Sherpa System Lists - MPS Price Book & Labor and Parts – White Cup Support

System Lists

Printer Service Labor & Parts

MPS Price Book

System lists is where you can find the MPS Price Book, which also includes the Printer Service Labor and Parts table (this table is also listed as a separate option in System Lists)

Printer Service Labor & Parts – Will allow you to add new and edit any existing Printer Labor & Parts volume bands and CPP rates. To get to the Printer Service Labor & Parts Table, go to “System Lists” on the Main Menu Bar and Select Printer Service Labor & Parts. This table is used to add a Parts and Labor burden to your MPS out costs when using Printer Pricer. This table is also used to create the Estimated Annual Parts and Labor Cost is the TCO tab. This table can also be accessed through the MPS Price Book (see MPS Price Book section).

Column Headings:

Minimum Volume: The minimum volume required to meet the CPP

Maximum Volume: The maximum volume allowed to meet the CPP

Margin %: The desired margin %. The Dealer CPP is multiplied by this to calculate the regular CPP or out cost.

Dealer: The Dealer’s CPP Parts and Labor burden rate.

CPP: The actual CPP out cost used by Compass as part of the Printer Pricer’s calculations. You do not have to do anything in this field. Compass will automatically calculate this number for you based on the Dealer CPP and Margin you entered.

To Add New: Select the Add New button and the following screen will appear. Enter in the Min Volume, Max Volume, Margin and Dealer CPP. The CPP will automatically calculate.

To Edit: To edit any of the information already entered in, simply place your cursor in the appropriate field and make the necessary change. All changes are automatically saved as soon as you click out of the field.

To Delete: To delete a line item, highlight the line and then right click and select “Delete”. You will be prompted that you are deleting information and to click “OK” if you wish to proceed.

The MPS Price Book is where you will enter in all the devices and costs that your Reps are authorized to sell MPS service contracts for. By adding equipment and costs into the MPS Price book, reps will have the ability to use the Printer Pricer tab (see Printer Pricer section in Compass Sherpa User Manual) to price out service contracts and MPS contracts on equipment.

What the Numbers Reference (Buttons and Field Definitions):

