Step-by-Step Guide (End-User Work Instruction) Template (IDK-16)

Template IDK-16, version 1.0. Phase: Establish Solution (drafted in solution workshops, final at SAT), revised in Implement Solution after ORT.

How to use this template

Write one guide per task that a user performs in one sitting. If the guide needs more than one role, split it.
The guide is written by the customer's functional team, in the words end users use. That is deliberate: writing it proves the team understands the agreed solution, and the same document then serves as training material and as reference after go-live.
Draft it during the solution workshops while running the scenario in the system. Correct it after SAT and again after ORT. Record both revisions in section 9.
Describe what the user does and sees. Leave out configuration, basic data setup and the reasons behind design decisions. Those live in the Book of Rules.
The example rows show the expected level of detail. Navigator paths and page names in examples must be confirmed in your own environment, because they differ between releases and configurations.
Replace every [...] field. Delete the rows marked Example: before approval.

Template metadata
Field	Value
Template ID	IDK-16
Phase	Establish Solution (drafted in solution workshops, final at SAT), revised in Implement Solution after ORT
Owner	Customer functional team member or expert user for the process
Approver	Customer process owner
Qualification gate	Solution Established
Version	1.0

Document control

Field	Value
Guide ID	[For example SBS-PUR-004]
Solution area and process	[Area, process, link to process model]
Process step covered	[Step]
Author	[Name, role]
Reviewed by (application consultant)	[Name]
Environment and release the screenshots come from	[Environment, release and service update level]
Language	[Language]
Status	[Draft / Verified in SAT / Verified in ORT / Released for training]
Storage location	[Link]

Version	Date	Author	Change	Approved by
0.1	[YYYY-MM-DD]	[Name]	Drafted in solution workshop
[x.y]	[YYYY-MM-DD]	[Name]	[Change]	[Name]

1. Purpose

[One or two sentences in the user's language. What does the user achieve by following this guide, and why does it matter to the next person in the process?]

Example: You record that goods from a supplier have arrived, so that the stock becomes visible to planners and the supplier invoice can be matched.

2. When to use this guide

Item	Description
Use it when	Example: A delivery arrives at the goods-in door with a delivery note that refers to a purchase order
Do not use it when	Example: The goods are a customer return, or the delivery has no purchase order reference. See section 7.
How often	[For example several times a day]
What happens before	[Previous step and who does it]
What happens after	[Next step and who does it]

3. Role

Item	Description
Business role	Example: Goods receiver
Permission sets needed	[Names. If a page or command is missing on your screen, contact the person in section 10. Do not borrow a colleague's login.]
Sites	[Sites where this guide applies]
Device	[Desktop browser / Mobile device / Both. If both, state which one the screenshots show.]

4. Prerequisites

Check these before you start. If one is not true, stop and follow the note.

Prerequisite	If not fulfilled
Example: You have the supplier's delivery note with the purchase order number	Ask the driver or the buyer. Without an order reference, go to section 7, exception E3.
Example: The purchase order is released	Contact the buyer named on the order
[Prerequisite]	[Action]

5. Terms used in this guide

Term on screen	What it means here
Example: Arrival	The goods are physically here and recorded, but may still need inspection or putaway
[Term]	[Meaning]

6. Steps

One action per row. Write the action as an instruction. Write the expected result as something the user can see on the screen.

Step	Page or navigator path	Action	Expected result	Screenshot
Example: 1	Procurement > Receipt > [Register arrivals page] (confirm the path in your environment)	Open the page. Search for the purchase order number from the delivery note.	The open lines of the order are listed with the quantity still due	`[Screenshot 1: search result]`
Example: 2	Same page	Select the line that matches the part on the delivery note. Compare the part number and description with the label on the goods.	The line is highlighted. Part number matches the label.	`[Screenshot 2: line selected]`
Example: 3	Same page, receive command	Enter the quantity you counted, not the quantity on the delivery note. Enter the arrival location [location]. Enter the lot number if the part requires one. Confirm.	The line shows the received quantity. The due quantity is reduced. A receipt reference appears.	`[Screenshot 3: receive dialog]`
Example: 4	[Inventory part in stock page]	Search for the part and site	The quantity on hand at the arrival location has increased by what you received	`[Screenshot 4: stock record]`
[n]	[Page or path]	[Action]	[Expected result]	`[Screenshot n: caption]`

Rules for screenshots:

Take them in the environment named in document control, logged in with the end-user role, not as an administrator.
Use the agreed training data set. No real prices, supplier names or personal data from production.
Mark the field or command the step refers to. One marking per screenshot.
Retake screenshots when a page configuration changes or after a release update alters the page.

