Suggested Method to Setup Sample Data in Service Manager

Having good relevant sample data setup prior to commencing a

demonstration will lift the success rate in closing by over 85%.
I have included instructions below as to how to set up Sample Data. These are not necessarily
comprehensive as each customer requirement will vary but they should assist from a minimum
perspective.

Remember to complete all relevant fields along the way editing a section and creating a data set.
We have just highlighted below the critical fields to also create as part of this process.

First you need the customers website address.

Go to "Products" or similar area at their website.
Select a representative model.
Capture a graphic from the website and save it to, C:\....\ACCPAC\COMPANY\VML51A (mulit
currency sample data), or which ever data set you are using for the demo.
Create a new Model in VM.
Add the model graphic just captured to the model just created.
Setup a Model Group (you can drill from model setup to do this) for the model.
Check on Custom Fields.
Go to VM Setup, VM General, Custom Fields and create a custom field set for this model.
You should be able to get features for the custom fields from the customer website where you
downloaded the model graphic. They are usually listed with the model. e.g. voltage
requirements, hydraulic fluids certified, radio frequency range, compression, horse power etc...
whatever relates to the equipment that may be classified as a custom field that the client will
relate to.

On the Processing Tab of model setup, create a warranty period for the model and a response
time.

On the Meter Tab check the maintenance switch and the meter switch and complete the meter
section if relevant.

Go to VM Setup, VM General, Class Types and create some accessories for the model. e.g.
power cable, power pack, screen shade, etc...

In model setup click the Accessory Tab and insert those accessories.

If using components you will need to repeat the above process for each component that is to be
tracked, and then add them to the master by selecting the Component Tab in model setup. It is
usually sufficient to create only one component for the customer to understand the process.

Next go to Inventory Control, I/C Items and Price Lists, Items.

If using Sample data we usually choose A1-103/0 (fluorescent desk lamp) as the first item but you
can use any item provided you keep track of it for later matching in VM Item Relationships, and
when you add items to a job or other document in VM as part of the demonstration.

For each item change the description to match the model so the item and model descriptions are
relevant. Save those.

Next go to I/C Item Pricing.

Choose a currency code and price list and then the item just used.
Copy the model description here too and add a Base price that is relevant. We do not usually
worry about the cost side of the process at this point, as the customer will understand this during
the demo, but if you wish to create a suitable cost do this in Location Details. You may have to
adjust costs in via I/C Transactions, Adjustments.

Next make sure you repeat this process for any currency and price list you use. Particularly note
that if using our sample data and using customer 1100, you will need to create Item Pricing for
that currency and price. i.e. USD and Wholesale price list.

Next go to VM Setup, Equipment, Item Relationships.

Again we usually choose A1-103/0 (fluorescent desk lamp if using sample data) as the first item.
Match the model just created to the item just adjusted.
This will mean that if you sell the item, an equipment record will automatically be created for the
site using the item/model relationship just setup when invoicing.

Remember to repeat this procedure for any components as well if using components.

Next go to VM General, Phases and modify descriptions (if using sample data) or create some
phases that are meaningful for the customers type of business operation.

If using Phase Checklists make sure you go to VM Setup, VM General, Class Types and setup up
some checklists. Then check the ones you wish to use on in phase setup on the Checklist Tab.

You may like to use the segment accounting options here too, but normally these would only be
discussed as an available option and would not actually be demonstrated as it distracts from the
actual demo.

Next go to VM Setup, VM General Job Types, and modify the description or create a relevant job
type that is meaningful for the customers type of business operation. If using sample data we
recommend you use JT3 as it is preset for most applications. Just make sure that if "Include
Phases" is checked on, that you have no more than (3) phases set on the Phases Tab or it can
distract when applying this job type during the creation process as these will load automatically.

Next go to VM Setup, VM General, Ship Via and create at least one ship via code. This is
particularly useful if demonstrating the RA section of the system. You can edit the master site
profile of a customer (VM Setup, VM Sites, Site Profile), and click the Callout Tab to associate a
ship via to that customer once this has been created.

Next go to VM Setup, VM General, Class Types and select Skills.

Add a couple of skill sets that may be appropriate to work performed by employees in the
customers industry.

Next go to VM Setup, VM General, Employees and add the skill sets just created to at least one
employee (see Skills Tab).

Next go to VM Setup, VM General, Custom Fields and make sure that you have a notation
custom field set that perhaps includes a checklist. I usually set up 4 x fields as follows. Checklist
1 (Boolean), Checklist 2 (Boolean), Checklist 3 (Boolean), Checklist 4 (Text), and setup 10
options (usually just set Test 1, Test 2, Test 3....10). This can then be applied to a notation when
adding a notation during the demo, and the fields can be pasted to the body of the notation text
using "Paste Fields" to show how checklists can be setup in more detail. Remember to
emphasize that these can be used in templates.

You may wish to setup more custom fields for other custom field types, eg. projects, documents
but this should get you by at minimum.

Next go to VM Setup, VM General, Services and create any services applicable to your
customers operations, or if using sample data maybe change descriptions or rates if necessary.
Next go to VM Setup, VM General, Sub Contractors and create a relevant subcontractor if this is
pertinent to the demo.

Lastly just check your options in Doc Entry, Tools, Options, General. We recommend that you set
these to those below.

This will insure features are not missed and that some features such as In-house warranty do not
unduly disrupt the flow of the demo.

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At this time your core sample data is setup but you now need to adjust some features in
Document Entry.

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Next go to VM Setup, Equipment, and create at least one equipment record for your demo
customer, using the model just created.

Open Doc Entry.

Select Templates.
Modify template one if using sample data, or create a new template with one phase, the
equipment just created a notation (include custom fields), a billing group and at least one labour
service and item. You may wish to add others but it is recommended that you keep this simple to
start with.
Make sure that the description in the Job Type and Phase match those that you have setup per
above.

It is best to edit properties and put in a relevant description for the Billing Group as well.

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That should be the basics for setting up a sample data set that you can use for demonstration
purposes to tailor data to your customers requirements.

If following the Quick Start Guide or other basic demo script this should provide you with enough
sample data to conduct an excellent presentation.

We recommend allowing approximately 30 minutes for setup but perhaps allow more time for
your first one or two attempts.

We also recommend that you save the data set giving it a relevant industry title for possible future
use.

We will be creating datasets that you can download from our Website to assist in this process
progressively over the next few months, so please check the website for more information on this
service or contact us at technisoft@technisoft.com.au for more information.

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Remember as it can not be over emphasized:

Having good relevant sample data setup prior to commencing a demonstration will lift the
success rate in closing by over 85%.

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