Admin Training Manual — Lofty Golden Oil ERP

Version: 2.0
Last Updated: July 2026
Audience: System Administrators, Business Owners

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Table of Contents

1. Welcome & System Overview
2. Logging In
3. Interface Overview
4. Dashboard
5. User Management
6. Inventory Management
7. Production Management
8. Sales Management
9. Customer Management
10. Accounting Overview
11. Expense Management
12. System Administration
13. Training Exercises

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1. Welcome & System Overview

What is the LGO ERP?

The Lofty Golden Oil ERP (Enterprise Resource Planning) system is a purpose-built management platform for Lofty Golden Oil Ltd, a cooking oil distribution company based in Lagos, Nigeria. It centralizes all business operations — from raw material procurement through production to sales and accounting — into a single, accessible web application.

System Capabilities

Module	What It Does
Dashboard	Real-time KPIs, charts, and business alerts
Inventory	Track raw materials (liquid oil, kegs, stickers, lids) and finished goods
Production	Log production runs, calculate costs, track yield
Purchases	Record procurement from suppliers with full tracking
Sales	Create sales, manage invoices, record payments
Customers	Manage customer database and credit accounts
Suppliers	Manage supplier relationships and purchase history
Accounting	General Ledger, Trial Balance, P&L, Balance Sheet
Expenses	Track and categorize business expenses
Requisitions	Multi-level approval workflow for material requests
Audit Log	Complete history of all system actions
Email	Automated notifications (invoices, payments, alerts)
Backup	Built-in backup and restore functionality

Key Users

Role	Name	Email	Primary Functions
Admin	Alhaji Ganiyu	admin@loftygoldenoil.com	Full system access, user management, settings
Production	Samuel Adebayo	samuel@loftygoldenoil.com	Production runs, inventory monitoring
Sales	Fatima Osun	fatima@loftygoldenoil.com	Sales, customers, invoicing
Accountant	Ngozi Okoro	ngozi@loftygoldenoil.com	Expenses, accounting, reports

Accessing the System

• Production URL: https://loftygoldenoil.com
• Staging URL: http://170.9.14.60:8443 (for testing)
• Supported Browsers: Chrome, Firefox, Edge, Safari (modern versions)

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2. Logging In

Step-by-Step Login

1. Open your browser and navigate to https://loftygoldenoil.com
2. You will see the login page with the Lofty Golden Oil logo
3. Enter your email in the "Email" field (e.g., admin@loftygoldenoil.com)
4. Enter your password in the "Password" field
5. Click the "Login" button or press Enter
6. You will be redirected to the Dashboard

Login Credentials

User	Email	Password	Role
Admin	admin@loftygoldenoil.com	admin123	Administrator (Owner)
Production	samuel@loftygoldenoil.com	password123	Production Manager
Sales	fatima@loftygoldenoil.com	password123	Sales Representative
Accountant	ngozi@loftygoldenoil.com	password123	Accountant / Auditor

Session Information

• Sessions last 24 hours before automatic logout
• You will see a warning before session expiry
• For security, always log out when leaving the computer

Logging Out

1. Click the user avatar in the top-right corner of the header
2. Select "Logout" from the dropdown menu
3. You will be returned to the login page

Troubleshooting Login

Issue	Solution
"Invalid credentials"	Check email and password. Try admin123 for admin.
Page won't load	Check internet connection. Try https://loftygoldenoil.com/api/health
Session expired	Simply log in again
Account locked	Contact admin to reset password

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3. Interface Overview

Layout Structure

┌──────────────────────────────────────────────────┐
│  HEADER: Logo | Search | Theme Toggle | User     │
├──────────┬───────────────────────────────────────┤
│          │                                       │
│ SIDEBAR  │         MAIN CONTENT AREA             │
│          │                                       │
│ Dashboard│  (Page-specific content appears here) │
│ Inventory│                                       │
│ Production│                                      │
│ Sales    │                                       │
│ Customers│                                       │
│ Suppliers│                                       │
│ Expenses │                                       │
│ Accounting│                                      │
│ Users    │                                       │
│ Settings │                                       │
│ Audit Log│                                       │
│          │                                       │
├──────────┴───────────────────────────────────────┤
│  FOOTER: Company info, version                   │
└──────────────────────────────────────────────────┘

