The Sherpa Control Panel

Control Panel

 

 

Control Panel:

To get to the Control Panel, go to “Administration” on the Main Menu Bar and Select Global Settings.

Globals Tab

Password Options:

If you would like your users to be able to change their password, check the box that is labeled “Users can change their password”. This will allow them the ability to change their password on the login screen.

If you would like your users to be able to reuse the same password, check the box that is labeled “Allow Users to Reuse Old Passwords”.

The Force all Users to Change Login Password will force all users to change their password the next time they log in.

  

Dealership Name: Enter your Company's Name - this field can be bookmarked into your templates.

Edit Various Lists:

Edit Various Lists allows you to edit your dropdown lists, Vertical Marketing check boxes and Sales Stage names. For example, you can change Job Titles, Activity Categories, Equipment Types and SIC Codes in this area.

Simply click on the list you wish to add, edit or delete items from, and use the Add, Edit and Delete buttons.

1. Job Titles – This is for the Title field when adding in a contact in the Contacts tab in the Accounts area. Users can also type custom items in the Title field if the one they need is not listed.
2. Buyers Mode – Used for the Buyers Mode field when adding in a new account in the Accounts area.
3. Activity Categories – This is the dropdown list in the Activity tab in the Accounts area that the user must pick from when completing and scheduling activities. You can also assign point values to the activities in this area. The 6 activities listed at the top are required, system generated activities. For example, when a user sends or saves an email through Compass, an activity will automatically be generated and completed for an "Email." You may change the name of them for your viewing purposes but know that they will always pull from the activity type listed to the left. The bottom of the screen is where you can add/remove your own activity types and associated point values.

4. Objectives – Used in the Executive Summary report, these are common customer goals and objectives that the user would want to have added to their proposal. Users can also type custom items in the Executive Summary if they are not listed.
5. Challenges – Also used in the Executive Summary report, these are common customer challenges that the user would want to have added to their proposal.  Users can also type custom items in the Executive Summary if they are not listed.
6. Close Percentage – Used when forecasting, this is how confident a rep is that the account will close in the current month. You can also add descriptions for each % to standardize your forecasting.
7. Account Classification – These are the Account Classification check boxes on the main Accounts page. You may add as many items as you wish to this list. Items from this list are filterable and reportable. You do not want to remove the Current Client check box as this is how the system determines what is a current client in many of the reporting areas. Also, do not delete the Delete or Merge Company check box, as this is how the rep will notify the Administrator that they want an account removed or merged within the database.
8. TCO Default Fill Ratio - This will change the customer default page fill % in the TCO from 10 / 25 to whatever you enter here.
9. Lease End Days - If you are using the Lease Tracker module, this is where you will set the rules for when a reminder is scheduled based on the length of the lease. For example, if you type in 100 next to 0-12, any lease whose length is 0-12 months will have a reminder set to contact the customer 100 days prior to the lease expiring.
10. Contact Rank – This field is used when adding a new contact in the Contacts tab in the accounts area. This is the position of the contact in the company (i.e.: technical buyer, coach, economic buyer, user, etc.).
11. Number of Employees – The employee size of the prospective company.
12. Configurator Volume – The volume increments that appear in the Mono & Color Volume drop down lists in the Product Configurator when configuring a piece of equipment. This dropdown is for convenience purposes only, and not where you are setting minimum volumes for specific devices. Reps can free-type a specific volume not in the list if needed.
13. Equipment Types – This is the dropdown list in the TCO tab to define the type of equipment being entered. This also controls Equipment Type in the MPS Price Book.
14. Sales Stages – The names of the various stages of a rep’s pipeline. The 3 required stages are listed at the top (Forecast, Closed, Remove from Funnel). You do not want to change these descriptions much though because when a user forecasts or closes an opportunity or takes it out of the pipeline, it will auto populate into these stages. You may add as many additional Stage Names as desired by using the green plus button below. You must select the order in which you want the various stages to be displayed in the Sales Stages area by choosing the number for each Stage Order.

15. SIC Codes – Standard Industry Code used to identify which type of industry the account belongs to. You can enter a description only, the actual code # is not required, however a number is (any number except 0).
16. Manufacturers – A list of Manufacturers to choose from in the MPS Price Book.
17. Equipment Vendors – A list of local competitors to choose from in the TCO tab.
18. Activity Quick Note – This list is available as a shortcut when creating a new activity in the Activity tab, so the user can select from a pre-defined note rather than typing in one of their own (i.e. Left Voicemail).
19. Opportunity Status – These are the labels used to identify the status of an opportunity listed in the Opportunities tab in Accounts. The 3 required statuses are listed at the top (Closed, Lost, Forecasted), the exact names of which may be edited but you wouldn’t want to deviate from the function type. You may add as many additional status types as desired (such as Working, Stalled Deal, No Buy) by using the green plus button below. There is also the option to tie any Opportunity Status type to a System Generated Activity of your choosing by placing a checkbox in the System Activity area and selecting from the available list of Activity Types.