7. Exceptions and what to do

List the exceptions that really happen. Normal exceptions first, then the rare ones. Each exception says what the user does, not only whom to call.

ID	Situation	What you do	Who to involve
Example: E1	Quantity delivered is less than ordered	Receive the quantity you counted. The line stays open for the rest. Note the shortage on the delivery note.	Buyer is informed by [lobby / notification]. No call needed.
Example: E2	Quantity delivered is more than ordered	Receive up to the ordered quantity. Place the surplus in [location] with a label. Do not receive it.	Buyer decides whether to keep or return it
Example: E3	No purchase order can be found	Do not receive. Place goods in [location]. Record supplier, delivery note number and part on [form or page].	Buyer for the supplier, or [contact]
Example: E4	Goods are damaged	[Agreed handling, for example receive into the quarantine location and photograph the damage]	Buyer and quality role
Example: E5	You received the wrong quantity or line by mistake	[Agreed correction procedure, or "stop and contact the expert user"]	Expert user
[ID]	[Situation]	[Action]	[Role]

Error messages you may see:

Message (as shown)	Usual cause	What to do
[Message text]	[Cause]	[Action]

8. Related guides

Guide ID	Title	Relation
Example: SBS-PUR-003	Follow up supplier confirmations	Comes before this guide, done by the buyer
Example: SBS-INV-002	Move received goods to a storage location	Comes after this guide
[ID]	[Title]	[Before / After / Alternative / Exception handling]

Book of Rules reference for the decisions behind this procedure: [document, decision IDs]. Users do not need it to do the task.

9. Verification and revision record

A guide is only trusted after people other than the author have followed it without help. Record each verification.

9.1 Revision after the Solution Acceptance Test (SAT)

Item	Record
SAT script and scenario where this guide was used	[Script ID, scenario]
Followed by (not the author)	[Name, role]
Could the tester complete the task using only this guide?	[Yes / No]
Steps that were wrong, missing or unclear	[Step numbers and findings]
Exceptions met in SAT that the guide did not cover	[Findings]
Corrections made	[Text, new version number]
Confirmed accurate by, date	[Name], [YYYY-MM-DD]

9.2 Revision after the Operational Readiness Test (ORT)

Expert users run ORT with the core team only advising. Their findings show what an end user will struggle with.

Item	Record
ORT script and scenario where this guide was used	[Script ID, scenario]
Followed by (expert user)	[Name, site]
Could the expert user complete the task without asking the core team?	[Yes / No]
Wording that users did not understand	[Findings]
Differences found between sites or devices	[Findings]
Corrections made	[Text, new version number]
Confirmed fit for end-user training by, date	[Name], [YYYY-MM-DD]

9.3 Revision after go-live and at updates

Trigger	Check	Owner
Repeated support questions on this task	Add or reword the step or exception	[Expert user]
Change to a page configuration, workflow or permission set that affects this task	Update steps and screenshots before the change reaches production	[Owner of the change]
Release update	Walk through the guide in the update test environment and retake screenshots where pages changed	[Expert user]

10. Help and contacts

Need	Contact
First question about this task	Your expert user: [name or role per site]
Missing access	[Role or service desk route]
Suspected system fault	[Service desk route. Include guide ID, step number, the message shown and the order or part number.]

11. Approval

By approving, the process owner confirms that this guide describes the agreed way of working and may be used for end-user training.

Role	Name	Decision	Date
Author	[Name]	Submitted	[YYYY-MM-DD]
Application consultant (reviewed against the solution)	[Name]	[Reviewed / Comments]
Customer process owner	[Name]	[Approved / Approved with comments / Rejected]
Training lead (released for training)	[Name]

Comments and conditions: [text]

Independent template aligned with the IFS implementation methodology. Not an official IFS document. IFS is a registered trademark of IFS AB.

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