Test and accept a Viindoo version upgrade (UAT)

When Viindoo upgrades your system to a new version, you check the result on isolated test environments before the live system is switched over. This article guides you through User Acceptance Testing (UAT): reconciling data, testing features, reporting issues, signing off and preparing the official cutover.

UAT process overview

The User Acceptance Testing (UAT) process consists of 6 key steps:

1. Receive the handover email: it includes the access links to the 3 testing environments and the data snapshot timestamp.

2. Reconcile data: compare the data between the current version environment and the new version environment; record and clarify any discrepancies.

3. Test features: test your business processes in the feature testing environment of the new version.

4. Submit support tickets: report issues by email to support@viindoo.com or on the Helpdesk Center. Create 1 separate ticket for each issue.

5. Re-test: re-check the resolved issues when the project hands over a new test round (if applicable).

6. Sign off UAT: sign off according to the project guidelines once no Blocking issues remain in the system.

The testing environments are completely isolated from the live system. You continue your daily operations on the current system throughout the UAT phase; the official system cutover is only executed according to the plan agreed upon by both parties.

Purpose and scope

This article guides you through the following activities:

• Data reconciliation: verify that the data has been accurately converted within the committed scope; identify and handle discrepancies before the official system cutover;

• Feature testing: test your business processes on the new version to ensure compatibility and stability;

• Issue management and acceptance: report issues through Viindoo’s official support channels, track their resolution and sign off UAT according to the handover email instructions (using the Portal if it is configured for your project).

You proactively organize and assign authorized personnel with the appropriate expertise to test your active business workflows. This article is a standard guiding framework; the specific scope, data snapshot timestamps, environments and applicable contents are based on the handover email and the agreements of each project.

Testing environments

Environment roles

For each test round, Viindoo initializes 3 independent environments. All their data is extracted from the same backup of the live system, taken at the data snapshot timestamp:

Environment	Version	Intended use	Data operation rights
Environment (1): Data reconciliation - current version	The version currently in use	Provide the baseline figures as of the data snapshot timestamp	No. View only, no editing
Environment (2): Data reconciliation - new version	The upgraded new version	Compare the post-upgrade figures against environment (1)	No. View only, no editing
Environment (3): Feature testing - new version	The upgraded new version	Test operational processes and create sample transactions	Yes. Free to operate and create data

Operating principles:

• Environments (1) and (2) work as a reconciliation pair: open the same report in both environments at the same time and apply identical filters to compare the figures side by side. To keep the reconciliation accurate and valid, never create, modify or delete any data in these two environments;

• Environment (3) is for operational testing: all data created in this environment is completely independent and does not affect the reconciliation data in environments (1) and (2).

The access information for the 3 environments and the data snapshot timestamp are officially provided in the handover email of each test round. If your project is managed via the Portal, the access link for environment (3) is displayed under UAT instance.

Login rules

• Use the username and password of the live system as of the data snapshot timestamp;

• Accounts created or passwords changed after the data snapshot timestamp are not valid in the testing environments. In that case, log in with your old password or contact Viindoo for assistance.

Safety configuration and environment isolation

To ensure that testing does not affect live data and real-world operations, the testing environments are configured with the following safety measures:

• Outgoing emails: real emails to customers, vendors or employees are not sent. Emails are still generated in the system so that you can check their content;

• Scheduled actions: all automated background tasks are paused;

• External integrations: connections to payment gateways, shipping carriers, calendar synchronization and automatic email fetching are paused;

• Website (if applicable): search engine indexing is blocked.

If you need to test scheduled actions or external integrations, submit a ticket by email to support@viindoo.com or on the Helpdesk Center, specifying the environment and the scope. Viindoo evaluates and supports the request based on the service scope and the project agreements.

Overall testing process

Process flow diagram

Detailed steps

Step	Work content	Executed by	Output
Step 1: Test upgrade	Initialize and hand over the test environments according to the service scope	Viindoo	Handover email and test round details
Step 2: Perform testing	Data reconciliation (environments 1 and 2) and Feature testing (environment 3)	Customer	Data reconciliation sheet and checklist of tested items
Step 3: Report issues	Submit issue tickets following the Issue reporting guidelines	Customer	Ticket logged in the support system
Step 4: Resolve issues	Receive, analyze and resolve the tickets within the committed service scope	Viindoo	Resolution notification or workaround
Step 5: Hand over a new round	Prepare a new set of environments for the next test round (if applicable)	Viindoo / project agreement	Handover email for the new test round
Step 6: Re-test	Re-verify the fixed issues on the new environments and respond on the ticket	Customer	Fix confirmation on the ticket or the project channel
Step 7: Sign off	Sign off UAT following the agreed procedure (see Sign off the UAT results)	Customer	Official UAT sign-off document or confirmation
Step 8: Official cutover	Agree on the timeline and upgrade the live system	Viindoo (confirmed by the customer)	Live system running on the new version (see Official system cutover)

Submit and track support tickets

During the UAT phase, submit all feedback and issue reports by email to support@viindoo.com or on the Helpdesk Center. Viindoo receives, triages and addresses the issues within the contracted service scope. The handover email is the reference for the environment links, the test round and the way results are recorded.