FMAudit API URL Button: If you are using FM Audit Central, you will need to add the URL in the in this area.

Click on the FMAUDIT API URL button and enter your FM Audit URL. Then you must add /webservices/PublicAPI.asmx to the end.

If you have recently update to the latest version of FM Audit you’ll now notice there’s a new column for API Version.  The column will allow you to update to version 4.3+, the newest API version.

App Settings Button: You can change the amount of decimal places anywhere from 8 to 3 in both Compass and when populating proposals and paperwork.                                                          

 

Click the App Settings button and pick Decimal Place Precision from the dropdown. Then choose how many decimal places you want to show in both Compass (Program) and on your proposal and sales templates (Bookmarks). Click on Save Changes to save your changes.

  

The DLL Download Network location is used by Support and is a replacement of DLL (dynamic link library) files.  They get downloaded from updates.sherpasynce.net.  If you put a network location in spot, and place the newest DLL’s in there, you can download them from a local network (faster) instead of internet.

Miscellaneous Settings:

These are global settings that will apply to all non-administrator users.

 

 

Allow Users to Update Program: This feature will allow users to run any version updates that are available by going to the Help menu and selecting the Check for Updates option.

Display Program Update at Startup: checking this box will notify users via a flashing green button in the top tool bar that an update is available.  If this box is not checked, the user can still click the Help button in the toolbar at the top, click on Check for Updates and see if any are available.

Reps Can Sell Discontinued Items: Checking this box will allow users to see machines in Product Configurator that have been tagged as discontinued. The discontinued machines will be in a red font and the user will also be notified if that model is selected that it is discontinued.

Allow Deletions of Activities/Emails: Checking this box will allow users to delete both pending and completed activities and emails in the Contact Activity and Email tabs in the Accounts area.

Allow Deletion of Proposals: Checking this box will allow users to delete Proposals from the Proposals tab.

Allow Deletion of Forecasts: Checking this box will allow users to delete Forecasts and opportunities from the Opportunities tab in the Accounts area.

OEM Pricing is Available: Checking this box will allow users to price out both OEM and Compatible Service Contracts in the Printer Pricer Tab. If you do not have OEM pricing set up in the MPS price book you will want this un-checked.

Use One List for Equipment: Checking this box will signify that your company is using one list of Equipment that all users will have access to no matter which region they are assigned to. If you are using multiple equipment pricing lists (possibly per Region or by Manufacture) uncheck this box. However, if you have equipment listed in multiple regions, and this box is checked, it will result in each user to see the same piece of equipment listed multiple times (for as many regions as it is assigned to).

Use One List for Service: Checking this box will signify that your company is using one list of Service Rates that all users will have access to no matter which region they are assigned to. If you are using multiple lists (possibly per Region or by Manufacture) uncheck this box.

Use One List for Lease Rates: Checking this box will signify that your company is using one list of Lease Rates that all users will have access to no matter which region they are assigned to. If you are using multiple leasing Rate lists (possibly per Region or by Manufacture) uncheck this box.

Use One List for Printers: This box always needs to be check-marked. This is for a future enhancement coming in which checking this box will signify that your company is using one list of Printers that all users will have access to and allow separate pricing by region when unchecked.

Force Follow-up Activity - if this box is checked, a user will not be able to complete an activity without scheduling a follow up activity in the Activities tab in the Accounts area. If this box is not checked, they will have the option of simply completing an activity or completing an activity with a follow up. If Force Follow-up is turned on, step 3 in the activities area will say "required" when completing an activity.  If it is turned off, it will say "optional".

Turn on New Printer Pricer: If you are an existing Compass customer and being converted from the previous version of Printer Pricer to the new MPS Price Book version, this will turn on the new Printer Pricer and start using Price Book pricing on new MPS opportunities. You will want this unchecked until you have your MPS pricing loaded correctly into Price Book.

Lock Down Completed Activities: If checked, users will not be able to edit completed activities in the Activities tab. This option is also per individual user in the Manage Users area; if checked in the Global Settings area, this will override the choice in the Manage Users area.

Deny Back Dating Activities: If checked, users will not be able to back date activities when completing them in the Accounts tab.

 % of Forecasted Revenue Graph: Enter in the closing forecast percentage that you would like to populate the graphs on the main log in screen. For Example: Entering 70% means that only a user's forecast with a 70% or higher closing ratio will populate the graphs.

Days Prior to Lease Expiration: Enter in the number of days (prior to lease expiration) that you would like Compass to schedule a pending Lease Expiration Activity. For Example: Entering 180 days into this field means that each time a Lease Expiration Date is entered in the TCO tab a pending Lease Expiration Activity will be scheduled for the user 180 days prior. This is only for equipment listed in TCO and separate from the Lease Tracker reminders.

