This is your quick guide for Sherpa 4.0 to help you create a professional looking proposal to present to your client.
This will guide your through:
1) Adding a Proposal
2) Configure your Items in the Solution Configurator tab and Build your Proposed Solution
3) Transfer to Solution Summary
4) Price out your Deal in Financials tab
Find the Account record you want to work on and then go to the Proposal Tab. You start by selecting the Green + sign to Add a New Proposal. Give the Proposal a Name and then it will appear in the Proposal List on the Left. Highlight the Proposal you just added and then you will see additional tabs become available for you.
Go to Proposal Tab, select (+) to add a Proposal, Name the Proposal and Submit
Solution Configurator Tab:
Once you highlight the Proposal from the Proposal list, you will see the Solution Configurator tab appear and now select the Solution Configurator tab.
The Solution Configurator is where you go to configure your proposed new solutions including their models, accessories, proposed volumes and select pricing options. The blue buttons are numbered 1,2, and 3 indicating the order in which you will use those areas. You’ll notice two sides of the screen, Build Solution and Proposed Solution, with a divider in the middle to separate the two. To move this divider to show more of less of either side click on the line and slide to the position you want.
Build Solution – Left Side of the Screen and Selecting a Model:
To Select a model to configure and price out use the filter dropdown and type in a keyword (or leave the keyword field blank), and click the Search button. A list of models that your company sells will appear in the list. Check the checkbox to the left of the main model and
a list of accessories will pull down for you to choose from. If you want to just choose an accessory and not the main model, don’t use the check box; you will want to use the + button to the left of the main model it’s associated with, and just check the accessory or accessories you want to price out.
Selecting Pricing Options:
After selecting a model and the desired accessories, click on the Select Pricing Level Button and choose the pricing level you would like for the main model (Regular is outcost)
Select Service Rate:
- Billing Frequency - Choose the service billing term. Most often, Monthly will be the only option. Please note that even if you select Quarterly or Annually as the billing term, Compass will always calculate a payment in Monthly financial figures.
- Service Rate - Select which service pricing level you are using for servicing the machine.
- Min Mono & Color - The minimum mono & color volume requirement for that machine is determined by your company. You will not be able to change the volume to be lower than the minimum.
- Mono Vol & Color Vol - You can either select from the drop down list a volume that you wish to propose for the new machine, or you may manually type in a volume. If the volume field already has a number in it, that is a minimum volume requirement for that machine as determined by your company. You will not be able to change the volume to be lower than the minimum.
- Click the green arrow button to proceed to sending it as part of the proposed solution, or the Undo button to go back to the search criteria.
Adding in Additional New Equipment: After you have gone through steps 1, 2 and 3, you may at this time go back and start over at step one to propose additional equipment. Go through the same procedures as before.
Once you’ve moved your equipment using the green arrow, it will populate on the right side of the screen under Proposed Solution. There, you can change quantity, pricing levels, volumes and add accessories.
Remove: Allows you to remove an item, or all items, from the Proposed Solution list. To remove one item, or accessory, highlight the row and choose Remove Selected. To remove all items and start over, just select Remove All.
Add Accessory: Allows you to add accessories to a main model that is already proposed. Highlight the main model and click the Add Accessory button. A list of available accessories for that model will pop up and you can use the check box to the left of the accessories to add to the model. You can also use the Search field to search by a key word.
Transfer to Summary:
After you are done configuring the equipment for your proposal and making any needed adjustments, click on the Transfer to Summary button.
Solution Summary Tab:
In the Solution Summary tab, you can reorder the Items in the list on the right to be in the position you want them to show on your Proposal. Just highlight an Item and drag and drop to the position you want for your configuration.
If you need to make any other adjustments to the Outcost, Description, Notes, etc. highlight the Item from the list on the right and make any needed changes for that Item on the left in the Equipment Details.
Once you have made your changes or edits, now you are ready to go to the Financials tab to Price out your Deal.
Select the Financials tab
The Financials Tab is where you put the financial information together to finalize a solution. This is where you will determine what kind of profit you can put into your solution, what type of leasing option you will use, determine buyout amounts, and also edit any service costs or additional fees. If you are bundling MPS with equipment, this is also where you put it all together.
