SOP-001: Daily Operations

Standard Operating Procedure for Daily ERP Operations

Field	Detail
SOP Number	SOP-001
Version	1.0
Effective Date	2026-07-26
Prepared By	Lofty Golden Oil Ltd — IT & Operations
System	Lofty Golden Oil ERP
URL	https://loftygoldenoil.com

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1. Purpose

To standardize the daily operational procedures for all staff using the Lofty Golden Oil ERP system. This SOP ensures consistent, accurate, and timely data entry, transaction processing, and reporting across all departments.

2. Scope

This SOP applies to all staff who interact with the ERP system, including but not limited to:

• Admin — full system access
• Production — inventory and production operations
• Sales — customers, sales, and invoicing
• Accountant — expenses and accounting

3. Definitions

Term	Definition
KPI	Key Performance Indicator — critical business metrics displayed on the dashboard
Requisition	A formal request for goods, services, or funds requiring multi-level approval
AR	Accounts Receivable — money owed to the company by customers
GL	General Ledger — the main accounting record
Exception Report	A report highlighting transactions or conditions that fall outside normal parameters

4. Daily Opening Procedures

Target Time: Within the first 30 minutes of business hours.

4.1 Log In

1. Open a web browser and navigate to https://loftygoldenoil.com.
2. Enter your registered email address and password.
3. Complete two-factor authentication if prompted.
4. You will be directed to the Dashboard.

4.2 Check Dashboard KPIs

Review the following KPI tiles on the main dashboard:

• Total Sales (Today / This Week / This Month) — compare to targets.
• Revenue Collected — verify payments received match expectations.
• Outstanding Receivables — note any significant balances.
• Inventory Value — confirm total inventory value is within expected range.
• Low Stock Alerts — identify any products below reorder level.
• Pending Requisitions — count of requisitions awaiting your action.
• Production Status — active and upcoming production runs.

Record any anomalies in the Daily Operations Log (physical or shared spreadsheet).

4.3 Review Inventory Alerts

1. Navigate to Dashboard → Inventory Alerts panel.
2. Review the following alert types:
   • Low Stock — products at or below reorder level.
   • Expiring Soon — products expiring within 2 weeks.
   • Overstock — products exceeding maximum stock level.
3. Take action per SOP-002 (Inventory Management) as applicable.

4.4 Check Pending Requisitions

1. Navigate to Dashboard → Pending Requisitions panel.
2. Review requisitions requiring your approval level:
   • Supervisor — review team requests and approve/reject.
   • Manager — review supervisor-approved requests and approve/reject.
   • Accounts — review manager-approved financial requests.
   • MD — final approval for requests exceeding all thresholds.
3. Process each requisition within 2 business hours of notification.
4. Add comments when rejecting to explain the reason.

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5. Production Team Daily Tasks

5.1 Check Production Schedule

1. Navigate to Production → Production Runs.
2. Review the day's scheduled production runs.
3. Confirm all required raw materials are available in inventory.
4. Verify equipment and workforce availability.

5.2 Update Production Run Status

1. For each scheduled run, update the status:
   • Planned → In Progress — when the run begins.
   • In Progress → Completed — when the run finishes.
2. Navigate to Production → Production Runs → [Select Run] → Edit Status.
3. Enter the actual start and end times.

5.3 Record Output Volumes

1. At the completion of each production run, navigate to Production → Production Runs → [Select Run].
2. Enter the Actual Output Volume (in litres or units as applicable).
3. The system will auto-calculate the Yield % against the planned volume.
4. If yield is below acceptable threshold, add a note explaining the variance.

5.4 Monitor Raw Material Stock Levels

1. Navigate to Inventory → Raw Materials.
2. Review current stock levels for all raw materials used in today's production.
3. Flag any materials that will run out before the next scheduled delivery.
4. Create a purchase requisition for any critical shortages.

5.5 Update Inventory

1. After each production run, verify that finished goods inventory has been updated.
2. Navigate to Inventory → Finished Goods and confirm quantities.
3. If discrepancies exist, create a Stock Adjustment (see SOP-002, Section 4).

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6. Sales Team Daily Tasks

6.1 Check Pending Orders

1. Navigate to Sales → Sales Orders.
2. Filter by status: Pending and In Progress.
3. Review each order for completeness and processing priority.
4. Check for any orders pending customer confirmation.

6.2 Process New Sales

1. Receive customer order via phone, in-person, or other channel.
2. Follow the full order processing flow as detailed in SOP-003 (Sales Order Process).
3. Ensure all required fields are completed before saving.

6.3 Generate Invoices

1. For completed sales, navigate to Sales → Invoices → Create Invoice.
2. Link the invoice to the corresponding sales record.
3. Verify product quantities, unit prices, and total amounts.
4. Save and send the invoice to the customer.

6.4 Record Payments

1. When payments are received (Cash, Bank Transfer, POS, Cheque):
   • Navigate to Sales → Payments → Record Payment.
   • Select the customer and relevant invoice.
   • Enter the payment amount, method, and reference number.
   • Attach proof of payment (receipt scan, transfer confirmation).
2. Save the payment record. The invoice status will auto-update.