Days to Keep Company Name Dropdown: Enter in the number of days that you would like the names of previous accessed accounts to remain in the Account Name dropdown for easy access in the CRM area.

TCO Labor & Parts Margin %: This number reflects the increase percentage used for calculating the Parts & Labor number, per machine in the TCO tab. Compass takes your Dealer Parts & Labor Numbers (from Printer Service Labor/Parts Table) and multiplies it times this number to calculate the Parts & Labor field in the TCO tab.

Manager Override Password: This is the password for editing service pricing in the Product Configurator tab using the Edit Service Rate button. (default is “password”) This password will also be used in the Financials Tab when utilizing Movement Forms and your pricing isn’t matching.  You would need to use that password to get the Submit button to no longer be greyed out.

Template Password: If you have protected your Word or Excel templates with a password, enter the password here so the templates will populate correctly. You must use the same password for all templates. Compass will populate the template for the user and then lock it back up before opening it.

Outlook Export Permission: Enter what minimum security level will have the ability to export contacts only into Outlook and from Outlook. Note: The Outlook Contact Export option is an add-on module.

Printer Pricer Override Password: The password used in the new version of Printer Pricer to change the Reps out cost CPP for MPS using the CPP Override button.  (default is “password”)

Hide Unauthorized Users: Check this box if you don’t want the unauthorized users to show up as a selection when running the Activity Reports and Sales Reports.  This will also remove the User within the Add Accounts section as being a choice in the Rep’s drop down selection.

Remove 3.0 Options: If you are an upgraded customer from 3.0 to 4.0 this button will remove the 3.0 Reporting options and keep the

4.0 Sales Report option.

Activity Creation Default Rep: This is used for the Lease Tracker and UCC                  modules, as well as Navigator, when creating activities.

Normally, activities will go to the following user:

If there is a Primary Rep assigned to an account, it assigns the Activity to the Primary Rep.  If there is a single territory rep assigned to an account, it assigns the Activity to that rep. If there are multiple territory reps (or a territory rep and a secondary rep), it assigns it to the default rep set here.

Regions

This is where you can enter your Company’s Regional Offices including their Name, Address and Phone Number.  These Regions will be used for Reporting Purposes and with the Google Maps button in the Accounts Tab.  

NOTE: If there are still accounts, users, models and lease rates assigned to the region it will not allow you to delete it, as this will leave these items with nothing assigned.

Transfer Account Regions: This button is used to transfer accounts between regions. It doesn’t transfer sales reps, just the CRM account itself, so if a sales rep outside of any region is named or assigned to an account (not simply a territory assignment), they will still have access to the account. Select from the drop down the type of accounts to be

transferred (City, Main Contact (last name), Name, Region, State, Zip). Some of the lists pre-populate and others are manual entry. Type what you wish to view (ex: City / Boise) and click the Search button. A list matching your Search will appear. You can select certain accounts to transfer or click Check All to select everything. Once the accounts to be transferred have been selected, choose your Region to transfer to at the bottom from the drop-down list. Select Transfer. A message will pop up saying the accounts have been transferred successfully. Once you hit OK the Region will refresh in the list to show the new one.

ERP Link Tab

If your Company has purchased a link to your ERP (Enterprise Resource Program such as OMD, E-Automate, Neaten, Purpose, Vale, Jim2, ICE, or Forza) this tab will allow you to import records from your ERP into Compass. Note: The ERP Link option is an add-on module.

Server Settings: Enter your Server Name, Database Name, Server Username and Password for the link to work correctly. Your Compass ERP number is the ERP number assigned to the Compass account created in your ERP system to hold submitted orders from Sherpa. This will allow Sherpa to submit orders from the Financials tab directly into your ERP system (note: this ability is only available for OMD and E-Automate users).

Misc. Product Numbers: If you have install charges, network charges or buyouts in your ERP as separate line items, this area allows you to put the Item # in so Sherpa will send those charges into your ERP as authorized line items. You can also decide if you want the buyout to go in as a negative or positive number by checking the “Submit buyout as a negative value” box. This is not a required area to fill out. (note: this ability is only available for E-Automate users.)

Import Companies from ERP: This tab allows you to transfer in Current Customers from your ERP into your Compass Database. It will match your Compass Database to your ERP Database (based on Customer number) and will only show you Customers that are not already in Compass. You can view the list of available customers by searching for a group of accounts and then clicking Go. On the right-hand side of the list, you can see which accounts Active are and which are on Hold. To transfer them, you can transfer “All Companies” in the search results by clicking the Check All Companies button and then the Transfer Checked Companies button and then the Transfer Checked Companies button, or just a few selected accounts. A record along with the basic account info and one main contact will be added for each customer into the Sherpa database. To avoid duplication, please make sure any current customers already in your CRM area have their ERP numbers listed in the ERP Number field.

