The vending.uk.net daily process…
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1. button is the kerbside check which shows the operator what items are needed to be taken from the van to the machine based on an estimate of stock already in the machine and the quantity needed until your next scheduled visit On arrival at site When visiting a site the operator should tap the main screen which shows all of the visits to be made today on the name of the vending machine he is visiting This will open the record showing the address and any comments The serial number of the machine is also shown on the bottom left corner of the record screen Click the kerbside check button and take the items listed OM Comments the van to the machine This list is an estimate of what is needed and should save either taking too much or too little stock from the van to the machine saving time and effort When at the machine click the Start button to fill columns and take meter readings DF vending uk net The hand held computer eliminates the need to print paper worksheets All of the day s calls are downloaded automatically and are shown on the screen A tap on the screen opens the oe ef 21451 Wrangle and Wangle LLP Staff Kitchen Solicitors 24 Church Lane Starkfield Park Millbridige Wellingshire STOCK NEEDED FOR THIS MACHINE CHICKEN amp amp MUSHROOM SLICE SAUSAGE ROLL RUSTLERS BBO RIBS RUSTLERS FLAME GRILLED CHEESE amp amp ONION QUICHE CHEESE am2. yes to continue with the installation d 15 48 Download Download the 90 3 KB file oda cab r ya nu to the My Documents folder in Main The entry vending uk net will be Fe o gt SE ty aie Name Memory inserted into the start menu but you Per may need to remove some unused ET menu items to allow space for this y Activesync Open file after download Yes Change Cancel ur i Ea Calend E _ change cancel This is normally accessible by ag cone CS MAIL clicking Start and then Settings amp Inbox raters and then Menus consult your Internet Explorer E nn PDA manual for more information sibel sa i Fe Programs F Settings i Fe Find After installing click on the start TG aA menu vending uk net and then click File in the bottom left corner of the screen then select Setup Edit Open 0 Eaj The Setup screen will allow you to the UserName Password and Operator name If the PDA connects through an built mobile phone then you may want to allow the PDA to Ing vending uk net of 15 49 ok Password Setup Synchronise after every visit Reset Workplan otherwise the PDA will OA er File ES ty E synchronise once at the end of the Synchronise after each visit _ day by connecting through a PC SIN DCAD9472A611977E0 Licence key A 30 day evaluation licence is automatically entered when the software is firs
3. one after generating each invoice Audit trail transactions and stock transactions are files to be imported to your accounts package You may need to ask for technical assistance from your accounts software supplier when importing files to your accounts package The records within these files may require nominal codes to be set against your product types Use the table on the left side of the form to enter nominal codes Remember to always back up your accounts data before importing files Stock Placed Report vending uk net stock pieces Visits start NextPage The stock report shows the stock that has been placed into vending machines by each operator over a range of dates The report can be used to check against quantities drawn from the warehouse Products are listed with quantities shown as individual items as well as packs ltems returned from the vending machines are also shown The date setting defines the start and end to analyze visits After changing the date the refresh button should be clicked to display results The form shows 20 products on each page Click the next page button to view more products
4. uk net system 2 Using low cost hand held iPAQ computers for ultimate productivity Eliminating printed worksheets and automatically updating the server without the need to key in figures at the end of the day the hand held computer simplifies the operator s task even further About worksheets Worksheets are printed forms that the operator takes with him when stocking a vending machine The form shows the products that should be stocked in each column with the recommended quantity on exit This number is calculated based on previous sales from this machine and on the number of days until the next visit so that the machine is not over stocked When arriving at site an estimate of the number of items needed are shown in the column called from van On arrival at the vending machine the operator writes on the worksheet the actual number of items in each column The operator also writes the actual number of items placed The product price is also shown on the worksheet The operator should check the prices shown on the worksheet are correct for the machine and update the worksheet if this is not the case ten A For in cup drinks the cup counter figures should be entered onto the rer arr before resetting the counters The non re setable counter on loose component machines should be read and the number entered onto the worksheet Any cash added to the coin mechanism refunds and money entered in test vends should also be
5. ced returns sold price gross net VAT calculated KNC COLOMBIAN SLEEVE 0 7 0 35 2345 1996 349 ns KNC COSTA RICAN SLEEVE ol 4143 035 5005 4260 745 previous KNC DECAF WHT SLEEVE l 0351 2660 2264 3 96 KNC R SMOOTH WHT SLEEVE SUCHARD CHOC SLEEVE i PG TIPS TEA WHT SLEEVE PG TIPS TEA BLK SLEEVE KNORR VEG SLEEVE of e 035 3045 2591 454 sa 0 35 16505 1281 224 45 035 1575 1340 235 al 035 735 626 109 2 035 420 357 063 l 0 0 0 0 0 0 0 172 90 147 15 25 75 i Sales total 0 00 Change added to coin mec 0 00 Total in cash box c CM Software 2008 All Rights Reserved This form shows the products on arrival items placed and returns Items sold are calculated from the number on exit at the previous visit less the number on arrival at this visit In cup sales are taken from the re setting counters The gross price is calculated based on the price at the previous visit The amount of V A T is calculated for the product using the V A T rate that is set up against each product For loose ingredients drinks cup sales are calculated from the difference between the non resetting cup count on this and the previous visit The accounting screen ve n d n g U k n et invoices amp ac
