Run a UAT cycle

How to run user acceptance testing for an implementation, record results, and sign off a cycle when you're done.

What a UAT cycle is

A cycle is one complete pass through the test scenarios for your implementation. A typical engagement has at least two cycles: the first runs early, finds issues, and triggers fixes; the second re-tests after the fixes have been applied. Some engagements run three or four — for example, when a specific area has had a major change late in the project.

Each test scenario has one column per cycle on the UAT tab: Cycle 1, Cycle 2, and so on. The cell for each (scenario, cycle) pair records that test's result for that cycle. Earlier cycles' results stay visible read-only — they form the audit trail.

Who runs the tests

UAT is run by people on your side — the customer team — not by FullClarity. FullClarity provides the scenarios, but the value of UAT comes from your own users walking through their own real workflow and confirming the system behaves correctly for them.

Common arrangements:

• A single nominated tester runs every scenario themselves.
• Each scenario is assigned to whoever owns that area of the business (the AP scenarios go to the AP person, the project setup scenarios go to a project administrator).
• A mix — one person runs the core path, subject-matter experts run their specialist scenarios.

Whoever the tester is, the recording is theirs to enter into the tracker.

The test scenarios

Each row on the UAT tab is a test scenario set up by FullClarity for your engagement. The relevant columns:

• Test code — a short identifier (sometimes blank if FullClarity hasn't assigned codes yet).
• Title — what the scenario tests (for example, Create a progress claim on a stage-billed contract).
• Scenario — a paragraph describing the business situation being tested.
• Steps — the numbered steps the tester follows in NetSuite.
• Expected result — what the tester should see when they complete the steps.
• Cycle 1, Cycle 2, ... — the editable cells where you record results, one per cycle.

If your scenarios look sparse or generic, ask your FullClarity consultant — they can refine or add scenarios at any time before the cycle is signed off.

Recording a result

1. Pick a row to test. Read its Scenario, Steps, and Expected result.

2. Do the steps in NetSuite.

3. Compare what happened against the Expected result.

4. Click the cell for the active cycle (for example, Cycle 1) on that row.

5. Choose one of the five statuses:

   Status	When to use
   Pass	The system behaved exactly as the Expected result described.
   Fail	The result didn't match. The tracker offers to log an issue at the same time — see below.
   Blocked	You couldn't run the test (missing prerequisite, dependent test failed, environment issue).
   N/A	The scenario doesn't apply to your business. Use sparingly — confirm with your FullClarity consultant first, because a scenario marked N/A won't be re-tested.
   Untested	The default. Reset to this if you change your mind.

The result saves automatically. The cell stays on its new value, and the next time anyone opens the tracker they'll see your result.

For more on what each status means, see UAT result statuses.

When a test fails — logging an issue from the same step

The moment you set a cycle cell to Fail, the New Issue form pops open. The form is pre-filled with:

• A Title like UAT fail: <test code> — <scenario title>, so the issue and the test are obviously linked.
• A hidden link back to the failing test, so FullClarity can find the scenario in seconds.

You complete the rest:

1. Add a Description — what you actually saw versus what was expected.
2. Set a Priority (defaults to Medium).
3. Adjust the Title if the auto-generated one isn't quite right.
4. Click Create.

The issue lands on the Issues tab with the next available issue number, and the cycle cell stays marked as Fail. You don't have to enter the result again.

If you'd rather not log an issue right now (maybe you want to gather more information first), click Cancel on the form. The fail status still sticks — only the issue creation is cancelled.

Working through a cycle

The order you work scenarios in is up to you. A few common patterns:

• Top-to-bottom — simplest, predictable, but you may waste time on scenarios that are blocked by an earlier failure.
• By area — group scenarios for the same NetSuite area together (all the AR scenarios, then all the AP scenarios), so you stay in one part of the system at a time.
• Critical first — run the must-pass scenarios early so you know whether the implementation has go-live-blocking issues before spending time on edge cases.

As you go, the column header for the active cycle shows the result counts ticking up.

Signing off a cycle

When every test in the cycle is Pass or N/A — with any Fail or Blocked outcomes resolved or deferred to a later cycle — the cycle is ready to be signed off.

1. With the UAT tab active, click Sign off cycle in the action bar.
2. Confirm the prompt — the cycle name (for example, Cycle 2) is shown so you know which one you're signing off.
3. The tracker reloads. The cycle's column becomes read-only — its results are now permanent.

Sign-off is rejected if any result in the cycle isn't Pass or N/A. If that happens you'll see a warning toast naming what's blocking; resolve those cells and try again.

The signed-off cycle stays visible permanently — it's the audit record for that round of testing. You cannot edit its results after sign-off.

Starting a new cycle

After a cycle has been signed off and any issues from it have been resolved, you'll usually want a new cycle to re-test.

1. With the UAT tab active, click Start new cycle in the action bar.
2. Confirm the prompt — the next cycle number is shown.
3. The tracker reloads with a new editable column (Cycle 2, Cycle 3, ...) added alongside the previous cycles. Every cell in the new column starts as Untested.

Starting a new cycle while the previous one is still open is allowed but unusual — the prompt warns you so you can cancel if you didn't mean to.

Working in parallel

More than one person can record results at the same time. The tracker keeps everyone's view in sync — when you record a result, others see it on their next refresh. If two people happen to enter conflicting results on the same cell, the most recent change wins and a notification appears so both people know what happened.

Related

• Quick start — open the tracker for the first time.
• Log an issue — issues created from outside UAT.
• UAT result statuses — the five statuses in detail.