Please note, the importing of companies from the ERP tab into Sherpa is designed to be a manual process so that the Administrator can pick and choose which companies are desired to be transferred.  Unlike other databases that are designed to do an automatic nightly data dump from the ERP system, for example, the approach in Sherpa is intentionally not designed in this manner since not all data in the ERP system is necessarily desired to end up in the active sales rep database.  ERP systems often have old accounts or internal accounts that don’t need to be accessible to sales reps and would therefore carry dead weight in the sales rep database.  The Administrator can choose to leave those accounts out of Sherpa and will thus always see them in the display list whenever clicking the Go button (which is fine to continue ignoring them in the future).

Set Meter Types: If you are using E-Automate you also have a Set Meter Type button in the ERP tab. The Set Meter Types button in the ERP tab in the Control Panel in Compass is used to identify the types of meters you want to see in the Compass interface, as well as what meters are imported into the TCO – this is a copy of your table in E-Automate. If you have more than one-meter type for each mono and color, put a comma between each with no spaces (ex. 1,2,3).

Set Meter Stock No: If you are using Jim2 you also have a Set Meter Stock No button in the ERP tab. This button is used to identify the types of meters you want to see in the Compass interface, as well as what meters are imported into the TCO – this is a copy of your table in Jim2. If you have more than one-meter type for each mono and color, put a comma between each with no spaces (ex. 2503,2509,2505).

Excluded Card Codes: If you are using Jim2 you have a button called Excluded Card Codes. This button allows you to set and view companies that you’ll never want to import into Sherpa to not show in the list each time you load it. When you click on this button you can see any companies that have been set to be excluded and restore any that were previously excluded back to the main view again.

Sales Zones Tab The Sales Zones tab allows dealers who set territories by zones instead of postal code to create the zones for the reps. Zips can cross over into multiple zone as well as rep, however, if a zip is included in multiple zones you will get a warning that both reps will be able to see accounts and will be used in both zones.

Add New Zone: Click the + button and type the desired name of the Zone in the Zone field. Postal Codes can then be added one at a time (or multiple separated by a comma) by clicking the Add button next to the Zip Code field. The Postal Codes will then show separately in the list below. To remove a Postal Code, just highlight it and click the Remove button. Once the Zone is completely populated, click the Save button and the Zone will appear in the list on the left under current zones

Edit Selected Zone: To edit a Zone, highlight the Zone on the left and simply type in the fields or use the Remove button to remove a highlighted zip code. This will allow more Postal Codes to be added, the name of the Zone to be changed, or Postal Codes to be removed.

Delete: To remove a Zone that no longer exists, highlight the Zone on the left under Current Zones, then click the X Delete button. You will see a message asking if you are sure you want to delete that Zone from the list. Select yes to permanently remove it or No to cancel out of this operation.

Order Processing Tab  If your Company has purchased the Order Processing module, this tab will allow you to set the requirements, stages, documents and reps that will be used in Order Processing. Note: The Order Processing Module is an add-on module.

Edit Lists: Edit Lists allows the Administrator to set the drop down lists available to the user in the Order Processing module when they are ready to submit the order. In any of the lists, to add an item type in the Add New field and click the Add button. To edit an item, highlight it in the list, edit it in the Edit Item field and click on the Edit button, or to remove an item, highlight it in the list and click the Delete button.

Delivery: Add each of the types of Delivery that your reps might need.

Invoice: This is for the type of invoices that your company offers so the rep can choose the customer's requested invoice delivery option.

Lease: This is where you can set up the Lease information for each of the Vendors that you work with. This will allow the rep to just select the proper vendor and have the information pre-fill for them. You can add new Vendors on the left side or select one from the Edit Lease list above and edit the information on the right.

Maintenance: This is a list of the types of Maintenance contracts

that your company offers. This allows the reps to select the type of maintenance plan that the customer has purchased.

Meter: This is the method on how your company will gather the meter reading from the customer for billing purposes. Common examples include via fax, phone call, meter collection tool, etc. The rep can select the one the customer has chosen.

Pickup: This is a list of the different types of pickups available.

Sale: This is a list of the different sale types. (This list or “Pickup” can be used for “Demo” to show when demo models are going out the door if desired.)

Transaction: This field lists the type of transactions available, so the rep can select how the customer is paying for the deal.

Set Required: Set Required allows the Administrator to checkmark any fields that are required to submit a deal. This will turn the field red for the Sales Rep to see and will require that they can’t submit any paperwork until the field has data in it.

