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ERP Demo Script Template for Scripted Vendor Demonstrations

A scripted demo is the best protection against polished sales presentations. Every vendor gets the same business scenarios, the same data and the same scoring sheet. This template generates the complete script so you can send it to vendors and run evaluations on a level footing.

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Company name

Vendor name

Demo date

Venue or link

Evaluation lead

Sample finished good

Sample customer

Order quantity

Sample supplier

Data we will supply to the vendor

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ERP Demo Script Template

Scripted Demonstration: Vendor A

Prepared by Acme Precision Components Ltd Date: 2027-01-14 Venue: Plant 1 conference room and video link Evaluation lead: Sam Patel, ERP project lead

Purpose: to see your proposed solution run our business scenarios with our data, in the standard product, in your own words. Slides are limited to ten minutes at the start. Anything not shown live in the product will be scored as not demonstrated.

Ground rules

1. Use the data we supply: Item master extract (40 items), a 3-level BOM, routing with 6 operations, 20 customers, 15 suppliers and 12 months of anonymized demand. 2. Use the standard product and configuration. Flag any customization, add-on, third-party tool or roadmap item as you show it. 3. Do not skip steps. If a step cannot be shown, say so. 4. Allow attendees to ask for the next step to be done by the vendor or by one of our users. 5. Each scenario is scored immediately after it ends, independently, by every evaluator.

Agenda

Time	Session	Notes
09:00	Introductions and architecture overview (10 min)	Deployment model, integration approach
09:15	Scenario 1: Quote to order	Northwind Aerospace, net 45, ship to Wichita KS
10:15	Scenario 2: Plan and procure	Precision Castings Inc, lead time 28 days, MOQ 100
11:30	Scenario 3: Make to order on the shop floor	Hydraulic manifold assembly HM-4410 (rev C), 14 components, 6 operations
13:30	Scenario 4: Quality nonconformance and traceability	Lot trace forward and back
14:45	Scenario 5: Month-end close and reporting	Margin by product and customer
15:45	Integration, security and administration	Roles, audit trail, upgrade path
16:30	Wrap-up and vendor questions

Scenario 1: Quote to order

Create a quote for Northwind Aerospace, net 45, ship to Wichita KS for 250 units, three scheduled releases of Hydraulic manifold assembly HM-4410 (rev C), 14 components, 6 operations. Show price and discount rules, available-to-promise date, margin visibility, approval workflow and conversion to a sales order with three scheduled releases. Change the delivery date on release two and show the impact on the plan.

Scenario 2: Plan and procure

Run planning for the sales order. Show the net requirement for components, a planned order and the exception messages. Convert a planned purchase order for the castings from Precision Castings Inc, lead time 28 days, MOQ 100, change the quantity to respect the minimum order, receive the goods partially and show the three-way match against the invoice.

Scenario 3: Make to order on the shop floor

Release a production order for Hydraulic manifold assembly HM-4410 (rev C), 14 components, 6 operations. Show the routing, material issue and backflush, operator reporting on the shop floor device, labor capture, scrap with a reason code and rework. Show live work-in-progress and variance to standard when the order closes.

Scenario 4: Quality and traceability

Record a nonconformance on a received lot. Show quarantine, disposition, corrective action and supplier notification. Then trace the lot forward to every finished good and customer shipment, and backward to the supplier receipt, in one query.

Scenario 5: Close and reporting

Run the month-end close steps for inventory valuation, WIP and the general ledger. Show how a manager builds a margin report by product and customer without a developer, and how a finance user drills from the total to the source document.

Evaluator score sheet

Scenario	Score 1-5	Standard, config, custom or not shown	Comments
1. Quote to order
2. Plan and procure
3. Make to order
4. Quality and traceability
5. Close and reporting
Integration and security

Approval

Evaluator / Date

Evaluation lead / Date

Vendor representative (acknowledges script) / Date

Replace the sample product, customer and supplier with your own real examples. Send the script and data to every vendor at the same time at least ten working days before the demo, and use the same scenarios for each one.

Want help turning requirements into demo scenarios?

Send us your requirement list and we will suggest scenarios that expose the risky processes. Optional.

Optional. The tool and every export work without this. No spam.

How to use the script

Fill in the sample product, customer, supplier and data note with real examples from your business, then adjust the dates and venue. Export the script and send it to each shortlisted vendor with the data files at least ten working days ahead. During the demo, every evaluator scores each scenario right after it ends and writes whether it was shown in standard, configured, customized or not shown. Collect score sheets before discussion so scores are independent.

Use your own item, BOM and customer data
Send identical scripts to all vendors
Score each scenario immediately
Record how the capability was delivered

Why scenarios beat feature lists

A feature checklist rewards the vendor who says yes to everything. A scenario forces the vendor to execute a full business flow, such as quote to order or lot traceability, on real data. You see how many clicks it takes, where manual workarounds appear and whether the data flows between modules. It also reveals the vendor's understanding of manufacturing: a team that fumbles a partial receipt or a rework loop will probably fumble it in your implementation.

Scoring and combining results

Use a 1 to 5 scale with written definitions and track how each capability is delivered, because a custom-developed capability scores lower for long-term cost even if it works on stage. Roll the scenario scores into your vendor scoring matrix under functional fit, and keep the notes on customization for the cost and risk discussion. Do not average scores across evaluators who differ by two or more points without a short discussion of what they each saw.

Common mistakes

Letting vendors demonstrate with their own clean sample data hides the effort needed to handle yours. Allowing a slide-heavy opening wastes the time you need for scenarios. Also avoid inviting too many observers who do not score; they dilute the process. Finally, never skip the integration and administration session, since upgrade behavior, roles and audit trails matter for years after go-live.

Frequently Asked Questions

How long should an ERP vendor demo be?

A full scripted demo for a manufacturer usually runs one to two days per vendor across scenarios. Shorter formats work for a first screening. Keep each scenario to 45 to 90 minutes and leave time for questions, otherwise vendors rush the steps that matter.

How many scenarios should I script?

Between five and eight covering your highest-risk processes. Choose flows that cut across modules, such as order to cash, procure to pay and make to order, plus one that tests your unique requirement, for instance traceability, lot control or configure-to-order.

Should I give vendors the script in advance?

Yes, ten working days ahead. The purpose is to see how the product handles your business, not to catch the vendor off guard. Hold back a few unscripted questions to check depth beyond the rehearsed path, and tell vendors you will do so.

Who should attend the demo?

Process owners and key users for each scenario, an IT architect, finance and one executive sponsor for the closing session. Give each person a role: scorer or observer. Scorers receive the score sheet and see the whole scenario, not only their part.

If you would like to see how an AI layer can answer questions over your own ERP data during evaluation, we can show that on a read-only copy in your environment.

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