Ngoc Xuan Supermarket is one of the largest retail chains in Cao Bang, specializing in providing essential consumer goods to thousands of customers daily. With an extensive distribution network that includes multiple supermarkets, convenience stores, and central storage facilities, the company ensures a stable supply chain and optimized operations.
- Industry: Supermarket Chain, Retail Chain
- Company size: 77 Supermarkets, 9 Central Warehouses, 30 Checkout Counters Operating Simultaneously
Key Figures
230K+
SKUs were organized & digitized, with numbers continuously increasing
5K+ orders daily
Simultaneously at 30+ parallel supermarket checkouts.
173K+
arising data daily (sales order, stock transfer, journal items, etc)
The Challenges
The Point of Sale (POS) system operates continuously, requiring a stable and fast technology platform to ensure the best shopping experience. Additionally, Ngoc Xuan's workforce consists of key departments such as purchasing, warehousing, accounting, and operations, demanding a centralized and efficient management system, which focuses not only on retail operations but also on:
- Sourcing from major suppliers to ensure a stable supply chain.
- Efficiently stock transfer to supermarkets and stores in a systematic manner.
- Managing warehouses, orders, receivables and payables to optimize cash flow and reduce losses.
- Developing loyalty programs & promotions to attract and retain customers.
Despite using Vnuni software, as the business expanded, the system revealed critical limitations:
- No direct e-invoice issuance: The system does not support issuing electronic invoices directly from the POS, preventing compliance with Decree 123 and Circular 78 of the Ministry of Finance.
- Lack of system updates: The software provider has stopped development and maintenance, posing risks when the business needs expansion or customization.
- Poor data management: Manual data entry leads to duplicate, inconsistent, and inaccurate data across departments. The lack of warehouse control allows users to modify stock numbers without proper oversight, making inventory tracking unreliable.
- No integration with accounting software: Accounts payable data is not updated in real time, forcing accountants to manually enter invoice details, increasing errors and delaying revenue reconciliation.
- Limited multi-business management: The software only supports supermarket operations but does not integrate with other business areas of XNK Cao Bang. Each department uses separate, disconnected software, causing inefficiencies in overall enterprise management.
These challenges have made Ngoc Xuan realize the urgent need for a comprehensive solution to digitize operations, optimize retail management, and create a scalable foundation for future growth.
The Solution
Why Viindoo?
After a thorough evaluation, Ngoc Xuan decided to transition to Viindoo for the following reasons:
- An POS system capable of handling tens of thousands of transactions per day while maintaining speed and stability.
- Seamless integration with e-invoicing software, allowing e-invoices generated from cash registers, ensuring compliance with legal regulations.
- End-to-end supply chain management , covering purchase, inventory, sales, and accounting, ensuring smooth operations.
- An ERP system for Now and Future : that consolidates disconnected processes, enables real-time data synchronization, and provides a scalable solution for future business expansion.
Key implementation Phases
Ngoc Xuan successfully implemented Viindoo software in a 12-week structured deployment, ensuring a seamless transition with minimal business disruption. The project followed a phased approach, covering key stages from business analysis to full-scale operation:
- System Assessment & Training – Understanding existing processes and training staff for smooth adaptation.
- Data Migration & Standardization – Consolidating 231,000 products, 12,000 customers, and 460 suppliers into a unified, error-free database.
- System Deployment & Go-Live – Gradual rollout across retail locations, optimizing POS, inventory, and financial management.
- Post-Implementation Support – Continuous monitoring, fine-tuning, and employee support for maximum efficiency.
Key impact for business
Within three months of going live, Ngoc Xuan experienced significant improvements in retail operations and business management:
✅ 60% reduction in manual data entry – Standardized processes cut down errors and saved employees valuable time.
✅ Seamless transaction handling – Managing 7,000+ daily orders and running 30+ POS terminals simultaneously without performance issues.
✅ Enhanced financial control – Automated e-invoicing minimized errors, improved debt reconciliation, and reduced financial processing time by 30%.
✅ Advanced SKU & Inventory Management – Simplifies new SKU additions, stabilizes pricing despite cost fluctuations, streamlines set/combo products, ensures accurate stock data, and improves multi-location inventory tracking.
✅ Future-ready digital transformation – A scalable ERP system which ready for business expansion and further digital integration.
