ERP PILOT RELEASE AND ACCEPTANCE SHEET
Horizon Dynamics | 7 October 2026
Planning example and blank worksheet. No real client test results.

FILLED EXAMPLE: ONE DISTRIBUTOR WAREHOUSE
Outcome: accept, reserve, dispatch and show one order's status to sales.
Pilot users: one operations team and its authorised sales users.
In scope: order handoff, stock reservation, shortage ownership, cancellation,
return intake and inspection, restricted access and open-order report.
Out of scope: extra warehouses, forecasting, manufacturing and ledger replacement.
Ownership before switch: existing warehouse system owns stock.
Ownership after approved switch: one designated reservation authority for pilot stock.
Accounting keeps posted entries and payments. CRM keeps customer conversations.

ILLUSTRATIVE DECISION RECORD
Data reconciliation: assumed passed for this decision example; attach real evidence.
Normal order: assumed passed; attach real evidence.
Shortage: NOT RUN. Blocking, because over-allocation has not been ruled out.
Other gates: not established by this example.
Decision: HOLD. Review the shortage rule, run the scenario and review its result.
Decision owner: client operations owner.
Technical evidence owner: assigned technical lead.

SCENARIOS TO COMPLETE WITH OBSERVED RESULTS
1. Normal: 10 available, reserve 4 -> 6 available and 4 reserved.
2. Shortage: while 4 remain reserved, request 7 -> agreed shortage route.
3. Cancellation: cancel the first order before dispatch -> 10 available;
   history remains visible.
4. Interrupted exchange: save, lose response, retry -> one destination order.
5. Access: restricted user cannot read/export a protected team's order.
6. Reporting: order IDs, quantities and statuses reconcile at the same cutoff.
7. Return after dispatch: ship 4, receive 1 back -> preserve the dispatch and
   create a linked return. The unit stays unavailable until an authorised
   inspection accepts it into sellable stock. Accounting owns any credit/refund;
   receiving the item must not mark a refund paid.
8. Partial fulfilment (separate fixture): order 10 with 6 available; approve
   split and ship 6; cancel 2 unreserved units; replenish and ship final 2.
   Expect 8 shipped + 2 cancelled + 0 open = 10 ordered. No stock is released
   for cancelling unreserved units. Each shipment and cancellation stays recorded.

FOR EACH SCENARIO
Scenario ID:
Dataset and environment:
Preconditions:
Expected outcome:
Observed outcome:
Evidence location:
Pass / fail / not run:
Reviewer and date:
Defect or accepted exception, owner and consequence:

OTHER REQUIRED GATES
Required data and relationships reconciled:
Final source cutoff and new-write handling rehearsed:
Recovery accounts for orders and external actions after switch:
Support access, monitoring and escalation demonstrated:
Users prepared and ownership understood:
Permission and export checks complete:

PILOT TEAM READINESS
Role and representative user, including absence cover:
Normal task and relevant exception attempted without trainer intervention:
Observed result, workaround and evidence:
Gap owner and repeat-check date:
Support owner demonstrated failed-exchange lookup and escalation:
Agreed coverage hours, escalation contacts and disruption communications owner:
Unresolved people/support gates carried into the final decision:

FINAL DECISION
Proceed / hold / reduce scope / recover:
Evidence reviewed:
Blocking gaps:
Accepted exceptions and authorised owner:
Decision owner and timestamp:
Next review:

EXPANSION DECISION
Pilot observation period and agreed exit criteria:
Observed exception and reconciliation results:
Differences at the next site and additional work:
Expand / hold / recover, with reason and owner:

Blank evidence is not a pass. Do not place credentials or real customer data
in a public copy. Complete this worksheet locally.
https://www.horizon-dynamics.tech/blog/phased-custom-erp-rollout