User Acceptance Testing Guide

Sign up for an account

Navigate to the Commas sign-up page and create a new account.

Create your organization

After verifying your email, complete the setup wizard with these details:

Set financial year

In the setup wizard (or Settings → Organization), set the financial year:

Review the auto-generated Chart of Accounts

In the left sidebar, click General LedgerChart of Accounts. Confirm the system has created a default Nigerian Chart of Accounts with standard categories: Assets (what the company owns), Liabilities (what it owes), Equity (owner's stake), Revenue (income earned), and Expenses (money spent).

Navigate to the Chart of Accounts

In the left sidebar, click General LedgerChart of Accounts. Review the existing accounts. You should see standard categories like Cash & Bank, Accounts Receivable (money customers owe you), Accounts Payable (money you owe suppliers), Sales Revenue, etc.

Add custom accounts

Click "Add Account" and create these additional accounts:

Navigate to Opening Balances

In the left sidebar, click SettingsOpening Balances. Set the opening balance date to January 1, 2026. This tells the system: "As of this date, here's what the company already had in its accounts before using Commas."

Enter the following opening balances

Verify the Trial Balance

In the left sidebar, click ReportsTrial Balance and confirm the total at the bottom shows debits equal credits (both should be ₦11,500,000). The Trial Balance is a list of every account and its balance — it's the single most important report for verifying that the books are correct.

Navigate to Sales → Customers

Click "New Customer" and create each of the following:

Enter contact details for each customer

For Lagos State Government (as an example):

Navigate to Purchases → Suppliers

Click "New Supplier" and create each of the following:

Enter contact details for Samsung Nigeria (example):

Navigate to Inventory → Items

Click "New Item" and create each product. Set the item type to "Product" (tracked):

Create service items

Set item type to "Service" (non-tracked):

Navigate to Inventory → Stock Adjustments

Create a new stock adjustment with reason "Opening Stock" and date January 1, 2026.

Enter the following quantities:

Post the stock adjustment

Submit and post the stock adjustment. Verify that stock levels are updated.

Create Quotation QUO-001

In the left sidebar, click SalesQuotes, then click the "New Quote" button in the top-right corner of the page.

Line items:

Send the quotation

Click "Send" or "Email to Customer". Verify the customer receives the quote at procurement@lagosstate.gov.ng.

Mark the quotation as Accepted

After the customer confirms, click "Mark as Accepted". Status should change to "Accepted".

Convert Quote to Sales Order SO-001

Click "Convert to Sales Order". A new Sales Order should be created with all line items carried over. Verify the SO number and details.

Release the Sales Order

Click "Release" on the Sales Order. Status changes from "Draft" to "Released".

Create Invoice INV-001 from the Sales Order

Click "Create Invoice". All line items, quantities, and prices should carry over from the SO.

Approve & Post the Invoice

Click the "Post" button. This is the critical step that converts the invoice from a draft document into a real financial transaction. After posting, navigate to General LedgerJournal Entries and find the entry for INV-001. Verify the following GL entries were automatically created:

Download Invoice PDF

Click the "Download PDF" button. Verify the PDF contains company details, customer details, line items, totals, and VAT breakdown.

Send Invoice via email

Click "Email Invoice". Confirm the invoice is delivered to the customer's email.

Record partial payment of NGN 1,500,000

Navigate to the invoice and click "Record Payment":

Verify Customer Ledger

Navigate to SalesCustomers, click on "Lagos State Government" to open their detail page, then look for the "Ledger" tab or section. The Customer Ledger shows every transaction for this specific customer — it's the detailed breakdown of their account.

Confirm the ledger shows:

Create a direct invoice (no quote or order)

In the left sidebar, click SalesInvoices, then click the "New Invoice" button. This time we are skipping the quote and order steps and going straight to an invoice.

Line items:

Post and record full payment

Approve and post the invoice, then record full payment of NGN 1,451,250. The invoice status should change to "Paid".