Sidebar Navigation

The sidebar on the left provides quick access to all modules:

Menu Item	Description	Available To
Dashboard	Home page with KPIs	All roles
Inventory	Raw materials and finished goods	Admin, Production
Production	Production run management	Admin, Production
Purchases	Procurement records	Admin, Accountant
Sales	Sales transaction management	Admin, Sales
Customers	Customer database	Admin, Sales
Suppliers	Supplier management	Admin, Accountant
Expenses	Expense tracking	Admin, Accountant
Accounting	GL, reports, compliance	Admin, Accountant
Users	User management	Admin only
Settings	System configuration	Admin only
Audit Log	Activity history	Admin only
Requisitions	Material request workflow	All roles

Header

• Logo: Click to return to Dashboard
• Search: Global search across records
• Theme Toggle: Switch between light and dark mode
• User Menu: Profile, settings, logout

Footer

Displays company name and system version information.

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4. Dashboard

The Dashboard is your command center — it shows the most important metrics at a glance.

Key Performance Indicators (KPIs)

KPI	What It Means	Where to Find
Cash Position	Current available cash balance	Top of Dashboard
Revenue	Total sales revenue (all time or period)	KPI card
COGS	Cost of goods sold	KPI card
Gross Profit	Revenue minus COGS	KPI card
Net Income	Gross profit minus operating expenses	KPI card
Inventory Value	Total value of all inventory	KPI card
Outstanding AR	Unpaid invoices (money owed to you)	KPI card

Charts

Chart	What It Shows
Sales Trend	Revenue over time (daily/weekly/monthly)
Production Output	Kegs produced over time
Inventory Levels	Current stock vs. safety stock
Expense Breakdown	Categories of spending

Alerts

The Dashboard displays alerts for items requiring attention:

Alert	Meaning	Action Required
Low Stock	Items below safety stock level	Order more materials
Overdue AR	Invoices past due date	Follow up with customers
Overdue AP	Supplier payments overdue	Arrange payment

Using the Dashboard

1. Review daily: Check the Dashboard every morning to understand the current business state
2. Act on alerts: Address low stock and overdue items promptly
3. Drill down: Click on any KPI card to see detailed information
4. Period selection: Use date filters to view specific time periods

Training Exercise: Dashboard

1. Log in as admin
2. Identify the current cash position
3. Count the number of low stock alerts
4. Find the most recent sale amount
5. Navigate to the detailed view of the Sales Trend chart

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5. User Management

Creating New Users

1. Navigate to Users from the sidebar
2. Click "Add User" button (top right)
3. Fill in the form:

Field	Description	Example
Username	3-30 characters, letters/digits/._-	john.doe
Full Name	Display name	John Doe
Password	Minimum 6 characters	securepass123
Role	Select from dropdown	sales

4. Click "Save" to create the user
5. The user receives a welcome email (if email is configured)

Understanding Roles

Role	Full Title	Access Level	Can Do
admin	Administrator (Owner)	Full	Everything — users, settings, all data
production	Production Manager	Limited	Dashboard, Inventory, Production, Requisitions
sales	Sales Representative	Limited	Dashboard, Customers, Sales, Statements, Requisitions
accountant	Accountant / Auditor	Limited	Dashboard, Expenses, Accounting, Purchases, Requisitions

Role Permissions Matrix

Feature	Admin	Production	Sales	Accountant
Dashboard	Full	View	View	View
Inventory	Full	Full	View only	View only
Production	Full	Full	No access	View only
Purchases	Full	No access	No access	Full
Sales	Full	No access	Full	View only
Customers	Full	No access	Full	View only
Suppliers	Full	No access	No access	Full
Expenses	Full	No access	No access	Full
Accounting	Full	No access	No access	Full
Users	Full	No access	No access	No access
Settings	Full	No access	No access	No access
Audit Log	Full	No access	No access	No access

Managing User Status

Editing a User

1. Go to Users page
2. Click the edit icon next to the user
3. Modify name or role
4. Click Save

Important: You cannot demote the last administrator account.

