Role-Specific Training Guides — Lofty Golden Oil ERP

Version: 2.0
Last Updated: July 2026
Audience: All end users by role

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Table of Contents

1. Production Team Training
2. Sales Team Training
3. Accountant Training
4. Requisition Workflow Training

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1. Production Team Training

User: Samuel Adebayo
Email: samuel@loftygoldenoil.com
Password: password123
Role: Production Manager

System Access

Module	Access Level
Dashboard	View only
Inventory	Full (add/edit products, adjustments, monitoring)
Production	Full (create runs, view history)
Requisitions	Create and view own requests
All other modules	No access

First-Day Checklist

• Log in successfully at https://loftygoldenoil.com
• Review the Dashboard and understand all KPIs
• Navigate to Inventory and review all stock levels
• Check which items are below safety stock
• Review the last 3 production runs
• Familiarize yourself with the sidebar navigation

Daily Workflows

Morning Routine (Start of Day)

1. Log in and check the Dashboard
2. Review stock levels — note any critical items
3. Check alerts — especially low stock warnings
4. Plan production based on inventory and demand

During the Day

5. Create production runs as needed
6. Monitor inventory levels throughout the day
7. Record stock adjustments if physical count differs
8. Raise requisitions for materials that need restocking

End of Day

9. Verify production records are complete
10. Check final inventory levels
11. Log out of the system

Weekly Tasks

• Physical stock count for all raw materials
• Compare physical count to system count
• Record any discrepancies as adjustments
• Review production costs vs. targets
• Check supplier delivery schedules

Monthly Tasks

• Full inventory reconciliation
• Review production yield % trends
• Analyze cost per keg over time
• Report production metrics to admin
• Review safety stock levels and suggest adjustments

Common Tasks: Step-by-Step

Task 1: Create a Production Run

1. Click Production in the sidebar
2. Click "New Production Run"
3. Enter Kegs to Produce: 150
4. Verify Liters per Keg: 25 (default)
5. Enter Overhead per Keg: 1850 (or current rate)
6. Review the BOM summary showing materials to be consumed:
   • Liquid Oil: 3,750 liters (150 × 25)
   • Empty Kegs: 150 units
   • Stickers: 150 units
   • Leeds/Lids: 150 units
7. Click "Start Production"
8. Verify success message and note the production run ID (e.g., PR-3)
9. Check inventory — raw materials should be reduced, finished kegs should increase

Task 2: Record a Stock Adjustment

1. Click Inventory in the sidebar
2. Click "Stock Adjustments" tab
3. Click "New Adjustment"
4. Select the material (e.g., Liquid Oil)
5. Enter the physical count (what you actually counted)
6. The system shows:
   • System count (what the system thinks you have)
   • Variance (difference)
   • Value of variance (₦)
7. Select type: damage / loss / theft / reconciliation
8. Enter a detailed reason: e.g., "50 liters leaked from storage tank B during transfer"
9. Click "Save"
10. The inventory count updates immediately

Task 3: Check for Low Stock Items

1. Click Inventory in the sidebar
2. Look for items with red or yellow indicators
3. Red = Critical (stock < 50% of safety stock)
4. Yellow = Warning (stock below safety stock)
5. For items below safety stock, raise a requisition (see Requisition Workflow below)

Task 4: Raise a Material Requisition

1. Click Requisitions in the sidebar
2. Click "New Requisition"
3. Select the material that needs restocking
4. Enter the quantity needed
5. Enter a reason explaining why it's needed
6. Click "Submit"
7. The requisition enters the approval workflow

Tips and Best Practices

1. Always check inventory before production — Ensure materials are available
2. Record adjustments immediately — Don't wait until end of day
3. Use detailed reasons — Future you will thank present you
4. Monitor yield % — If consistently below 100%, investigate waste
5. Raise requisitions early — Don't wait until stock is zero
6. Review production costs — Track if cost per keg is increasing

