Sherpa Top Industry Reports

Lease Tracker: Use your Lease Tracker report to find leases coming due in 6 months with no sales activity.

1. From your Reports selection in your main tool bar selection choose Lease Portfolio
2. Enter a Sales Rep you want to view lease information for or you will be able to choose to run the report for All Sales Reps
3. Enter the Start and End Date
4. Under Risk Reports choose to view Leases with No Forecasts, No Proposals, or No Activities of a selected type
5. Run the Lease Risk Report for All Sales Reps or Lease Risk Report by Selected Sales Rep

Sherpa Navigator can be used to mine data from both Sherpa and e-Automate to identify possible strategies and new business opportunities based upon the specific dealer’s base management strategy.  

Typically, we find that base management can contain the following (sample, but not all encompassing) areas as it relates to assets the client currently has from the dealer:

1. Contracts:  Overage / Underage Issues
2. Usage:  Too high for present equipment
3. Age:  Equipment “x” years old or greater
4. Remaining Lease Payments (i.e. less than “x” months until termination date)
5. Unmanaged Devices:  What to do with devices reporting electronically but not under contract/service?
6. Service History: Equipment service for accounts with “x” or more calls

To find competitive machine opportunities, the following areas may be helpful for this tracking:

7. Competitive leases found by the reps during prospecting
8. Competitive devices being monitored by a data collection tool
9. Competitive machines being tracked on a UCC Filing list (purchased from EDA)

To find possible printer to upgrade, the following report maybe be helpful for tracking:

10. TCO: Finding printers to upgrade

All of the above areas can be “mined” via Sherpa Navigator and allow for activities to be scheduled for the reps.  

Accessing Sherpa Navigator: When on the Home Screen Dashboards, Navigator can be accessed from the Reports Menu.

Once in Navigator, you will use the Data Dropdown to choose your filter and the Advanced Filter button to set your criteria.  When the results come up, you can also add additional Columns to view more information in the grid.

Example Filter #1: Searching for equipment running overages on their contract

1. Use the Data Option EAuto Overages and select a date range.  The date range is when the overage invoice was generated in EA
2. Click the Adv Filter button and set the criteria
3. Click the OK button and you will see the results in the Data Grid

In this example, I chose an overage volume of over 50,000 on my Ricoh equipment, with an overage rate of over .025

Example Filter #2: Searching volumes too high (or low) based on manufacturers and/or models

1. Use the Data Option EAuto Meter Information and select a date range.  The date range is when the meter was entered into EA
2. Click the Adv Filter button and set the criteria
3. Click the OK button and you will see the results in the Data Grid

In this example, I chose an average monthly volume over a 6-month period of over 5,000 pages, on the Ricoh 3245C

Example Filter #3: Searching for aged devices that are still under contract but not on a lease

1. Use the Data Option EAuto Equipment
2. Click the Adv Filter button and set the criteria
3. Click the OK button and you will see the results in the Data Grid

In this example, I chose an install date of before 2008, that is on contract, but with no lease

Example Filter #4: Searching leased equipment for leases that will expire in the next 12 months

1. Use the Data Option EAuto Contracts
2. Click the Adv Filter button and set the criteria
3. Click the OK button and you will see the results in the Data Grid

In this example, I chose active contracts with an expiration date prior to 6/1/17

Example Filter #5: Searching metered equipment that is not under contract

1. Use the Data Option EAuto Equipment
2. Click the Adv Filter button and set the criteria
3. Click the OK button and you will see the results in the Data Grid

In this example, I chose that is metered, but not under an active contract

Example Filter #6: Searching accounts for equipment with “x” or more service calls.

1. Use the Data Option EAuto Equipment Service
2. Enter a Start Date and End Date you want to view Service Calls
3. Use the +/- Columns button to select additional columns of your choosing, Status, Location, or and Repair Remarks
4. Drag Customer Name Column to the Blue Toolbar
5. Right Click on Customer Name and choose Group Summary Editor
6. Under Items tab check the Count box then OK
7. It will then show the Accounts with Service Calls of over “x” amount
8. If you choose to Export you could also work formulas or filter in Excel to reflect Accounts with Service Calls of “x” amount

Example Filter #7: Searching for competitive equipment added to the TCO by the rep through their prospecting efforts

1. Use the Data Option Account and TCO
2. Use the +/- Columns button to select additional columns of your choosing, such as Competitor Equipment and Equipment Vendor
3. Click the Adv Filter button and set the criteria
4. Click the OK button and you will see the results in the Data Grid

In this example, I chose leases expiring within the next year and marked as Competitor Equipment

*Please note, the results for this filter are dependent upon the rep marking this information in the TCO.

Example Filter #8: Searching for competitive equipment brought into the TCO from a DCA, such as FM Audit

1. Use the Data Option Account and TCO
2. Use the +/- Columns button to select additional columns of your choosing, such as IP Address, Old Meter Read Date, and New Meter Read Date
3. Click the Adv Filter button and set the criteria
4. Click the OK button and you will see the results in the Data Grid

In this example, I chose equipment with an IP Address and meter dates within the past 6 months

Example Filter #9: Searching for competitive equipment listed in the UCC Filings

1. Use the Data Option UCC Filing
2. Use the +/- Columns button to select additional columns of your choosing, such as UCC Date Received
3. Click the Adv Filter button and set the criteria
4. Click the OK button and you will see the results in the Data Grid

In this example, I chose equipment with a UCC Date Received in 2013 (3 years ago, ideal timing to follow up on leases possibly expiring this year)

Example Filter #10: Searching for printers to upgrade

1. Use the Data Option Account and TCO
2. Use the +/- Columns button to select additional columns of your choosing, such as Department, Location, Description, and Equipment Cost
3. Click the Adv Filter button and set the criteria
4. Click the OK button and you will see the results in the Data Grid

In this example, I chose to view equipment with a Color Monthly Volume that is greater than or equal to 3000.

In this example, I chose to view equipment with a Mono Monthly Volume that is greater than or equal to 3000.

How to Save a Filter Once it’s created:

You can choose a Personal Filter to save to your individual log-in, or Administrators can choose a Global Filter to save to a group of Users.

You can then pull the filter at any time in the Saved Filter area to view the results.

And with any of the filters, you can then schedule activities for those reps assigned to the accounts as displayed in the window (Administrative function only):