The Enter Service Cards form allows for the manual entry of data for services that have been generated from the Service Machines form. If handhelds are in use then the data will be automatically uploaded when the handhelds are synchronized, so there will be no need to use this form in the normal course of business. However they may be requirement to process manual services within this form, and it is the main data entry form when no handhelds are in use.
A single manual service can be generated from within this form using the New button (in this case there is no need to use the Service Machines form). Follow the dialogue to select a Machine, Service date and Service type. A new service id will be created to enter data for.
When a service has been generated (for a machine or bill changer only), the data that should be entered for it can include:
This data constitutes the base raw information that is used in all subsequent reporting and analysis.
To process service cards in this form, either:
Information displayed from that service, which cannot be edited, is the Asset and Asset Model that this service is for, the Acc#, Account description and Location that the asset is install on, and the Scheduled date that this service was to take place . Where there was a previous service that included a cash meter, that previous cash meter will be displayed as the Last meter.
Data to be edited for the service is:
Service card header information
Date that the service actually took place
Service Route that undertook the service, as opposed to the orginally schedule route
Service action being one of
Services will be generated as a Service or a Collect, but can be changed to any of the service actions above. Note that the first service on any Asset Install should be a Collect, even though no cash is collected on the initial installation. This is to ensure that the inventory balances that are carried from service to service have a valid starting point (inventory balances are only held on Collect services).
Product quantity and/or product meter information
When the service data is displayed , the product information that was generation for this service is displayed in the product list grid. Data displayed will be Product, Start, Price Par, Fills, Waste, Svc Fills, End Units.
Product - will be either the Product SKU description or the Product group description depending on what plannogram type has been specified for the Asset
Start - The closing quantity balance of previous service which is now the starting balance on this service
Price - the vend price for this item product that will be used to calculate sales value based on the Fills, Svc Fills, Waste and confirmed End Qty (in order to calculate Sales Qty), or just sales quantity if DEX reads are being made from the machine
Par - the par quantity value for this Product in the machine
Fills - the quantity or product added to the machine at the time of servicing for this service
Waste - the amount of product that was removed from the machine during servicing, usually for out-of-date or damaged product
Svc Fills - The fills that were made on a previous Service that are carried forward to the next Collect for the purposes of reconciling cash to product sales. This data is only displayed for Collects. The Svc Fills may go back for several Services before a Collect is made. When the Collect is made the End Qty is confirmed, and a reconciled Sales quantity can be calculated and compared to the cash collected.
End- the End quantity. The closing quantity of product in the machine for this product.
Units Sold - the calculated quantity of products sold. If a DEX read has been made at the machine then this value will be set based on the product quantity meter differences rather that the reconciliation of the Fills, Waste, Svc Fills and End quantity
Coffee machines are likely to be established with a plannogram of at least one product Meter and several Ingredient items. Use End to record the Meter values at time of service. Combined with the Price and the previousMeter value, there will be a cash value of Sales calculated. The actual Sales value stored to the sales records will be the actual total cash collected, allocated to all Meter items on a pro-rata basis.
Ingredient items will have a Fill quantity entered, and there should be an End quantity entered. By difference a "Sales" quantity value will be calculated internally, but which in reality is a "Usage" quantity that can be compared to the Metered Sales quantity and value.
Bill Changers should be established with a plannogram of one Product item which is of type "Bill Changer" at a Par level of the full value of the Bill Changer and a Price of 1.00. Enter Fills with a quantity of Par and set the End quantity to Par. This assumes the process of completely emptying the Bill Changer and counting all bills and coins in the Money room, which should always total to the par value of the Bill Changer.
Cash meter, cash and cash adjustment information
In column of cash reconciliation fields, enter the following data:
Cash meter - the Cash meter value from the machine at the time of service
Test Vends - the value of vends made by the Route driver using coin /bills from the machine to test that the machine is still functioning. These vends will have increased the cash meter but not added additional cash to the machine. They need to be recorded to reconcile the cash meter to the cash. This does not refer to any vends that may have been made while the machine is in Test Vend mode - the machine may have the capacity to record these Test vends in a separate Test Vend meter, and these vends do not need to be recorded as Test Vends on the service as they did not increase the true Cash Meter
Cash Meter reset - if the machine control board has been changed or if the machine has the ability to reset its cash meter and this was done at the service then check this box. It will indicate in the reporting that the cash meter value is the start of a new sequence and will not show a Cash meter variance in the reporting for this service.
Coins - the value of coins counted from the collect
Bills - the value of bills counted from the collect
Refunds - the value of refunds provided to the Account from the machine cash. This is required in order to correctly reconciled the cash to the Cash Maters and to the Product sold. If refunds are made from a special fund the Route Driver carries for refunds and cash is not takes from the machine then this value does not need to be updated.
Card Sales - the value of non-cash sales that the machine may have recorded in one of its meters. This value is required in order to fully reconcile the cash collected to the Cash Meter and to Product sales.
Commission - the value of any cash commission paid to the Account directly from the machine at the time of service. This value is required in order to fully reconcile the cash collected to the Cash Meter and to Product sales.
Displayed fields updated as a result of this data input are:
Meter +/- - the value of the Cash Meter variance based on what the difference in the Last and current cash meter value is (less Test Vends), and the total of Coins, Bills, Refunds, Card Sales and Commission.
Total Cash - the total of the Coins, Bills and Card sales
Cash +/- - the value of the Product Sales to Cash variance, based on what the difference in the expected Sales value (sum of all Product Units Sold x Vend Price), and the total of Coins, Bills, Refunds, Card Sales and Commission.
The above cash information does not have to be entered in this form if handhelds are being used. Use the Enter Cash form when all Product data, Meter, Refunds, Card Sales, Commission and Test Vends have been captured in the handheld.
Copyright © 2011 Synectic Software Solutions Inc.