Troubleshooting

Issue	Cause	Solution
"Insufficient [material]" error	Not enough raw materials	Raise a requisition, wait for restocking
"Insufficient funds" error	Cash position too low for overhead	Check with accountant, wait for sales revenue
Stock doesn't match physical count	Unrecorded adjustments	Record a stock adjustment
Production cost seems high	Overhead rate too high	Discuss with admin/accountant

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2. Sales Team Training

User: Fatima Osun
Email: fatima@loftygoldenoil.com
Password: password123
Role: Sales Representative

System Access

Module	Access Level
Dashboard	View only
Customers	Full (add/edit customers)
Sales	Full (create sales, record payments)
Statements	Generate and send statements
Requisitions	Create and view own requests
All other modules	No access

First-Day Checklist

• Log in successfully at https://loftygoldenoil.com
• Review the Dashboard — focus on sales metrics
• Navigate to Customers — review the customer list
• Check the current finished keg inventory
• Review recent sales history
• Familiarize yourself with the Sales creation form

Daily Workflows

Morning Routine

1. Log in and check the Dashboard
2. Review finished goods stock — how many kegs available?
3. Check AR aging — any overdue invoices to follow up on?
4. Plan the day's sales based on customer demand

During the Day

5. Record sales as they happen
6. Follow up on overdue invoices — call customers
7. Add new customers as needed
8. Send statements to customers who request them

End of Day

9. Verify all sales are recorded
10. Check AR status — any new credit sales?
11. Log out of the system

Weekly Tasks

• Review total sales for the week
• Follow up on all overdue AR invoices
• Update customer information as needed
• Check finished goods inventory level
• Report sales summary to admin

Monthly Tasks

• Generate and send monthly statements to all credit customers
• Review AR aging report — escalate critical items
• Analyze sales trends (which customers buy the most?)
• Review pricing and suggest adjustments
• Report monthly sales figures to admin

Common Tasks: Step-by-Step

Task 1: Create a Cash/Bank Transfer Sale

1. Click Sales in the sidebar
2. Click "New Sale"
3. Select the customer from the dropdown
   • If new customer, click "Add Customer" first
4. Enter quantity: 120 (number of kegs)
5. Enter unit price: 35000 (₦35,000 per keg)
6. Enter discount (if applicable): 0
7. Select payment method: Bank Transfer
8. Enter transaction reference: TXN-8841
9. Enter narration: Transfer confirmed same day
10. Click "Record Sale"
11. Success! Note the sale ID (e.g., S-4)
12. Print receipt if needed

Task 2: Create a Credit Sale

1. Follow steps 1-6 above
2. Select payment method: Credit (On Account)
3. Transaction reference and narration are optional
4. Click "Record Sale"
5. An AR invoice is automatically created with a 30-day due date
6. The customer will receive an invoice email (if configured)

Task 3: Record an AR Payment

1. Click Sales → AR (or Accounting → AR)
2. Find the invoice from the customer
3. Click "Record Payment"
4. Enter the payment amount
5. Select method: Bank Transfer / POS Card Payment / Cash
6. Enter reference number (for bank transfers)
7. Click "Save"
8. Invoice status updates to partial or settled

Task 4: Add a New Customer

1. Click Customers in the sidebar
2. Click "Add Customer"
3. Enter name: Kwara Agro Distributors
4. Enter phone: +234 806 789 0123
5. Enter address: 7 Ahmadu Bello Way, Ilorin
6. Select type: wholesale
7. Click "Save"
8. Customer is now available in the sales dropdown

Task 5: Generate and Send a Customer Statement

1. Click Statements in the sidebar
2. Select the customer from the dropdown
3. Set date range (defaults to current month)
4. Click "Generate Statement"
5. Review the statement:
   • Opening balance
   • Sales (debits)
   • Payments (credits)
   • Closing balance
6. Click "Send via Email" (if email is configured)
7. Or print/PDF for manual delivery

Tips and Best Practices

1. Always check stock before selling — Don't promise what you don't have
2. Record sales immediately — Don't batch at end of day
3. Get transaction references — Always collect bank transfer references
4. Follow up on credit sales — Check AR aging weekly
5. Keep customer info updated — Phone numbers, addresses change
6. Send statements promptly — Monthly, on the 1st

