ERP SEARCH - ERP DEMO SCRIPT AND EVALUATION SCORECARD
Reviewed: 12 October 2026
Guide: https://erpsearch.com.au/blog/vendor-demo-script-erp-buyers-what-to-ask/

Original buyer worksheet. Adapt to your requirements. This is not a vendor
certification, legal opinion, or prescribed procurement standard.

1. COMMON VENDOR BRIEF
Business / evaluation date:
Phase-one outcomes:
Entities / warehouses / projects / sales channels:
Required user roles / transaction volumes:
Approved representative or de-identified sample data:
Mandatory gates (separate from weighted preferences):
Common preparation time / demo duration:
Proposed product / version / environment / modules / add-ons:
Implementation partner / presenter / evaluation participants:

2. SCENARIO SCRIPT (REPEAT FOR EACH CRITICAL PROCESS)
Scenario ID / name:
Business owner:
Outcome and measurable acceptance criteria:
Starting records / user role / entity / integration boundaries:
Normal transaction, from trigger to financial and operational result:
Exception to introduce (e.g. partial receipt, return, rejected approval):
Required approval / access restriction / audit trail / reporting evidence:
Required recovery and reconciliation after the exception:
Australian localisation or external service to demonstrate, if in scope:
Expected role hand-offs and acceptable manual steps:

Presenter prompts:
- Show the full process and the exception in the proposed system.
- Show the control, denied action, audit evidence, and resulting report.
- Identify every manual step and integration boundary.
- Label capability: standard / configured / add-on / custom / unproven.
- Identify required licence, service, implementation work, and support owner.
- Confirm which demonstrated items are included in the written proposal.

3. EVIDENCE RECORD (REPEAT FOR EACH SCENARIO)
Vendor / scenario / evaluator / date:
Proof shown (record references or approved evidence location):
Acceptance criteria met / not met / not shown:
Mandatory gate passed / failed / unproven / not applicable, with reason:
Manual steps / user feedback:
Dependencies / assumptions / exclusions:
Required entitlement and whether priced in the offer:
Implementation and ongoing support owner:
Remaining risk / confidence / follow-up action:

4. EVALUATION SCORECARD (SCORE INDEPENDENTLY BEFORE DISCUSSION)
Agree criterion weights before demos; use the same weights for each vendor.
Weights must total 100. Put mandatory requirements in gates, not just weights.

Evidence scale:
0 = Not shown
1 = Stated only
2 = Partly demonstrated
3 = Demonstrated with assumptions
4 = Demonstrated end to end with required evidence

For each criterion record weight / score / evidence / assumptions / confidence:
Process fit:
User effort:
Controls and reporting:
Integration recovery:
Delivery and partner fit:
Additional criterion, if required:

Weighted result = sum of (criterion weight x score / 4).
Example: weight 20 and score 3 contribute 15 points.
A failed or unproven mandatory gate prevents approval regardless of the total.
Compare the evidence and unresolved assumptions alongside the score.

5. AUSTRALIAN WORKFLOW PROMPTS (ADAPT TO YOUR SCOPE)
- GST-coded transactions, BAS reporting task, reconciliation, close correction.
- Payroll and Peppol provider hand-offs, failed transfer, support ownership.
- Partial receipt, backorder, return, warehouse and ecommerce reconciliation.
- Intercompany or project-cost exception, approvals, reporting dimensions.
- Australian support coverage, hosting, privacy, and data-export assumptions.
These are acceptance-test prompts, not a guarantee of legal compliance.

6. FOLLOW-UP REGISTER (REPEAT FOR EVERY GAP)
Vendor / scenario / unresolved requirement:
Required evidence or retest:
Owner / due date:
Price and scope implication:
Decision status / approval authority:
Closure evidence and date:

7. BUYER DECISION
Mandatory gates unresolved:
Evidence-backed strengths and remaining gaps:
Unpriced dependencies:
Hands-on pilot or focused retest required:
Statement-of-work and contract checks required:
Decision / owner / date: