VendSys Mobile is the complementary handheld software to the VendSys PC software.
VendSys Mobile operates by:
In general, VendSys Mobile is doing nothing that can’t be done manually by a driver working with the more traditional a set of printed tickets (although the retrieval of DEX information and writing it down would not be practical with printed tickets).
All the data entered by the Driver can also be entered manually into VendSys PC forms if printed tickets are being used.
But the use of handhelds:
VendSys Mobile can operate in different modes to match the use of VendSys as a whole:
Use of Product Group plannograms VS Product Item (SKU) plannograms
VendSys can operate with inventory control in the vending machine at Product Group level or at product Item (SKU) level:
“Can Soda” as a Product Group
or
“Mountain Dew 12oz can” as Product Items or “SKUs”
VendSys Mobile will allow for each individual vending machine to operate with either type of plannogram. Each machine may have both types of Plannogram established concurrently in the database, but only one plannogram will be in force at any one time. (Refer VendSys menu Data/Asset/Servicing tab).
Using DEX capture or not using DEX capture
VendSys Mobile can read and store DEX data from the vending machine using the appropriate DEX cable for the handheld being used. This will include reading the Cash Meter and all individual Item Vend meters (only relevant if using Item Level plannograms).
If DEX reading is not being implemented the machine Cash Meter can be input manually by the driver.
Using Pre-kitting or not using Pre-kitting
Pre-Kitting is the process of picking individual machine services in the Warehouse that will be required to service the machine before the driver arrives at the Account.
before the Driver leaves the base warehouse. Pre-kitting can be enabled through the use of Remote Monitoring, or by Forecasting.
Remote monitoring sets Pre-Kit “Fills” based on exact data as remotely communicated in from the vending machines. Forecasting uses various parameters and sales history to forecast sales demand on vending machine so that the “Fills” are an accurate estimate of what will be required.
When the Pre-Kitting option is set for a machine (refer VendSys menu Data/Assets/Servicing tab), the “Fill” requirement for a specific service will be preset in the handheld for the Driver, and so, provided that the Warehouse has counted out and allocated the specified product requirement, the Driver will not have to enter the “Fill Qty” data – just view and check it. Pre-kitting is only relevant when Item Level plannograms are being used.
Primarily VendSys Mobile will be used with:
Item level Plannograms
DEX capture
Pre-kitting
Before using VendSys mobile you need to have the following data established:
For each Asset to be serviced:
• Plannogram established at Product Item or Product Group level
• Service parameters
o Use Pre-kitting ? check-box maintained
o Plannogram in use: Group or Item radio button maintained
• Product Parameters
o Minimums (optional)
o Pick Multiples (optional)
• Installation details
o Account
o Route
o Location
o Service Schedule
The management of Installation details in conjunction with Handheld use is critical – be aware of creating inconsistencies between what is downloaded in the handheld and what is maintained during the day in the main database – Synchronization failures may arise if Asset movements are made that conflict with data being returned from the handheld at the days end
For Each Account to be serviced:
• Ensure General address details are correct
• Set Holiday / Closed Days (Used by the forecasting system to calculate Average Daily Sales)
For each Route Number:
• Allocate a Driver login name and login PIN (4 digit Personal Identification Number)
• Advise each Driver of their Route ID, Driver Login name and PIN
• Set the bag prefix and the number of bags that are allocated to the Driver
When first starting a new route and Forecasting is being used to pre-kit machine services, it is important to recognize the following procedures:
First Visit
The first visit to the machine is to establish an opening position of the machine:
Physically service the machine as normal
Get the current DEX meters from a DEX Read
Enter the product quantities in each lane as the Ending Balance.
This data must be saved on a “Collect” Service, as “Collects” are the reconciling points for machine services – each Collect fully reconciles all cash and product in/out of the machine to the last Collect. So therefore the first Service must always be an Opening “Collect” to create a starting point [although there may be no cash actually collected].
Second Visit
The second visit to the machine will create the true initial sales history for that machine:
Get the second DEX read for that machine
Confirm or manually enter Fills
Update or confirm Ending balance
If DEX is not being read, then the second visit should also be a “Collect” in order to for the system to fully reconcile cash and product and so therefore establish the initial “Average Daily Sales” (ADS)
If DEX is being read then even if the Service is of type “Service” then ADS will be calculated from the DEX meter differences.
Third Visit
The third visit will be using machine specific ADS. The forecast will have been derived from this machines specific ADS which sets the Fill Qty as a default and will have been used to print out the Picking reports to pick the product from the Warehouse.
On this third visit and all subsequent visits:
The Driver needs to read the DEX, confirm Fill Qty (altering if necessary due to Pick errors or other changes necessary) and enter Waste.
The ending quantity on each lane will be derived after read the DEX as:
Last Service Closing Balance
Plus Fill Qty
Less Waste
Less Sales (derived from DEX meter reads)
Equals Ending Qty
The Ending Qty can be altered if there is any discrepancy from any other causes. This will create and adjusting value to the machine inventory internally and can be reported on as Machine Inventory Adjustments.