6.5 Print Receipts

1. After recording payment, navigate to Sales → Payments → [Select Payment] → Print Receipt.
2. Select printer type:
   • Thermal Printer — for 80mm receipt paper.
   • Standard Printer — for A4 invoice/receipt.
3. Verify the receipt details before printing.
4. Provide the printed receipt to the customer or attach to the delivery.

6.6 Follow Up on Overdue AR

1. Navigate to Sales → Invoices → Aging Report.
2. Review invoices in the following aging buckets:
   • Current — not yet due
   • 1–30 days overdue
   • 31–60 days overdue
   • 61–90 days overdue
   • 90+ days overdue
3. Contact customers with overdue invoices.
4. Record follow-up notes on the invoice or customer record.
5. Escalate accounts 60+ days overdue to management.

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7. Accountant Daily Tasks

7.1 Review New Expenses

1. Navigate to Expenses → Pending Expenses.
2. Review all new expense submissions for:
   • Completeness of documentation (receipts, descriptions).
   • Correct expense category assignment.
   • Compliance with company expense policies.
3. Approve or reject with comments as appropriate.

7.2 Process Approvals

1. Navigate to Requisitions → Pending Approvals.
2. Review requisitions at the Accounts level.
3. Verify budget availability for approved requisitions.
4. Approve and forward to MD if required, or reject with justification.

7.3 Check Bank Reconciliation Status

1. Navigate to Accounting → Bank Reconciliation.
2. Review the current reconciliation status.
3. Match new bank statement lines with GL entries.
4. Flag and investigate any unmatched items.
5. Complete reconciliation if all items are matched.

7.4 Review GL Entries

1. Navigate to Accounting → General Ledger → Recent Entries.
2. Review entries posted today for accuracy.
3. Verify journal entries have proper supporting documentation.
4. Check that debits equal credits across all entries.

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8. Manager Daily Tasks

8.1 Review Dashboard

1. Log in and review the executive dashboard.
2. Pay special attention to:
   • Total Revenue vs. Target
   • Outstanding Receivables
   • Cash Flow Position
   • Production Efficiency
   • Inventory Health

8.2 Check Pending Approvals

1. Navigate to Requisitions → Pending Approvals.
2. Process requisitions at the Manager level.
3. Ensure timely processing — maximum 4 hours from notification.

8.3 Review Exception Reports

1. Navigate to Reports → Exception Reports.
2. Review the following:
   • Transactions flagged by the system.
   • Unusual inventory movements.
   • Large or out-of-pattern expenses.
   • Sales below expected thresholds.
3. Investigate and take corrective action as needed.

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9. Daily Closing Procedures

Target Time: Within the last 30 minutes of business hours.

9.1 Ensure All Transactions Are Recorded

1. Verify all sales, purchases, production records, and expenses for the day are entered.
2. Check with each department for any pending transactions.
3. Confirm all cash received has been recorded and deposited.

9.2 Verify Production Output Matches Inventory Changes

1. Cross-reference today's production output with finished goods inventory additions.
2. Cross-reference raw material consumption with inventory reductions.
3. Investigate and resolve any discrepancies before close.

9.3 Check for Unsaved Work

1. Navigate through all open modules/tabs.
2. Save any pending entries or drafts.
3. Confirm no transactions are in an incomplete state.

9.4 End-of-Day Summary

1. Note the following in the Daily Operations Log:
   • Total sales for the day
   • Total payments received
   • Production output summary
   • Any issues encountered
   • Items requiring next-day follow-up

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10. Escalation Procedures

10.1 When to Escalate

Situation	Escalation Level
System error or downtime	Admin → IT Support
Inventory discrepancy > 5%	Production/Storage → Manager
Customer dispute > ₦100,000	Sales → Manager
Requisition blocked for > 24 hours	Requester → Immediate Supervisor
Suspected fraud or theft	Any staff → MD directly
Failed payment processing	Accountant → Manager
Production yield < 80% of target	Production → Manager
AR overdue > 90 days	Accountant → Manager → MD

10.2 Who to Contact

Role	Responsibility	Escalation Contact
Admin	System administration, user management	IT Support / MD
Production Manager	Production operations, inventory	MD
Sales Manager	Customer relations, sales targets	MD
Accountant	Financial accuracy, compliance	MD
Managing Director	Final authority on all matters	Board / Owner

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11. After-Hours Procedures

11.1 Emergency Access

1. Only authorized personnel (Admin, MD) may access the system outside business hours.
2. All after-hours access must be logged in the After-Hours Access Register.
3. After-hours sessions are monitored via the audit_log table.

11.2 System Maintenance

1. Scheduled maintenance windows are communicated 48 hours in advance.
2. During maintenance, no transactions should be processed.
3. After maintenance, verify system functionality before resuming operations.

11.3 Data Backup

1. Automated backups run daily at 2:00 AM WAT.
2. Admin verifies backup completion each morning.
3. Backup logs are retained for 90 days.

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12. Document Control

Version	Date	Author	Changes
1.0	2026-07-26	Lofty Golden Oil IT & Operations	Initial release

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End of SOP-001