Password Reset

1. Go to Users page
2. Click "Reset Password" next to the user
3. Enter a new password (minimum 6 characters)
4. Click "Reset"
5. The user receives a password reset email

Deleting a User

1. Go to Users page
2. Click the delete icon next to the user
3. Confirm the deletion

Important: You cannot delete the last administrator account.

Training Exercise: User Management

1. Create a new user with the "sales" role
2. Verify the user appears in the list
3. Edit the user's display name
4. Reset the user's password
5. Delete the test user

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6. Inventory Management

Adding Products

1. Navigate to Inventory from the sidebar
2. Click "Add Product" button
3. Fill in the form:

Field	Description	Example
ID	Unique identifier (auto-generated)	MAT-5
Name	Product name	Liquid Oil
Category	raw or finished	raw
Unit	Unit of measure	Liters
Count	Current stock quantity	12500
Cost	Average cost per unit (₦)	950
Safety Stock	Minimum stock before alert	3000
Expiry Date	Optional	2027-01-01

4. Click "Save"

Inventory Categories

Category	Items	Purpose
Raw Materials	Liquid Oil, Empty Kegs, Stickers, Leeds/Lids	Used in production
Finished Goods	Finished Golden Oil Kegs	Ready for sale

Stock Adjustments

When physical stock differs from system count:

1. Navigate to Inventory → Adjustments
2. Click "New Adjustment"
3. Select the material to adjust
4. Enter the physical count (what you actually have)
5. Select adjustment type:
   • reconciliation — Routine stock reconciliation
   • damage — Stock damaged in storage
   • loss — Stock lost (spillage, etc.)
   • theft — Stock stolen
6. Enter the reason (detailed description required)
7. Click "Save"

Note: The system automatically calculates the variance and its monetary value.

Stock Alerts

The system monitors stock levels against safety stock thresholds:

Alert Level	Condition	Color
Critical	Stock < 50% of safety stock	Red
Warning	Stock < safety stock	Yellow
OK	Stock >= safety stock	Green

Best Practices

1. Count stock regularly — Do physical counts at least weekly
2. Record adjustments promptly — Don't let discrepancies accumulate
3. Investigate variances — Understand why stock doesn't match
4. Review safety stock levels — Adjust based on consumption patterns
5. Check expiry dates — Rotate stock to prevent waste

Training Exercise: Inventory

1. View the current stock levels for all 5 inventory items
2. Which items are currently below safety stock?
3. Record a stock adjustment for "damage" to stickers
4. Check the adjustment was logged in the audit trail
5. Verify the new stock count matches expectations

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7. Production Management

Creating Production Runs

1. Navigate to Production from the sidebar
2. Click "New Production Run"
3. Enter production details:

Field	Description	Example
Kegs to Produce	Number of kegs (positive integer)	150
Liters per Keg	Default is 25	25
Overhead per Keg	Direct overhead cost (₦)	1850

4. Click "Start Production"

How Production Works

The system uses a Bill of Materials (BOM) recipe:

Material	Quantity per Keg	Source
Liquid Oil	Liters per keg (default: 25L)	Raw inventory
Empty Kegs	1	Raw inventory
Stickers	1	Raw inventory
Leeds/Lids	1	Raw inventory

For each production run:

1. Raw materials are automatically deducted from inventory
2. Finished kegs are automatically added to finished goods inventory
3. Total cost is calculated (materials + overhead)

Understanding Yield %

• Yield % = (Finished kegs produced / Raw materials consumed) × 100
• A yield of 100% means all materials were converted to finished product
• Yield below 100% indicates waste or loss during production

Cost Tracking

Cost Component	How It's Calculated
Materials Cost	Weighted Average Cost × quantity consumed
Overhead Cost	Overhead per keg × number of kegs
Unit Cost	Materials cost + Overhead cost per keg
Total Cost	Unit cost × number of kegs

Status Workflow

Production runs are logged immediately — there is no approval workflow for production.