Troubleshooting

Issue	Cause	Solution
"Insufficient finished kegs"	Not enough stock	Check inventory, wait for production
"Transaction reference required"	Bank Transfer selected	Collect the reference number
Customer not in dropdown	New customer	Add customer first
Can't delete customer	Has sales records	Keep customer, mark as inactive
"Discount exceeds subtotal"	Too much discount	Reduce discount amount

Thermal Receipt Printing Setup

1. Install a thermal receipt printer (80mm paper width)
2. Connect via USB to your computer
3. Install printer drivers (Windows/Mac)
4. When printing a receipt:
   • Click "Print Receipt" after recording a sale
   • Press Ctrl+P (Cmd+P on Mac)
   • Select your thermal printer
   • Set paper size to "80mm x 297mm" or "Roll Paper 80mm"
   • Disable headers and footers in print settings
   • The receipt auto-formats for thermal paper

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3. Accountant Training

User: Ngozi Okoro
Email: ngozi@loftygoldenoil.com
Password: password123
Role: Accountant / Auditor

System Access

Module	Access Level
Dashboard	View only
Expenses	Full (create, categorize, view)
Accounting	Full (GL, reports, compliance)
Purchases	Full (record procurement)
Suppliers	Full (add/edit suppliers)
Requisitions	Review and approve
All other modules	View only

First-Day Checklist

• Log in successfully at https://loftygoldenoil.com
• Review the Dashboard — focus on financial metrics
• Navigate to Accounting — review Trial Balance
• Check the P&L statement
• Review the Balance Sheet
• Familiarize yourself with the Expense module

Daily Workflows

Morning Routine

1. Log in and check the Dashboard
2. Review cash position — how much available?
3. Check AR aging — any overdue payments?
4. Review any new expenses recorded yesterday

During the Day

5. Record expenses as invoices come in
6. Review purchase records for accuracy
7. Check accounting reports as needed
8. Approve/reject requisitions from other team members

End of Day

9. Verify all expenses are properly categorized
10. Check Trial Balance — still balanced?
11. Log out of the system

Weekly Tasks

• Run Trial Balance — verify it balances
• Review P&L — check profitability
• Check AR aging — follow up on overdue items
• Review expenses by category
• Reconcile bank statements (if applicable)

Monthly Tasks

• Generate full P&L statement for the month
• Generate Balance Sheet
• Run AR aging report — escalate critical items
• Review all expenses for proper categorization
• Generate GL vouchers report
• Report financial summary to admin/owner
• Archive monthly reports

Common Tasks: Step-by-Step

Task 1: Create an Expense

1. Click Expenses in the sidebar
2. Click "New Expense"
3. Select category: Fuel / Diesel
4. Enter amount: 120000
5. Enter description: Diesel for factory generator — May 2026
6. Click "Save"
7. Note the expense ID (e.g., E-5)
8. The cash position is reduced by ₦120,000

Task 2: Record a Purchase

1. Click Purchases (or navigate via Accounting)
2. Click "New Purchase"
3. Select material: liquid_oil
4. Enter quantity: 5000
5. Enter unit cost: 950
6. Select supplier: Ogbomoso Oil Mill
7. Enter date loading: 2026-07-20
8. Enter date offload: 2026-07-22
9. Enter waybill no: WB-2001
10. Enter truck no: KRD-402-XA
11. Click "Save"
12. Inventory count and weighted average cost are automatically updated

Task 3: View the Trial Balance

1. Click Accounting in the sidebar
2. Click "Trial Balance"
3. Review the accounts:

Debits (Assets + Expenses):

Account	Amount
Cash & Cash Equivalents	Calculated
Inventory Valuation	Calculated
Accounts Receivable	Calculated
Cost of Goods Sold	Calculated
Operating Expenses	Calculated
Inventory Adjustments	Calculated

Credits (Revenue + Equity):