6. counting Invoice period a start products FC end products Aus B P Audit Trail Transactions click here Stock Transactions click here 1 rs PEA EUR Mme DUR SRE PL br Ris PART ToT fa Your cor 1pany Yo ur Co mpany Name Your address Address line 1 Address line 2 Address line 3 Address line 5 T numb a 306 8876 70 This form allows you to ee print invoices and export data to your accounts package A check box on the machine set up form allows you to print invoices for products sold and for rental of the machine If the rental check box is ticked then you will have set the dates for invoicing the value of the rental and the V A T rate A rental invoice is generated in advance if the invoice due date falls before the date shown at the top of this form If products are to be invoiced then vending dot U K dot net will analyze sales within the period To generate invoices click the invoice button on the top of the screen After a short delay a link will appear to the right of the button saying click here Click the link to view the invoices and use the print button within the invoice pop up to print Before generating invoices your company details will need to be entered into the section on the lower part of the form Include your V A T number and terms as these are printed on the invoice The invoice number should be set to a starting value as this will automatically increment by
7. e been filled the screen will allow you to eae eee record any cash entered into the coin mechanism plus any A te money given in refunds or test vends test vends es If the cashbox is emptied tap the Cashbox collected box and e A record the number of the cash bag If cash bags are numbered it Loose Ingredients helps the office staff trace the money collected non resetable COUNT p y E RT The non resetable meter if the machine sells loose ingredients drinks should be recorded at each visit and the price per cu PREAH sss ne lt lt L7 L2 e FE E When returning to the office the hand held computer is synchronised with the Internet server by connecting the PDA to a PC The updated records are sent to the server and scheduled calls for today and tomorrow are downloaded automatically On Screen Reports A number of reports are accessible from your secure account on any Internet station The Intearity report vending uk net sont repor Sales revenue against cash box value check over recent previous visits ao The integrity report shows the E 10 visits to each vending machine with the sales revenue plus cash added to the coin mechanism compared with the cash box value The balance should depending on the amount of change in the change mechanism fluctuate around zero If the balance is continually negative then this may indicate a security problem with this machine To view the visit detail report cl
8. edients such as coffee powder sugar and cups The product name should be entered It can be helpful to add the word sleeve after the product name if this is for a sleeve of cups If you want to export data to a stock control or accounts program then the stock I D should match the product I D used in this The pack name is the package type that the operator would load into the van and the quantity in pack is the number of items that are contained in the pack The V A T rate is used when generating invoices and when exporting data to an accounts program If a product has been discontinued then it should be shown as not active Products should remain on the system so that reports showing previous visit work correctly This screen will show active products To show all products tick the show all check box above the table The screen shows 20 products To view or add more products click the Next Page button Machine set up screen ve n d n g 3 U k n et machine ebun Wrangle and Wangle LLP Solicitors 24 Church Lane Starkfeld Park Millbridge Wellingshire ELEC postcode Ask John Aa ae 175 le wat an arinka COKE SYRUP Ro MIT When entering a new machine first enter the site name and address After this you can enter the location of the machine at the site the customers account number should be the same as is used by your accounts software if you intend to export vending uk net records to this If the vending machi
9. ick the button showing the visit date To view more vending machines click the Next Page button Visit reports vending uKk net visi coors Visits start KLD Sep Sep S vw 12 2008 NextPage Visits end 21 if Sep v 2008 All Vans date site location cashbox cash added refunds van view 21 Sep octopus s Swimming Pool Pool viewing room 0 00 0 00 0 1 IC 21 Sep Dane Boyd Leisure Club 2 Pool viewing area 0 00 2 00 0 00 1 20 Sep us Station Ticket Office 0 00 0 00 0 00 1 EU 20 Sep Daniel Boyd Leisure Club 3 squash Courts 0 00 0 00 0 00 1 19 Sep Wrangle and Wangle LLP Stat Kitchen 0 00 2 00 0 o0 ran _ia 19 Sep Bargain Car Showrooms soon 0 00 2 30 0 oo 1 z 12 Son born AnildAina Simnliocc RES The visit report summarizes all visits between a range of dates mi individual or all operators The report shows the cash box values cash added to the coin mechanism and any refunds given To see a detailed report of a visit click the view button on the end of each row After selecting the beginning and end dates for the reports the refresh button should be pressed to analyze the database Visit detail Ve n d n g U kK n et detailed visit reports Bargain Car Showrooms Showroom Friday 05 September ee product arrival pla
10. link to view and print the worksheet Cashbox screen ve n d n g a U k n et cashbox values Cashbox Site i Po Enter cash values on the Re e Location Visit date Van Cash value appropriate row and click Save to store lf the cash box is empty then ar Leisure Bar Area 14 07 2008 1 type NONE as the cash value Rivers Rowing Club Club House 02 09 2008 1 Octopus Swimming Pool viewing 07 09 2008 4 mz Fool room c CM Software 2008 All Rights Reserved The value of the cash box is entered into vending uk net to highlight theft by checking against the value of products sold Cash box values are also exported to the accounts system as payments on account To enter cash box values simply write the value on the correct row into the column called cash value It is important to find the correct row with the correct site name and visit date If the cash boxes are numbered and the operator has entered the number then this should show in the first column The rows shown are vending machines that have had a cash box collected but no value yet entered into vending uk net If the cash box is empty then enter the word NONE as the cash value Use the Next Page button to show more rows Searching for a machine vending uk net sea ormacnines NextPage To viewedit a machine click the select button show all 1 This screen allows you to find a vending machine Use the next page butt
