Sherpa Reporting

 

 Sales Reports with Sherpa 4.0 (Sales Rep and higher security level have access): In the Sales Reports option you can run a Report based on the criteria selected.  You can set Filter Options, Teams or Users, Stages/Status and Classifications/Categories.  

Setting the Criteria for Sales Reports:

1. First choose the Filter Options –

• Set your date range for when the opportunity was either classified as Forecasted, Lost or Closed.
• You can input Minimum and Maximum Revenue amounts.
• You can input Minimum and Maximum Profit.
• You can select Minimum and Maximum Close % from the dropdown menu based on the criteria set by your Administrator.
• You can select to ‘Group by’ User, Team, Status, Stage or Category.  Make you selection from the Group by drop down menu.
• Select you Items to view – Items only, Items & Accessories or Summary.

2. Second choose your Teams or Users –

• Check your Teams or Users box and select your Team/Teams or User/Users
• You can Select All or Deselect All

3. Next choose your Stages/Status

• Check your Sales Stage(s) and your Opportunity Status
• You can Select All or Deselect All.
• Lost Sales Report - This is where you can also generate a Lost Sales Reports and the Reason for the Lost Sale.  Please note, you will need to select the ‘Remove from Funnel’ in the Sales Stages AND select Lost Sale under Status to get the Lost Sale Report.  Once an Opportunity has been changed to a Lost Sale under Status, it automatically moves it to the Remove from Funnel sales stage, so you need to make both selections for this report.

4. Next choose your Classifications/Categories.

• Check your Classifications and you can select multiple options with the And/Or buttons.
• Check your Categories.
• You can Select All or Deselect All.

5. Click the Submit button, or, Export to Excel (all reports) to view the report.

• You will be able to see the Opportunity Created Date within the Export to Excel option.

6. For the Forecast Report only, there is a Forecast Inventory report option that will itemize and total each model and accessory, by product number, so you can easily see the total quantity of any products.  

Note: Once the report has been run, you can click directly on the name of any account within the report to be taken directly to that account record in Sherpa.  This provides an interactive report for both reps and managers to pull a quick Forecast report and click back and forth from within the report to see more details of each account.

When choosing “Category Summary” it will enable you to show for each user, columns for each revenue category, and then columns for Outcost, Gross Profit, and Commission (if Opportunity Commissions module is turned on) that are totaled for all categories.

Here’s a quick sample. Use all the sales report filters however you’d like. Then the report will output to Excel.

Equipment Reports (Sales Rep and higher security level have access): Will run a Report by All Equipment, Lease End dates, Make, and Model, Regions, Sales Reps, Segment, Speed, Vendor, or Zip Code, based on the criteria selected, and what has been loaded into the Compass TCO.

  All: Choosing ALL with give you no options to select; all equipment loaded  into the TCOs for the user's accounts will                be listed.

        Lease End: 

1. Choose the Region by clicking on the check box for the desired region, Load Reps, and choose the reps who's leases you want to see.  If you want to see all leases, skip that step and don't select anything
2. Enter the date range of the leases expiring you want to see, and click on Submit, or, Export to Excel button.
3. You can also choose to just show competitors equipment by checking the "Competitor Equipment Only" box.  This will only show the TCO equipment that has been check as "Competitor Equipment" in the TCO tab.
4. You can choose to run the results in a custom Excel Template by choosing the "Run in Excel" check box and browsing to a bookmarked template.  
5. Click the Submit button to see the report, or Export To Excel to export the results.

  

    

        Make and Model: 

Choose the option for IS, BEGINS WITH, CONTAINS OR ENDS WITH, and enter the criteria to search for in the search field. 

        Region(s): 

  Choose the check box for the region(s) you want to see the equipment results for and click Submit or Export to Excel.

       

Sales Rep:

Choose the Region for the Sales Reps you want to see the equipment results for, and highlight the sales rep; click Submit or Export to Excel to see the results.

Segment:

Choose the Segment (options are 1 - 6) you want to see and click on Submit or Export to Excel.

Speed:

Enter the speed range you want to see results for; click on Submit or Export to Excel.

Vendor:

Choose the Vendor name for the equipment you want to see. This Vendor list is based off of ANY vendor that has been listed or free typed into the Vendor Name dropdown field in TCO.

Zip Code:

Enter the Zip codes, one by one, in the selection field and click the ADD button after each entry to add it in the field below.  You can add as many zip codes as you want to narrow your results.

To Delete a zip code, highlight it in the results field and click the DELETE button.

Company Reports (Sales Manager Security Level and Higher have access): Will run a Report by All Companies, Zip Code, Sales Rep, Vertical Market, or Address based on the criteria selected. If the "Order by Last Update" check box is selected the report will be sorted by the last time the account record was updated in the Activity section.  These Reports can be run by an Administrator only.

