3/28/18 1

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

3/28/18 2

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

3/28/18 3

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.

3/28/18 4

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.

3/28/18 5

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.

3/28/18 6

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.

3/28/18 7

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.

3/28/18 8

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.

3/28/18 9

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

3/28/18 10

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.

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.

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

Administrator).

3/28/18 11

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.

3/28/18 12

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.

3/28/18 13

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.

3/28/18 14

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

3/28/18 15

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.

3/28/18 16

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.

3/28/18 17

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.

3/28/18 18

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.).

3/28/18 19

3/28/18 20

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.

3/28/18 21

1) The top section of the screen will show you the account that you are

currently on, the information on it, and also 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.

3/28/18 22

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.