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ERP Link

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

ERP Link Overview…….................…………….……………………………………….pg 3 OMD Interface........................................................................................................pg 3

Contract Details pg 4 Customer Balances pg 5 Meter Detail pg 6 Service Calls pg 7 Service Call Count pg 8 Transfer to Sherpa pg 9

E-Automate Interface...........................................................................................pg 10 Searching pg 10 Group Bill pg 13 Meter History pg 13 Account History pg 13 Service History pg 13

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Service Call Count pg 14 Meter Detail pg 14

Contract Detail pg 15 Client Service Calls pg 16 Transfer to Sherpa pg 17 Update Equipment pg 18

Submit Order in Financials..................................................................................pg 20 Jim2 Interface......................................................................................................pg 20 Forza Interface.....................................................................................................pg 23 Searching pg 23 Account Search pg 23 Contract Search pg 23 Lease Search pg 24

Leases pg 25 Contracts pg 26 Meter Details pg 26 Service Calls pg 27 Service History pg 27 Transfer/Update pg 29

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ERP Link in Accounts & TCO

Through the ERP link a rep can view the equipment a current customer has including accessories on each machine, all the machines in a Group Bill, meter history, account history, service history, service call count to see which machines have had the highest number of service calls, meter detail, contract detail and client service calls. The information can also be transferred into the TCO tab.

The ERP Link can be accessed from either the Accounts Tab or the TCO tab, and will only connect to the link if the proper ERP Customer Number is listed in the ERP # field in the Accounts Tab.

Compass currently interfaces with the following ERP Systems: E-A utomate, NextGen, OMD, ICE, Valelink, Purpose, BMS, Jim2

OMD Interface: Start by browsing to the account who's information you want to see, in the Accounts Tab, and clicking on the OMD button in either the Accounts tab or the TCO tab. The ERP interface will open up based on the OMD customer number that was in the ERP # field in the Accounts tab.

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Searching: Once in the OMD interface you can search by Customers, Model/Serial # and by Group Equipment. Pick the search criteria from the drop down, enter your search option in the Find What field, and click the Search button. Once you receive your search results, double click on the account to access it.

1) Once you have selected the customer, you can search by Model/Serial # by choosing from the dropdown option.

2) : Show Group Bill will allow you to search the account by Group Bill

from the OMD.

The initial view will show you any equipment that is at the location and their Customers additional address. details in the Equipment section. If you highlight a piece of equipment, you can also see the accessories that are tied to that machine in the Accessories section at the bottom. Now you can use the buttons on the bottom right to view information about that device and that customer. Keep in mind that not all information may show. What you can see is based on what fields are being utilized by your company in OMD.

Contract Details:

1) The Customer Information and Billing Information section will show you the customer's equipment location and billing location information.

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2) The Equipment Information section will show you equipment details

based on what is entered in OMD. The information, including the Contract Notes area, is what is entered by the people who bill your contracts.

3) The Meter & Service Information section will show you the base charge, CPP and minimum usage volume information on the contract.

Customer Balances: Will show the Bill-To Customer #, Last Statement Date, Last Statement Balance, Account Balance, and Finance Charge, if applicable.

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Meter Detail: Will show the meter history based on the date range you choose. Once you click on the Meter Detail button you will be asked to select a date range, or, Show All Meter History. Enter the Dates and a report will pop up showing the meter history, as well as the totals and monthly average for both mono and color. If you choose to update meters from eAuto to the TCO (Note deleting and reimporting fresh), then it will leave the previous meter date and previous meter reads in place and put the new meter date and new meter read in. The AVG Monthly volume field then is calculated on the beginning and ending meters as they’ll now be different.

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Service Calls: Will show a service history for the selected machine.

1) Start by entering a date range for the service calls you want to see. The Equipment ID and Serial Number field will already be filled in for you based on the piece of equipment you selected on the main page.

2) You can also choose a specific Call Type and put in a Response Time threshold, but this is not a mandatory field if you want to view all service calls.

3) Select the Show Notes check box if you want to see the details the Technician entered when closing the call.

4) Click the Show button and the report will populate with the service history and all the information.

You can also click on the Last Service Call button to choose to see a specific number of previous service calls associated with that machine. Enter the number of service calls and click OK.

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Service Call Count: Will allow you to search ALL accounts for equipment that has had excessive service based on a date range and threshold that you choose.

1) Enter the date range you want to search for. 2) Enter the number of service calls you feel would be excessive for

the date range. 3) Select the Show Notes check box to show Technician comments. 4) Click on Show Service Count - the report will give you any

equipment that has had the number of service calls or more that you put in the Threshold field, within the date range that you entered.

5) You will get a list of equipment matching the criteria you entered, and you can now double click on any of the machines to view a detailed report of that machines service history, or click on the Detail button.

