FAQ: Common ERP Problems + Solutions

1. "Why can't I save data?"

The #1 most common problem. Here are the 5 most frequent causes:

• Mandatory fields not filled — look for fields marked with * (asterisk). Any empty mandatory field must be completed.
• Incorrect data format — such as entering text in a number field, or wrong date format
• Insufficient permissions for that menu — some roles can view but not save. Check your permissions with Admin.
• Accounting period already closed — if you try to save data in a month that's already closed, the system won't allow it
• System error / Session expired — try refreshing the page (F5) or logging in again

Solution: Read the Error Message completely — it usually tells you the cause. If you still can't resolve it, take a screenshot and send it to IT.

2. "What to do about duplicate data?"

Duplicate data can result from various causes, such as clicking Submit multiple times or importing data twice.

How to check:

• Search by name/code to see how many records exist
• Compare creation dates — records created very close together may be duplicates
• Check the Audit Trail to see who created what and when

Solution: Do not delete it yourself. Notify the Admin or Key User to review and delete the duplicate, as deleting data may affect other documents that reference it.

3. "I submitted for approval but it's not showing up?"

Approval workflow getting stuck is a common issue. Main causes:

• Wrong step — check whether the document is actually "Submitted" or still in "Draft" status
• Approver hasn't logged in — contact the approver directly to let them know there's something to approve
• Workflow misconfigured — the document may be waiting with the wrong person. Notify Admin.

Solution: Go to "Document Tracking" or "Workflow Status" menu to see which step the document is stuck at and who the approver is.

4. "I need to edit data that's already been saved?"

It depends on the document status:

Key concept: Reversal = creating an opposite entry to cancel the original. Adjustment = correcting the amount. Both methods leave a trace in the Audit Trail.

5. "Can't export to Excel?"

Step-by-step troubleshooting:

1. Check if your browser allows file downloads (check Popup Blocker settings)
2. Try a different browser (Chrome, Firefox, Edge)
3. Check if Excel or LibreOffice is installed on your computer
4. Try exporting as CSV instead (can be opened with Excel)
5. If the file is very large, try narrowing the filter before exporting

6. "Report numbers don't match?"

The most common cause is filter mismatch. Check these items:

• Date range — does it match the actual period you need?
• Department/Unit — did you select the correct department?
• Document status — Draft documents are not counted in reports. They must be Submitted/Approved first.
• Data not yet posted — some systems require posting before data appears in reports
• Fiscal year — you may have selected the wrong year

Solution: Try exporting reports from both sources and comparing them in Excel to find the discrepancy.

7. "Insufficient budget to withdraw?"

When the system says the budget is insufficient, it doesn't always mean the money is gone. You need to understand the budget structure:

• Available Balance = Allocated Budget - Actual Spending - Commitment - Obligation
• There may be Commitment amounts (PRs submitted but POs not yet issued) consuming the budget
• Check the budget report to see which items have outstanding commitments

Solution: Review the budget report (read more: How to Read ERP Reports). If the budget is truly insufficient, you'll need to request a budget transfer from another category.

8. "What is an Audit Trail?"

An Audit Trail is an automatic logging system that records every action in the ERP system — who did what, when, where, what the old data was, and what it changed to.

Why it matters:

• Used to verify who modified what data and when
• Serves as evidence for audits (external and internal auditors)
• Cannot be deleted or modified — not even by Admin
• Helps identify who is responsible when issues arise

9. "The system is very slow — what to do?"

Before calling IT, try these 5 steps first:

1. Clear browser cache — press Ctrl+Shift+Delete, select "Cached images and files," then click Clear
2. Close unused tabs — too many tabs consume memory and slow down the browser
3. Check your internet — try opening other websites to see if they're also slow. If so, it's an internet issue.
4. Try refreshing the page — press F5 or Ctrl+F5 (Hard Refresh)
5. Try a different browser — sometimes browser extensions cause slowness

If it's still slow after trying these, notify IT with details: when it's slow, what you were doing, and any error messages.

10. "Forgot my password?"

Password reset steps:

1. Click the "Forgot Password" link on the Login page
2. Enter your registered email — the system will send a reset link
3. Check your Spam/Junk folder if you don't see the email
4. Click the link in the email and set a new password (at least 12 characters, mix of uppercase, lowercase, numbers, and special characters)
5. If the link has expired or you still can't access, contact Admin/IT

Read more: Essential ERP Security Every User Must Know

11. "Why do I have to log in again so often?"

This is a Session Timeout, which is a security feature, not a bug:

• The system automatically logs you out after a period of inactivity (e.g., 30 minutes)
• It prevents others from using your account if you forget to log out
• The timeout duration is set by the Admin according to the organization's security policy

Tip: Save your work regularly (click Save often) so you don't lose data when the session expires.

12. "Can data be lost?"

Short answer: Virtually impossible, because the ERP system has multiple layers of protection:

• Automatic backup — the system backs up data daily (or hourly, depending on configuration)
• Disaster Recovery — backup systems at alternative sites for emergency situations
• Can't be easily deleted — approved documents cannot be deleted; they require a Reversal
• Audit Trail — every change is recorded and can be recovered

However, data that hasn't been saved yet (e.g., you were filling in a form and the browser closed) can be lost. Therefore, save your work regularly.

13. "Can I access the ERP from my phone?"

It depends on the ERP system:

• Web-based ERP (such as Saeree ERP) — can be accessed through a mobile browser with responsive design support
• Desktop ERP — must be used on a computer only

Recommendation: Use your phone only for viewing reports and approving documents. For extensive data entry, use a computer for convenience. Also, use secure WiFi or VPN when accessing from outside the office.

14. "How do I request additional permissions?"

Steps to request additional permissions:

1. Specify the permissions needed — e.g., which menu you need access to and what actions you need to perform
2. Notify your supervisor — get approval confirming the access is genuinely needed
3. Submit a request to Admin — through the form or email as designated by your organization
4. Admin reviews and assigns permissions — following the Principle of Least Privilege (only what's necessary)
5. Test — log in again and verify you have the requested permissions

Important: Permission changes are also recorded in the Audit Trail, so use your permissions responsibly.

15. "Who should I contact when there's a problem?"

Support channels, in recommended order:

When reporting a problem, include:

• Screenshot of the screen + Error Message
• Steps taken before the problem occurred (Steps to Reproduce)
• Time when the problem occurred
• Browser and OS being used