis

Phase 1: - CRM, organization/site/contact records - Device records including documentation and history - Service module (requests, trips, workshop, materials) - Sales module (quotes, orders, installations) - Finance (invoices, cash, Pohoda export) - HR & compliance (employees, trainings) - Rental

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2. Users and their needs

2.1 CEO / Lead dispatcher

Aspect	Description
Routine	Morning coordination, daytime urgencies, evening planning
Pains	Phone calls without data, priorities in the head, no map
Needs	Dashboard, map planner, kanban, reporting

2.2 Service technician (7 people)

Aspect	Description
Routine	Pick up parts, visit jobs, handle urgencies
Pains	Unclear instructions, no digital protocol
Needs	Mobile app, offline mode, checklists, photos

2.3 Sales rep / designer

Aspect	Description
Routine	Visits clients, prepares quotes
Pains	Quote versioning, price updates
Needs	Product catalog, feed import, PDF templates

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3. Solution architecture

3.1 AutoERP modules

Module	Function	Key entities
CRM	Accounts, Locations, Contacts	Account, Location, Contact
Service	Requests, trips, workshop, checklists	ServiceRequest, ServiceTrip, WorkshopOrder
Sales	Quotes, orders, installations	Quote, SalesOrder, Installation
Finance	Invoices, cash, exports	Invoice, CashReceipt, ExportBatch
HR	Employees, training	Employee, Permission
Rental	Items, reservations	RentalItem, RentalReservation

3.2 Integrations

graph LR
    AutoERP --> Pohoda[Pohoda XML]
    AutoERP --> Email[IMAP/SMTP]
    AutoERP --> WhatsApp[WhatsApp API]
    AutoERP --> Maps[Google Maps]
    AutoERP --> Signi[Signi/Persten]
    AutoERP --> Feeds[Product feeds]

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4. Detailed processes

4.1 CRM – from lead to opportunity

stateDiagram-v2
    [*] --> New: Call/Email/Web
    New --> InProgress: Assigned to dispatcher
    InProgress --> Converted: Service request/case created
    InProgress --> Rejected: Invalid request

Statuses: New → InProgress → Converted | Rejected

4.2 Service request

stateDiagram-v2
    [*] --> New: Request received
    New --> Assigned: Dispatcher assigns
    Assigned --> Scheduled: Trip on calendar
    Scheduled --> InProgress: Technician on-site
    InProgress --> WaitingParts: Parts needed
    WaitingParts --> Scheduled: Parts delivered
    InProgress --> Workshop: Device taken to workshop
    Workshop --> Scheduled: Ready to return
    InProgress --> Completed: All resolved
    Completed --> ReadyToInvoice: Signed
    ReadyToInvoice --> Closed: Invoice issued

4.3 Map planning

Dispatcher in the evening:

1. Opens map view
2. Filters interventions by date, priority, direction
3. Layers: urgent requests, inspections, chemical deliveries, workshop
4. System proposes "bundles" - groups by distance
5. Drag & drop assignment to technician
6. Notifications to clients (ETA)

4.4 Executing a service trip

1. Technician downloads the daily plan (offline cache)
2. "Start trip" - records time and GPS
3. Device diagnostics
4. Fill items (hours, parts, overhead)
5. Checklist by type (gas/electric/dishwasher)
6. Photo documentation "Before" and "After"
7. Generate service document
8. Customer signs (tablet/Signi)
9. Cash payment → cash receipt

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5. Data model

5.1 CRM Entities

Account (Organization)

Field (EN)	Name (CZ)	Type	Required	Description
id	ID	uuid	Yes	Primary key
name	Název	varchar(255)	Yes	Company name
type	Typ	enumMulti	Yes	Customer, Supplier, Partner
registrationNumber	IČO	varchar(20)	No
vatNumber	DIČ	varchar(20)	No
billingAddress	Fakturační adresa	address	Yes
phone	Telefon	varchar(50)	No
email	E-mail	varchar(255)	No
slaPriority	SLA priorita	enum	No	Standard, Critical24/7
serviceNotes	Poznámky k servisu	text	No	Parking, access
assignedUserId	Správce účtu	link(User)	No

Links: locations, contacts, opportunities, serviceRequests, invoices

Location (Site)

Field (EN)	Name (CZ)	Type	Required	Description
id	ID	uuid	Yes	Primary key
name	Název	varchar(255)	Yes	"Dakota - Olomouc"
accountId	Organizace	link(Account)	Yes
type	Typ provozu	enum	No	Restaurant, Canteen, Hotel
address	Adresa	address	Yes
geoLocation	GPS	json	No	lat/lng
openingHours	Otevírací doba	text	No
criticality	Kritičnost	enum	Yes	Low/Medium/High
nonstop	Non-stop	bool	No	24/7 operation
preferredDays	Preferované dny	enumMulti	No	Mon-Thu
serviceNotes	Poznámky	text	No