Access the upgrade management page on the Portal

If your project is managed via the Portal:

1. Log in to the Viindoo Portal with the account provided to you.

2. On the My Account dashboard, select Version Upgrades.

3. Click the upgrade request in the list.

The request page displays:

• The system being upgraded, its current version and the target version;

• The status of the request (see Processing statuses);

• The current test round (for example “Test round 2 of 2”);

• UAT instance: the access link to feature testing environment (3);

• The automated validation results, the list of issue tickets and the action buttons.

Note

The Portal displays labels in the language set on your account. This article keeps the original English terms for easy reference.

Review the automated validation results

If the handover email provides automated reports, check the Automated validation section on the Portal:

• all clear: no automated data discrepancy was detected;

• error(s): structural or data discrepancies were detected and must be verified and clarified before the cutover;

• warning(s): points recommended for review, typically record count changes caused by structural differences between the versions.

The automated validation checks:

• The total record count of each data module;

• The General Ledger entries and the Trial Balance account totals;

• The total physical inventory and the detailed stock per product;

• The Accounts Receivable and Accounts Payable reports; the total value of purchase and sales orders;

• The document status statistics (Draft, Confirmed, Cancelled…);

• The feature-level changes: replaced modules, removed fields, moved menus.

Note

Automated reports only assist you; you remain responsible for confirming the business accuracy of all tested data and features.

Issue reporting guidelines

1. Send an email to support@viindoo.com or submit a ticket directly on the Helpdesk Center.

2. Provide all the mandatory information:

   • Short title: concise and accurately reflecting the nature of the issue. For example: “AR account 131 balance mismatch for customer ABC Co by 2,500,000 VND”;

   • Detailed description: follow the Issue description template;

   • Severity: based on the Severity classification.

3. Submit the ticket and keep the ticket ID for tracking and reference.

Mandatory rules:

• One ticket per issue: log each issue as 1 independent ticket. Do not merge unrelated issues into a single ticket;

• Specify the environment: state whether the issue occurs in environment (1), (2) or (3);

• Specify the test round: state the corresponding test round;

• Attach evidence: attach screenshots or video recordings. For large files, store them in a shared folder and provide the access link in the ticket.

Processing statuses

The following statuses are used consistently on the Portal and in official communication.

Upgrade request statuses:

Status	Meaning	Your action
Approved	The request is approved; the environments are being prepared	Wait for the official handover email
In UAT	The test environments are ready	Test, report issues and sign off
Signed Off	You accepted the UAT results	Agree on the official cutover schedule
Cutover Scheduled	The cutover date and time are set	Prepare according to Official system cutover
Done	The live system has been upgraded successfully	Start using the new system in daily operations

Issue ticket statuses:

Status	Meaning
New	Viindoo received the ticket; it is pending assignment
Acknowledged	Viindoo confirmed the issue and routed it into the processing workflow
In Progress	The technical team is analyzing or fixing the issue
Fixed - awaiting re-test	The issue is fixed and awaits your re-test on a new round
Verified Fixed	You tested and confirmed that the fix works
Rejected / Not an issue	The issue is identified as not a bug (with a technical explanation or the standard design rationale)

Hold all further discussion about a ticket directly in that ticket, or in a new ticket referencing the original ticket ID, to keep the history in one place.

Verify the fixes

When a ticket is marked as resolved and Viindoo hands over a new test round, re-test only on the environments of the new test round:

1. Open the environment links of the latest test round.

2. Repeat exactly the steps recorded in the ticket.

3. If the issue is fixed: reply on the ticket to confirm the result.

4. If the issue persists: do not close the ticket; reply with the actual result on the ticket, or create a new ticket referencing the previous ticket ID.

Request another test round

If you need an additional test round to verify fixes, use the Request another test round button on the Portal or submit an official request ticket.

Important

• A new round re-initializes all 3 environments. All test data entered in environment (3) of the previous round is permanently discarded;

• If you have already signed off, opening a new round automatically cancels the previous sign-off. You must re-test and sign off again on the new round;

• Submit a ticket to agree on the timeline and scope with Viindoo before starting a new round.

Sign off the UAT results

1. Sign off UAT using the method agreed for your project (on the Portal or with acceptance minutes).

2. The UAT sign-off triggers the official cutover plan.

Sign-off condition: no issue ticket with the Blocking severity may remain open. Issues with a lower severity may have an agreed resolution plan before the official cutover. If the contract requires written acceptance minutes, both parties sign them based on the agreed UAT results.