Stages: This area allows the Administrator to set each of the Stages used for the after sales process. You can have up to 20 stages and the order can be moved from stage to stage as it completes each part of the process. Orders Queue is where the order is sent by Sherpa when it is first submitted by the Sales Rep and Forecast stage will show anything that is forecasted.   You can also add an email address to the right of each stage under Stage Alert Emails if you would like someone to be alerted

by email when an order comes to a specific stage. The Rep and Manager will automatically be alerted when the "Include User and Manager" check box is checked next to each stage.  *NOTE THAT THE ALERTS DO NOT WORK IF YOU ARE USING THE SHERPA GMAIL MODULE

Submit Reps: This area allows Administrators to add any reps that will be allowed to submit orders into the Order Processing module. They can also add who will receive an email when the order has been submitted and where the populated files will be saved.

Add: Click this button to add a new Rep or Manager to the Submit Reps area. Once the Rep’s information has been added, select the Submit button to Save.

User Information: Select the user from the drop down.   That

will populate their username, email and manager’s email address.

Auto Send E-Mail: If you would like an email to go to other people in your organization at the same time you may list their email address in the Auto Send E-Mail fields. You may enter more than 3 by separating multiple emails with a “;”.

Save File Paths: Selecting the small button to the right of the paths allows you to browse to the desired save location for individual documents that are going to be populated through the OP module. If all the documents for a rep are going to be saved to the same location, then a rep would only need 1 save file path filled out.

Edit: Highlight the Rep whose information you wish to Edit, then edit the desired information and hit Submit to Save.

Delete: To delete a Rep from this area, highlight the Rep and select the Delete button. A message will pop up asking if you are sure you want to delete them. Select Yes to Delete and No to cancel.

Bulk File Path Change: This allows you to change multiple users file save paths. Choose the users you want to change the path for by using the check boxes next to their name or use the Check All button to select all users. Choose the path number from the dropdown that you want to set and browse to the path using the square browse button on the right. Browse to the folder location you want the files to save to and click the Change button.

Submit Docs: This is where you can add any templates that you want your Reps to be able to auto-populate through the OP module. Once the document has been added, you can select it from the Select Doc drop down to change its Save Path or default open location (where the original template is stored).

Save: Save allows you to save any changes you make to Current Docs when a template is showing in the Select Doc field.

Delete: A template can be selected in the Select Doc drop down and then Deleted if it is no longer valid. This area will NOT verify that you want to delete prior to deleting it.        

Add New: When you click the Add New button this allows you to add a new template into the list that a Sales Rep can select to auto-populate. First type in the name of the template. Then you can click the small button next to Doc Location and browse to where that template is stored. Then select the Save Path that this auto-populated template will be saved to.

Note: the save location itself can be different for every rep (set up in the Submit Reps area), but the path # must be the same.

Example: Suzy will save this document on her network drive folder and Mark will save it to his. Both of their individual folders’ paths were set up in Submit Reps under Path #3, so this new document will have Path 3 check marked as the location it will save to for every rep that populates it. Once that is set up, click Save. You can then add another template to the list if you wish. To go back to the list of Current Docs, click the Cancel button.

 

 

 

Movement Forms:   Allows you to set the location of where you want theMovement Form to populate from.  From the dropdown select if you the Movement Form to populate from Financials or within theOrder Processing module.

  

Price Book Suppliers Tab

If you are using the new MPS Price Book, which allows you to set your dealerships rep cost on all MPS contracts, this is where you will add in any suppliers that you are going to map to, using the Mapping Tool or Link to the Supplier Download Tool. These tools allow you to download your dealerships consumable costs directly into Compass, saving you significant data entry time.  Start by choosing a supplier from the Supplier drop down and give the supplier a name.

To create a link to a supplier’s website (This step is only necessary for LMI):

1. Choose the Supplier’s Name from the Import Type dropdown
2. Type in the URL or website of the supplier (not necessary for LMI, as the URL is coded into the base)
3. Enter your Dealership’s Username and Password (this is provided to your dealership from the supplier)
4. Type in a description (Optional)
5. Click on Save Changes

To create a supplier's custom Excel spreadsheet to map to (Aster, Katun, SN, Clover):

1. Click on the Add button
2. Type in the supplier's name in the Name field
3. Choose the Suppliers name from the Import Type dropdown
4. Type in a description (Optional)
5. Click on Save Changes

To create an Excel spreadsheet to map to:

1. Click on the Add button
2. Type in the supplier's name in the Name field
3. Choose the Excel option from the Import Type dropdown
4. Type in a description (Optional)
5. Click on Save Changes

TCO Printers Tab

Compass updates the TCO model list (dropdown in TCO tab when adding or updating a model) every 6 months for the US version and every 12 months for the AU and UK version. This list can be accessed from this tab to update pricing on current models, add new models, or delete old models that Compass is no longer updating.

Start by choosing the Download Models button that will be flashing RED at you in the top left corner of the screen.