Search: Search the current equipment in Price Book
Add: Add new equipment
Delete: Delete the current piece of equipment out of Price Book
Delete All: Delete all equipment out of Price Book
Calculate Model: Calculates the total CPP when a change is made to financial information for the model you are on
Calculate All: Calculates all equipment in the Price Book if changes were made in multiple fields
Best Priced Consumables: Automatically searches all consumable costs entered Price Book and assigns the lowest priced consumables on each model
Data Grid View: View and edit information on all the devices in a spread sheet type format.
Import: Import devices and costs from a properly formatted Excel Spreadsheet
Export: Export the current devices and costs from Price Book into an Excel Spreadsheet
Mapping: Create mapping from fields in an Excel Spreadsheet into the Price Book for importing
Supplier Download: Download pricing directly from your supplier’s website or Excel spreadsheet.
Printer Pricing Supplies: Will import the equipment and costs from the previous version of the Printer Pricer Service and Supplies table - if you weren't on the previous version of Printer Pricer this button will not apply. This feature will only add new models and will not override what you have currently entered in Price Book.
Edit Dropdown: Options allow you to Edit Coverage, Edit Margin, gives you access to edit service rates, name your additional costs fields, and give you access to the parts and labor table.
Edit Coverage: Edit the coverage you want to use to calculate the CPP – this will increase the dealer’s CPP based on the difference of that number and the manufactures CPP.
Edit Margin: Edit the dealer margin to calculate the CPP – this will be the margin added to the dealer’s CPP before it is shown to the rep in Printer Pricer as their out cost. This is a Global change for all models
Service Rates: Allows you to create pricing based on CPP and volume bands (like the service pricing in the Equipment Pricing area)
Name Add’l Costs: Name the Additional Costs fields (currently 5 for mono and 5 for color)
Parts and Labor Table: a link to the Printer Service Labor and Parts table (see Printer Service Labor and Parts section).
Manufacturer Field: The Manufacturer of the current model record – This drop down is editable in the Globals tab of the Control Panel
Make/Model Field: The make and Model of the current record
Product Number Field: Product Number of the current record
Equip Type Field: The Equipment Type of the current record – This drop down is also editable in the Globals tab of the Control Panel
Mono/Color Speed Field: The black and color speed, page per minute, of the device
Segment Field: The segment of the device – This will auto populate based on the speed entered. Reference the drop down for a definition of what segments = what speeds
Purchase Date Field: The introduction date of the equipment
Printer Age Field: The age of the device – this will auto populate based on the introduction date entered
Notes Field: Any notes you would like to reference to the device
Modified Section: The last time the equipment data was edited, or, when it was added – referenced the user name of who did the editing and the date and time it was edited
Margins Section: The current margin over dealer cost that is used to calculate the Reps out cost for the selected device
Volume Requirements Section: The minimum monthly volume the device can be contracted for.
The minimum on the manual add screen for Printer Pricer, will pull from the monthly volume requirements on the model in the MPS Price Book. The minimum set for the service rate makes it so you can’t apply that service rate to a model unless that minimum volume is hit. It doesn’t prevent you from adding a model with less volume than that, but prevents the service rate from being applied if the volume isn’t hit.
Authorized Check Box: Check or uncheck to Authorize / Un-authorize a device. By checking a device as “Authorized” you are allowing the Rep to price out that device on a contract in Printer Pricer
Mono Costs: Adjust or add mono fill % and add toner and drum costs for mono
Color Costs: Adjust or add color fill % and add toner and drum costs for color (if it is a color device)
Additional Costs Tab: Adjust or add additional costs such as Fuser, transfer Unit, Maintenance Kit, and up to 5 other costs for both color and mono
Parts & Labor Tab: View or edit the Parts & Labor rate scale, or, manually add a parts and labor rate to a specific machine
Subtotals Section: Break down of the CPP for all the costs and yields entered
Dealer Cost Totals Section: Break down of dealer cost totals based on all the costs and yields entered
Sales Out cost Totals Section: Sales Out cost breakdown based on dealer cost totals with the margin and fill % factored in – these fields can also be typed into as an override to the calculations if you want to manually type in a c as the Rep out cost. If you manually type in an out
cost, the checkbox will be checked
CPP Service Rates Section: Used to choose a Service ID as opposed to using the consumable calculations. This will override all costs entered and only use the service rate table

Top Tool Bar Buttons:

Search: To search the current devices in the price book in order to either edit or delete the model, start by clicking on the Search Button

Choose to search by any part of either the Model or Product Number
Type the search criteria in the field and click on the Search Button
The Show All button will show all equipment in the Price Book
Double click the machine you want to work with, or highlight it and click the Select Button

If you want to edit any information or pricing on this machine you can do so by simply typing in the fields on the main page.

Add: To add a new piece of equipment into Price Book, click on the Add Button

Pick a manufacturer from the drop-down options or, you may also free type in the field (remember to add anything you free type in, to the Manufacturer List into the Globals tab in the Control Panel)
Type in the Make, Model and Product Number
You can also “Copy from Existing Model” if the device being added is similar to one already in the system. That will populate the fields and you can make any changes needed

Delete: To delete a device, go to the device record and click Delete

Delete All: Will delete all devices from the Price Book

Calculate Model / Calculate All: These buttons will turn red when they need to be clicked. Any time you edit a number that affects the financial calculations you will need to click a calculate button. The Calculate Model button can be used to recalculate just an individual machine, while the Calculate All button can be used to calculate all equipment after multiple changes have been made.

