Frequently Asked Questions

Lofty Golden Oil ERP — Answers to Common User and Technical Questions

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Table of Contents

1. General
2. Inventory
3. Sales
4. Customers
5. Production
6. Accounting
7. Admin
8. Requisitions
9. Technical

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General

What is LGO ERP?

LGO ERP is an enterprise resource planning system built specifically for Lofty Golden Oil Ltd, a cooking oil distribution company based in Lagos, Nigeria. It manages inventory, purchases, production, sales, customer accounts, supplier relationships, expenses, and internal requisitions — all in one integrated platform.

Who can use it?

The system is designed for four user roles within the company:

Role	Access
Admin	Full system access — users, settings, all modules, audit log
Production	Inventory, production runs, purchases, requisitions
Sales	Sales, customers, inventory viewing, requisitions
Accountant	Expenses, accounts receivable, reports, requisitions

What browsers are supported?

LGO ERP works best on modern browsers:

Browser	Minimum Version	Status
Google Chrome	90+	Fully supported
Mozilla Firefox	88+	Fully supported
Microsoft Edge	90+	Fully supported
Safari	14+	Fully supported
Opera	76+	Supported

Internet Explorer is not supported.

Is there a mobile version?

The application is responsive and works on mobile browsers (phones and tablets). There is no native mobile app. For the best mobile experience, use Chrome or Safari on your device and add the site to your home screen.

How do I reset my password?

1. Click "Forgot Password" on the login page.
2. Enter your email address.
3. Check your email for a password reset link.
4. Click the link and enter a new password.
5. The link expires after a limited time — if it doesn't work, request a new one.

If you don't receive the email:

• Check your spam/junk folder.
• Verify your email address is correct in the system.
• Contact an administrator.

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Inventory

How do I add a new product?

1. Navigate to Inventory from the sidebar.
2. Click the "Add Product" button.
3. Fill in the required fields:
   • Name — Product name (e.g., "Palm Oil 5L")
   • Category — Product category (e.g., "Cooking Oil")
   • Quantity — Initial stock quantity
   • Unit — Measurement unit (litres, kg, etc.)
   • Price — Selling price per unit (₦)
4. Optionally set:
   • Cost — Purchase cost per unit
   • Low Stock Threshold — Alert trigger level
   • Expiry Date — Product expiry date
   • Batch Number — Batch identifier
5. Click Save.

How do I record stock adjustments?

1. Navigate to Inventory.
2. Find the product to adjust.
3. Click the Adjust action button.
4. Enter the new quantity or adjustment amount.
5. Provide a reason for the adjustment (required for audit trail).
6. Click Save.

All adjustments are logged in the audit trail with your username, the reason, and the timestamp.

What do the stock status colors mean?

Color	Status	Meaning
🟢 Green	Active	Product is in stock and above threshold
🟡 Yellow	Low Stock	Stock has fallen below the low stock threshold
🟠 Orange	Expiring Soon	Product expiry date is within the configured warning period
🔴 Red	Expired	Product has passed its expiry date
⚫ Gray	Inactive	Product has been deactivated

How do low stock alerts work?

1. Each product has a configurable Low Stock Threshold (default: 100 litres).
2. When stock quantity falls below this threshold, the product is flagged as "Low Stock."
3. Low stock items appear on the Dashboard as alerts.
4. Low stock badges appear in the Inventory list.
5. You can set the threshold per product or use the system-wide default in Settings.

Can I export inventory data?

Yes. On the Inventory page:

1. Click the "Export" button.
2. A CSV file will be downloaded containing the currently visible (filtered) data.
3. The export includes all columns shown in the table.

If you apply a search filter before exporting, only matching records are exported.

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Sales

How do I create a sale?

1. Navigate to Sales from the sidebar.
2. Click "New Sale".
3. Select a Customer from the dropdown.
4. Add line items:
   • Select a product
   • Enter quantity
   • Price auto-fills (editable)
5. Review the total amount.
6. Click Save to record the sale.

The sale will appear in the Sales list and the customer's account will be updated.

How do I generate an invoice?

Invoices are generated automatically when a sale is recorded. To view or print:

1. Navigate to Sales or Accounts Receivable.
2. Find the sale/invoice.
3. Click "View Invoice" or "Print".
4. The invoice shows: invoice number, date, customer details, line items, totals, and tax.

Invoice numbers follow the format: INV-YYYYMMDD-XXXX (configurable in Settings).

How do I record a payment?

