EA Sync - Office Tech

To navigate directly to the section in the manual, click on the bold section in the manual Table of Contents and it will take you to the section       

Table of Contents

General Overview ................................................................................................................................................................2

EA Sync..................................................................................................................................................2 

Import New Equipment....................................................................................................................................................2

Setup Categories ...................................................................................................................................................................2

New Equipment .....................................................................................................................................................................3

Bulk Edit Items........................................................................................................................................................................4

Excluded Equipment............................................................................................................................................................ 7

Update Equipment............................................................................................................................................................... 8

Reconcile...............................................................................................................................................................................10

General Overview: This feature allows you to pull basic equipment information, base pricing, and product numbers directly from e-automate into Sherpa using EA Sync.  Easily maintain and update pricing in Sherpa using a direct link to your e-automate pricing.  Import new equipment and pricing directly into Sherpa or update existing items in Sherpa with changes made in e-automate.  Customize by selecting e-automate categories to include in your sync, excluding specific items from syncing, and using a bulk update tool to quickly set your outcost, special pricing levels, service rates, and more on your synced items in Sherpa.  Easily update product numbers based on changes made in e-automate.

EA Sync: To access this feature go to your Administration>Item Pricing section and choose the EA Sync option. Your first step will be to select and setup Category types you want to sync with Sherpa.

Import New Equipment

Setup Categories – Will allow you to select your e-automate category types to include in your sync.

• • Check the boxes next to the categories you want to sync with Sherpa.
  • Check All Categories to check all category types to sync with Sherpa.
  • Once you have made your selection(s), hit the Save button to save your selections or hit the Reset button to reselect new options.

New Equipment – After you have selected your category types you will then see your new equipment models and accessories to import into Sherpa under the New Equipment tab. This will show items in e-Automate that have not yet synced with items in Sherpa. The sync will look at Product Number in Sherpa (AKA Item Number in e-automate) to determine which e-automate items to sync with existing Sherpa items, and which e-automate items to bring in as new to Sherpa.

1. • View Models and their accessories directly within the grid. By selecting the + button next to any model, it will expand and provide a view of accessories attached to that model.

• Ascend and descend on column headers sort alphabetically.
• See the total displayed record count and skip ahead in the grid using the arrows next to the record view.

• Search for a Model or Make in the list by any of the column headers by simply typing in the white area underneath the column name. This will narrow your search to your entered criteria.

• Choose the x in the bottom left corner to close out of the filtered search and show all models again.

• You can choose to exclude a model and its accessories from being synced with Sherpa by selecting the X next to the Model. A message will appear asking if you want to delete the record, confirm by selecting Yes or No. Choosing yes will place the model and accessories into the Excluded Equipment tab for viewing and to bring back in later to sync if you choose to do so. Choosing no will keep the model and accessories in the New Equipment tab for you to sync with Sherpa.

• When you are ready to sync the items, choose your Region to sync into and then the sync button.

• Bulk Edit Items – Syncing your equipment with e-automate will pull basic equipment information, base pricing, and product numbers directly from e-automate. The Bulk Edit feature will allow you to adjust all cost levels, apply your percent of Margin or Markup to models and accessories to reach your Sales Outcost, and select Service Types.

By selecting the + button next to any model, it will expand and provide a view of accessories attached to that model

• Begin by selecting the models that you would like to edit with the checkbox, and then choose Bulk Edit
  • • Select your Cost level under Dealer Cost and Select the Outcost level(s) you want to apply the margin or markup percentage to.
    • Add in the Margin or Markup percentage you want to apply. By default, the “Main Model” and “Accessories” checkboxes will both be checked, which will update the main model(s) selected and all accessories on the model(s) with the margin or markup set.

If you want to edit information for a specific model only, then select that from your model list, and then utilize the pricing levels, etc. to edit. Make sure the “Accessories” check box is UNCHECKED before you click the “Edit Pricing” button after you selected which pricing level(s) you wish to change, etc.You can eliminate a pricing level by setting the pricing level to $0 by selecting the pricing level and clicking on the “Set Pricing to 0” button. You also will need to rename the pricing level back to “Special Pricing” and the corresponding number back in the Item Pricing area.

