PKF Asset Management - UAT Document

PKF Asset Management System

User Acceptance Testing (UAT) Document

Project: PKF Fixed Asset Management System Version: 1.0 Date: January 2026 Domain: https://pkfassetman.commstack.group

Document Control

Version Date Author Description
1.0 January 2026 Development Team Initial UAT Document

Table of Contents

  1. Introduction
  2. UAT Objectives
  3. Test Environment
  4. User Roles & Access
  5. Test Cases by Module
  6. Sign-Off Form
  7. Issue Log
  8. Appendix

1. Introduction

1.1 Purpose

This document provides the User Acceptance Testing (UAT) framework for the PKF Asset Management System. It defines test cases, acceptance criteria, and sign-off procedures for validating that the system meets business requirements.

1.2 Scope

The UAT covers all functional areas of the Asset Management System: - User Authentication & Authorization - Dashboard & Analytics - Asset Management (CRUD, Status, Transfers) - Depreciation Management (IAS 16 Compliant) - Wear & Tear Register (SARS Tax Compliance) - Reporting & Exports - QR Code Scanning - GPS Tracking - Settings & User Management

1.3 Test Approach

2. UAT Objectives

Objective Description
Functional Validation Verify all features work as specified
Data Accuracy Confirm calculations (depreciation, values) are correct
User Experience Validate usability and navigation
Security Verify role-based access controls
Compliance Confirm IAS 16 and SARS tax compliance
Performance Ensure acceptable response times
Export/Reporting Verify report accuracy and export formats

3. Test Environment

3.1 Access Details

Item Value
URL https://pkfassetman.commstack.group
Manager Login manager@demo.com / Password123!
User Login user@demo.com / Password123!
Backend Port 5003
Database PostgreSQL

3.2 Browser Requirements

3.3 Pre-Test Checklist

Item Status
[ ] Test accounts active and accessible
[ ] Sample data loaded in system
[ ] All services running (backend, database, nginx)
[ ] Network connectivity confirmed
[ ] Browser cleared of cached data

4. User Roles & Access

4.1 Role Definitions

Role Description Access Level
Super Admin Full system access All features
Admin System configuration Settings, Users, Config (no asset data)
Manager Full data & config access Assets, Depreciation, Reports, Settings
User Asset data access only View/Edit Assets, Dashboard, Reports

4.2 Role Access Matrix

Feature Super Admin Admin Manager User
Dashboard Full Limited Full Full
Asset List Full No Full View/Edit
Create Asset Yes No Yes No
Delete Asset Yes Yes No No
Depreciation Processing Yes No Yes No
W&T Register Processing Yes No Yes No
Reports Full Limited Full View
User Management Yes Yes No No
Settings Full Full Limited Profile Only

5. Test Cases by Module

Legend

5.1 Authentication & Login

ID Test Case Steps Expected Result Priority Status Tester Date Notes
AUTH-001 Valid Login 1. Navigate to login page
2. Enter manager@demo.com
3. Enter Password123!
4. Click Login		 User redirected to Dashboard C
AUTH-002 Invalid Password 1. Navigate to login page
2. Enter manager@demo.com
3. Enter wrong password
4. Click Login		 Error message “Invalid credentials” displayed C
AUTH-003 Invalid Email 1. Navigate to login page
2. Enter nonexistent@demo.com
3. Enter any password
4. Click Login		 Error message displayed C
AUTH-004 Empty Fields 1. Navigate to login page
2. Leave fields empty
3. Click Login		 Validation error shown H
AUTH-005 Logout 1. Login successfully
2. Click Logout button		 User redirected to login page, session cleared C
AUTH-006 Session Persistence 1. Login successfully
2. Close browser tab
3. Reopen application		 User remains logged in (within session timeout) H
AUTH-007 Role-Based Redirect 1. Login as user@demo.com
2. Observe landing page		 User directed to appropriate dashboard H