Create Purchase Order PO-001

In the left sidebar, click PurchasingPurchase Orders, then click the "New Purchase Order" button in the top-right.

Line items:

Approve the Purchase Order

Click "Approve". Status changes from "Draft" to "Approved".

Mark as Sent to supplier

Click "Send to Supplier" or mark as sent. Status updates to "Sent".

Receive Goods

Navigate to the PO and click "Receive Goods":

Verify that Samsung TV stock increases from 10 to 30 units (10 after sales + 20 received).

Create Bill from Purchase Order

Click "Create Bill". The bill should be auto-populated with PO details. Verify amounts match.

Post the Bill

Approve and post. Verify GL entries:

Make Payment

Record payment to Samsung Nigeria:

Verify GTBank balance decreases by NGN 3,225,000.

Create a direct Bill (no Purchase Order)

Navigate to Purchases → Bills → New

Line items:

Post and pay via batch payment

Post the bill, then navigate to Banking → Batch Payments and include this bill in a payment batch. Process the batch payment from GTBank.

Review bank account balances

Navigate to Banking → Accounts. Verify the current balances of both GTBank and Access Bank accounts reflect all previous transactions.

Record a bank transfer

Navigate to Banking → Transfers → New

Verify: GTBank decreases by NGN 500,000 and Access Bank increases by NGN 500,000.

Record a bank charge

Navigate to Banking → Transactions → New

Create a bank mapping rule

Navigate to Banking → Rules → New

Import a bank statement (CSV)

Navigate to Banking → Statements → Import

Upload a CSV file for GTBank with the following format:

Apply mapping rules

Review the imported transactions. The system should auto-categorize any transaction matching your mapping rules (e.g., "SALARY" transactions). Manually categorize any remaining unmatched transactions.

Start bank reconciliation for GTBank (May 2026)

Navigate to Banking → Reconciliation → New

Match transactions

The reconciliation screen should show system transactions alongside the imported bank statement transactions. Match each transaction:

• Match TechHub payment (NGN 1,451,250) to receipt
• Match Lagos State payment (NGN 1,500,000) to receipt
• Match Samsung payment (NGN 3,225,000) to supplier payment
• Match internal transfer (NGN 500,000)
• Match Office World payment (NGN 430,000)
• Match bank charge (NGN 2,500)

Complete the reconciliation

Once all transactions are matched, the "Difference" field should show NGN 0.00. Click "Complete Reconciliation".

Record electricity bill

Navigate to Expenses → New Expense

Record staff lunch expense

Record internet subscription

Verify expense summary report

Navigate to Reports → Expense Summary and confirm:

Create Sales Credit Note

Navigate to Sales → Credit Notes → New

Line items:

Post the Sales Credit Note

Approve and post. Verify the GL reversal entries:

Samsung TV stock should increase by 1 (returned to inventory).

Create Purchase Return / Debit Note

Navigate to Purchases → Credit Notes → New

Line items:

Post the Purchase Credit Note

Verify GL reversal entries:

Samsung TV stock should decrease by 2 (returned to supplier).

Navigate to Payroll → Employees

Create the following employees (or verify they exist from initial setup):

Verify statutory deduction settings

In Payroll → Settings, confirm:

Create a new payroll run

Navigate to Payroll → Payroll Runs → New

Review the payroll calculation

The system should auto-calculate deductions. Review the summary:

Finalize and post the payroll

Click "Finalize" then "Post to GL". Verify GL entries are created:

Generate payslips

Click "Generate Payslips" to create PDF payslips for each employee. Download and review at least one to verify it contains: employee name, gross pay, all deductions, and net pay.

Send payslips via email

Click "Email Payslips" to send each employee their payslip. Verify delivery.

Trial Balance

Navigate to Reports → Trial Balance. Set date to May 31, 2026.

Verify: Total debits = Total credits. All accounts with activity should appear.

Income Statement (Profit & Loss)

Navigate to Reports → Income Statement. Set period to May 2026.