(In either selection you will see all the pricing levels for Dealer and Rep Outcost.  The Outcost pricing level is called “Regular” in the pricing level dropdown in Solution Configurator, and MSRP is not a pricing level; it is only used to calculate the % of retail in the Financials tab.)

• Manual Price Entry (Main Model Only)
  • You would manually enter the pricing for the Main Models. Select your Category, Service Type, Service Type Color, and enter your Outcost (rep selling cost) along with any special pricing levels 1-40. Then click Update. This would be done per model or a selected set of models that would share the same outcost.

• Calculated Price Entry (Models and Accessories)
  • You will be able to change a pricing level for all models and accessories to be calculated a percentage amount above the dealer cost based on a margin or markup selection.
• Choose Mark Up if you are doing a multiplier or leave unchecked if you want to calculate for margin using a division.
• Excluded Equipment – View items and accessories you have chosen not to sync with Sherpa that appear in your e-Automate database.
  • Choose a Region to view items within that region.
    • Clicking on any column header will let you sort (ascend or descend) on that information.
    • Using the blank white space below each column header will allow you to search for a model or accessory within the grid.
    • If you want to delete a model from the excluded list so that you can sync it with Sherpa under New Equipment, choose the “x” next to the item you want to begin syncing. This will return the item to your New Equipment or Update Equipment list.
    • Use the record display at the bottom left to scroll through the pages and view items.

Update Equipment – Reflects items synced between e-Automate and Sherpa that have a difference in e-Automate and Sherpa for any of the fields being brought over when syncing, which are: item # (product# in Sherpa), Description, Model, Make, and Cost (Dealer Cost 1 in Sherpa). This applies to models and accessories, and also will display accessories that exist in e-Automate that don’t exist in Sherpa. When items are initially synced with e-automate on the New Equipment tab, Sherpa stores an EA ID in the backend table for each item. This ID allows Sherpa to then update not only pricing information, accessories on existing equipment, or description information, but also product numbers.

1. 1. 1. • View non-excluded Models and their accessories in Sherpa directly within the grid. By selecting the + button next to any model, it will expand and provide a view of accessories attached to that model. The orange color on the accessories will show new accessories, meaning the model is synced between e-Automate and Sherpa, and there is a new accessory on that model in e-Automate that isn’t synced with Sherpa yet

• Ascend and descend on column headers sort alphabetically.
• See the total displayed record count and skip ahead in the grid using the arrows next to the record view.
• Search for a Model or Make in the list by any of the column headers by simply typing in the white area underneath the column name. This will narrow your search to your entered criteria.
• Choose the x in the bottom left corner to close out of the filtered search and show all models again.

• You can choose to exclude a model and its accessories from being synced with Sherpa by selecting the X next to the Model. A message will appear asking if you want to delete the record. Confirm by selecting Yes or No. Choosing yes will place the model and accessories into the Excluded Equipment tab for viewing and to bring back in later to sync if you choose to do so. Choosing no will keep the model and accessories in the New Equipment tab for you to sync with Sherpa.

• When you are ready to update the items, choose your Region to sync into and then select the sync button. Syncing from Update Equipment will sync existing models with e-automate and update cost, description, make, model, and item number/product number fields.

Reconcile – A view only area to view where you are at with equipment in your e-automate and Sherpa databases.

• Items in Sherpa Linked to EA – Items in Sherpa that are also in e-Automate and being linked via an e-Auto ID in the back end, which is a benefit for items in the Update Equipment tab.
• Items in Sherpa Not in EA – Items currently in Sherpa that are not being synced with your e-Automate database. This could be that you have a product number that does not match, or you may have entered the item in Sherpa manually and have not yet chosen to sync it with e-Automate.
• Items in EA not in Sherpa – Items that you have in e-Automate that you are not being synced with Sherpa. This could be that you have chosen to exclude the item from syncing.