Best Priced Consumables: This feature will scan all pricing loaded for all consumables on all equipment and automatically apply the lowest cost. By doing this, the best cost will be applied to the Reps out cost in Printer Pricer, allowing more profitable and competitive MPS agreements. If multiple suppliers happen to have the same cost on a consumable, the most recent cost added will be chosen. Once you click the button you will be asked if you want to apply the change to the record you are on, or all equipment in the Price Book.

Data Grid View: This allows for a spread sheet type of view of all devices and costs in the Price Book, and you can also edit in this area. To edit the cell simply double click in it. To automatically go to that machine’s record, right click and select “Go to Selected Model”. You can also sort the columns in this area by clicking on the headings. Rows that are highlighted red are machines that have not been checked as “Authorized”, and are therefore considered “Un-authorized” devices.

Export Feature: The Export button allows you to export the current equipment and pricing to an Excel spreadsheet, or, export a blank spreadsheet to fill out with devices and costs to import back in. To Export your current equipment and pricing, start by clicking on the Export button

Select the Manufacturer(s) you want to export by clicking in the check box
Select the Supplier pricing you want to export (you can only choose one)
Click the Export Button
To export a blank template, click on the Blank Spreadsheet button

Mapping Feature: The Mapping button allows you to take any Excel spreadsheet, like one downloaded from a supplier or directly from Compass using the Export feature, map the columns and import the information into the Price Book. Start by clicking on the Mapping button to open the Mapping Tool.

Click on Add New and call it the name of the supplier
Highlight the supplier you just entered
Match the fields under the Database Field column to the appropriate column in the Excel spreadsheet. Note that the SUPPLIER column is required.

When finished click on close and follow the directions in the IMPORT section below to import the information Back into Price Book.

Import Feature: The Import Feature allows you to take a mapped spreadsheet (see MAPPING FEATURE above), and import the information into the Price Book. Start by clicking on the Import button.

Select the name of the mapping you created in the Mapping step, of the spreadsheet you want to import, from the dropdown – The “Sherpa Default Import” option in the dropdown is already mapped to the Export format (see EXPORT procedure above). Use this option to import when using the Export to Excel option.
Click the Open button and browse to where you saved the Excel spreadsheet – you will see your information populate in the columns, and you can also edit any information here if needed
Click the import button to import the informatio

Because you can import from multiple suppliers, the Compass does a 3-tier check when importing to prevent from duplicates: #1 - Check for ID# (column A in the spreadsheet - the matching system will skip this when importing from multiple suppliers), #2 - Check for matching Product Number, #3 - Check for Matching Make and Model.
Also, you must have the letter Y in the Authorized column when doing an Excel import if you want the imported equipment to be marked as Authorized. If not, the equipment will not be authorized and cannot be priced out in Printer Pricer.

When importing new models, the Out-cost checkboxes will be check automatically so you will want to make sure that Calculate All is chosen to calculate based on the Sherpa calculations and calculate Parts & Labor, otherwise it will pull the entered cost only in the sales out cost field.

Note: The MonoServiceRate and ColorService Rates columns of your Excel Export for imports are associated with your Service Rate table you create. When there is no Service Rate table created in MPS Price Book does not recognize the value entered as a rate and provides an error upon import. Therefore, you must create a Service Rate table under Edit>Service Rates and then on your initial import file put a number matching your Service ID in those columns vs. the actual CPP Service Rate. If you were to have exported existing models already in your MPS Price Book, it exports a Service Rate value vs. the actual ID number associated with the table so you can edit it as a value and import back in just fine. It just doesn’t do that for new imports.

Supplier Download: Supplier Download allows you to import supplies and pricing from a supplier’s website. In order to use the Supplier Download feature, you must first set up the Supplier in the Price Book Suppliers tab of the Control Panel (see the CONTROL PANEL section of the Admin Manual).

When downloading from a supplier, Compass will search for duplicates by name only, and not use the 3-tier matching system. However, there is a sophisticated set of naming rules set up to prevent duplicates (ex: HP LJ = Hewlett Packard LJ = HP Laser Jet = LaserJet, etc.).

