User Acceptance Testing Guide

Structured UAT test scenarios for Accounts, Logistics CRM, Land Transport, and HR & Payroll departments. Complete Phase 0 (System Setup) before handing off to any department.

For: Dept Heads & Key Users
Reusable: Future Tenant Onboarding
Before distributing to departments: Ensure Phase 0 (Initial System Setup) is fully complete and verified by the IT/Admin team. All department tests depend on correctly seeded master data.
Phase 0 System Setup
Accounts GL · AR · AP · Bank
Logistics CRM Enquiry · Job · Invoice
Land Transport Consignment · Trip · WR
HR & Payroll Payroll · Leave · WPS
Phase 0 — Initial System Setup

Performed by: IT / System Administrator. Must be complete before any department starts testing.

Each step must be saved and verified before moving to the next. These are one-time setup steps that all department tests depend on.

Location Hierarchy (Country → State → City → Postal Code)

Purpose: Build the geographic reference data that all address fields across the system depend on. Required before Company Profile can be saved.

System Settings → Locations → Countries / States / Cities / Postal Codes

Add at least one Country (e.g., UAE, India)

Add States/Emirates under the country

Add Cities under each State

Add Postal Codes under each City

Pass: Country, State, City, and Postal Code records appear in the respective lists without errors.

Base Currency Setup

Required before the Company Profile base currency can be selected.

System Settings → Currencies

Add the company's home currency (e.g., AED, INR, USD)

Add any additional transaction currencies

Verify currency code, symbol, and decimal places

Pass: Currency records saved successfully; base currency appears in Company Profile dropdown.

Company Profile & Branches

Purpose: Configure the legal entity identity that appears on all printed documents (invoices, receipts, payslips). Also creates branches that segment operational data.

System Settings → Company Profile

Enter: Company Name, Email, Address, Tax ID (GSTIN/TRN/EIN), Base Currency

Select: Tax System (GST / VAT / US Sales Tax)

Upload: Company Logo

Save settings → then navigate to Branches and verify Head Office branch exists

Add additional branches if required

Pass: Company name, address, and logo appear correctly on a test invoice printout.

Document Number Setup

Configure prefix and starting sequence for all document types before any transactions are raised.

Settings → Document Number Setup

Set Customer Code prefix (e.g., CUST, starting 0001)

Set Enquiry prefix (e.g., ENQ)

Set Quotation prefix (e.g., QTN)

Set Job Sheet prefix (e.g., JOB)

Set Job Manifest prefix (e.g., JMF)

Verify the Preview column shows the expected format (e.g., ENQ-0001)

Important: Once a document is generated, the prefix locks and cannot be changed. Agree on prefixes before raising any documents.
Pass: All document types show a valid Preview (e.g., CUST-0001, ENQ-0001). Status column shows "Active".

Chart of Accounts

Purpose: Validate the financial skeleton of the system — every transaction will post to these accounts. Verify structure is correct before any financial transactions are made.

Master Data → Chart of Accounts

Verify the system-seeded account hierarchy (Assets 1xxx, Liabilities 2xxx, Equity 3xxx, Revenue 4xxx, Expenses 5xxx-7xxx)

Add or rename accounts to match the company's COA structure

Set up Control Accounts: AR Control, AP Control, Bank, Cash (Settings → Control Accounts Settings)

Pass: Account hierarchy visible; each account has a code, name, and type. Control accounts are linked correctly.

Tax Codes & Groups

Master Data → Tax Codes / Tax Groups

Verify seeded tax codes match local regulations (e.g., VAT 5%, GST 18%, Zero-rated)

Create Tax Groups if required (e.g., CGST+SGST group for GST)

Set a Default Tax Code flag on the standard rate

Pass: Tax codes appear in invoice line item dropdowns; tax amount calculates correctly on a test transaction.

Departments, Designations & Employees

System Settings → Departments / Designations → HR → Employee Directory

Create Departments (Finance, Operations, Sales, HR, IT)

Create Designations (Manager, Executive, Coordinator, etc.)

Create at least one Employee record per department — assign Branch, Department, Designation

Add User accounts for each department tester (Settings → User Management), assign roles

Pass: Employee records visible in directory. Each tester can log in and access their department module.

Customer & Supplier Master Data

Master Data → Customer Categories → Customers / Supplier Categories → Suppliers

Create at least 2 Customer Categories (e.g., Corporate, Individual)

Create at least 5 Customer records — verify auto-generated Customer Code

Create at least 2 Supplier Categories and 3 Supplier records

Verify each customer/supplier has: Name, Category, Credit Limit, GL Account linked

Pass: Customer Code auto-generates in the configured format (e.g., CUST-0001). All records appear in search/dropdowns across modules.

Approval Workflow Configuration

Purpose: Establish multi-level approval chains for transactions (CRM Quotations, Leave Requests, Payroll Runs) before department UAT begins.

Settings → Approval Workflows

Create an Approval Workflow for CRM Quotation: add Level 1 approver (e.g., Operations Manager)

Create an Approval Workflow for Leave Requests: link to HR Manager

Create an Approval Workflow for Payroll Run: link to Finance Director

Verify each workflow is Active and assigned to the correct document type and branch/department

Pre-condition: User accounts and roles for all designated approvers must be created first (Step S7).
Pass: Submitting a Quotation prompts approval; it appears in the approver's queue; approving/rejecting/recalling updates the document status immediately.
Phase 0 Sign-off: Admin must confirm all 9 steps are complete before handing over to department testing teams.

UAT Sign-Off Checklist

Each department head should sign off after completing their UAT section. The implementation is considered Go-Live ready when all four departments have signed off.

Implementation Guide Getting Started
ACCOUNTS

Accounts Manager Sign-off

Name: ________________________ Date: _________________________
LOGISTICS CRM

Operations Manager Sign-off

Name: ________________________ Date: _________________________
LAND TRANSPORT

Transport Manager Sign-off

Name: ________________________ Date: _________________________
HR & PAYROLL

HR Manager Sign-off

Name: ________________________ Date: _________________________
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