Data reconciliation (environments 1 and 2)

Reconciliation principles

1. Access mode: view only; never create, edit or delete data in environments (1) and (2).

2. Synchronized pair: only compare environment (1) with environment (2) of the same test round. Do not compare with the live system, since live data keeps changing.

3. Identical filters: apply exactly the same filters in both environments (same company, same date range, same document status, same currency).

4. Top-down method: compare the summary figures first, then sample the detailed data. When a summary figure differs, narrow it down by account, partner, product or warehouse to find the cause.

5. Keep evidence: record all reconciliation results in the Data reconciliation sheet template, with screenshots as evidence.

Tip

Open environment (1) and environment (2) side by side in two browser windows to compare them easily.

Reconciliation checklist

Reconcile the business contents listed below. If a menu path or report name differs because of structural changes in the new version, note it and contact Viindoo with a ticket.

No.	Business content	Reconciliation method	Acceptance criteria
D1	Trial Balance	Filter the same period, up to the snapshot date, posted entries only. Compare the opening balance, debit and credit movements and closing balance of each account	Exact match, or discrepancies fully explained with an agreed action plan
D2	Profit and Loss, Balance Sheet	Filter the same period and date range	Exact match on each line
D3	Accounts Receivable detail by customer	Compare the balances up to the snapshot date; sample the top 5-10 customers by outstanding balance and check their invoice details	Matching total balance and invoice details
D4	Accounts Payable detail by vendor	Apply the same method as D3 to vendors	Matching total balance and invoice details
D5	Inventory report by warehouse and product	Check the stock quantity in each warehouse; sample high-value products and products tracked by lot or serial number	Exact match on quantities and lot/serial information
D6	Inventory valuation	Compare the total inventory value and the details of sample products; reconcile with the inventory account	Exact match
D7	Open sales orders and purchase orders	Count the orders by status; sample partially delivered, partially received or partially invoiced orders	Matching order counts, delivered or received quantities and invoiced quantities
D8	Customers and vendors	Compare the total record counts; sample the tax ID, address, payment terms and pricelist	Exact match on all details
D9	Products	Compare the total record counts; sample the unit of measure, sales price, cost, product category and accounts	Exact match on all details
D10	Fixed assets	Compare the original cost, accumulated depreciation, book value and depreciation schedule	Exact match on all details
D11	Human resources	Compare the employee records, active contracts and organization chart or departments	Exact match on all details
D12	Document attachments	Randomly sample documents with attachments (vendor bills, contracts…)	Attachments open normally with intact content
D13	Printed documents	Compare the PDF printouts of invoices, delivery slips and orders of the same document in both environments	Complete information, correct layout and correct figures

Handle data discrepancies

When you find a discrepancy between the two environments:

1. Re-check the filters in both environments (see the identical filters principle above).

2. Check the Review the automated validation results to see whether the discrepancy was already flagged.

3. Identify the records causing the discrepancy (document number, partner, product, account).

4. Submit an issue ticket following the Issue reporting guidelines, providing: the item checked, the value in environment (1), the value in environment (2), the difference and the filters used.

Feature testing (environment 3)

Focus your tests on daily operational workflows and on workflows that directly affect finance, accounting and inventory valuation.

No.	Area	Core test scenarios	Evaluation criteria
F1	Sales and CRM	Quotation → Confirm order → Delivery → Create invoice → Register payment	Prices, discounts and taxes are calculated correctly; PDF printouts are accurate; automatic emails are generated correctly (not sent externally)
F2	Purchase	Request for quotation → Purchase order → Approval → Receipt → Vendor bill → Payment	Approval flows respect the spending limits and the assigned users
F3	Inventory	Receipts, deliveries, internal transfers, inventory adjustments	Physical stock and stock value update correctly; inventory journal entries post to the correct accounts
F4	Accounting and finance	Invoices, payments, bank reconciliation, journal entries, period closing	The Profit and Loss and the Balance Sheet correctly reflect the new transactions
F5	Other applications	Manufacturing, project management, HR and payroll…	Complies with your internal business rules
F6	Access rights	Log in with sample accounts of each user group or role	Correct menus and data scope are visible; data outside the allowed scope is blocked
F7	Reports and printouts	Generate the usual management reports and document printouts	Accurate figures, correct layout and formatting
F8	Scheduled actions and integrations	Check background tasks and external integrations	Submit a ticket request; controlled testing support is evaluated per project scope (see the safety configuration above)

Note

The new version may change the user interface and the way you interact with it. Interface improvements are not system bugs. If you need clarification, submit a ticket for Viindoo guidance.