[Create Run] → Materials deducted → Finished goods added → Complete

Cash Check

Before production, the system verifies sufficient cash is available to cover direct overhead costs. If cash is insufficient, the production run will be rejected with an error message.

Training Exercise: Production

1. Check current inventory levels for all raw materials
2. Create a production run for 50 kegs
3. Verify that raw materials were deducted correctly
4. Verify that finished kegs were added to inventory
5. Calculate: Did the unit cost match expectations?

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8. Sales Management

Creating a Sale

1. Navigate to Sales from the sidebar
2. Click "New Sale"
3. Fill in the sale details:

Field	Description	Example
Customer	Select from customer list	Alhaji Bashiru & Sons
Quantity	Number of kegs (integer)	120
Unit Price	Price per keg (₦)	35000
Discount	Optional discount (₦)	0
Payment Method	Bank Transfer / POS / Cash / Credit	Bank Transfer
Transaction Ref	Required for Bank Transfer	TXN-8841
Narration	Optional notes	Transfer confirmed same day

4. Click "Record Sale"

Invoice Generation

When a sale is recorded:

• An invoice is automatically generated
• The invoice is stored in the AR (Accounts Receivable) system
• If payment method is "Credit (On Account)", an AR invoice is created with a 30-day due date
• An email invoice is sent to the customer (if email is configured)

Payment Recording

Payment Method	When to Use	Reference Required
Bank Transfer	Customer pays via bank	Yes — transaction reference
POS Card Payment	Customer pays via card terminal	No
Cash	Customer pays in cash	No
Credit (On Account)	Customer will pay later	No (AR invoice created)

Receipt Printing

After recording a sale:

1. Click "Print Receipt" on the sale confirmation
2. The receipt opens in a new tab/window
3. Use Ctrl+P (Cmd+P on Mac) to print
4. Select thermal printer for 80mm receipt paper

Thermal Printer Setup:

• Use a standard 80mm thermal receipt printer
• Set paper size to "80mm x 297mm" or "Roll Paper 80mm"
• Disable headers/footers in browser print settings
• The receipt auto-formats for thermal paper

Managing AR (Accounts Receivable)

For credit sales:

1. View outstanding invoices in the AR Aging report
2. Record payments when customers pay:
   • Select the invoice
   • Enter payment amount
   • Select payment method
   • Enter reference number
3. Invoice status updates:
   • open — No payment received
   • partial — Partial payment received
   • settled — Fully paid

Training Exercise: Sales

1. Create a sale for 50 kegs at ₦35,000 each
2. Use "Bank Transfer" payment with reference "TXN-TEST-001"
3. Verify the sale appears in the Sales list
4. Check the inventory was reduced by 50 kegs
5. Record a credit sale and verify AR invoice was created

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9. Customer Management

Adding Customers

1. Navigate to Customers from the sidebar
2. Click "Add Customer"
3. Fill in the form:

Field	Description	Example
Name	Full business name (unique)	Alhaji Bashiru & Sons, Osogbo
Phone	Contact number	+234 803 456 7890
Address	Business address	12 Market Road, Osogbo
Type	wholesale or retail	wholesale

4. Click "Save"

Customer Types

Type	Description	Typical Pricing
Wholesale	Bulk buyers, distributors	Standard wholesale price
Retail	Individual/small buyers	May have different pricing

Credit Limits

While the current system uses "Credit (On Account)" for deferred payments, credit limits can be managed by:

1. Monitoring AR aging reports
2. Setting internal limits per customer
3. Reviewing outstanding balances before new credit sales

Customer Statements

To send a customer statement:

