The below process is the expected required to establish an operating instance of the VendSys System. Refer VendSys Rollout Next Steps for additional functions and features.
1. Setup preliminary information: Company, Regions, Warehouses and Routes
Depending on the size of the vending business this may involve some discussion on the structure of your business and VendSys will provide recommendations on setup through an interactive training session.
You will need address and contact information for your Company, any additional Warehouse/operating locations and some initial details for Route identification eg Route numbers, Driver names etc.
Training/Setup time: 15-30 minutes depending on size of business. Note this will include an overview of how the VendSys data entry forms work in general.
Use:
Company form
Regions form
Warehouses form
Routes form
2. Review/Establish Product Groups
Discussion and advice will be provided regarding Product Groups and the relationship to Commission Contracts and Sales Tax calculations.
Training/Setup time: 30 minutes depending on the complexity of the Commission contract and Sales Tax requirements.
Use:
Product Categories form
Product Groups form
3. Establish other referential data: Sales Tax Codes, Sales Tax Rates,, Account Categories.
Training/Setup time: 30-45 minutes depending on size of business.
2. Setup Customer Accounts
Use the Account form to enter data. You will need all address and contact information as well as the Tax Code, Route and Account Category of each of the Account locations. Structure of Commission Contracts will be reviewed. Training Time: 30 minutes Setup time: Allow 3 minutes per account
3. Setup Vended Products
VendSys will provide a list of commonly used products for you to review and send back to us for importing to your database. You can add in additional products not on the list. As part of this process you will review Product Categories and Product Groups as previously discussed with you. We will import your customized set back into the database. You will need to have details of all Item Level Products in your business in order to check and complete the spreadsheet. Training Time: 15mins Setup Time: 2 hours to review spreadsheet (including Product Categories and Product Groups), plus 2 min per additional product
4. Maintaining Commission contracts
Once Product Groups have been established, we can return to the Account setup to enter Commission contracts. Basic rules will be explained so contract data can be entered appropriately. Training Time: 15 mins Setup Time: 2min per contract
5. Setup Vending Assets, review Vending Asset subsidiary data VendSys will be pre-populated with the most common vending machine manufacturers and related data. Once Accounts and Products are set up then Vending machine planno-grams can be established. VendSys will provide template forms to take into the field to record all machine data and planno-gram products. In this training session you will need complete information for one Can/Bottle drink machine and one Glass Front vendor as per the template forms provided. After training, a survey of the vending assets in the account locations needs to be made and the sheets returned and entered. Training time: 30mins Survey Time: 5-10mins per machine Data Input: 2-5 minutes per machine At this point you have enough data to start servicing the routes
6. Downloading Scheduled Machines to handhelds and entering data
A step by step instruction will be provide on downloading machine schedules to handhelds, updating machine service data, allocating cash bags to collects, making a DEX read, entering other manual data, synchronizing data upon return to the warehouse and downloading the new schedule. Training time: 30 – 45mins
7. Recording Cash / Entering manual Service Cards
The ability to enter manual service cards (or other services not captured by the handheld) is explained, as well as how to allocate cash to individual machine services. Training Time: 30 mins Other: If the Coin Counter is to be connected to a PC for automatic capture then allow one hour to connect a coin counter to a PC and trouble shoot any issues. The make and model of the coin counter will need t be known in advance, along with the supply of a suitable serial interface.
8. Basic Reporting Functions of Route Operations
Once data has been captured then a review of the key reporting functions:
Cash Variance
Cash Variance History
Machine Service Card Status
Machine Waste
Commission Report
Commission Reconciliation (Data extract)