Issue description and severity

Issue description template

To help Viindoo process your ticket quickly, describe the issue with the following structure:

• Test round: the round number, as stated in the handover email or on the Portal;

• Environment: (1), (2) or (3);

• Login account: the username that encountered the issue;

• Screen or document: the menu path, URL or document reference;

• Steps to reproduce: the numbered steps that lead to the issue;

• Expected result: the correct business behavior, or the figure in environment (1);

• Actual result: the actual behavior, the figure in environment (2) or the error message;

• Attached evidence: links to screenshots or video recordings.

Severity classification

Severity	Criteria	Examples
Blocking	A critical issue that stops an entire workflow; a financial or inventory balance mismatch; data loss; a core process cannot proceed and no workaround exists	Accounting balance mismatch; the system prevents confirming sales orders; invoice attachments are missing
High	Affects a large group of users; a feature works incorrectly but a workaround exists	A management report calculates wrong totals, so they have to be calculated manually outside the system
Medium	Localized impact; a simple workaround exists	A document print layout is misaligned; an advanced search filter does not work
Low	No impact on the business flow; a minor display issue or a usage question	A label uses the wrong term; a question about how to use a new feature

Note

The Blocking severity applies only to issues that directly prevent go-live. Blocking tickets hold the UAT sign-off until they are resolved or covered by an agreed plan.

Mandatory rules

1. Official support channels: submit all issue reports as tickets to support@viindoo.com or on the Helpdesk Center.

2. Environments (1) and (2): use them only for data reconciliation. Creating, editing or deleting data is prohibited.

3. Test data is temporary: the test transactions entered in environment (3) are not kept or carried over to the next test rounds.

4. No real transactions on UAT: continue your real business activities on the live system until the official cutover.

5. Test on the latest round: use the exact environment links of the latest handover email. The environments of previous rounds are decommissioned.

6. Data snapshot timestamp: the timestamp may change from one test round to the next and is stated in each handover email.

7. Sign-off prerequisite: all Blocking tickets must be resolved or have an agreed plan before sign-off.

8. A new round cancels the sign-off: requesting a new test round automatically cancels the previous UAT sign-off.

9. Information security: the test environments contain your real business data. Keep the access links secure and share them only with the members of your UAT team.

Official system cutover

1. Both parties agree on the cutover plan with a detailed timeline (preferably outside business hours or on a weekend).

2. At the start of the cutover, Viindoo pauses the live system, backs up the latest data and performs the official upgrade.

3. During the cutover, users must not access the system. The estimated downtime is announced in the cutover plan.

4. When Viindoo announces the completion, log in to the upgraded live system, quickly check the key figures (D1, D3, D4, D5) and create a few first sample transactions.

Your preparation checklist:

• Inform your staff and stakeholders about the scheduled downtime;

• Complete and post all pending transactions before the system is paused;

• Assign staff to check the system right after the cutover.

Frequently asked questions

Does UAT affect the live system?

No. The UAT environments are completely isolated from the live system. You continue your daily work on the live system during UAT.

Why are there 2 environments for the new version?

Environment (2) keeps the post-upgrade data untouched for the side-by-side reconciliation with environment (1). Environment (3) is for active testing. This separation prevents test transactions from distorting the reconciliation figures.

Is the test data entered in round 1 carried over to round 2?

No. Each test round is a fresh set of environments restored from the backup. Keep your test scripts so that you can run them again on the new round.

What if the conditions for UAT sign-off are not met?

Review all tickets with the Blocking severity. Reply directly on the tickets or contact the Viindoo project lead to coordinate the resolution before signing off.

What if an issue marked as fixed still fails?

Make sure you are testing on the environments of the latest test round. If the issue persists, reply on the existing ticket or open a new ticket referencing the original ticket ID, as described in Verify the fixes.

Why do test emails not arrive in my mailbox?

This is a mandatory safety measure of UAT that prevents sending test emails to real customers or vendors. You can check the content of the generated emails in the chatter history of the document.

Does a different record count in the new version mean data loss?

Not necessarily. Record count differences often come from structural or data storage changes in the new version. Check the Review the automated validation results or submit a ticket for a technical explanation from Viindoo.

What is Viindoo’s official support channel?

Submit a ticket by email to support@viindoo.com or on the Helpdesk Center.

Data reconciliation sheet template

At the top of the sheet, record:

• Test round: the round number;

• Data snapshot timestamp: the date and time;

• Reconciliation officer: the full name of the person doing the reconciliation.

Then record one row per reconciled item, with the following columns:

Column	Example
No.	1
Reconciliation item (code from the reconciliation checklist)	D1 - Account 131
Filters applied	Up to [date], posted entries
Environment (1) figure	[value]
Environment (2) figure	[value]
Difference	[difference]
Result	Match or Mismatch
Ticket ID (if mismatch)	[ticket title or ID]

See also

Related article

• Backup system data

• User account setting and management