Using the Printer Pricer in Sherpa

Printer Pricer

General Overview

The Printer Pricer is designed to generate a service and supply Cost Per Page (CPP) for your company to maintain any fleet of owned devices.  You can propose either a Print Management Contract only on the existing printer fleet, or you can bundle the PM on the existing fleet along with the proposal of new equipment.  Your first step would be to add the equipment you want to service into the Printer Pricer.  You can do this by transferring the equipment from the TCO tab, transferring the equipment you said you wanted to keep from the Asset Strategy Tab, or manually entering in the equipment in Printer Pricer if you didn't utilize the TCO or Asset Strategy Tabs.  

Option Buttons

Add Model: 

Used to add a device to the PM contract that was not transferred in from TCO or Asset Strategy.  You will only be able to choose from printers that are authorized.  You can narrow your search by typing in the white bar a contains search (shown below) when you choose the drop-down menu.

Remove Printer:

Deletes the selected device from the list.  Highlight the row of the device you want to delete and click the Delete button.

Remove All:

Removes all devices in the Printer Pricer allowing you to start over.

Transfer from AS (Asset Strategy)

Transfers over the equipment you chose to "Keep" from the Proposed Solution area of Asset Strategy into the Printer Pricer.  The service rates for the authorized printers will be calculated.  This option can only be used if you used Asset Strategy.

Transfer from TCO

If you didn't utilize the Asset Strategy Tab, this will transfer all equipment data from the TCO into the Printer Pricer.  Use this if you did not use the Asset Strategy tab.  The service rates for the authorized printers will be calculated.  Any printers that your company doesn’t service will be displayed in the Unauthorized Printers field.  

If you used a Supplies Network Import in TCO you will also be given the option to use pricing from Supplies Network to price the deal.  Choose Yes, or No to use your company prices out of the MPS Price Book.

Supplies Network ONLY options
If you choose "Yes" and use the Supplies Network mpsSELECT™ CPI Cost Per Image Service or A La Carte Program, you will be given the options to choose Consumables Only or the CPI Program.  Based on what your Administrator has set you up to allow you to have access to allow you to choose one or both

A La Carte Program Options:

• DCS -  Includes FMAudit, PrintFleet, PrintAudit, and Lexmark Fleet Manager (LFM)
• SMS - Toner levels are monitored remotely and shipped by Supplies Network - No need for end-users to order any supply items.  This eliminated mis-orders, overnight orders, and “rogue” buying from other competitors
• SM - An algorithm that will only feedback the valid service flags that a dealership would be interested in seeing - Your Dealership won't see a service problem like a removed paper tray to add paper
• SD - Supplies Network provides certified A+ technicians to provide phone triage and national break / fix service
• SRL - An additional label is added to the consumable when it's shipped to the customer, so they know which of the printer it is meant for.  This ensure that the toner get to the machine that needs it and offers desk top delivery.

The CPI Program will automatically choose all options in the Additional Services list.  The Consumables Only option will allow you to choose from the A La Carte option under Additional Services to customize your program.  You can however, customize these at the device level once you make your option here. You can then choose to include Break-Fix for the CPI Program and choose OEM or Compatible.

Once you make your program choices, click Ok and the devices and volumes will be imported into Printer Pricer and your CPI will be displayed under the Monthly Calculated Totals section in the lower right of the page.  Devices with a red background are either NOT supported in your Supplies Network Program, or have no volume assigned.  You can tell the difference by looking in the "SN Product Line" column; if it is empty it is because it is not supported, and if there is a program listed that means it's red because of missing volume.  

You can also change the Product Line by device by clicking the Select Product Line button next to each device.  

You can also change the Product Line by device model by clicking the Product Lines button on the top tool bar.   This will group models and allow you to choose by model  
 

Highlight the model you want and click Ok.  You will be given a choice of alternate Product Lines to choose from.

You can then add Profit Margin and back calculate under the Monthly Calculated Totals section, just make sure you click the Save Changes button in that section when it turns red.

You can also make any authorized changes in the equipment list, just make sure you click the Calculate button if it is red to recalculate and save changes.  Not all areas are editable by the user; the programs available are chosen by the Sherpa Administrator.

If you would like to remove a piece of equipment from the proposed list you can use the Delete button to completely remove it, or use the Unauthorize to move it to the bottom of the screen - this will not un-authorize it from the MPS Price Book if you are using it, it will simply remove it from this deal and recalculate the CPI.

Change OEM (not available with SN)

Allows you to Change the costs to price out your contract using OEM supplies.  To apply this to all models choose “Use OEM cartridges for all models” and select Mono, Color, or both.  If you previously changed the option to use OEM, you can also change back to using compatible costs by choosing the “Do not use OEM cartridges for all models”.

 

Change Margins

Used to change the profit margin on all equipment transferred into Printer Pricer.  Enter a margin for mono, color, or both, and select the OEM option to change the margin on the OEM pricing only.  To change the margin on individual devices you can type a single margin on the corresponding device in the grid on the top section of the screen.

 

Change Fill Ratios (not available with SN)

Used to change the fill ratio on all equipment in the Printer Pricer; the default is 10%, but you will want to enter the customers actual fill % they will be running.  Enter the mono, color, or both and click on Change.  To change the fill on individual devices you can type a single fill percentage on the corresponding device in the grid on the top section of the screen.

 

Re-Calculate

Will re-calculate the totals after you edit any calculated fields.  This button will turn red if you need to click it to recalculate the totals.

CPP Override

Allows authorized users to change the Rep CPP Out cost on machines – you will need a password to access this area.  The password is determined in the Global tab of the Control Panel.  

Click on the CPP Override button and enter your password.  The CPP Override button will turn into a flashing red LOCK CPP button and you will see a green Override Selected button appear.

You can change on one machine at a time by clicking in the Proposed CPP field for Mono or Color and typing in the new CPP or highlight the ENTIRE row of multiple machines you want to change the CPP on; you can use CTRL click to select multiple.  

If you selected multiple machines, click the Override Selected button and enter the CPP you want to use for all the selected devices and click the Save button.

After you have made all the changes, be sure to click the flashing red LOCK CPP button to prevent anymore editing of the CPP.  You will also need to click the Calculate button after you make the change (either before or after clicking the LOCK CPP button).

Forecast PM

Creates a forecast for the Print Management Solution.  You would select this option if you were only proposing Print Management with no new equipment, or, if you were forecasting the PM portion of your solution separately from the Hardware portion of your solution.  If you were proposing a PM Contract in conjunction with new hardware, you would forecast in the Financials tab.

Authorized Printer List

After you have transferred over equipment from either the Asset Strategy tab, the TCO tab, or added manually, you can view or edit certain data information.  Solid colored columns are calculated fields and cannot be edited. If transferred from TCO or Asset Strategy, the fields that were filled in there, will also carry over into the Printer Pricer.

For Supplies Network Programs any field you cannot change is not authorized by either Supplies Network or your Administrator.

  Printer Info

     Make / Model: Shows the description of the device.

  Serial Number: The machine’s serial number.

  Location or Department: The location or department where the device is         located.

  Mono Volume: The mono volume you want to contract that device for.  By default, if the machine was transferred             from TCO or Asset Strategy this will be the current monthly volume.

  Current Mono TCO CPP: The CPP determined in TCO.  This is just a reference field to see at a glance what for what            you determined is the current cost of the device, not the proposed.

Proposed Mono CPP: The CPP you will be proposing on the device; this is based on the pricing set up in the Admin pricing tables, along with the margin % you entered and the fill ratio.  As seen in the print screen below, if the field is red, it means there is no CPP to calculate for the machine.  This could be because there is no CPP for the equipment in the MPS Price Book, or because there is no volume for the device, therefore no CPP to calculate. If the font is red, that means that the proposed CPP is higher than the current CPP.  If the font is green, that means what you are proposing is lower than the current CPP.

Mono Cost: The total monthly mono cost proposed (proposed CPP x volume)

Mono OEM: Select this check box if you want to use OEM supply costs to calculate the CPP.  This will automatically be checked if you used the Change OEM for All option.

Mono Margin: Enter the profit margin you want to add to the device.  This will auto populate if you used the Change Margins for All option.

Mono Fill Ratio: Enter the fill ratio you want to apply to the device.  This will auto populate if you used the Change Fill Ration for All option.

Number Cart. Year: The number of black toner cartridges per year the machine should require if the machine runs the specified volume.

Begin Mono Meter: Brings over the current meter from TCO, or, you can type in the beginning meter read.

Color Volume: The color volume you want to contract that device for.  By default, if the machine was transferred from TCO or Asset Strategy this will be the current monthly volume.

Current Color TCO CPP: The color CPP determined in TCO.  This is just a reference field to see at a glance what you determined is the current cost of the device, not the proposed.

Proposed Color CPP: The color CPP you will be proposing on the device; this is based on the pricing set up in the Admin pricing tables, along with the margin % you entered and the fill ratio.

Color Cost: The total monthly color cost proposed (proposed color CPP x color volume).

Color OEM: Select this check box if you want to use color OEM supply costs to calculate the CPP.  This will automatically be checked if you used the Change OEM for All option and chose color.

Color Margin: Enter the profit margin you want to add to the device for color.  This will auto populate if you used the Change Margins for All option and chose color.