Any MICR toner is also excluded from the import

Click on the Open File button on the top left of the Import screen and browse to the saved spreadsheet and open it.
You will see any equipment that already exists in the Price Book on the top of the screen, and if there had been price changes you will see the row in green. You can also see the price change by looking at the Current Cost vs New Cost columns.
Select the equipment you want to update by holding the Ctrl key while highlighting the equipment you want to update, or, click the Select/Deselect All button to highlight all.
Click the Update Existing Only button to update the existing pricing. If there is equipment listed that doesn't have a price change (see columns "Current Cost" and "New Cost") you can still Select All and import that in, it will not create duplicate entries.
Any new equipment not found in the Price Book will show on the bottom half of the screen.
Select the equipment you want to import in by holding the Ctrl key while highlighting the equipment you want to bring in, or, click the Select/Deselect All button to highlight all.
Click the Import New Only button to import the new equipment.

Printer Pricing Supplies: If you were using the previous version of Compass, or the previous version of Printer Pricer, this will allow you to import models from the Printer Service and Supplies table. Any models you have entered the new Price Book will not be overridden, but models that are not in there yet will be added.

Edit Dropdown Menu: This dropdown contains the ability to edit coverage and margins for all equipment at once, set up service pricing volume bands, edit the names on the additional costs fields, and link to the Printer Service Labor and Parts table.

Edit Coverage: This is used to change the coverage on ALL equipment in the Price Book. Click on the Edit Coverage button. By changing the coverage, this will also change the Sales Out cost Totals by the percentage between the manufacture and customer page fill. The manufacturer page fill is typically 5 for mono and 15 for color, however you may want to set the customer’s fill higher to account for Reps averaging the customer’s fill too low. Enter in the Fill % for both mono and color, for both Customer and Manufacturer and click on Confirm.

Edit Margins: This allows you to change the margin on ALL equipment in the Price Book. Click on the Edit Margins button and the margin number will be added to the dealers out cost and be reflected in the Sales out cost.

Enter the margin percentage you want to apply to all the equipment and choose to apply it to all compatibles (Margin option) or all OEM (Margin OEM option) and click Submit.

Service Rates: This area allows you to set up service rates based on volume bands, so you can set up a service rate structure for equipment rather than having the system calculate the CPP based on consumable costs and yields (like the service pricing area in Equipment Pricing). Start by clicking on the Service Rates button.

To add a new service rate level, or, add to an existing service level click on the Add button. Enter an available ID, the minimum volume of the volume band, the CPP and OEM CPP (if using OEM pricing) and a description of what equipment the pricing level applies to.
To delete a service rate level, highlight the line and click the delete button.
To edit any info, double click in the cell you want to chance and type.
Click on Save Changes and then Cancel to close.
There is also an Import / Export option in the Service Pricing area which allows you to export the current pricing to an excel spreadsheet, make changes or add, and import it back in. Start by clicking on the Export Button and an Excel Spreadsheet will open with the current pricing populated in it.

Name Add’l Costs: This is where you can rename the Additional Cost fields for Mono and Color. Note that a name change is global and applies to all equipment in Price Book. Start by clicking on the Name Add’l Cost button. Type in the field next to the option and click on the Save button to rename the field.

Additional Costs can be used to add any costs to the total CPP of a machine. These costs would be in addition to toner, drum, maintenance kit, fuser, and transfer unit, which already have designated fields. These name changes can be seen in the Additional Costs tab

Adding a New Piece of Equipemt to

MPS Price Book

Click on the Add Model button and pick a Manufacturer from the dropdown, or, type in a new manufacturer. To add to the dropdown, you must add the manufacturer to the list in the Control Panel under Global Settings (See GLOBAL SETTINGS section in the Admin Manual). Type in the Make / Model and Product Number. To copy all pricing from a model already loaded in Price Book, pick that model from the Copy from Existing Model dropdown.