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Transfer To Sherpa: This allows you to transfer the equipment from the account record you are on, into that account's TCO. When you click this button it will ask if you want to transfer the equipment into the current account you are viewing in Sherpa.

It is important to make sure you are still in the same account in Sherpa and the OMD interface; if you started working in a different account in either of these places, the equipment will not be transferred into the proper account's TCO.

A list of equipment to choose to transfer will pop up. This will only show you equipment that is not currently in the TCO. You can choose individual machines by clicking in the check box next to the machine or use the Check All button to select all, and click on the Transfer Checked Equipment to Sherpa button.

When the equipment is transferred from the interface to the TCO, it will bring in the service cost per page (if applicable). However, it will not look for a match in the Sherpa drop down list of equipment.

Please note, the transferring of equipment from the ERP Interface into

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Sherpa is designed to be a manual process so that the user can pick and choose which machines 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 list old equipment that is no longer in place and would therefore carry dead weight in the sales rep database. Also, any manual updates made by the sales rep in the TCO area would be constantly overwritten if there was an automatic data dump in place. Allowing the sales rep, the ability to pick and choose which equipment they want to transfer to Sherpa gives them full control over managing an up-to-date TCO equipment list.

E-Automate: Start by browsing to the account whose information you want to

see, in the Accounts Tab, and clicking on the E-Auto button in either the Accounts tab or the TCO tab. The ERP interface will open up based on the E- Automate customer number that was in the ERP # field in the Accounts tab. Note: The Compass Product easily integrates with ECi e-automate® cloud version allowing dealers to easily identify machine upgrades, expiring leases, and execute a base management strategy. Please note that if you are using a VPN connection you may not be able to use the Cloud EZ connection. EA only opens the port for your static IP Address from the office.

Searching: Once in the E-Automate interface you can search by several different ways. Pick the search criteria from the drop down, enter it in the search field, and click the Search button. Once you receive your search results, double click on the account to access it.

1) Account Search: You can search by Account Name,

Address, Customer Number, Eq ID, Group Bill, or Zip Code.

2) Contract Search: As an Administrator, you can search for current contracts by the Expiration, Bill Code, Make, Model, or City. In this search, you can also create reminders for yourself. Select the machines you want to be reminded of, it will add the equipment to the TCO with the lease expiration date, and automatically create an activity for you to contact the customer prior to the expiration.

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(The amount of time in advance you are reminded is set by your Administrator).

3) Lease Search: As an Administrator, with the Lease Search option you can search

by the months until the lease maturity date, Make, Model, and City. As with the Contract search, in this search you can also create reminders for yourself. Select the machines you want to be reminded of, it will add the equipment to the TCO with the lease expiration date, and automatically create an activity for you to contact the customer prior to the expiration. (The amount of time in advance you are reminded is set by your Administrator).

4) Search by Linked Accounts: If you use the drop down you will see any accounts in the system that are linked to the account you are on; select the account to see the equipment information.

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If you clicked the E-Automate interface button while in an account with an ERP number listed on it, the initial view will show you any equipment that is at the location and their details in the Equipment section. If you highlight a piece of equipment, you can also see the accessories that are tied to that machine in the Accessories section at the bottom. Now you can use the buttons on the bottom right to view information about that device and that customer. Keep in mind that not all information may show. What you can see is based on what fields are being utilized by your company in E-Automate.

The initial view will show you any equipment that is at the location and their details in the Equipment section. If you highlight a piece of equipment, you can also see the accessories that are tied to that machine in the Accessories section at the bottom. Now you can use the buttons on the bottom right to view information about that device and that customer. Keep in mind that not all information may show. What you can see is based on what fields are being utilized by your company in E-Automate. Equipment with a green font means that on the contract it has a base rate attached to it. If in EA your administrator has put the base rate only on one item, you can click on the green one to pull up the contract details instead of having to click through all of them to find the machine with the contract details.

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Group Bill: Looks at the Bill To ID on the account in EAuto and shows equipment for all other accounts with that same Bill To ID set.

Meter History: This will show a list of all meters for the device selected that have been entered into E-Automate.

Account History: Shows a history of purchases and payments.

Service History: Will show a service history for the selected machine.

5) Start by selecting a date range for the history you want to see. The

Company Name and Serial #field will already be filled out based on the machine that was highlighted in the previous screen.

6) Click on Show History to see the history for that date range, or click on Last Service Call to just see the last call.

7) Click on print to print the history, or Close to go back to the previous screen.

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Service Call Count: Will allow you to search ALL accounts for equipment that has had excessive service based on a date range and threshold that you choose.

1) Enter the date range you want to search for. 2) Enter the number of service calls you feel would be excessive for

the date range. 3) Click on Submit - the report will give you any equipment that has

had the number of service calls or more that you put in the Threshold field, within the date range that you entered.

