Cloud MRP Vendor Demo Script Template
Canned demos always look good. A scripted demo with your own part, BOM and order shows whether the tool handles outside processing, alternates, partial receipts and job costing. This template creates the agenda and a scoring sheet you send before the call.
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Cloud MRP Vendor Demo Script Template
Scripted Demo Agenda
Company: Northfield Fabrication LLC Vendor: Vendor A Date: 2026-11-03 Attendees: Owner, planner, buyer, shop supervisor, accountant
Please demonstrate the steps below using our data. We will not score features shown from slides or from a different dataset.
Our data
Finished good: FG-2200 Mounting Bracket Assembly
BOM: 3 levels, 14 components, 2 purchased hardware kits, one outside-processing step (powder coat), one alternate supplier for the steel plate.
Scenario: Customer orders 250 pieces due in 4 weeks. Plate stock is short by 60 pieces and the powder coater needs 5 days.
Demo steps and scoring
| Step | What we want to see | Score 0-5 | Notes |
|---|---|---|---|
| 1 | Create the item and multi-level BOM with an alternate component | ||
| 2 | Enter the customer sales order and see the promised date | ||
| 3 | Run MRP and show shortage suggestions for plate and hardware | ||
| 4 | Convert suggestions to purchase orders in bulk | ||
| 5 | Release a production order with routing and outside processing | ||
| 6 | Report time and scrap from the shop floor on a tablet | ||
| 7 | Receive the PO partially and update inventory with lot numbers | ||
| 8 | Ship, invoice, and show job cost against the quote | ||
| 9 | Show the accounting integration posting |
Questions to ask live
What happens when a BOM changes while jobs are open? Which steps above needed a paid add-on or custom field? How many clicks did step 3 take? What are the limits on API calls, users, or locations at our price tier?
Sign-off
Print one copy per evaluator and compare totals after all vendors have presented. Score the same day while memory is fresh.
Neutral demo reviewer
Ask us to review your demo notes and flag technical gaps. Optional.
Optional. The tool and every export work without this. No spam.
How to use it
Choose one real finished good that is slightly awkward: multi-level, with one purchased kit and one outside process. Fill in the BOM description and a customer scenario with a shortage. Send the exported document to the vendor at least three days before the demo and ask them to load it. During the call, each evaluator scores steps from 0 to 5 and notes anything that needed a workaround.
Why the steps are in this order
The sequence follows the order-to-cash and plan-to-produce flow: item and BOM, sales order, MRP, purchasing, production, receiving, shipping and accounting. It exposes where data must be re-entered. If a vendor needs a spreadsheet import or a consultant to bridge a step, you will notice in step 4 or step 9 rather than after go-live.
- BOM and alternates first
- MRP shortage visibility next
- Outside processing in the routing
- Costing and accounting last
Reading the scores
Add each vendor total and also count steps scored below 3. A vendor with a high total and two zeros on Must steps is riskier than one with consistent 3s. Compare the notes column for workarounds, and ask what each workaround costs in time or paid add-ons. Weight steps by how often you do them: daily steps like shop floor reporting should count more than annual ones.
Common mistakes
Letting the vendor pick the data, accepting verbal answers such as it can be configured, and inviting too many people so that nobody scores. Keep the room to five people and one scribe. Record the demo if the vendor permits it, so the team can recheck a step later.
Frequently Asked Questions
How many vendors should I demo?
Three is a good limit for a small plant. More than that creates evaluation fatigue and weaker scoring. Use your requirements document to shortlist before you book demos.
Should I share my real data with a vendor?
Share one anonymized part and BOM, not your full database. A single awkward assembly and a sample order are enough to expose most gaps.
What score should disqualify a vendor?
Any Must step scored 0 or 1 without an acceptable standard workaround is a strong signal to drop the vendor, regardless of price.
Is a trial account better than a demo?
Often yes. Many cloud MRPs offer trials. Use this script during the trial too, entering the same sample part, and compare notes with the vendor-led demo.
Netray can sit in on a vendor demo as a neutral technical reviewer and compare the answers to your ERP data.
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