Account	Amount
Sales Revenue	Calculated
Owner's Capital & Reserves	Calculated

4. Verify: Total Debits should equal Total Credits
5. Difference should be 0 (balanced)

Task 4: Generate a P&L Statement

1. Click Accounting → Financial Reports
2. Set date range (optional — defaults to all-time)
3. Review:

Revenue:              ₦X,XXX,XXX
- Cost of Goods Sold: ₦X,XXX,XXX
= Gross Profit:       ₦X,XXX,XXX

- Operating Expenses: ₦X,XXX,XXX
- Adjustment Expense: ₦X,XXX,XXX
= Net Income:         ₦X,XXX,XXX

4. Export if needed (PDF/CSV)

Task 5: View the Balance Sheet

1. Click Accounting → Financial Reports
2. Scroll to Balance Sheet section
3. Review:

ASSETS:
  Cash & Cash Equivalents:  ₦X,XXX,XXX
  Inventory Valuation:      ₦X,XXX,XXX
  Accounts Receivable:      ₦X,XXX,XXX
  Total Assets:             ₦X,XXX,XXX

EQUITY:
  Owner's Capital:          ₦X,XXX,XXX
  Total Equity:             ₦X,XXX,XXX

Total Assets should = Total Equity

Task 6: View the General Ledger

1. Click Accounting → General Ledger (or Ledger Book)
2. View all vouchers in chronological order
3. Each voucher shows:
   • Date and transaction ID
   • Type (purchase, production, sale, expense, etc.)
   • Debit and credit legs with account names and descriptions

Task 7: Review AR Aging

1. Click Accounting → AR Aging
2. View outstanding invoices grouped by age:

Bucket	Description	Amount
Current	0-30 days	₦X,XXX
Overdue	31-60 days	₦X,XXX
Critical	61-90 days	₦X,XXX
Bad Debt	90+ days	₦X,XXX

3. Action: Contact customers with overdue/critical invoices

Task 8: Approve a Requisition

1. Click Requisitions in the sidebar
2. Find requisitions with status open or pending your approval
3. Review the request details:
   • Material requested
   • Quantity
   • Reason
   • Who requested it
4. Click "Approve" or "Reject"
5. Add notes if rejecting (explain why)

Tips and Best Practices

1. Record expenses daily — Don't let invoices pile up
2. Categorize accurately — Proper categories = better reports
3. Check Trial Balance weekly — Catch imbalances early
4. Review AR aging — Follow up before invoices become bad debt
5. Keep purchase records complete — Waybill numbers, truck numbers, dates
6. Verify cash position before approving large expenses
7. Back up the database before making major changes
8. Use the audit log to investigate discrepancies

Troubleshooting

Issue	Cause	Solution
Trial Balance doesn't balance	Data entry error	Review recent transactions, check GL vouchers
Cash position seems wrong	Missing transaction	Review all cash movements in the audit log
"Insufficient funds" error	Cash position too low	Check cash calculation, wait for revenue
Can't delete supplier	Has purchase records	Keep supplier, cannot delete
P&L shows unexpected loss	High COGS or expenses	Review COGS calculation and expense categories

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4. Requisition Workflow Training

Overview

The requisition system manages material restocking requests through a multi-level approval chain.

Approval Chain

Requester (Any User)
    │
    ▼
Supervisor Review (Production/Sales/Accountant)
    │
    ▼
Manager Review (Senior Staff)
    │
    ▼
Accounts Review (Accountant verifies budget)
    │
    ▼
MD Final Approval (Managing Director)
    │
    ▼
Fulfilled (Procurement team orders materials)

Note: The current system implements a simplified 2-level approval (Requester → Approver). The full 4-level chain is the intended workflow for future enhancement.

Status Flow

open → approved → fulfilled
open → rejected

Status	Meaning
open	Request submitted, awaiting review
approved	Approved for procurement
fulfilled	Materials ordered/received
rejected	Request denied

Creating a Requisition

1. Click Requisitions in the sidebar
2. Click "New Requisition"
3. Fill in the form:

Field	Description	Example
Material	Select from inventory items	liquid_oil
Quantity	How many units needed	5000
Reason	Why it's needed (detailed)	"Liquid oil stock at 3,200L, below safety stock of 3,000L. Production scheduled for next week requires 7,500L."