4) You will get a list of equipment matching the criteria you entered, and you can now double click on any of the machines to view a detailed report of that machines service history, or click on the Detail button.

Meter Detail: Will show a summary of the service details and last meter.

1) The customer's Account Information including account name, sales rep assigned, and contact name and phone number.

2) The model information including serial number, model, make, and install date.

3) You can also get a snap shot of the service history including the

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total number of service calls the machine has had overall and in the current year, average repair and down hours, average monthly volume and hours spent repairing the machine, and the most recent service meter.

4) The last meter read and date, and also the 3, 6, and 12 month average volume.

Contract Detail: Shows the details of the contract billing based on what is entered in E-Automate.

1) Location and Equipment Information 2) Service Contract, meter and lease billing information 3) Service contract rate and allowance information 4) Meter billing information, based on the meters obtained to

generate the service invoices.

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Client Service Calls: Allows you to view all service calls for all clients within the date range you select.

1) Enter the date range for the service history you want to see. 2) Click on Show History to view the list of customers and the

equipment that had service within those dates. 3) You can now double click on any of the machines to go directly to

that customers record and view the equipment and its individual service history.

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Transfer To Sherpa: This allows you to transfer the equipment from the account record you are on, into that account's TCO. When you click this button it will ask if you want to transfer the equipment into the current account you are viewing in Sherpa.

It is important to make sure you are still in the same account in Sherpa and the E-Automate interface; if you started working in a different account in either of these places, the equipment will not be transferred into the proper account's TCO.

A list of equipment to choose to transfer will pop up. This will only show you equipment that is not currently in the TCO. You can choose individual machines by clicking in the check box next to the machine or use the Check All button to select all, and click on the Transfer Checked Equipment to Sherpa button.

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When the equipment is transferred from the interface to the TCO, it will bring in the service cost per page (if applicable). However, it will not look for a match in the Sherpa drop down list of equipment. Please note, the transferring of equipment from the ERP Interface into Sherpa is designed to be a manual process so that the user can pick and choose which machines 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 list old equipment that is no longer in place and would therefore carry dead weight in the sales rep database. Also, any manual updates made by the sales rep in the TCO area would be constantly overwritten if there was an automatic data dump in place. Allowing the sales rep the ability to pick and choose which equipment they want to transfer to Sherpa gives them full control over managing an up-to-date TCO equipment list. Update Equipment: This has the same function as the Transfer To Sherpa button, except it will give you a list of equipment that IS currently in the TCO, so you can transfer in any changes that may have taken place in E- Automate.

1) Once you click on the Update button you will be taken to a screen to choose the equipment you want to update. Check the selection box next to the machine(s).

2) You can also use the Check All and UnCheck All buttons. 3) Click the Update Equipment button. 4) Choose if you would like to Update Meters Only (just update the most

recent meter read on the equipment selected), or Delete and Re- Import Equipment (All information will be updated including meters, contract information, etc.).

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Financials Submit Order In the Financials area there is a Submit button which allows EAutomate & OMD users to submit their orders directly into the ERP. In your ERP there is a holding account created which is where the data is sent. The ERP administrator or Order Processor can then review the order, verify everything is correct and then transfer the information to the correct account saving the time of manually adding the details of the order into the ERP.

Note that in order for this to work properly the product numbers for the main models and accessories in Compass must match the product numbers for the equipment and accessories in your ERP.

See the Submit to ERP section of the Administrator Manual for more instructions.

Jim2 Interface: Start by browsing to the account whose information you want to see, in the Accounts Tab, and clicking on the Jim2 button in either the Accounts tab or the TCO tab. The ERP interface will open up based on the Jim2 customer number that was in the ERP # field in the Accounts tab.

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1) The top section of the screen will show you the account that you are currently on, the information on it, and allow you to search for other accounts that you have access to view. You can search by Address, Card Code, Name or Postcode. Once the results are showing you can double- click on an account to be taken to it in the Jim2 view.

2) The middle part of the screen will show you a list of the selected customer’s equipment including make, model, serial number and more.

3) The lower part of the screen allows you to view meter rates, history and details for the selected / highlighted device.

4) Job history button on the Main view will take you to the following screen where you view the service history for the selected device. You can also filter by the boxes across the top including Code, Serial Number, Call type, Status, Dates and Fault to mine for sales opportunities. For example, you can filter by a date range to see if a device is having excess service calls.

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5) The Transfer To Sherpa button allows you to transfer selected devices (from the customer that you are viewing) and add them into the TCO tab within Sherpa. You can select a single machine or check the checkboxes in front of the devices to transfer in multiple machines; then click the Transfer/Update button in the lower right. Any machines selected that already exist in the TCO will be updated. Once the machines have imported, a message will pop up showing the results. Because dates can be selected that may or may not have a meter read, Sherpa will find the first meter read date that is greater than the start date selected and the first meter date that is older than the end date selected and transfer those.