Color Fill Ratio: Enter the fill ratio you want to apply to the color portion of the device.  This will auto populate if you used the Change Fill Ration for All option and chose color.

Number Cart. Year: The number of color toner cartridges per year the machine should require if the machine runs the specified volume.

Begin Color Meter: Brings over the current color meter from TCO, or, you can type in the beginning meter read.

IP Address: The IP address for the device.

Mono Fill Changed: This will be checked if the default fill ratio was changed

Color Fill Changed: This will be checked if the default color fill ratio was changed

Manager Override: This will be checked if the Manager Override feature was used to change the minimum rep CPP out cost.

Unauthorized Printer List (all does not apply to SN)

This is a list of devices transferred in that are not serviceable by your company’s service department.  If you see a printer in this list that you feel should be authorized, see your Administrator for correction.  

For models reflecting as unauthorized you have an option to export these to excel.  This is nice so your Admin can know what models they need to go in and fix.  Go to your Reports selection and choose Export Unauthorized Models.

Use the Auto Filter within the Unauthorized Models grid to search and filter through your unauthorized items.

Monthly Calculated (Totals)

The open fields in this area can be manually changed and back calculated by typing in the fields and clicking the Save Changes button. However, you cannot go into a negative GP so if you enter a CPP that calculates a negative GP you will receive a notification that you cannot use a cost that low.

  Volume:  Total contracted volume for mono and color.

     Cost Per Page: The blended mono and color CPP rates that will be proposed for the contract.

     Cost: The total minimum monthly payment for on the contract.

     Gross Profit Margin: The average margin % for mono and color.

     Total Cost: The total monthly minimum payment on the contract (color + mono monthly cost)

  Profit – Month: The anticipated monthly profit of the contract.

  Profit – Annual:  The anticipated annual profit for the contract.

Document Auto population

Sending to Excel Template: Allows you to auto populate an Excel template for internal paperwork, or for Client presentation.  A file browser window will open for you to browse and select the template you wish to populate with data from Sherpa.  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’.

Sending to Word Template:  Allows you to auto populate a Word template for either internal paperwork, or for Client Presentation.  A file browser window will open for you to browse and select the template you wish to populate with data from Sherpa.  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’.

View Service Rates:  Shows a report with the Authorized Printers and your Company’s service rates that will be used to calculate the PM Agreement.

Executive Summary:  Shows an Analysis Report which contains the Customer’s Objectives, Challenges, Current Equipment and Costs, Graphs, Current Situation vs. Proposed Solution, ROI, and Recommendations.  When you click on the Executive Summary button, the following form will come up:

Reports Drop-down Options

 

Choose your Objectives and Challenges by placing a check in the checkbox next to ones you want and clicking on the  button.  To delete an already selected choice, highlight it on the right-hand side of the screen and click the    button.  You can also type in custom Objectives and Challenges in the Custom Item field.  To add a custom objective to the Executive Summary, click the  button.  To remove a custom objective or challenge highlight it on the right-hand side and click the  button.  You can now delete it or edit it on the left-hand side of the screen.

To add a recommendation, type your wording on the Custom Recommendations and Solution Benefits box and click the  button.

To change the order or any Objectives, Challenges, or Recommendations use the buttons UP AND DOWN

After you’ve made your choices, click the Crystal Report or Word template button.  Crystal Report will populate an Executive Summary in Crystal Reporting, and Word will allow you to browse for a Word Template.

How to Use the Printer Pricer (all does not apply to SN)

You do not have to use the TCO or Asset Strategy Tabs to use the Printer Pricer, however, whether you did or not, you will click on the Proposals tab and either create a new proposal, or click on an existing proposal, then enter the Printer Pricer tab.

1. Click on the Transfer from AS (if Asset Strategy was used) or Transfer from TCO button.  Any printers your company will service will list out and the CPP for a PM contract will be calculated.  Any machine that isn’t authorized for service in the Unauthorized Printers list on the bottom of the screen.
2. You can also add new piece of equipment by using the ADD button and choosing from the dropdown of authorized machines and adding in the volume and choosing to price it out with OEM by selecting the OEM check boxes.

3. At this point, you will edit a fill % and margin by using the Change Margin and Change Fill ratio buttons or typing in the grid view under Authorize Printers.  You can Also manually type in a CPP, cost, or GP margin under the Monthly Calculated Totals area to back calculate; make sure to click the Change Changes button to save when using the option to back calculate.  
4. If you are proposing a PM contract only, you can now click on the Forecast PM button to create a forecast.
5. When you are satisfied with the proposed costs you can populate a PM contract, proposal or other internal paperwork by using the export to Excel or Word buttons, or the Executive Summary button.