4. Click "Submit"
5. The requisition enters the approval workflow

Supervisor Review

Who reviews: The supervisor or manager for the requesting department.

1. Open the Requisitions page
2. Find requisitions with status open
3. Review the request:
   • Is the material needed?
   • Is the quantity reasonable?
   • Is the reason valid?
4. Click "Approve" to move forward
5. Click "Reject" if not appropriate (add notes explaining why)

Manager Review

Who reviews: Senior management.

1. Open requisitions with supervisor approval
2. Review the request with supervisor's context
3. Consider budget impact and priority
4. Click "Approve" or "Reject"

Accounts Review

Who reviews: Accountant (Ngozi).

1. Open requisitions with manager approval
2. Verify budget availability:
   • Check current cash position
   • Review upcoming expenses
   • Ensure funds are available
3. Click "Approve" if budget allows
4. Click "Reject" if insufficient funds

MD Final Approval

Who reviews: Managing Director (Alhaji Ganiyu / Admin).

1. Open requisitions with all prior approvals
2. Final review and decision
3. Click "Approve" to authorize procurement
4. Status changes to approved

Fulfillment

Once approved:

1. Procurement team orders the materials
2. When materials arrive, update status to fulfilled
3. Inventory is updated when the purchase is recorded

Email Notifications

The system sends email notifications at key stages:

Event	Notification
Requisition created	Email to approvers
Requisition approved	Email to requester
Requisition rejected	Email to requester with reason
Requisition fulfilled	Email to requester

Rejection Handling

When a requisition is rejected:

1. The requester receives a notification
2. The rejection reason is recorded
3. The requester can:
   • Submit a new requisition with adjusted details
   • Escalate to a higher authority
   • Wait and resubmit later

Urgent Priority Handling

For urgent requests:

1. Create the requisition with detailed reason including "URGENT" tag
2. Contact the approver directly (phone/in-person)
3. Follow up to ensure prompt review
4. The system tracks all approvals in the audit log

Requisition Training Exercises

Exercise 1: Submit a Requisition

1. Log in as Samuel (Production)
2. Navigate to Requisitions
3. Create a requisition for liquid_oil, quantity 5000
4. Reason: "Stock below safety level. Production needs 7,500L next week."
5. Submit the requisition
6. Verify it appears in the list with status open

Exercise 2: Approve a Requisition

1. Log in as Ngozi (Accountant)
2. Navigate to Requisitions
3. Find the requisition submitted in Exercise 1
4. Review the details
5. Click "Approve"
6. Verify the status changed to approved

Exercise 3: Reject a Requisition

1. Log in as any approver
2. Create a test requisition
3. Have another user reject it with reason: "Budget insufficient this month"
4. Verify the rejection is recorded
5. Check the audit log for the rejection entry

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Quick Reference: All Roles

Login Credentials

Role	Email	Password
Admin	admin@loftygoldenoil.com	admin123
Production	samuel@loftygoldenoil.com	password123
Sales	fatima@loftygoldenoil.com	password123
Accountant	ngozi@loftygoldenoil.com	password123

Daily Checklist Summary

Task	Admin	Production	Sales	Accountant
Check Dashboard	✓	✓	✓	✓
Review inventory	✓	✓	✓	✓
Create production runs	—	✓	—	—
Record sales	—	—	✓	—
Follow up on AR	—	—	✓	✓
Record expenses	✓	—	—	✓
Review Trial Balance	✓	—	—	✓
Check audit log	✓	—	—	—
Approve requisitions	✓	—	—	✓

Key Phone Numbers

User	Role	Contact
Alhaji Ganiyu	Admin/Owner	(Contact via company)
Samuel Adebayo	Production	(Contact via company)
Fatima Osun	Sales	(Contact via company)
Ngozi Okoro	Accountant	(Contact via company)

Support

• System URL: https://loftygoldenoil.com
• Staging (testing): http://170.9.14.60:8443
• Health Check: https://loftygoldenoil.com/api/health
• GitHub Issues: https://github.com/abono200/lofty-golden-oil-erp/issues