This will fill in some, or all, of the 6 boxes and will show you all the categories that have been changed, added, and available. The "List #" will show at the bottom of the box it coordinates with.  You can also click on the   button to see a brief description of what the list is for.

List 1: Will show the current models and pricing in your TCO dropdown

List 2: Will show the Compass current list of models and pricing in their web service.

List 3: Will show your current TCO models list that also matches with the Compass Web Service list (this would be the total of List 1 minus (-) the total of List 3), so all the printers that match between Lists 1 and 2.

List 4: Any duplicate equipment you have in your current TCO list

List 5: Any equipment in your TCO list that we are no longer updating in our web service. Models might also appear on List 5 because the name has been changed. This means that they are still being updated, but the name has been changed. (Image runner has been changed to imageRUNNER for example).

List 6: Any models we have added that you currently don't have in your TCO list.

To update your TCO list, choose what list you would like to download under Options.

Update Sherpa model list with data from Lists 3 and 6 options will update any existing models you already have in the TCO list, as well as add any new equipment. Note that this will override any changes you have made to pricing in the master dropdown. However, this will not affect any TCO equipment already listed in a specific customer's TCO.

Only add new devices option will only add new equipment (List 6).

 Click the Apply button, which will be flashing red.

The equipment to be added / updated will appear under the    

Data to Import list with a total count. Click the Update button (it will be flashing red) to perform the update, or the Clear button to clear the list and not do the update. Depending on how much equipment you must update / add, this process could take a while, however, while the update is running you can continue to use Sherpa, if you leave the TCO updater open in the main Home Screen.

Cost Adjust:

Before you do the update, you can also choose to increase or decrease the industry average consumable and equipment costs by using the Cost Adj. % button. Enter in the percentage you want to increase or decrease (using the - sign) before you click the Update button.

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Deleting from List 5

If you want to delete the equipment, we are no longer providing in the web service, you can choose any or all of the equipment in List 5. Select all the equipment by clicking the Select All button, or you can select various machinesby doing a CTRL click on the devices you want to select. To unselect the devices, click the Unselect All button. Once you select the equipment you want to delete, click the Delete Selected button.

Requesting a model to be added:

If you would like to have us add a device into the TCO master list, you can send a request to us by using the Request button.

Type in the model you would like to have added and we will research the consumable costs, etc. and add it into the TCO list. You will be contacted by Compass within a week with a response if it is approved or denied (with a reason why) and you can run the update again to add it to the list if approved. If the request is denied, you can always add it manually in the TCO tab using the Model List button (see TCO manual section).

Third Party Tools Tab

If you are using Evolved Office or SalesScoreKeeper, you will have a tab called Third Party Tools, and when you click on it you will see the tabs of the modules you have (EO or SSK). Both require set up here before you can utilize them as a user.

Setting up Evolved Office: If you subscribe to EO and have the module you can create custom proposals through Evolved Office in the Financials tab (Sherpa SQL Customers only).  See the Module section in the User Manual for more information on using the feature. To set up the link you must obtain your User Name and Password from Evolved Office if you don't already have it. Then, enter the User and Password into the Evolved Office tab.

You can click the Test Connection button to make sure the credentials were successfully received, and you should get the message that the Connection was Successful. Click OK, and then Save in the Evolved Office Setup, and you will be able to use the Evolved Office Interface in the Financials Tab.

Setting up SalesScoreKeeper: If you subscribe to SSK and have the module, users can submit their closed sales to SalesScoreKeeper and have their closed sales submitted to SSK directly through Compass Sherpa.

To set up the link you must first have the URL and License Key entered here; you will obtain this from SalesScoreKeeper.

The user submitting the order must also have the email address in the Manage Users area of Compass, be the same as the email address listed as the email address to log into SKK.  You can then click the Test Connection button to make sure the credentials were successfully received, and you should get the message that the Connection was Successful. Click OK, and then Save and you will be able to use the SalesScoreKeeper Interface in the Financials Tab.

Setting Up Supplies Network: For customers on the Supplies Network’s

mpsSELECT CPI Cost Per Image Service program or A La Carte Program, you will set up the integration here to price out your MPS opportunities through Printer Pricer. (Not available for Sync / Client versions of Sherpa) To set up the link, you will enter your Dealership ID from Supplies Network in the Authentication ID field under the GENERAL Tab. Then enter any margin you want to add to the CPI for Compatibles and OEM. The margin added will be added to your dealerships CPI before the sales rep sees their cost in Printer Pricer. You can also enter which Default Product Lines will pull when pricing out an opportunity in Printer Pricer under Default Consumables section.  In the BULK USER PRODUCT LINES Tab, you can then mass assign product lines to all authorized users using the Set for All Authorized Users button, or individual users in the system using the check boxes next to each user's name, so Reps will be able to use the Compass Printer Pricer to price out MPS opportunities using those product lines.  After you've entered in the information you will click Save Authentication to save your entries, and you can also use the Test Connection button to make sure the connection is working, and everything was entered correctly.

