---
title: "Step-by-Step Guide (End-User Work Instruction) Template (IDK-16)"
date: 2026-09-21
description: "Ready-to-use template IDK-16: Step-by-Step Guide (End-User Work Instruction) for IFS Cloud projects, aligned with the IFS implementation methodology."
author: "Dariusz Mysliwiec"
categories:
  - name: "Implementation docs kit"
    url: "https://www.ifs-erp.com/implementation-docs-kit.md"
---

# 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.

 | 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 |

 ## Contents

 
- [Document control](#document-control)
- [1. Purpose](#1-purpose)
- [2. When to use this guide](#2-when-to-use-this-guide)
- [3. Role](#3-role)
- [4. Prerequisites](#4-prerequisites)
- [5. Terms used in this guide](#5-terms-used-in-this-guide)
- [6. Steps](#6-steps)
- [7. Exceptions and what to do](#7-exceptions-and-what-to-do)
- [8. Related guides](#8-related-guides)
- [9. Verification and revision record](#9-verification-and-revision-record)
- [10. Help and contacts](#10-help-and-contacts)
- [11. Approval](#11-approval)

 ## 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 | Signature |
| --- | --- | --- | --- | --- |
| 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.

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