After you’ve added in the Make, Model and Product Number, you will start to enter in the specifications of the machine. These fields are not required so if you don’t have the information you can leave the field empty.

1. Choose the Equipment Type from the dropdown – this dropdown can be edited in the Control Panel.
2. Enter the Mono and Color Speed – this will auto populate the Segment field.
3. Enter the Introduction Date – this will auto populate the Age.
4. Enter any notes.
5. Enter the Margin % for Mono and Color.
6. Enter the minimum volume requirements.
7. Check as Authorized if you are ready for your users to be able to price out the model in Printer Pricer

Now you will start to add in the costs related to the machine. In the middle of the Price Book page you will see 4 tabs: Mono Costs, Color Costs, Additional Costs, and Parts and Labor

Start in the Mono Costs and Color Costs (if a color device) tabs by entering in the Customer and Manufacturer coverage %. If both left at 0, or, both given the same number, this aspect of the pricing will not affect the Rep Out cost.
Enter the Cost and Yield of the Compatible (generic) toner, OEM toner and Drum cartridges.
Choose the supplier you are ordering these items from at this cost by clicking on the Supplier dropdown and choosing <Select Supplier>.
Choose the supplier from the dropdown and click OK

In the Additional Costs tab, you can enter the costs and yields for the Fuser, transfer Unit and Maintenance Kit, as well as any other miscellaneous costs and yields. There are 5 fields for additional costs, for both mono and color. These fields can also be renamed by using the Name Add’l Costs button.

The Parts and Labor tab is used to determine the parts and labor portion of the reps out cost for the CPP. You can either allow the system to auto pick the CPP from the table based on the contracted volume, or, assign a straight CPP in the Parts and Labor Rate Override field

The table can be edited by clicking on the Edit List button at the bottom, or, editing the fields in the Printer Service Labor & Parts section of System Lists (see PRINTER SERVICE LABOR & PARTS area of this section of the Admin Manual)

The 3^rd column to the far right in the MPS Price Book is where you can view the totals for Dealer Costs, Rep Out costs, and assign service types if you are using service rates based on volume bands.

The Subtotals section is the breakdown of the individual costs you entered.

The Dealer Cost Totals section is the total Dealer Cost for Mono and Color. This is a total of all the Subtotal fields above.

The Sales Outcost Totals are what the Reps will be given in Printer Pricer as their cost. This is the dealer cost plus any margin added in the Margins area, and the difference in the Manufacturer vs. Customer Toner Coverage % if entered for mono and color. The Sales Out Cost Totals fields can also be typed into if you don’t want to enter individual costs for consumables and simply want to enter in a CPP per device. If you enter a CPP in these fields, please NOTE all other individual costs will be overwritten.

The CPP Service Rates area is where you can choose a service type ID to use pricing based on volume bands. Choose the ID from the dropdown and the CPP used in Printer Pricer will be based off the criteria you entered in Service Rates button. NOTE: if you choose to use this area, all other pricing entered will be ignored

Calculations for MPS

Coverage %

Customer’s Toner Mono Coverage: 10%

Manufacturer Toner Mono Coverage: 5% for 9,000 prints

Black true yield: 5%/10% = 50%

True yield: 9,000 * 50% = 4,500

Customer’s Toner Color Coverage: 35% for 8,000 prints

Manufacturer Toner Color Coverage: 15% for (5% cyan, 5% magenta, 5% yellow)

Color true yield: 15%/35% = 42.86%

Color True yield: 8,000 * 42,86% = 3,429 for (cyan, magenta, and yellow cartridge)

Subtotal Costs:

Note: True Yield is factored based on the Yield of the device and the Manufacturer and Customer Toner % you have entered.