1. Navigate to Statements (or Customers → select customer)
2. Select the customer
3. Choose date range (defaults to current month)
4. Click "Generate Statement"
5. Click "Send via Email" (if email configured)

The statement includes:

• Opening balance
• All sales in the period (debits)
• All payments in the period (credits)
• Closing balance

Training Exercise: Customer Management

1. Add a new wholesale customer
2. Record a sale to this customer
3. Generate a statement for the customer
4. Verify the statement shows the correct transactions

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10. Accounting Overview

Understanding the General Ledger

The GL tracks all financial transactions using double-entry accounting:

Account Type	Examples	Normal Balance
Assets	Cash, Inventory, AR	Debit
Liabilities	Accounts Payable	Credit
Equity	Owner's Capital	Credit
Revenue	Sales Revenue	Credit
Expenses	COGS, Operating Expenses	Debit

Chart of Accounts

The system uses these GL accounts:

Account	Type	Description
Cash & Cash Equivalents	Asset	All cash movements
Inventory Assets	Asset	Value of raw + finished goods
Accounts Receivable	Asset	Money owed by customers
Work-in-Progress (WIP)	Asset	Production in progress
Cost of Goods Sold	Expense	Direct costs of production
Operating Expenses	Expense	Overhead costs
Inventory Adjustments Expense	Expense	Write-offs and adjustments
Sales Revenue	Revenue	Income from sales
Owner's Capital & Reserves	Equity	Opening capital + retained earnings

Creating Vouchers

The system automatically generates vouchers for all transactions:

Transaction Type	Debit	Credit
Purchase	Inventory Assets	Cash
Production	WIP → Inventory Assets	Raw Materials → Cash (overhead)
Cash Sale	Cash	Sales Revenue
Credit Sale	Accounts Receivable	Sales Revenue
Expense	Operating Expenses	Cash
AR Payment	Cash	Accounts Receivable
Stock Write-off	Inventory Adjustments Expense	Inventory Assets

Journal Entries

The GL endpoint (/api/reports/gl) returns all vouchers in chronological order. Each voucher has:

• Date of transaction
• ID of the source record
• Type (purchase, production, sale, expense, adjustment, ar_payment)
• Legs — debit and credit entries with descriptions

Running Reports

Trial Balance

1. Navigate to Accounting → Trial Balance
2. View all accounts with debit/credit balances
3. Verify total debits equal total credits (balanced)
4. Export to PDF/CSV if needed

Profit & Loss (P&L)

1. Navigate to Accounting → Financial Reports
2. Set date range (optional)
3. Review:
   • Revenue
   • COGS
   • Gross Profit
   • Operating Expenses
   • Net Income

Balance Sheet

1. Navigate to Accounting → Financial Reports
2. Review:
   • Assets (Cash + Inventory + AR)
   • Equity (Owner's Capital)
   • Total Assets should equal Total Equity

Training Exercise: Accounting

1. View the Trial Balance — is it balanced?
2. Generate a P&L statement for the current period
3. Identify the top 3 expense categories
4. Check the Cash Flow summary
5. View the Balance Sheet — do assets equal equity?

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11. Expense Management

Creating Expenses

1. Navigate to Expenses from the sidebar
2. Click "New Expense"
3. Fill in the form:

Field	Description	Example
Category	Expense type	Fuel / Diesel
Amount	Cost in Naira (₦)	120000
Description	What the expense was for	Diesel for factory generator

4. Click "Save"

Expense Categories

Category	Description
Fuel / Diesel	Generator fuel, vehicle fuel
Salaries	Staff wages
Transport	Logistics, delivery costs
Electricity / Utilities	Power, water
Rent	Facility rent
Maintenance	Equipment repairs
Office Supplies	Stationery, consumables
Miscellaneous	Other expenses

Approving/Rejecting Expenses

The current system allows any authorized user to create expenses. The system checks cash availability before allowing an expense.

Cash Position Check

Before creating an expense, the system calculates:

Cash = Opening Capital + Cash Sales + AR Payments - Purchases - Expenses - Production Overhead

If the expense amount exceeds available cash, the system will reject it with an error message showing both the required and available amounts.