Note: We do partner with Supplies Network, which means that on the back end of Sherpa there is no mapping that you need to set up, as this is written on the back end of Sherpa.  There will be some manual processes that you will need to do before being able to import that spreadsheet into Sherpa and have it match with what our naming conventions are.  For additional information please see our Manual 16a Printer Name Matching.

 

Setting Up Print Fleet        

To use the PrintFleet V3 API connection in the you will need to enter your Print Fleet Server URL here. You must be on Print Fleet Version 3.4 or higher and be sure there are no characters or spaces after the .com or .net of the URL.

Setting Up UCC

Dealers who purchase UCC Filing lists through EDA, can import the list and its equipment into Sherpa. Because the list will not contain an end of lease date, you will have to set an assumption for the lease end date as well as several months for the activity reminder.

• We take the date from the UCC filing and add X number of months to it to determine a date to put on the lease end activity that gets created for the UCC filing. We don’t know how long the lease actually is, so this is saying, if the UCC date (which should be close to the date the item was leased) is 1/1/2020, I want the activity reminder to follow up on this machine to be set 36 months out from 1/1/2020. That way if it’s a 60 month lease, I’ll be talking with that prospect 24 months prior to lease expiration.
• The second number is for when you transfer a UCC filing to the TCO. We know the machine is leased, but we do not know how long the lease is for. So, what do you want your default lease length to be for those items? 60 months is the standard but you could set it lower if you want.
• If no Primary Rep is assigned to the account, select a user to automatically have the lease end reminder assigned to from within your UCC Filing Tab of the Third-Party Tools. This could be an Admin or Sales Manager, to ensure that the reminder does not go unassigned and unmanaged.
• If no primary rep is assigned, it will go to a single named rep (if only one rep is assigned).
• Click the Save button to save changes.

Setting Up Kyocera Fleet Services

To use the Kyocera Fleet services API connection in the TCO to automatically upload deices and meters, you will need to enter your Kyocera Fleet Services URL, Access ID, Access Password, Request from and Request To and save here.

Database Maintenance Tab

This is a SQL only feature that allows Compass to release additional Modules out to you without having our techs remote your server and manually upgrade database. Typically, if you need to run Database Maintenance you will hear from us letting you know to do so.

Test Run: The Test Run is optional but will display all changes that need to be made to your database to bring it up to the latest Sherpa database version and enable all modules we have sent in the update.

Upgrade Now: Upgrade Now will make database schema changes by adding Tables and fields to your Sherpa database we deem necessary for enabled modules and features.  When the Upgrade has finished it will turn on any modules, we have sent you, and display a list on the left of what is turned on. You will also see a green status bar running across the top to show the progress of the update.

Merge Tab

This is a SQL only feature that allows Compass Administrators to merge multiple company records together.  The Left-hand side of the screen will show the first 10,000 accounts, alphabetically. If you have more than 10,000 accounts, you will see a Load All button.  If you click that it will load all accounts.

As with all the other grid views in Sherpa, you can filter by typing in the space above each column, click on the column headers to sort by that column, and move the columns by clicking and dragging the columns to different positions.  Also, if the Merge Account check box was selected in the Accounts Tab, you will see a Y in the Merge Accounts column. And right clicking on the row will also give you the option to "Go to Account".

1. Select the Primary Account (the one you want to keep and merge other accounts into) on the left by double clicking to move it to the right, or, clicking and dragging it.
2. Then select the account on the left that you want to merge INTO the primary account by clicking and dragging it over the account name on the right. You will see a green arrow and the accounts listed under the primary account.

3. To remove an account that has been placed under the primary account, or to remove a primary account, click and drag it back to the left side of the screen. Dragging the primary account back to the left will also remove all the secondary accounts.
4. If you want to change secondary account to the primary, right click the account and choose the Make Primary option.
5. If you want to go to an account, right click the account and choose the Go to Account option.
6. Check the box(s) next to the account(s) you want to Merge.  Or use the settings drop down to Uncheck All.
7. You now under settings have an option of running a Clean List – This will remove accounts from the merge list where; (a) The primary account has an ERP number and the secondary account has a different ERP number from the primary account and (b) the primary account has no secondary accounts.
8. Click the "Merge" button and all information (contacts, activities, vertical marketing check boxes, TCO equipment, proposals, opportunities, etc. will be merged).

After Clicking the Merge button, you will get a warning with the number of accounts you are about to merge and asking you to confirm, as there is no “undo” option.

