Starting up VendSys - Data Input

VendSys can be implemented at a number of different levels depending on what level of functionality is required but at the most basic level the following data must be maintained

1. Company, Region, Warehouse

Most VendSys users will operate from a single Company, Regions and Warehouse. These will have been initially set up by VendSys support prior to the using the system and the user will have no need to add these separately. However the VendSys user can check and maintain this data in the Company form, Region form and Warehouse form.

2. Accounts

An Account is the vending site that vending machines and other assets are located at and/or an OCS/ORS Customer to where OCS/ORS products are delivered to. When setting up an Account in VendSys certain reference data must be set ahead of the Account data input so that the Account item can be fully maintained and saved to the data bases. This data will include:

• Sales Tax Codes - refer Sales Tax Code setup
• Account Categories - refer Account Categories
• Holidays (if Pre-kit Sales Forecasting is going to be used)- refer Holidays and Account Closed days

If VendSys is being used to process and invoice OCS/ORS sales then refer to Office Coffee and Refreshment Service processes separately

3. Routes

In order to allocate Vending Assets to an Account they must also be allocated to a Route. Therefore the Routes should be established ahead of adding the Assets, even it is just the first Route being implemented. Refer to the Route form.

4. Assets - base information

All equipment located at a customer Accounts is referred to as an Asset. It will include Vending Machines, as well as Bill Changers, OCS Equipment and Ancillary equipment. Assets can be set up and saved in two separate process:

• setup base Asset information
• setup Machine Planogram information

Before base information can be setup for an Asset certain reference data must be setup first. This data includes:

• Asset Owners - refer Asset Owners setup
• Asset Models - refer Asset Models
• Routes, Warehouses, and Accounts , as previously mentioned above, must also be setup as this is require to complete the Asset Installation tab which is a necessary step before an Asset can be added to the database

When VendSys is initially loaded it will contain default data for the Asset Owners and Asset Models, which can be updated and added to as necessary.

5. Products

Vended Products need to be established before an Asset Planogram can be entered and saved. In order to create new products the following data must be setup first:

• Product Units of Measure
• Product Containers
• Product Groups

In order to fully complete the Product information, which is not always required, the following must also be setup:

• Product packages

6. Vending Machine Planogram information