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Forza: Start by browsing to the account whose information you want to see, in the Accounts Tab, and clicking on the Forza button in either the Accounts tab or the TCO tab. The ERP interface will open based on the Forza customer number that was in the ERP # field in the Accounts tab.

Searching: Once in the Forza interface you can search by Account, Lease or Contract. Pick the search criteria from the top tool bar menu, enter in what you want to search for in the search field, and click the Search button.

Once you receive your search results, double click on the account to access it.

Account Search: Choose the drop-down selection to begin your search. You will be able to enter your criteria into the white space below is column header. Search by Partner Code, Account, Address, Zip Code, and Contact. Once you find the account you need click on the account to view details.

Contract Search: As an Administrator, you can search for current contracts by the End Date, Model, and City. In this search, you can also create reminders for yourself. Select the machines you want to be reminded of, it will add the equipment to the TCO with the lease expiration date, and automatically create an activity for you to contact the customer prior to the expiration. (The amount of time in advance you are reminded is set by your Administrator).

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Lease Search: As an Administrator, with the Lease Search option you can search by End Date, Make, Model, and City. As with the Contract search, in this search you can also create reminders for yourself. Select the machines you want to be reminded of, it will add the equipment to the TCO with the lease expiration date, and automatically create an activity for you to contact the customer prior to the expiration. (The amount of time in advance you are reminded is set by your Administrator).

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If you clicked the Forza interface button while in an account with an ERP number listed on it, the initial view will show you any equipment that is at the location and their details in the grid view section. If you expand on a piece of equipment, you can also see the accessories that are tied to that machine in the Accessories section of the grid. Now you can use the buttons next to the account details to view information about that device and that customer. Keep in mind that not all information may show. What you can see is based on what fields are being utilized by your company in Forza.

Leases: Will show a list of expiring leases and details for the current account. By expanding on the lease, you can see the equipment and its details tied to the lease coming due.

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Contracts: Shows the details of the contracts billing based on what is entered in Forza.

1) Double click on the contract you want to view details for 2) Item, Descriptions, Contact, and Contract details will then display

Meter Details: Will show a summary of the service details and last meter.

1) The model information including serial number, model, make,

and install date. 2) You can also get a snap shot of the service history including the

total number of service calls the machine has had overall and in the current year, average repair and down hours, average monthly volume and hours spent repairing the machine, and the most recent service meter.

3) The last meter read and date

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Service Calls: Will allow you to search ALL accounts for equipment that has had excessive service based on a date range and threshold that you choose.

1) Start by entering the date range you want. 2) Enter the number of service calls you feel would be excessive for

the date range. 3) Click on Search - the report will give you any equipment that has

had the number of service calls or more that you put in the Threshold field, within the date range that you entered.

4) You will get a list of equipment matching the criteria you entered, and you can now double click on any of the machines to view a detailed report of that machines service history.

5) Click Export Grid to receive an Excel spreadsheet of the history

Service History: Will show a service history for the selected machine.

1) Start by selecting a date range for the history you want to see. The

Company Name and Serial #field will already be filled out based on the machine that was highlighted in the previous screen.

2) Click on Show History to see the history for that date range. 3) Click on Export Grid to print the history, or Close to go back to the

previous screen.

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Transfer/Update: This allows you to transfer and update the equipment from the account record you are on, into that account's TCO.

You will have the option to Import into Current account or Import into Account with Matching Partner Code. The first option is selected by default and will transfer equipment to whatever account is currently open in Sherpa. The second option will need to be selected if you have browsed to a different account in Forza, where instead of transferring to the current account open in Sherpa, you can transfer to the account ERP # in Sherpa.

A list of equipment to choose to transfer will pop up. This will show you equipment that is not currently in the TCO along with existing items already in Sherpa as colored rows. You can choose individual machines by clicking in the check box next to the machine or use the Check All button to select all and click on the Transfer button. Update: Items colored and already in Sherpa can be updated with new information by checking them and selecting the Transfer button.

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When the equipment is transferred from the interface to the TCO, it will bring in the service cost per page (if applicable). However, it will not look for a match in the Sherpa drop down list of equipment. Please note, the transferring of equipment from the ERP Interface into Sherpa is designed to be a manual process so that the user can pick and choose which machines 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 list old equipment that is no longer in place and would therefore carry dead weight in the sales rep database. Also, any manual updates made by the sales rep in the TCO area would be constantly overwritten if there was an automatic data dump in place. Allowing the sales rep, the ability to pick and choose which equipment they want to transfer to Sherpa gives them full control over managing an up-to-date TCO equipment list.