Generic Mono Cartridge Cost of $73.18 / True Yield 4500 = .0163

OEM Mono Cartridge Cost of 157.65 / True Yield 4500 = .0350

Generic Color Cartridge Cost of $73.18 / True Yield 3429 = .0213 x 3 = .0640 + .0163 (mono cartridge) = .0803

OEM Color Cartridge Cost of 214.71 / True Yield 3429 = .0626 x 3= .1878 + .0350 (OEM Mono Cartridge) = .2229

Additional Costs of Fuser Kit $242.36 / Yield 150000 = .0016 for both Mono and Color

Dealer Cost Totals:

Mono: Cartridge Cost .0163 + Additional Costs .0016 = .0179

Color: Cartridge Cost .0803 + Additional Costs .0016 = .0819

Mono OEM: Mono OEM Cartridge .0350 + Mono Additional Cost total .0016 = .0366

Color OEM: Color OEM Cartridge .2229 + Color Additional Cost total .0016 = .2245

Sales Outcost Totals:

Mono: Mono Dealer Cost total .0179 / Generic Margin 25% (.75) = .0238

Color: Color Dealer Cost Total .0819 / Generic Margin 25% (.75) = .1092

Mono OEM: Mono OEM Dealer Cost total .0366 / Generic Margin 25% (.75) = .0489

Color OEM: Color OEM Dealer Cost total .2245 / Generic Margin 25% (.75) = .2993

Printer Pricer

When in Printer Pricer the Rep will see the Sales Out cost plus any added Parts and Labor based on a volume band you have set in your Parts and Labor table.

Parts and Labor table example:

Min Volume Max Volume Margin % Dealer CPP CPP

0 499 20 .01 .0125

500 1999 20 .0088 .011

2000 4999 20 .0064 .008

5000 7499 20 .0048 .006

7500 9999 20 .004 .005

A machine with a Mon volume of 3500 would reflect with a pricing of below, for the rep in Printer Pricer. Based on Parts and Labor my CPP would be .008

Sales Mono Out cost total .0238 + Parts and Labor of .008 = .0318 Mono CPP

A machine with a Color volume of 2000 would reflect with a pricing of below for the rep in Printer Pricer. Based on Parts and Labor my CPP would be .008

Sales Color Out cost total .1092 + Parts and Labor of .008 = .1172

If the rep were to price out OEM costs for those same volumes:

Sales Mono OEM Out cost total .0489 + Parts and Labor of .008 = .0569

Sales Color OEM Out cost total .2993 + Parts and Labor of .008 = .3073

If on a specific model in your MPS Price Book you enter a Parts & Labor Override rate it will look at that rate and price using that and ignore your set Parts & Labor table.

Example: Override rate of .0035 it would price out as for the rep as below.

Sales Mono Out cost total .0238 + Parts & Labor Override rate .0035 = .0273

Sales Color Out cost total of .1092 + Parts & Labor Override rate .0035 = .1127

Sales Mono OEM Out cost total .0489 + Parts & Labor Override rate .0035 = .0524

Sales Color OEM Out cost total .2993 + Parts & Labor Override rate .0035 = .3028

CPP Service Rates

Allows you to create pricing based on CPP and volume bands (like service pricing in the Equipment area). You can choose a service ID as opposed to using the consumable calculations based on consumable costs and yields. This will override costs entered and only use the service rate table.

Table Example:

Service ID Minimum Volume CPP OEM CPP Description

1 0 .0333 .0433 All HP

1 1000 .028 .0375 All HP

1 3500 .0175 .0275 All HP

2 0 .035 .045 All HP

2 1000 .0295 .045 All HP

2 3500 .0197 .0297 All HP

If I set CPP Service Rate of Mono 1 and Color 2 for a device in MPS Price Book, based on adding a machine in Printer Pricer here is the calculations:

Mono volume of 3500 it would price out .0175 CPP.

Mono volume of 3500 OEM selected it would price out .0275.

Color Volume of 2000 it would price out at .0197

Color Volume of 2000 OEM selected it would price out .0297.

Last Updated 8/3/2020

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Sherpa System Lists - MPS Price Book & Labor and Parts

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