Training Exercise: Expenses

1. Check the current cash position
2. Create an expense for ₦50,000 (Transport)
3. Verify the expense appears in the list
4. Check the cash position was reduced
5. Try creating an expense exceeding the cash balance (should fail)

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12. System Administration

Settings Configuration

1. Navigate to Settings from the sidebar
2. Available settings:

Setting	Description	How to Change
Opening Capital	Starting cash balance	Enter amount and save
Email Configuration	Resend API settings	Admin only

Email Setup

1. Navigate to Settings → Email Configuration
2. Enter the following:

Field	Value
API Key	re_827apg1v_F98qrgrRE3MZF4fk9GiCLTPB
From Address	noreply@loftygoldenoil.com
Enable Email	Toggle ON
Recipients	Comma-separated email addresses

3. Click "Test Email" to verify the configuration
4. Save changes

Email Types Sent by the System

Email Type	Trigger	Recipients
Welcome Email	New user created	New user's email
Password Reset	Password changed	Configured recipients
Invoice	Sale recorded	Customer / configured recipients
Payment Confirmation	AR payment received	Customer / configured recipients
Statement	Manually triggered	Configured recipients
Low Stock Alert	Stock below safety level	Configured recipients
Daily Summary	Scheduled (7 PM WAT)	Configured recipients

Audit Log Review

1. Navigate to Audit Log from the sidebar
2. View all system activities:

Column	Description
Timestamp	When the action occurred
User	Who performed the action
Action	Type of action (LOGIN, CASH_SALE, etc.)
Entity	What was affected (users, sales, etc.)
Entity ID	Specific record ID
Details	Human-readable description

3. Filter by date range, user, or action type
4. Export the audit log for compliance purposes

Security Best Practices

1. Change default passwords immediately after setup
2. Use strong passwords — minimum 8 characters, mix of letters/numbers/symbols
3. Review the audit log weekly for suspicious activity
4. Limit admin accounts — only the business owner should be admin
5. Log out when leaving the computer unattended
6. Don't share credentials — each user should have their own account
7. Monitor user activity through the audit log
8. Keep software updated — apply updates promptly
9. Backup regularly — verify backups are being created
10. Test disaster recovery quarterly

Training Exercise: Administration

1. Change the opening capital to ₦18,530,000
2. Verify the change appears in the audit log
3. Enable email configuration (if not already enabled)
4. Send a test email
5. Review the last 10 audit log entries

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13. Training Exercises

Complete Training Module

Exercise 1: Full Business Cycle

Perform a complete business cycle from procurement to sale:

1. Check inventory — Note current levels
2. Create a production run for 25 kegs
3. Record a sale for 20 kegs to a customer
4. Check the Dashboard — Verify KPIs updated
5. View the audit log — Verify all actions are logged

Exercise 2: Month-End Closing

Simulate month-end accounting:

1. Review all expenses for the period
2. Check AR aging — Identify overdue invoices
3. Run Trial Balance — Verify it balances
4. Generate P&L — Check profitability
5. Review Balance Sheet — Verify accounting equation

Exercise 3: Stock Management

Practice inventory management:

1. Check all stock levels vs. safety stock
2. Record a stock adjustment for damage
3. Review the adjustment in the audit log
4. Check the impact on inventory valuation
5. Plan procurement based on current levels

Exercise 4: User Administration

Practice user management:

1. Create a test user with "sales" role
2. Log in as the test user (verify limited access)
3. Reset the test user's password
4. Change the test user's role to "production"
5. Delete the test user

Final Assessment Checklist

• Can log in and navigate the interface
• Can interpret Dashboard KPIs
• Can create and manage users
• Can add inventory items and record adjustments
• Can create production runs
• Can record sales and manage invoices
• can manage customers and send statements
• Can create and track expenses
• Can view accounting reports
• Can review the audit log
• Can configure email settings
• Understands security best practices