1. Navigate to Accounts Receivable.
2. Find the outstanding invoice.
3. Click "Record Payment".
4. Enter:
   • Amount — Payment amount (₦)
   • Payment Method — Cash, bank transfer, cheque, etc.
   • Reference — Transaction reference (optional)
   • Date — Payment date
5. Click Save.

Partial payments are supported. The remaining balance is shown on the invoice.

How do I print a receipt?

1. After recording a sale or payment, click "Print Receipt".
2. A print-friendly receipt will open in a new window.
3. Use your browser's print function (Cmd+P / Ctrl+P).

If printing doesn't work:

• Ensure your printer is connected and has paper.
• Check that pop-ups are not blocked.
• Try saving as PDF instead.

What payment methods are supported?

The system supports recording payments via:

• Cash — Physical cash payment
• Bank Transfer — Electronic bank transfer
• Cheque — Paper cheque
• POS — Point of sale terminal
• Mobile — Mobile payment (e.g., bank apps, USSD)

These are configured in the system and can be extended via Settings.

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Customers

How do I add a customer?

1. Navigate to Customers from the sidebar.
2. Click "Add Customer".
3. Fill in the required fields:
   • Name — Business or individual name
   • Email — Contact email (used for invoices)
   • Phone — Contact phone number
   • Address — Delivery address
4. Optionally set:
   • Credit Limit — Maximum credit allowed (₦)
   • Payment Terms — Days until payment is due
5. Click Save.

How do customer statements work?

Customer statements show a summary of all transactions for a specific customer:

1. Navigate to Customers.
2. Find the customer and click "View Statement" or click their name.
3. The statement shows:
   • Opening balance
   • All invoices (debits)
   • All payments (credits)
   • Closing balance
4. You can filter by date range.
5. Click "Print" or "Export" to download as PDF or CSV.

How do credit limits work?

1. Each customer can have a Credit Limit set (in ₦).
2. When creating a sale, the system checks if the sale amount + outstanding balance exceeds the credit limit.
3. If the limit is exceeded:
   • A warning is shown
   • The sale may be blocked (depending on settings)
4. The credit limit is informational — it doesn't automatically block sales unless configured to do so.
5. Credit limits can be viewed and updated on the customer's profile page.

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Production

How do I create a production run?

1. Navigate to Production from the sidebar.
2. Click "New Production Run".
3. Fill in:
   • Product — Output product (e.g., "Refined Palm Oil")
   • Input Volume — Raw material volume (litres)
   • Input Cost — Total cost of raw materials (₦)
   • Output Volume — Expected/actual output (litres)
   • Start Date — Production start date
   • End Date — Production end date
4. Click Save.

What is yield %?

Yield percentage measures production efficiency:

Yield % = (Output Volume ÷ Input Volume) × 100

• 100% — Perfect yield (all input became output)
• < 100% — Normal (some loss during production)
• > 100% — Data error (output cannot exceed input)

Typical cooking oil refining yields range from 85% to 95%.

How is cost per litre calculated?

Cost per Litre = Total Input Cost ÷ Output Volume

Example:

• Input: 1,000 litres of crude palm oil at ₦2,000,000
• Output: 900 litres of refined palm oil
• Cost per litre = ₦2,000,000 ÷ 900 = ₦2,222.22

What are the production statuses?

Status	Meaning
Planned	Production run scheduled but not started
In Progress	Production is currently underway
Completed	Production finished successfully
Cancelled	Production run was cancelled

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Accounting

How do I create a journal entry?

1. Navigate to Expenses or the journal entry section.
2. Click "New Entry".
3. Select the Account (expense category).
4. Enter the Amount (₦).
5. Add a Description or memo.
6. Attach a receipt or supporting document (optional).
7. Click Save.

All journal entries are logged in the audit trail.

How do I run a trial balance?

1. Navigate to Reports from the sidebar.
2. Select Trial Balance.
3. Choose a date range (or "All Time").
4. Click "Generate".
5. The report shows:
   • All accounts with debit and credit balances
   • Total debits and total credits
   • Difference (should be ₦0.00)
6. Click "Print" or "Export" to download.

How do I generate a P&L statement?

1. Navigate to Reports.
2. Select Profit & Loss.
3. Choose a date range (e.g., "This Month", "This Year", or custom).
4. Click "Generate".
5. The statement shows:
   • Revenue — Total sales income
   • Cost of Goods Sold — Production/purchase costs
   • Gross Profit — Revenue minus COGS
   • Expenses — Operating expenses
   • Net Profit — Gross Profit minus Expenses

What is bank reconciliation?

Bank reconciliation compares your recorded transactions with your bank statement to identify discrepancies. Currently, the system tracks all income and expenses that can be compared against bank statements. A dedicated reconciliation module is not yet implemented — this is done manually by comparing the AR/AP reports with bank statements.