5.2 Dashboard

ID Test Case Steps Expected Result Priority Status Tester Date Notes
DASH-001 Dashboard Load 1. Login as manager
2. Navigate to Dashboard		 Dashboard displays with all sections loading C
DASH-002 KPI Display 1. View Dashboard
2. Check KPI cards		 Total Assets, Total Value, Accumulated Depreciation, NBV displayed correctly C
DASH-003 Status Pie Chart 1. View Dashboard
2. Check Status chart		 Pie chart shows assets by status (Active, Disposed, etc.) H
DASH-004 Value Bar Chart 1. View Dashboard
2. Check Value by Category chart		 Bar chart displays asset values grouped by category H
DASH-005 Depreciation Trend 1. View Dashboard
2. Check trend chart		 Line chart shows depreciation trends over time H
DASH-006 Recent Assets 1. View Dashboard
2. Check Recently Added section		 List of most recently added assets displayed M
DASH-007 Filter by Date Range 1. Select From/To dates
2. Apply filter		 Dashboard data filtered to selected period H
DASH-008 Filter by Location 1. Select location filter
2. Apply		 Dashboard shows data for selected location only M
DASH-009 Filter by Category 1. Select category filter
2. Apply		 Dashboard shows data for selected category only M
DASH-010 Export Summary 1. Click Export button
2. Select CSV format		 CSV file downloads with dashboard data H
DASH-011 Export to Excel 1. Click Export
2. Select Excel format		 Excel file downloads correctly H
DASH-012 Export to PDF 1. Click Export
2. Select PDF format		 PDF report generates correctly H

5.3 Asset Management

ID Test Case Steps Expected Result Priority Status Tester Date Notes
ASSET-001 Asset List Display 1. Navigate to Assets
2. View asset list		 Paginated list of assets displayed with key columns C
ASSET-002 Create New Asset 1. Click Add Asset
2. Fill required fields (name, number, category, location)
3. Enter purchase price, date
4. Select depreciation method
5. Save		 Asset created successfully, appears in list C
ASSET-003 View Asset Details 1. Click on asset in list
2. View detail page		 All asset information displayed correctly C
ASSET-004 Edit Asset 1. Open asset details
2. Click Edit
3. Modify fields
4. Save		 Changes saved, reflected in list and details C
ASSET-005 Delete Asset 1. Login as Admin
2. Select asset
3. Click Delete
4. Confirm		 Asset removed from list (soft delete) C
ASSET-006 Search by Name 1. Enter asset name in search
2. Press Enter		 Matching assets displayed H
ASSET-007 Search by Asset Number 1. Enter asset number in search
2. Press Enter		 Matching asset displayed H
ASSET-008 Filter by Status 1. Select status filter (Active)
2. Apply		 Only active assets shown H
ASSET-009 Filter by Category 1. Select category filter
2. Apply		 Only assets in selected category shown H
ASSET-010 Filter by Location 1. Select location filter
2. Apply		 Only assets at selected location shown H
ASSET-011 Filter by Condition 1. Select condition filter
2. Apply		 Only assets with selected condition shown M
ASSET-012 Column Visibility 1. Click column settings
2. Hide/show columns
3. Apply		 Selected columns visible/hidden M
ASSET-013 Sort by Column 1. Click column header
2. Observe sorting		 Data sorted ascending/descending M
ASSET-014 Pagination 1. Navigate through pages
2. Change page size		 Correct number of items per page, navigation works M
ASSET-015 Upload Image 1. Open asset details
2. Upload image file
3. Save		 Image attached to asset, displayed in gallery H
ASSET-016 QR Code Display 1. Open asset details
2. View QR code section		 QR code generated and displayed H
ASSET-017 Audit Trail 1. Open asset details
2. View Audit Trail tab		 History of all changes to asset displayed H
ASSET-018 Export Assets 1. Click Export button
2. Select format (CSV)		 Asset list exports correctly H
ASSET-019 Required Field Validation 1. Try to create asset
2. Leave required fields empty		 Validation errors shown for required fields C
ASSET-020 Duplicate Asset Number 1. Try to create asset
2. Use existing asset number		 Error: “Asset number already exists” H

5.4 Asset Status Changes

ID Test Case Steps Expected Result Priority Status Tester Date Notes
STATUS-001 Change to In Storage 1. Select active asset
2. Change status to “In Storage”
3. Confirm		 Status changed, depreciation CONTINUES (IAS 16) C
STATUS-002 Change to In Maintenance 1. Select active asset
2. Change status to “In Maintenance”
3. Confirm		 Status changed, depreciation CONTINUES (IAS 16) C
STATUS-003 Change to Disposed 1. Select active asset
2. Change status to “Disposed”
3. Select effective date
4. Confirm		 Status changed, depreciation STOPS (derecognition) C
STATUS-004 Status Change Modal 1. Initiate status change
2. View confirmation modal		 Modal shows depreciation impact message C
STATUS-005 Effective Date Selection 1. Initiate disposal
2. Select effective date		 Effective date recorded correctly H
STATUS-006 Status Change Audit 1. Change asset status
2. View audit trail		 Status change logged with date, user, old/new values H

