Show/Edit Machine

Show/Edit Machine

To review and edit the machine’s data, go to the business Machines screen, and click on the machine row in the grid.

In the Show Machine screen the data is grouped in two tabs: General and Planogram:

Show Machine screen

The General tab displays the data that you entered on the Create Machine screen.

The Planogram tab contains data about the machine products, quantities, prices.

Edit Machine General Info #

The General tab data is initially displayed as read-only. In order to edit it, click the edit Edit button at upper right corner. The system will enable all fields for editing.

Upload Photo #

To upload machine picture, click the image Upload Photo button. The system will open Upload Photo window:

Upload Photo screen

Select the picture you want to upload and click Upload. After the photo is uploaded, click Save to save the changes you made.

Machine Configuration #

Machine configuration is all about products in the machine, their quantities, and vend price, as well as arranging the products in machine slots/selections or canisters.

VendSoft supports all kinds of vending machines - soda, snack, coffee, bulk, and so on.

Each of these machine types has some specifics in configuration data, so we grouped them in the following way:

  • Machine types with Countable Products
  • Bulk Machine type
  • Machine types with Ingredients and Composite Products
  • Machine types with Ingredients, Composite Products, and Ready Products

Read more about machine types in the Machine Types article.

Machine Types with Countable Products #

Here we refer to machines of one of the following machine types:

  • Soda
  • Snack
  • Soda/Snack
  • Juice
  • Cigarette
  • Honor Box
  • Toy Capsule
Edit Soda/Snack Machine screen

On the tab Planogram, you define machine slots/selections and what product is placed in each of them. Use the buttons to add, edit or delete selections:

The add Add Column button opens the Add Column screen:

Soda Machine - Add Column screen

Enter the following data:

  • Product (Mandatory): select a product from the dropdown. This is a searchable field, and you can search product by typing its code or name.
  • Column (Mandatory): enter selection code. Usually alphanumeric, for example: [A1, A2], [10, 12, 14]. By default, the system will generate sequential numbering for you (1, 2, 3).
  • Max Capacity (Mandatory): the maximum number of product items stored in the column. Leave it 0 if you don’t want to set a limit.
  • Vend Price (Optional): the selling price of the product. You can define different prices for the same product in different machines.
  • Last Count (Optional): This is the last fill level of the selection/column, the number of items in it after it was filled during the last visit. The system uses this number to calculate the sold quantities on the next visit.

Scenario 1: If you want to define a new machine that has not yet been placed on the market, leave the field blank.

Scenario 2: You want to create a record for a machine that was already installed on the market and already has products inside:

  • option a) You know what are the last fill levels of the machine (the inventory in the machine after last fill)) - That’s great! Enter the number here in Last Count. How will this affect the inventory? The In Machines quantity for this product will be increased with the entered value, and the Total In-Stock quantity for the product will be recalculated.
  • option b) You don’t know the last fill levels of the machine - this option is not so great and not recommended as a best practice, but if it happens, leave the Last Count field blank. Then create a trip for this machine, and when visiting the machine, make sure to record two numbers and input them in enter trip results screen: Current Count (the quantity inside the machine on arrival) and Filled Quantity (the number of items you put in the machine). What you should have in mind, in this case, is that the system won’t be able to calculate the sales for the very first trip because the Last Count was unknown. This will result in cash differences between the expected amount and collected cash, so it is recommended to begin tracking Cash Collected from the next trip.

Important You should enter a value in this field manually only when initially creating the machine configuration in the system.

After creating the first trip to the machine, it is still possible but not recommended to modify it manually. The system will update the Last Count automatically.

Here is how a Soda machine with defined machine configuration would look like:

Soda/Snack Machine - with configured columns/selections

Edit Column

To edit column data, click on the row in the Planogram grid. Make the changes and save.

Delete Column

To delete a column record, click the row in the Planogram grid. Then click the delete Delete button.

Copy Planogram #

You can copy the configuration from another machine by using the Copy Planogram button. This is useful if you have machines with similar configuration.

The system displays a list of machines, and you can select which machine you want to copy the planogram from:

Copy machine configuration - select machine

You can search for a machine by code, name, type, model. Select a machine and click the Copy Planogram button.

The system will copy the following data: column, product, max capacity, and vend price.

In order to use the Copy Planogram button, your machine must have no selections defined. Otherwise, the button will be disabled.

Bulk Machine Type #

On the tab Planogram, you can define machine canister(s) and what product is placed in each of them:

The add Add Canister button opens the Add Canister screen:

Bulk Machine - Add Canister screen

Enter the following data:

  • Product (Mandatory): select a product from the dropdown. The Product field is searchable, and you can search product by typing its code or name.
  • Canister (Mandatory): enter canister code to differentiate canisters. By default, the system will generate sequential numbering for you.
  • Max Capacity (Mandatory): what quantity can the canister maximum be filled with. Leave it 0 if you don’t want to set a limit.
  • Vend Price (Optional): the selling price of the product. You can define different prices for the same product in different machines.

Edit Canister

To edit column data, click on the row in the Planogram grid. Make the changes and save.

Delete Canister

To delete a canister, click the row in the Planogram grid. Then click the delete Delete button.

Machine types with Ingredients and Composite Products #

Here we refer to machines with machine type Coffee.

Edit Coffee Machine dialog - Ingredients

As you see, you have two types of configurations to define - Ingredients and Hot Drinks.

Ingredients section #

In the Ingredients section, you have to add all ingredients, i.e., products that participate in preparing the final product to offer to the customer. For hot drinks machines, ingredients will be coffee, sugar, creamer, cups, hot chocolate powder, etc.

add Add Ingredient

Coffee Machine - Add Ingredient screen
  • Product (Mandatory): select an ingredient product from the dropdown. The field is searchable, and you can search product by typing its code or name.
  • Canister (Mandatory): enter canister code to differentiate canisters. By default, the system will generate sequential numbering for you.
  • Max Capacity (Mandatory): what quantity can the canister maximum be filled with. For example, if you buy sugar in packs of 1 kg, you can specify that the canister will be filled with a maximum of three items, i.e., 3 kg. Leave it 0 if you don’t want to set a limit.

You notice that the system does not offer you to enter Vend Price. This is because the ingredient itself will not be sold to the customer.

Hot Drinks section #

In the Hot Drinks section, you have to add all final products, i.e., products prepared from ingredients and offered to the customer. For hot drinks machines, drinks will be, for example, espresso, cappuccino, tea, etc.

add Add Drink

Coffee Machine - Add Drink screen
  • Product (Mandatory): select a product from the dropdown. The field is searchable, and you can search product by typing its code or name.
  • Selection (Mandatory): enter selection code. Usually alphanumeric, for example: [A1, A2], [10, 12, 14]. By default, the system will generate sequential numbering for you (1, 2, 3).
  • Vend Price (Optional): the selling price of the product. You can define different prices for the same product in different machines.

Machine types with Ingredients, Composite Products, and Ready Product #

Here we refer to machines with machine type Snack/Coffee.

The machines of this type are a combination of Snack and Coffee machines.

Snack/Coffee Machine

The interface to create such a machine in VendSoft is also a combination of the screens for the other two types. On the Planogram tab, you will see three sections: Soda/Snack, Ingredients, and Hot Drinks. Enter configuration data in the corresponding tab in the same way as you would do for Snack and Coffee machine types.