Verify the following appear:

• Revenue: Sales from INV-001 (Lagos State) + direct sale (TechHub) minus credit note (Okafor)
• Cost of Goods Sold: Cost of items sold
• Expenses: Utilities, Entertainment, IT Expenses, Bank Charges, Salaries
• Net Profit: Revenue minus COGS minus Expenses

Balance Sheet

Navigate to Reports → Balance Sheet. Set date to May 31, 2026.

Verify: Total Assets = Total Liabilities + Total Equity

• Assets: Bank balances, Accounts Receivable, Inventory
• Liabilities: Accounts Payable, VAT Payable, PAYE Payable, Pension Payable
• Equity: Opening capital + retained earnings (profit/loss for the period)

Customer Aging Report

Navigate to Reports → Customer Aging.

Verify outstanding balances:

Supplier Aging Report

Navigate to Reports → Supplier Aging. Verify all supplier balances, noting that Samsung and Office World have been paid.

Customer Statement

Navigate to Sales → Customers → Lagos State Government → Statement

Generate a statement for May 2026. It should show INV-001, REC-001, and the outstanding balance of NGN 1,268,125. Download as PDF.

Sales by Customer Report

Navigate to Reports → Sales by Customer. Verify totals per customer match the invoices created.

Cash Flow Report

Navigate to Reports → Cash Flow. Verify operating, investing, and financing cash flows are categorized correctly.

Expense Summary

Navigate to Reports → Expense Summary. Verify totals match what was recorded in Chapter 8 plus payroll expenses.

Navigate to VAT → Returns

Click "New Return" and select the period: May 2026.

Generate the VAT Return

The system should automatically calculate from posted transactions:

Output VAT (Sales):

Input VAT (Purchases):

Net VAT Position:

Review the return

Verify all transactions are included, amounts are correct, and the net VAT payable of NGN 48,000 is accurate.

Submit for review

Click "Submit for Review". The return status changes to "Under Review".

File the return

After review, click "File". Status changes to "Filed". The return is now locked from editing.

Record VAT payment

Record payment of the net VAT to FIRS (Federal Inland Revenue Service):

Invite a second user

Navigate to Settings → Users → Invite User

Verify the invitation email is sent and the user appears in the user list with "Pending" status.

Review and adjust permissions

Navigate to Settings → Roles & Permissions

For the Accountant role, verify:

Review audit trail

Navigate to Settings → Audit Trail

Verify the audit trail shows entries for all major actions performed during this UAT, including:

• Invoice creation and posting
• Payment recordings
• Bill postings
• Credit note postings
• Payroll finalization
• Bank reconciliation completion

Each entry should show: timestamp, user, action, document reference, and before/after values where applicable.

Review system settings

Navigate to Settings → Organization and verify:

• Company details are correct
• Currency is NGN
• Tax settings show VAT at 7.5%
• Number series for invoices, bills, receipts are incrementing correctly
• Email settings are configured for notifications

Export Trial Balance

Navigate to Reports → Trial Balance, set the period to May 2026, and click "Export". Download as Excel (XLSX) and PDF. Verify both formats contain accurate data.

Set up a recurring invoice for TechHub

Navigate to Sales → Recurring Invoices → New

Line items:

This will generate 7 invoices (June through December) totaling NGN 188,125.

Create an item bundle

Navigate to Inventory → Items → New Bundle

Bundle components:

Run a stock count

Navigate to Inventory → Stock Count → New

Count all items and enter the physical quantities. For testing, assume one discrepancy:

Post the stock count adjustment

Review the variances and click "Post Adjustment". The system should create a stock adjustment entry to correct the quantities.

Set up quick entry rules for bank transactions

Navigate to Banking → Rules

Create additional mapping rules:

Export data backup

Navigate to Settings → Data → Export

Select all data categories:

• Chart of Accounts
• Customer list
• Supplier list
• Item list
• All transactions (invoices, bills, payments, journal entries)
• Bank transactions

Click "Export All" and download the backup file (ZIP containing CSV/Excel files).