5.5 Depreciation Management

ID Test Case Steps Expected Result Priority Status Tester Date Notes
DEP-001 Depreciation Review Page 1. Navigate to Depreciation Review
2. View page		 Depreciation summary and asset list displayed C
DEP-002 Preview Depreciation 1. Select period (From/To)
2. Click Preview		 Depreciation calculations shown without saving C
DEP-003 Straight Line Method 1. View asset with SL method
2. Check calculation		 Depreciation = (Cost - Residual) / Useful Life C
DEP-004 Declining Balance Method 1. View asset with DB method
2. Check calculation		 Depreciation = NBV x Rate C
DEP-005 Process Depreciation 1. Preview depreciation
2. Click Process
3. Confirm		 Depreciation recorded, period locked C
DEP-006 Period Locking 1. Process depreciation
2. Try to re-process same period		 Error: Period already locked C
DEP-007 Sequential Period Validation 1. Try to process future period
2. Skip current period		 Error: Must process periods sequentially C
DEP-008 View Depreciation Schedule 1. Select asset
2. View depreciation schedule		 Year-by-year depreciation shown with opening/closing NBV H
DEP-009 Depreciation by Category 1. View breakdown by category Totals by category displayed correctly H
DEP-010 Depreciation by Location 1. View breakdown by location Totals by location displayed correctly H
DEP-011 Edit Before Processing 1. Preview depreciation
2. Edit asset parameters
3. Preview again		 Updated calculations reflected H
DEP-012 NBV Calculation 1. View asset depreciation
2. Verify NBV		 NBV = Cost - Accumulated Depreciation C
DEP-013 Zero Depreciation at End 1. View fully depreciated asset Depreciation stops at residual value C

5.6 Wear & Tear Register (Tax)

ID Test Case Steps Expected Result Priority Status Tester Date Notes
WT-001 W&T Register Display 1. Navigate to Wear & Tear Register
2. View register		 List of assets with tax depreciation info C
WT-002 SARS Section Display 1. View W&T register
2. Check SARS section column		 Each asset shows mapped SARS section C
WT-003 Tax Rate Calculation 1. View asset W&T
2. Verify tax depreciation		 W&T calculated using SARS rates C
WT-004 Preview W&T Processing 1. Select tax year
2. Click Preview		 W&T calculations shown without committing C
WT-005 Process W&T 1. Preview W&T
2. Click Process
3. Confirm		 W&T recorded, period locked C
WT-006 Export W&T Register 1. Click Export
2. Select CSV		 W&T register exports for tax filing H
WT-007 W&T by SARS Section 1. View breakdown by SARS section Assets grouped by Section 11/12 H
WT-008 Tax Book Value (TBV) 1. View asset W&T details
2. Verify TBV		 TBV = Cost - Accumulated Tax Depreciation C
WT-009 Category Tax Mapping 1. Go to Settings > Tax
2. Map category to SARS section		 Mapping saved, applied to assets H
WT-010 Tax Useful Life 1. View asset W&T
2. Check useful life		 Tax useful life matches SARS schedule H

5.7 Category Management

ID Test Case Steps Expected Result Priority Status Tester Date Notes
CAT-001 View Category Tree 1. Navigate to Categories
2. View hierarchy		 4-level category tree displayed H
CAT-002 Create Level 1 Category 1. Click Add
2. Enter category name
3. Save		 New main category created H
CAT-003 Create Subcategory 1. Select parent category
2. Add subcategory
3. Save		 Subcategory created under parent H
CAT-004 Edit Category 1. Select category
2. Edit name
3. Save		 Category name updated M
CAT-005 Delete Category 1. Select empty category
2. Delete		 Category removed (if no assets assigned) M
CAT-006 Category with Assets 1. Try to delete category with assets Error: Cannot delete category with assigned assets H

5.8 Location Management

ID Test Case Steps Expected Result Priority Status Tester Date Notes
LOC-001 View Location Tree 1. Navigate to Locations
2. View hierarchy		 3-level location tree (Building > Floor > Room) H
LOC-002 Create Building 1. Click Add Level 1
2. Enter building name
3. Save		 Building created H
LOC-003 Create Floor 1. Select building
2. Add floor
3. Save		 Floor created under building H
LOC-004 Create Room 1. Select floor
2. Add room
3. Save		 Room created under floor H
LOC-005 Edit Location 1. Select location
2. Edit details
3. Save		 Location updated M
LOC-006 Delete Location 1. Select empty location
2. Delete		 Location removed (if no assets) M