Links: devices, serviceRequests, preventivePlans

Contact

Field (EN)	Name (CZ)	Type	Required	Description
id	ID	uuid	Yes	Primary key
firstName	Jméno	varchar(100)	Yes
lastName	Příjmení	varchar(100)	Yes
title	Pozice	varchar(100)	No	Head chef
accountId	Organizace	link(Account)	Yes
locationId	Provozovna	link(Location)	No
phone	Telefon	varchar(50)	No
email	E-mail	varchar(255)	No
channelPreference	Preferovaný kanál	enum	No	Phone/Email/WhatsApp
role	Role kontaktu	enumMulti	No	Technical/Billing/Rental

5.2 Service entities

ServiceRequest

Field (EN)	Name (CZ)	Type	Required
id	ID	uuid	Yes
number	Číslo zásahu	autoincrement	Yes
accountId	Organizace	link(Account)	Yes
locationId	Provozovna	link(Location)	Yes
type	Typ zásahu	enum	Yes
priority	Priorita	enum	Yes
status	Stav	enum	Yes
requestedDate	Požadované datum	date	No
description	Popis závady	text	Yes
source	Zdroj	enum	No
attachments	Přílohy	attachmentMultiple	No
assignedUserId	Přidělený technik	link(User)	No

Enum options:

• type: Acute, Preventive, Installation, Workshop, ChemistryDelivery
• priority: Critical, High, Normal, Low
• status: New, Assigned, Scheduled, InProgress, WaitingParts, Workshop, Completed, ReadyToInvoice, Invoiced, Cancelled

ServiceTrip

Field (EN)	Name (CZ)	Type	Required
id	ID	uuid	Yes
serviceRequestId	Servisní zásah	link	Yes
scheduledStart	Plánovaný začátek	datetime	Yes
scheduledEnd	Plánovaný konec	datetime	No
actualStart	Skutečný začátek	datetime	No
actualEnd	Skutečný konec	datetime	No
technicians	Technici	linkMultiple(User)	Yes
mode	Režim	enum	Yes
status	Stav	enum	Yes
travelZone	Dopravní zóna	enum	No
distanceKm	Kilometry	float	No
photos	Fotodokumentace	attachmentMultiple	No

Enum options:

• mode: OnSite, Workshop, DeliveryOnly
• status: Planned, InProgress, Done, Cancelled

Device

Field (EN)	Name (CZ)	Type	Required
id	ID	uuid	Yes
name	Název	varchar(255)	Yes
deviceType	Typ zařízení	enum	Yes
model	Model	varchar(255)	No
serialNumber	Sériové číslo	varchar(128)	No
manufacturer	Výrobce	varchar(255)	No
accountId	Organizace	link(Account)	Yes
locationId	Provozovna	link(Location)	Yes
installDate	Datum instalace	date	No
warrantyStatus	Stav záruky	enum	Yes
status	Aktuální stav	enum	Yes
documents	Dokumentace	linkMultiple(Document)	No
photoGallery	Fotogalerie	attachmentMultiple	No

Enum options:

• deviceType: CombiOven, Dishwasher, Stove, Fryer, Refrigerator, Other
• warrantyStatus: InWarranty, OutOfWarranty, Unknown
• status: AtCustomer, Workshop, Subcontractor, Scrapped

5.3 Finance entities

Invoice

Field (EN)	Name (CZ)	Type	Required
id	ID	uuid	Yes
number	Číslo faktury	varchar(30)	Yes
type	Typ	enum	Yes
accountId	Organizace	link(Account)	Yes
issueDate	Datum vystavení	date	Yes
dueDate	Splatnost	date	Yes
status	Stav	enum	Yes
amount	Částka	currency	Yes
currency	Měna	enum	Yes
exportedToPohoda	Export do Pohody	bool	No

CashReceipt

Field (EN)	Name (CZ)	Type	Required
id	ID	uuid	Yes
number	Číslo dokladu	varchar(30)	Yes
type	Typ operace	enum	Yes
amount	Částka	currency	Yes
date	Datum	date	Yes
payer	Plátce/příjemce	varchar(255)	Yes
deliveryMethod	Způsob doručení	enum	No
exportedToPohoda	Export do Pohody	bool	No

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6. Integrations

6.1 Pohoda

• Direction: AutoERP → Pohoda
• Data: Invoices (XML), Cash receipts (XML)
• Frequency: Daily manual or scheduled export

6.2 E-mail (IMAP/SMTP)

• Direction: Bidirectional
• Data: Incoming emails → Lead/Activity, outgoing notifications

6.3 WhatsApp Business API

• Direction: Bidirectional
• Data: Messages, photos linked to Lead/Service Request

6.4 Google Maps / Routes

• Data: Geocoding addresses, route calculation, ETA

6.5 Signi / Persten

• Data: Signatures of service protocols and contracts

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7. Implementation roadmap

Phase	Content	Estimate
0	Data preparation, list cleanup, device import	2 weeks
1	CRM + basic Service, mobile app, documents	8 weeks
2	Sales, purchasing, installation, Signi integration	6 weeks
3	Rental, compliance, automated reminders	4 weeks
4	Route optimization, BI dashboards	4 weeks

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8. Conclusion

This analysis maps Gavona Gastro's needs and translates them into concrete AutoERP requirements. After approval:

1. Confirm data migrations
2. Define code lists (priorities, types, zones)
3. Prepare integration access
4. Approve document templates
5. Start implementation sprints