Moving Through the Equipment Data Column
This is where you enter in the preliminary financials to create a proposal for the client. Start by entering a profit margin in the Profit Margin % field, enter your Lease Rate and Contract Term (or you can use the Lease Rate Calculator) and then continue to go down the column and fill in the necessary information. Several fields will already be populated with data for you, based off of your selections in the Solution Configurator and the pricing your Administrator has set up as defaults in the system. If you do choose to edit a field or fill it in manually, a check box to the right of the field will automatically check, indicating that the field has been edited, or that the default information set by the Administrator was not used; these check boxes cannot be checked or unchecked manually.
Once all the necessary information is entered, select the Calculate Financials at the bottom of the column.
Please note: The Option you select for your transaction will determine how your financials will be calculated!
Sale Option Only: Select this bubble if you want to generate a Cash Sale.
Lease Only: Select this bubble if you want to generate a non-cpc lease.
Cost Per Page: Select this bubble if you want to generate a CPP lease.
Calculate Financials Button: When you are done with reviewing and adding information into the equipment data column and making any necessary changes, click on this button to have the Financials calculated for you. The final financials based on this information can be seen on the right side of the screen under the Financial Summary section.
If you want to make any changes to your numbers, you can do this in the middle section of the Financials tab under Mono Output or Color Output.
Mono and Color Output Subtotals: Any of the fields in this section that are not grayed out (volume, New GP %) is editable by you in order to manipulate the financials and come up with different financial proposal options. You can click your cursor directly into the field and change the number. When done, either hit the TAB key on your keyboard or click into another field to allow the system to recalculate, this will update the financial calculations.
Sale Price: This reflects what the client would be charged for a Cash Purchase price on the new equipment. You can click your cursor directly into the field and change the Sale
Price number: When done, either hit the TAB key on your keyboard or click into another field to allow the system to recalculate, this will update the financial calculations.
Lease Payment: This reflects what the client would be charged for a Lease Payment on the new equipment. You can click your cursor directly into the field and change Lease Payment number. When done, either hit the TAB key on your keyboard or click into another field to allow the system to recalculate, this will update the financial calculations.
Volume: This is the total proposed volume as selected in the Solution Configurator. This field is un-editable in this field.
Total Payment: This is the sum of the lease payment and the monthly service total. This is an editable field and you can simply type in a total monthly payment if you know what you want the payment to be. When done, either hit the TAB key on your keyboard or click into another field to allow the system to recalculate, this will update the financial calculations.
Gross Profit: This shows you the estimated GP based off of the financials. As you change any of the financial fields, this will change to reflect what the new GP would be estimated at.
New GP (Gross Profit) Percentage: This is an un-editable field. This shows you the estimated GP % based off of the financials. As you change any of the financial fields, this will change to reflect what the new GP % would be estimated at.
Financial Summary: This will show you broken down numbers of the summary of the financial details for your proposal.
Total Sale Price: This is the equipment Sale Price.
Total Lease Payment: This is the straight lease payment with no service.
Total Mono Service Payment: This is the BW service payment on the new equipment being proposed. This is a monthly financial number.
Total Color Service Payment: This is the Color service payment on the new equipment being proposed.
Total Print Service Payment: This is the total payment for any print volume added to a CPC contract.
Bundled Payment: This is the sum of the Total Lease Payment and Total Service Payment fields.
Total Revenue Credit: This represents the Total Sale Price minus the Addl. Charges/Buyout, Install Charges and Connect Fees fields.
Total Gross Profit: Represents the total Gross Profit for the proposal.
Total GP (Gross Profit) Margin: Represents the total estimated GP Margin % for the proposal.
Contracted Volume Summary: This shows a breakdown of the total contracted volume based on mono and color copies and mono and color bundled prints
Mono Volume: The total BW volume being proposed on new machines.
Color Volume: The total Color volume being proposed on new machines.
Mono Prints: The total BW Print volume for the owned equipment’s maintenance Agreement.
Color Prints: The total Color Print volume for the owned equipment’s maintenance Agreement.
Percent of Retail (MSRP): The percentage of your sale you are over the MSRP.
Forecast Proposal: When you have come up with a final solution for proposal, use this button to create your forecast.
You can create a new deal or update an existing opportunity with the new data. Make your selection and then you will be able to forecast this deal. When done, click the Forecast button.
You can now create your proposal by selecting the Word Document button. If your company has proposal templates created, you will be able to select your template from the list and it will auto populate a Word template for your Client Presentation.
A file browser window will open for you to browse and select the template you wish to populate with data from Compass. After finding the template, you can either double click on it to start the population process or click on it once and then click on ‘open’.
Last Updated: 8/4/2020