5.9 Custodian Management

ID Test Case Steps Expected Result Priority Status Tester Date Notes
CUST-001 View Custodians 1. Navigate to Custodians
2. View list		 List of custodians displayed H
CUST-002 Create Custodian 1. Click Add
2. Enter name, department
3. Save		 Custodian created H
CUST-003 Edit Custodian 1. Select custodian
2. Edit details
3. Save		 Custodian updated M
CUST-004 Delete Custodian 1. Select custodian without assets
2. Delete		 Custodian removed M
CUST-005 Assign to Asset 1. Edit asset
2. Select custodian
3. Save		 Asset assigned to custodian H
CUST-006 Custodian Asset Count 1. View custodian list
2. Check asset count column		 Correct count of assigned assets shown M

5.10 Reporting

ID Test Case Steps Expected Result Priority Status Tester Date Notes
RPT-001 Access Reports Page 1. Navigate to Reports
2. View available reports		 Report selection page displayed H
RPT-002 Asset Inventory Report 1. Select Inventory Report
2. Apply filters
3. Generate		 Complete asset listing displayed C
RPT-003 Depreciation Report 1. Select Depreciation Report
2. Select period
3. Generate		 Depreciation details for period shown C
RPT-004 Value Summary Report 1. Select Value Summary
2. Group by category
3. Generate		 Asset values grouped correctly H
RPT-005 Condition Report 1. Select Condition Report
2. Generate		 Assets listed by condition status H
RPT-006 Custodian Report 1. Select Custodian Report
2. Generate		 Assets grouped by custodian H
RPT-007 Audit Trail Report 1. Select Audit Report
2. Select date range
3. Generate		 All changes in period listed H
RPT-008 Export to CSV 1. Generate any report
2. Export as CSV		 CSV file downloads correctly H
RPT-009 Export to Excel 1. Generate report
2. Export as Excel		 Excel file with formatting downloads H
RPT-010 Export to PDF 1. Generate report
2. Export as PDF		 PDF report generates correctly H
RPT-011 Report Filtering 1. Generate report
2. Apply multiple filters		 Filtered data displayed correctly M
RPT-012 Report Data Accuracy 1. Generate report
2. Verify against source data		 Report totals match source data C

5.11 QR Code Scanning

ID Test Case Steps Expected Result Priority Status Tester Date Notes
QR-001 Access Scanner 1. Navigate to Scan page
2. Allow camera access		 Camera preview displayed H
QR-002 Scan Valid QR 1. Point camera at asset QR
2. Wait for scan		 Redirected to asset detail page C
QR-003 Invalid QR Code 1. Scan non-asset QR code
2. Observe behavior		 Error message displayed H
QR-004 Camera Permission Denied 1. Deny camera access Helpful error message shown M
QR-005 Generate QR Code 1. View asset details
2. Click Generate QR		 QR code generated for asset H
QR-006 Download QR Code 1. View asset QR code
2. Click Download		 QR code image downloads M

5.12 GPS Tracking

ID Test Case Steps Expected Result Priority Status Tester Date Notes
GPS-001 View Map 1. Navigate to GPS Tracking
2. View map		 Map displays with asset markers H
GPS-002 Capture GPS Location 1. Edit asset
2. Click Capture Location
3. Save		 GPS coordinates saved to asset H
GPS-003 Filter Map 1. View GPS map
2. Apply location filter		 Only matching assets shown on map M
GPS-004 View Asset from Map 1. Click asset marker on map
2. View popup		 Asset details shown, link to full details M

5.13 User Management

ID Test Case Steps Expected Result Priority Status Tester Date Notes
USER-001 View Users 1. Login as Admin
2. Navigate to Settings > Users		 List of tenant users displayed H
USER-002 Create User 1. Click Add User
2. Enter email, name, role
3. Set password
4. Save		 User created, can login C
USER-003 Edit User 1. Select user
2. Edit details
3. Save		 User information updated H
USER-004 Deactivate User 1. Select user
2. Click Deactivate		 User cannot login C
USER-005 Reset Password 1. Select user
2. Click Reset Password
3. Set new password		 User can login with new password C
USER-006 Role Assignment 1. Edit user
2. Change role
3. Save
4. User logs in		 User has new role permissions C
USER-007 Duplicate Email 1. Create user with existing email Error: Email already exists H
USER-008 User Access Control 1. Login as User role
2. Try to access Admin features		 Access denied / features hidden C

5.14 Settings

ID Test Case Steps Expected Result Priority Status Tester Date Notes
SET-001 View Profile 1. Navigate to Settings
2. View Profile tab		 Current user profile displayed H
SET-002 Update Profile 1. Edit profile fields
2. Save		 Profile updated successfully H
SET-003 Notification Settings 1. View Notifications tab
2. Toggle preferences
3. Save		 Notification preferences saved M
SET-004 Tax Settings Access 1. Login as Manager
2. Access Tax Settings		 Tax configuration options displayed H
SET-005 Category Tax Mapping 1. Go to Category Tax Mapping
2. Map category to SARS section
3. Save		 Mapping applied to assets H

