Machine Types

Machine Types

VendSoft supports the following machine types (in alphabetical order):

Machine Types with Countable Products #

These are the following machine types:

  • Soda
  • Snack
  • Soda/Snack
  • Juice
  • Cigarette
  • Honor Box
  • Toy Capsule

These are all machine types for products that can be counted.

The most important thing to remember for these machine types is that system tracks the inventory also inside the machines, not only in the warehouse. This is done by tracking the Last Fill Level (Last Count) of each selection/column of the machine, i.e., the number of items in the selection after the machine was filled during the last visit. The system uses this number to calculate sold quantities on the next visit.

Based on Sales History, system calculates an average Vends Per Day (VPD) value for each product in the machine, and that number is later used in calculations to predict the quantities which you need to bring to fill the machine.

Cash Up Front #

Here we refer to machines with slightly different servicing model, the difference being that you get the money for the products at the moment when you deliver them.

Following are the important facts to remember for this machine type:

  • You get paid at the time of delivering the products
  • The quantity that you fill is assumed to be sold immediately and will be shown as sold in the reports.
  • The system does not track the inventory of products inside the machines, only in the warehouse, i.e., Last Fill Level values are not tracked.
  • When you enter trip results, you can track Cash Collected and Filled Quantity values.

Bulk #

Bulk machines vend products that you buy and sell in bulk and which cannot be counted as individual items. These can be sweets, candy, gumballs, nuts, and so on.

The important thing to mention is that these goods are not sold 1 unit per 1 vend, but rather the machine dispenses a certain portion of the product per each vend. Bulk products cannot be counted as single units. Therefore it is not possible to keep track of the exact count of units sold and in stock.

For Bulk machines VendSoft tracks Cash Collected and Filled Quantity data (entered in Trip > Enter Trip Results screen). The system does not track the inventory of products inside the machines, only in the warehouse, i.e., Last Fill Level values are not tracked.

The filled quantity is assumed to be sold immediately and will be shown as sold in the reports.

You can read more about dealing with Bulk products in our dedicated article How to manage Bulk inventory.

Coffee #

This machine type is usually used for (hot vending) coffee machines, but it can also fit all machines that you fill with ingredients, the machine mixes them and vends to customers the composite finished product (drink).

In VendSoft, this applies to Coffee and Snack/Coffee machines.

For Coffee machine type you have to specify the ingredients that you provide, as well as the finished products that are actually offered to the customers.

The system tracks separately:

  • The inventory for the Ingredients (like Powder Chocolate).
  • The sales for the Hot Drinks (like Cappuccino).

Ingredients #

Ingredients are defined in tab Ingredients in View/Edit Machine screen.

As they are not countable products, and in most cases, you buy them in bulk, it is up to you to select the Unit of measure you want to use to track quantities: in full bags, kg, pounds, ounces, etc.

You will use this Unit of measure on every step of tracking quantity: when creating the product in Inventory and setting up Units per Case and the initial inventory, when defining machine configuration and Max Capacity, and so on. See the recommendations for managing bulk inventory.

The same rules as for Bulk products also apply for Ingredients:

The filled quantity is assumed to be sold immediately and will be shown as sold in the reports.

The system tracks Filled Quantity data (entered in Trips > Enter Trip Results screen). The system does not track inventory of Ingredient products inside the machines, only in the warehouse.

Hot Drinks #

Finished products in Coffee machines are defined in tab Hot Drinks in View/Edit Machine screen.

In order to set up Finished products in machine configuration, first, you have to create a record for each of them in the inventory.

The system will track warehouse inventory only for Ingredients, while for Finished products you are able to track the sales/income.

Column Last Meter in Hot Drinks table shows the value of the Last Meter Reading of the last posted Trip for this machine.

On the Enter Trip Results screen, data for drinks is entered again on a separate tab, Hot Drinks. Here you can enter the value of New Meter Reading for each Hot Drink product, and the system calculates the value for the Sold field as the difference between New Meter Reading and Old Meter Reading.

Value of Old Meter Reading field is the value of the New Meter Reading of the previous posted Trip for this machine.

If this is the first trip for the machine, field Old Meter Reading will be empty, so the value for field Sold will not be calculated automatically. You can enter it manually if you have this information. Also, you can always modify Sold field and enter a value different from the calculated.

Field Amount Expected is calculated based on the value in field Sold, as a sum of Sold * Vend Price for all selections.