Getting Started

Getting Started

Are you just getting started on VendSoft? Here are the steps you should take to make sure your vending business takes full advantage of the system right away.

Step 1: Set up your inventory #

The first thing you should do is to create your products and set up initial inventory quantities and cost. This is done in the Inventory section.

You can add your products one by one or in bulk using Import from file functionality.

After you create your products, you will be able to view and manage them in the Inventory section:

Inventory Overview

Step 2: Create Locations #

Go to the place Locations section and create records for the locations where your vending machines are placed.

Define the location’s address and position it on the map. Optionally, you can set up commission rates, if any, choose a service pattern to visit the location, etc.

Read more detailed guidelines in Create Location article.

Step 3: Define Machines #

Go to the business Machines section and create records for the machines.

Besides the machine’s general data like type and description, you have to define the machine’s configuration: what products are placed in the machine, at what positions, product quantities, and vend prices.

Read more detailed guidelines in Create Machine article.

Step 4: Install machines at their locations #

With this step, you define at which location belongs a particular machine.

Every location has to have at least one machine assigned to it, and also, each machine has to be placed at exactly one location.

You can define this connection both from Machines section and from Locations section.

Step 5: Create a Trip #

Now that your master data is set up, you are ready to create a trip and service your machines.

Go to the local_shipping Trips section. This is the place where you can view and manage your trips.

Create Trip article provides more info on the process.

Step 6: Print Service Sheet #

After you have created the trip, you have two options for capturing result data from servicing the machines in the trip:

  • Use the mobile application for Android and iOS (iPhone and iPad). In the mobile app, click the “Download Trip” button to receive the trip on your device.
  • Record data on paper. Go to the local_shipping Trips section , select the trip and click the print Service Sheet button. The system will generate the Service Sheet report in pdf format after which you can save it locally and print it.

Step 7: Enter Trip Results #

When you finish servicing the machines on the trip, you have to enter the data that you have recorded into the system.

If you are using the mobile app, press the Upload Trip button in the app, and all data you have entered there will be uploaded back into the system.

Otherwise, in the local_shipping Trips section, select the trip and press the Enter Results button.

Read Enter Trip Results article for description on the data you have to enter.

Step 8: Reports #

Check your results on the bar_chart Reports tab.

Check out the Reports article to get familiar with the reports that the VendSoft system can provide to you.