5.15 File Management

ID Test Case Steps Expected Result Priority Status Tester Date Notes
FILE-001 Upload Image 1. Open asset
2. Upload JPG/PNG image		 Image uploaded and displayed H
FILE-002 Upload Document 1. Open asset
2. Upload PDF document		 Document attached to asset H
FILE-003 Download File 1. View asset files
2. Click Download		 File downloads correctly H
FILE-004 Delete File 1. View asset files
2. Delete file		 File removed from asset M
FILE-005 File Size Limit 1. Try to upload file > 50MB Error: File too large M
FILE-006 Invalid File Type 1. Try to upload unsupported file type Error: File type not supported M

5.16 Security & Access Control

ID Test Case Steps Expected Result Priority Status Tester Date Notes
SEC-001 Protected Routes 1. Logout
2. Try to access /dashboard directly		 Redirected to login page C
SEC-002 Manager Restrictions 1. Login as Manager
2. Try to delete asset		 Delete option not available C
SEC-003 User Restrictions 1. Login as User
2. Try to access Settings > Users		 Access denied / not visible C
SEC-004 Tenant Isolation 1. Login as tenant A user
2. View assets		 Only tenant A assets visible C
SEC-005 Session Timeout 1. Login
2. Wait for session timeout
3. Try to access page		 Redirected to login H
SEC-006 Token Expiry 1. Login
2. Wait for token expiry
3. Make API request		 Unauthorized error, redirect to login H

6. Sign-Off Form

6.1 Testing Summary

Module Total Tests Passed Failed N/A Pass Rate
Authentication 7
Dashboard 12
Asset Management 20
Asset Status 6
Depreciation 13
Wear & Tear 10
Categories 6
Locations 6
Custodians 6
Reporting 12
QR Scanning 6
GPS Tracking 4
User Management 8
Settings 5
File Management 6
Security 6
TOTAL 133

6.2 Critical Issues Summary

Issue ID Description Status Resolution Date

6.3 Acceptance Criteria

Criteria Met (Y/N) Notes
All Critical (C) priority tests pass
All High (H) priority tests pass or have accepted workarounds
No unresolved Critical issues
System performance acceptable
Data accuracy verified
IAS 16 depreciation compliance verified
SARS tax compliance verified
Role-based access control working
Export functionality working
User documentation available

6.4 Final Sign-Off

UAT Start Date: _______________________

UAT End Date: _______________________

System Accepted: Yes / No / Conditional

Conditions (if any): _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________

Client Representative

Name Title Signature Date

Business Owner / Sponsor

Name Title Signature Date

IT Representative

Name Title Signature Date

Project Manager

Name Title Signature Date

7. Issue Log

Use this section to document any issues found during UAT testing.

Issue ID Date Found Test Case Description Severity Status Assigned To Resolution Resolved Date
ISS-001 C/H/M/L Open/Resolved/Deferred
ISS-002
ISS-003
ISS-004
ISS-005
ISS-006
ISS-007
ISS-008
ISS-009
ISS-010

Appendix

A. Test Data Reference

Demo Credentials: - Manager: manager@demo.com / Password123! - User: user@demo.com / Password123!

Sample Asset Data: - Asset numbers should follow format: AST-XXXX - Categories: Computer Equipment, Office Furniture, Vehicles, etc. - Locations: Head Office > Ground Floor > Reception

B. Depreciation Methods Reference

Method Formula Description
Straight Line (Cost - Residual) / Useful Life Equal depreciation each period
Declining Balance NBV x Rate Higher depreciation early
Sum of Years Digits (Cost - Residual) x (Remaining Years / Sum of Years) Accelerated
Units of Production (Cost - Residual) x (Units Used / Total Units) Based on usage

C. SARS Tax Sections Reference

Section Description Typical Assets
Section 11(e) Wear and tear General equipment
Section 12C Manufacturing equipment Industrial machinery
Section 12E Small business assets SME equipment
Section 12B Renewable energy Solar panels

D. Asset Status Reference

Status Description Depreciation
Active In normal use Continues
In Storage Temporarily stored Continues (IAS 16)
In Maintenance Under repair Continues (IAS 16)
Retired No longer in use Continues (IAS 16)
Disposed Sold or scrapped STOPS (Derecognition)
Lost Cannot be located STOPS (Derecognition)
Stolen Reported stolen STOPS (Derecognition)

Document End

This UAT document is confidential and intended for authorized personnel only.