System Settings Guide

Product: Lofty Golden Oil ERP
URL: https://loftygoldenoil.com
Applicable Roles: Admin

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Overview

System Settings provides centralized configuration for the entire ERP platform. All settings are managed by administrators and stored in the settings table. Changes here affect all users across the system.

Access: Navigate to Settings in the left sidebar. Only users with the Admin role can access this module.

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Company Information

Configure your organization's details, which appear on invoices, reports, and communications.

Setting Company Information

1. Click Settings in the sidebar.
2. Select the Company Information tab.
3. Fill in the following fields:

Field	Description	Current Value
Company Name	Official registered name	Lofty Golden Oil Ltd
Logo	Company logo image (JPG/PNG, recommended 200×200px)	Upload via file picker
Address	Registered business address	Enter full address
Phone	Primary contact phone number	Enter phone number
Email	Primary business email	Enter email address
Website	Company website URL	https://loftygoldenoil.com
Tax ID / RC Number	Corporate Affairs Commission registration number	Enter RC number

4. Click Save to apply changes.
5. Updated information takes effect immediately on new invoices and reports.

Logo Upload

1. Click the Upload Logo area or drag and drop an image file.
2. Supported formats: JPG, PNG.
3. Recommended dimensions: 200×200 pixels.
4. Maximum file size: 5 MB.
5. The logo appears on generated invoices, statements, and PDF exports.

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Tax Configuration

Configure tax rates that apply to invoices and financial transactions.

Setting Tax Rate

1. Navigate to Settings > Tax Configuration tab.
2. The current VAT rate is displayed.

Setting	Description	Current Value
VAT Rate	Value Added Tax percentage	7.5%

3. To modify the rate:
   • Enter the new percentage in the VAT Rate field.
   • Click Save.
4. The new rate applies to all future invoices generated after the change.
5. Existing invoices retain the rate that was active when they were created.

Nigeria VAT Context

• The standard VAT rate in Nigeria is 7.5% (as regulated by the Federal Inland Revenue Service — FIRS).
• VAT is applied to taxable goods and services.
• Verify with your tax advisor which transactions are VAT-exempt.
• The system calculates VAT automatically on invoices based on this configured rate.

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Low Stock Thresholds

Configure alerts that notify administrators when inventory levels fall below safe minimums.

Global Default Threshold

1. Navigate to Settings > Low Stock Thresholds tab.
2. Set the Global Default Threshold — this applies to all products unless overridden.

Setting	Description
Global Default Threshold	Minimum quantity before a low stock alert is triggered

3. Enter the default threshold value (e.g., 50 units).
4. Click Save.

Per-Product Overrides

1. In the same tab, locate the Product Overrides section.
2. Click + Add Override.
3. Select the product from the dropdown.
4. Enter a custom threshold for that product.
5. Click Save.

Priority: Per-product overrides take precedence over the global default.

Low Stock Alerts

When inventory falls below the configured threshold:

• Dashboard Alert: A warning notification appears on the dashboard for Admin and Production users.
• Email Notification: If email notifications are enabled, an alert email is sent to designated recipients.
• Inventory List: The product is flagged with a low stock indicator in the inventory table.

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Email Configuration

Configure the email service used for all system notifications, welcome emails, and alerts.

Resend API Configuration

The system uses Resend as its email service provider.

Setting	Description	Current Value
Resend API Key	API key for authentication with Resend	Enter your Resend API key
From Address	Sender email address for all outgoing emails	noreply@loftygoldenoil.com
From Name	Display name for outgoing emails	Lofty Golden Oil ERP

Setting Up Resend

1. Navigate to Settings > Email Configuration tab.
2. Enter your Resend API Key (obtain from https://resend.com).
3. Verify the From Address matches your verified domain in Resend.
4. Enter the From Name (e.g., "Lofty Golden Oil ERP").
5. Click Save.
6. Click Send Test Email to verify the configuration works.

Email Templates

The system includes branded HTML email templates for the following communications:

Template	Trigger	Recipient
Welcome Email	New user created	New user
Password Reset	Forgot password request	Requesting user
Invoice	Invoice generated	Customer
Statement	Monthly statement sent	Customer
Monthly Report	End of month report	Admin/Accountant
Low Stock Alert	Inventory below threshold	Admin/Production
Requisition Alert	New requisition submitted	Approver at next level

Customizing Templates

1. Navigate to Settings > Email Configuration > Templates.
2. Select the template you wish to modify.
3. Edit the HTML content using the built-in editor.
4. Use placeholders for dynamic content:
   • {{user_name}} — Recipient's name
   • {{company_name}} — Company name from settings
   • {{amount}} — Transaction amount
   • {{date}} — Transaction date
   • {{reference}} — Reference number
5. Click Preview to see how the email will look.
6. Click Save to apply changes.

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Notification Settings

Control which events trigger email notifications and whether notifications are enabled system-wide.

Enabling/Disabling Notifications

1. Navigate to Settings > Notification Settings tab.
2. Toggle the Enable Email Notifications switch to turn all notifications on or off.
3. When disabled, no emails are sent regardless of individual event settings.

Event-Specific Notifications

Configure which events trigger email notifications:

Event	Description	Default
New User Created	Welcome email sent to new user	Enabled
Password Reset Requested	Password reset link sent	Enabled
Invoice Generated	Invoice sent to customer	Enabled
Statement Sent	Monthly statement sent to customer	Enabled
Low Stock Alert	Alert when inventory is low	Enabled
Requisition Approval Needed	Alert to next-level approver	Enabled

1. Toggle each event on or off based on your preferences.
2. Click Save to apply changes.

Notification Best Practices

• Keep Password Reset notifications enabled for security.
• Keep Requisition Approval notifications enabled for workflow efficiency.
• Consider disabling Low Stock Alerts via email if the dashboard alerts are sufficient.
• Review notification settings quarterly to ensure they align with business needs.