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Admin

How do I add a new user?

1. Navigate to Users from the sidebar (admin only).
2. Click "Add User".
3. Fill in:
   • Username — Login username
   • Full Name — Employee's full name
   • Email — Email address (used for password reset)
   • Password — Initial password (minimum 8 characters)
   • Role — Select from: admin, production, sales, accountant
4. Click Save.

The user can log in immediately with the credentials you provided.

How do I change someone's role?

1. Navigate to Users.
2. Find the user and click Edit.
3. Change the Role dropdown.
4. Click Save.

The user's access will update immediately on their next page refresh.

Important: Only admins can change user roles. A user cannot change their own role.

How do I configure system settings?

1. Navigate to Settings from the sidebar.
2. The settings page shows all configurable options:
   • Company name, address, phone, email
   • Tax rate
   • Low stock threshold
   • Currency
   • Invoice/receipt prefixes
   • Date format
   • Timezone
3. Change any value and click Save.

Changes take effect immediately across the system.

How do I review the audit log?

1. Navigate to Audit Log from the sidebar.
2. The log shows all system actions in reverse chronological order:
   • User — Who performed the action
   • Action — What was done (CREATE, UPDATE, DELETE)
   • Table — Which record was affected
   • Details — Additional context (JSON)
   • Timestamp — When it happened
3. Use the search and filter controls to find specific entries.
4. Click "Export" to download the log as CSV.

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Requisitions

How do I create a requisition?

1. Navigate to Requisitions from the sidebar.
2. Click "New Requisition".
3. Fill in:
   • Title — Brief description of what is needed
   • Description — Detailed explanation
   • Type — Purchase, expense, or other
   • Amount — Estimated cost (₦) — for purchase/expense types
   • Priority — Normal or urgent
4. Click Submit.

The requisition enters the approval workflow.

How does the approval workflow work?

Requisitions follow a 4-level approval chain:

Requester → Line Manager → Department Head → Finance → Final Approval

1. The requester submits the requisition (status: Pending).
2. Each approver reviews and either Approves or Rejects.
3. Approval proceeds sequentially — each level must approve before the next.
4. If any level rejects, the requisition is Rejected and the requester is notified.
5. After final approval, the status changes to Approved.

What are the 4 approval levels?

Level	Role	Responsibility
1	Line Manager	Direct supervisor — verifies need
2	Department Head	Department leader — verifies budget
3	Finance/Accountant	Financial review — verifies funds available
4	Final Approver	Senior management — final authorization

What happens if a requisition is rejected?

1. The rejection reason is recorded.
2. The requester receives a notification/email with the rejection reason.
3. The requisition status changes to Rejected.
4. The requester can:
   • Edit and resubmit the requisition with corrections
   • Withdraw the requisition entirely
5. The rejection is logged in the audit trail.

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Technical

How do I clear my browser cache?

Google Chrome:

1. Press Cmd+Shift+Delete (macOS) or Ctrl+Shift+Delete (Windows).
2. Select "Cached images and files".
3. Click "Clear data".
4. Reload the page (Cmd+R / Ctrl+R).

Mozilla Firefox:

1. Press Cmd+Shift+Delete (macOS) or Ctrl+Shift+Delete (Windows).
2. Select "Cache".
3. Click "Clear Now".
4. Reload the page.

Safari:

1. Press Cmd+Option+E to empty the cache.
2. Or: Safari → Develop → Empty Caches.
3. Reload the page.

How do I enable notifications?

LGO ERP sends email notifications for:

• Password resets
• Requisition approvals/rejections
• Low stock alerts

Email notifications are sent via Resend and don't require browser notification permissions. If you're not receiving emails:

1. Check your spam/junk folder.
2. Verify your email address in the system (ask an admin).
3. Check that the Resend service is operational.

What are the keyboard shortcuts?

Shortcut	Action
Cmd+K / Ctrl+K	Focus global search bar
Cmd+N / Ctrl+N	Open new item form (context-dependent)
Escape	Close active modal or dialog
Tab	Navigate between form fields
Enter	Submit focused form or activate button
Cmd+P / Ctrl+P	Print current page

How do I report a bug?

1. Note the exact steps to reproduce the issue.
2. Record the error message (if any) from the browser console (F12 → Console).
3. Note the URL and timestamp.
4. Contact the development team or submit an issue via the project's GitHub repository.
5. Include:
   • Steps to reproduce
   • Expected behavior
   • Actual behavior
   • Screenshot (if applicable)
   • Browser and OS information