NOTES:

• If using Intelligent Device Mapper, and the map was not on the primary account, maps will not be moved. You will have to re-import the map and place the equipment on the map in the primary account.
• If merging a Parent Company record into a Non-Parent Company record, it will NOT reclassify the Non-Parent as a Parent.
• If the account being merged into the main account has an ERP # listed on it, and the main account does not, that ERP # will be added to the main account.
• If both accounts have an ERP #, the one on the main account will be maintained.  If the accounts have different main account information (company name, address, main phone number, etc.) on the top of the account page, the main account you are merging into is the information that is maintained.  However, the secondary address is added to the Additional
• Addresses tab, in the Accounts tab.
• A completed activity will also be automatically created under the main account with a list of the accounts that were merged in and when.
• Contacts will be duplicated even if the same contact exists in both accounts.
• In TCO, it will look for a same serial number and will not duplicate the machine record, however if the serial numbers do not match it will duplicate the machine.
• If both accounts have different Named Reps listed to them, the rep on the secondary account will be then listed as an additional named rep on the new main account.
• If there is information in the Notes area on the main page, the secondary accounts notes will be added under the primary account’s notes.

Load Merge List: The Load Merge List button will look for a same or similar account based on which option you choose. The search will look at the first 20 characters of the name and the first 6 of the address and give you a list of results. This will ignore spaces, dashes, slashes, and any characters other than letters and numbers to give you the best result.

When searching company name it will also ignore the terms "incorporated, inc, llc, and pty". When searching address, it will match off abbreviations for Street (st), Avenue (ave), Drive (dr), and Road (rd).

• Choose the criteria you want to search by and the list will load. Also, clicking the None option will clear the entire list from the left.
• Remove a company that populates on the right, click and drag back to the left.
• Just like the above once you have the correct list, click the Merge Button.

Document Storage Tab

For SQL customers only, document storage is an additional feature that can be used in the Documents Tab in the Accounts tab.  Binary documents allow you to store documents in a database, eliminating the need to create open and save paths in the Manage Users area, and the need for shared folders on your network. Also, anyone with access to an account, has access to any documents saved in the Documents area. To have this option turned on, you will need to contact support@compasscontact.net.

To set up the Document Storage option, you will first have to create a database in the Document Storage tab. The Compass Administrator can create the database if the SQL Username in step 2 has system admin rights on the SQL server. This is assigned in SQL Server Management Studio in the main security section on the SQL Server under the Users Properties/Server Roles.

Once the database is created the rights can be adjusted back to Public. It is recommended the Compass Administrator discuss this database creation with their IT Director prior to enabling this feature. This new database will need to be added to a database backup routine, and the IT Director will need to verify server space for document storage.

1. Choose to use the same location as the Sherpa Database, or, create a custom location. If creating a custom location, enter the server name, username and password, and enter a name for the new database.
2. To test the connection and make sure the connection is working, click the Test Connection button.
3. If you need to make changes, you can type directly into the fields and click the Save Changes button to save your changes.
4. Check the Turn Document Storage On check box to enable the feature.

To set up the bookmarked docs (proposals, sales paperwork, etc.) use the

Bookmark Templates tab.

1. Click the Add button and a form will come up.
2. Click the Select File button and browse to the template file
3. Give it a name (the user will see this when choosing the template, so it should be something they will recognize).
4. Choose which areas they will be able to populate it from. When populating templates, they will only see what is available based on what is checked.
5. You can choose to make the template Active (users will see them) or uncheck this to make them Inactive (they will remain in the Admin list, but the users will not see it as a choice).
6. Click OK to save or Cancel to exit and not save.

You will then see the Active templates on the front page.

1. To show inactive templates as well, check the Show Inactive Templates checkbox.
2. Or, to Activate, on Inactivate a template you can use the check box under the Active column.
3. You can also choose where the templates will populate from here.
4. You can choose to Update File To Download a file click Download

 

If you populate a template from Sherpa or open a Word or Excel document from the Documents tab, you can make edits needed on the document and choose to save your edited document directly back to Document Storage

Setup Home

This area allows customization of the general settings for the Home Screen Dashboards.

Home Tab URL – Enter any website of your choosing to be the displayed live web page for users to interact with on the Home Screen.

Displayed Tabs – Check/uncheck any of the 7 tabs you wish to be displayed/not be displayed on the Home Screen.

Default Tab – Select the tab you wish to be the default display tab upon logging in to Sherpa.

Allow Print/Export – Check/uncheck this box if you want to allow/deny users the ability to Print/Export the graph data on the Home Screen.

Save Settings – You must click this button (located in the top left corner of the screen) in order to save any changes made before exiting this area.

Group Sales Dashboards By: Check to view the Closed Sales or Forecasted Sales totals by your Team structure or Management Hierarchy in place.

Show Inactive Users: When checked will display unauthorized users on the dashboard view.

*Please note, any settings made in this area are applied.