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Display Settings

Configure the visual and formatting preferences for the ERP interface.

Display Configuration

Setting	Description	Options
Default Theme	Interface color scheme	Dark / Light
Default Currency	Currency displayed throughout the system	₦ NGN (Nigerian Naira)
Date Format	How dates are displayed	DD/MM/YYYY (Nigerian standard)
Items Per Page	Number of rows in DataTables	10, 25, 50, 100 (default: 10)

Changing Display Settings

1. Navigate to Settings > Display Settings tab.
2. Select your preferred options from each dropdown.
3. Click Save.
4. Changes take effect immediately for your account.
5. These settings apply per-user — each admin can customize their own display.

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Security Settings

Configure authentication and session security parameters.

Security Configuration

Setting	Description	Current Value
JWT Token Expiry	Duration before a login session expires	24 hours
Session Timeout	Idle timeout before automatic logout	Configurable (minutes)
Password Minimum Length	Minimum characters required for passwords	6 characters

Configuring Security Settings

1. Navigate to Settings > Security Settings tab.
2. Modify the desired settings:

JWT Token Expiry:

• Set how long a login session remains valid.
• Shorter durations (e.g., 8 hours) improve security but require more frequent logins.
• Longer durations (e.g., 24 hours) improve convenience but increase risk.
• Recommended: 24 hours for standard use, 8 hours for high-security environments.

Session Timeout:

• Set how long an inactive session remains open.
• After the timeout, the user must log in again.
• Recommended: 30 minutes for shared workstations, 60 minutes for private offices.

Password Minimum Length:

• Set the minimum number of characters required for passwords.
• The system enforces this minimum for all new passwords and password resets.
• Recommended: 8 characters for enhanced security.
• Current: 6 characters.

3. Click Save to apply changes.

Password Storage

• All passwords are hashed using bcrypt before storage.
• Plain-text passwords are never stored in the database.
• The system uses salted hashes to prevent rainbow table attacks.
• Even administrators cannot view user passwords.

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Backup Configuration

Configure automatic database backups to protect against data loss.

Backup Settings

Setting	Description
Backup Schedule	How often backups are performed (Daily, Weekly, Custom)
Backup Time	Time of day when backups run
Backup Retention	How long backup files are kept (e.g., 30 days, 90 days)
Notify on Failure	Send email alert if a backup fails

Configuring Backups

1. Navigate to Settings > Backup Configuration tab.
2. Set the Backup Schedule:
   • Daily: Recommended for production systems. Backs up every night.
   • Weekly: Suitable for low-volume systems. Backs up once per week.
   • Custom: Specify a custom cron schedule for advanced users.
3. Set the Backup Time (e.g., 2:00 AM — during off-peak hours).
4. Set the Backup Retention period (e.g., 30 days).
5. Toggle Notify on Failure to receive email alerts if a backup fails.
6. Click Save.

Backup Best Practices

• Always enable backups. Data loss can be catastrophic for a distribution business.
• Test restores periodically. A backup is only useful if it can be restored.
• Store backups offsite. Keep copies in a separate location from the primary server.
• Monitor backup health. Enable failure notifications and check logs regularly.
• Retain financial data backups for at least 7 years for compliance.

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System Information

View technical details about the ERP installation.

System Details

Field	Description	Current Value
Version	ERP application version	3.0.0
Node.js Version	Backend runtime version	Check via Settings
MySQL Version	Database version	8.0
Uptime	Time since last server restart	Displayed in real-time

Viewing System Information

1. Navigate to Settings > System Information tab.
2. Review the displayed information.
3. This information is useful for:
   • Troubleshooting with technical support
   • Verifying you are running the latest version
   • Checking system health (uptime)

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Settings Summary

Category	Key Settings	Impact
Company Information	Name, Logo, Address, Tax ID	Invoices, reports, communications
Tax Configuration	VAT Rate (7.5%)	Invoice calculations
Low Stock Thresholds	Global default, per-product overrides	Dashboard alerts, email notifications
Email Configuration	Resend API Key, From Address, Templates	All outgoing emails
Notification Settings	Event toggles	Email notification triggers
Display Settings	Theme, Currency, Date format, Pagination	UI appearance per user
Security Settings	JWT expiry, Session timeout, Password length	Authentication security
Backup Configuration	Schedule, Retention, Failure alerts	Data protection
System Information	Version, Node.js, MySQL, Uptime	Technical reference

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Role Access Summary

Feature	Admin	Other Roles
View Settings	Yes	No
Edit Company Information	Yes	No
Edit Tax Configuration	Yes	No
Edit Low Stock Thresholds	Yes	No
Edit Email Configuration	Yes	No
Edit Notification Settings	Yes	No
Edit Display Settings	Yes (own account)	No
Edit Security Settings	Yes	No
Edit Backup Configuration	Yes	No
View System Information	Yes	No

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Troubleshooting

Issue	Solution
Cannot see Settings in sidebar	Verify your role is Admin
Emails not being sent	Check Resend API key is valid; verify From Address is verified in Resend
Welcome email not received by new user	Check spam folder; verify Resend configuration; test with Send Test Email
Low stock alerts not appearing	Verify threshold is set; check inventory quantities; enable notifications
Backup not running	Check backup schedule; verify server cron jobs are active
Tax rate not applying to invoices	Verify rate is saved; new rate applies to future invoices only
Changes not taking effect	Some settings require a page refresh; clear browser cache if needed