        Setting the Criteria for Company Reports:

1. First choose “Search By” category (If ALL is selected, no criteria is required. You can also choose All Current Customers or All Non Current Customers).
2. If Zip Code is selected you can choose All, Current, or Non Current Customers.  Type in one Zip Code at a time and click Add.
3. If Sales Rep is selected you can choose All, Current, or Non Current Customers.  Choose the Region(s) you would like to see the Reps for and click the Load Reps Button. Please note you can only select one rep at a time for these reports.
4. If Account Classification is chosen, highlight the classification.
   
5. If Address is selected choose Begins With, Contains, Is, or Ends With from the drop-down menu and enter the information in the blank field below.
6. Click the Search button.  

         

Activity Reports (Sales Rep security level and higher have access): Activity Reports are used to get results based on any information entered into the Activity section in the Accounts tab.

 

        Standard Report: Will run an Activity Report by Date Range, Sales Rep(s),  and/or activity type.

        Setting the Criteria for Activity Reports:

1. First choose a Date Range
2. Choose a Filter By option.  

-Contact Date will run by the day the activity was entered into Compass.  

-Call Back Date will run by the Call Back Date entered.  

-Completed Date will run by the date the User stated the activity was actually completed.

3. Choose any Misc. Options.  
   -Activity Count Only will give only the total number of each activity completed with no details.  
   -Not Completed will show any activities that were scheduled but not yet completed.  
   -Show Points will show the activities plus the associated point values if points were assigned in the Administrator section on Compass.
4. Choose a Region and Users to view the activities of.
5. Choose Activities.  Select All, Current, or Unavailable Activities from the drop down list, and then select the type of activities to view, or select the Select All button to see all activity types.
   -Current Activities will give a list to choose from of activities that are currently available in the Activity Type dropdown.
   -Unavailable Activities will show any activity types that were entered or imported in that are not in the dropdown list.
   -All Activities will show both current activities and unavailable activities.  
6. You can also combine this with any of the account classifications assigned to the account.
7. Click the Submit button.

Ratio Report: Will run a Report by Date Range and Rep(s) to show total # of assigned Current Customers and Prospects, how many have been contacted in each category, and what accounts have not been contacted.

        Setting the Criteria for Activity Ratio Report:

1. First choose a Date Range
2. Choose a Region and Users to view the activities of.
3. You can also combine this with any of the account classifications assigned to the account.
4. Click the Submit button.

MPS Price Book (Administrators only have access) – The MPS Price Book Reports allows you to run reports into Excel from the Price Book pricing tables.
These reports are helpful because they will easily allow you to view if a machine is missing a cost as well as see the suppler a consumable should be ordered from (Supplies Used Report), and you can also see how the cpc for the device was calculated

 

The choices are to run a Supplies Used, Supplies Available, or Audit Report.  Choose the option you want, the manufacture(s) you want to export, and choose to include Unauthorized Models or not to.

Supplies Used Report will give you a list of all the supplies used to price out each machine, the supplier that the cost came from, the cost and yield.  This can be useful when determining what supplier to order from.

Supplies Available Report will give you a list of all the equipment and the supplies that have pricing loaded for each machine, and who the supplier is.

Audit Report will show any discrepancies in the MPS Price Book based on 2 types of conflict categories: Missing Consumables and Incomplete Consumables.

  If Compass Finds no conflicts within a piece of equipments entry - It will not         show up on the report at all if it finds no missing or complete consumables.          However, if one category shows a conflict and the other doesn't, the one         that doesn't will show that nothing was found.        

        If the Model entered is not found in the TCO printer list - this could be a         potential issue because if the user has to manually enter the device in         TCO rather than choosing from the dropdown, if they don't type it in the         same way it is listed in the Price Book it will show as Unauthorized when         transferred to Printer Pricer.  
  This is what it will look like on the report:
  

  If there are incomplete consumables - if there is a yield for a supply and         no cost listed, or a cost listed, and no yield entered, it will also come up on         this report. The reason this has been flagged is because without both a         cost and yield, Compass has no way to calculate a cost per page.
  This is what it will look like on the report:
  

  If there are missing consumables - If Compass finds that we determined  there are certain consumables available for a particular model; in other words, there is a consumable listed in the TCO model list and not one in the MPS price book, it will come up on the report as having Missing  Consumables.

  

Quota Report will show a closed or forecast amount towards a set quota per user(s) selected either by Month or by Quota Type.  Closed and Forecast amounts will reflect totals for the quota categories set for each user.  Closed or Forecast opportunities with a category other than the quota categories set will not be included.

Running the report:

• Select a Quota Option to run by Month or by Quota Type.
• Select a User(s). You can choose to Check All or Uncheck All to view on the report.
• Select a specified Date Range, Past 6 Months, Past 3 Months, Past 2 Months, Last Month, This Month, Next 2 Months, Next 3 Months, Next 6 Months or Calendar year to view the report by.
• Choose View Quotas.

Promo Report will show all Company and Item Promos available to a user.  You do have to set permissions to run this report per user in the Manage Users section.

Running the report:

• Select a Promo Type of Item Promos or Company Promos.
• Select a Promo Date, All, Future, or Current promos that you want to view promos by.
• Select View Data.

• You will then be given the option to Export the Promo Report to Excel.