11. nderneath If this happens then minimize the screen and the pop up should be visible The pop up screen is a P D F file To read this you will need Adobe Acrobat reader installed on your computer This is freely downloadable on the Internet Within the pop up screen there is a button to print the worksheets Click this button check you have the stock items on your van and take the worksheets out with you lf you are using printed worksheets then after making visits the operator will need to enter the worksheet data into vending uk net To do this click the button with your van number in the column named after visit forms f you are using hand held computers the information from the computer is uploaded automatically to the Internet server when you connect the computer to your PC at the end of the day The buttons on the right hand side of the screen allow a supervisor to set up accounts product lists and vending machines as well as run reports Product setup screen vending UK net rouctseup teas Jo ooms maa a Pies amp Pasties coke ccs J E eee ea oe e ponen use wc ee mr TT Je 2 Vending uk net allows y you to set up ten TTT lists with each list having u up to 800 different products To set the name of the list simply write over the list name Products are entered in the table to the right of the screen The column F O C are items that are not individually priced These can be for example loose ingr
12. ne makes drinks from loose components tick the has loose components check box You should then fill in the V A T rate on drinks If the customer is to be invoiced for items sold from this machine or if the machine is being rented then tick the invoicing check boxes If rental invoices are selected then enter the rental value the V A T rate and the dates that invoices are to be made Enter the day of the month and tick the invoiceable months If for example you need to invoice on the 15th of each month enter 15 on the rent due day and tick every month Invoices are printed within the accounting section on the main screen At the top of the right hand section of the screen is a check box to say that the machine is active If a vending machine is removed from site the check box should have the tick removed Machines should not be deleted from vending uk net because information from the machine may appear in reports of past visits Each machine can be entered in the call cycle The not used days are days of the week when the machine is not used for example days when the site is closed This information is needed so that vending uk net can accurately estimate stock levels Vending uk net uses a four week call cycle To enter the machine on to the call cycle simply put the operator number or van number into the relevant days on the cycle If operator one is to visit every Thursday for example put a one in the Thursday column for week one week
13. on to view more machines and click the select button to view The screen shows active machines To view all machines click the show all button After visit form This form is not applicable if you are using Hand Held computers ve n d n g U k 2 n et update records after visit This form allows you to copy the information on the worksheet into vending uk net The form shows worksheets that need to be entered and lists the site and location of the vending machine with the date the visit was due You should find the machine which matches the worksheet and then enter the worksheet key in the column called worksheet key The key is printed in the top right hand corner of the sheet After entering the key click the button in the select column Use the next page button to view more rows When all worksheets have been entered into vending uk net then you are up to date and this form should not show any rows Enter visit form This form is not applicable if you are using Hand Held computers vending uk net svs Save form Remember to save the form after entering details Visit date Wednesday 24 Sep 2008 Road Break Services M75 Motorway orthshir M Bridgecastle BR129ES ay Entrance e This form allows you to copy information from the worksheet into vending uk net After checking this is the right machine with the correct visit date click the make visit button Copy the arrival placed returns and cup c
14. ount figures for each column onto the form If the price on the form does not match the price on the worksheet then update the form If a cash box was collected make sure the cash box collected check box is ticked together with the cash box number if applicable If this machine makes loose ingredients drinks then on the bottom of the form is a space to enter the non re setable cup count and drink price Ensure you also enter any cash values added to the coin mechanism cash spent in test vends plus any refunds given If you are the supervisor you will have additional controls to enter or change cash box values How To Download and install software onto the Hand Held Computer Your Hand Held Computer or PDA will need connection to the Internet in order to download the software If your PDA has a built in phone then you will be able to connect using GPRS through the mobile phone directly otherwise you can connect the PDA to your PC and allow ActiveSync to synchronise After this point run Internet Explorer on the PDA and enter the web address www vending uk net pda cab The PDA should connect to the address and check that you want to download and open the file oda cab as shown below Tap the Yes button to continue Tr G internet Explorer 7 4 15 45 The file will download onto the PDA and automatically install programs When installing the software you may be asked to confirm a security check Tap
15. p amp ONION SLICE PORE PIES RUMBLERS RASPBERRY CERESL YOGURT CORNERS YOGURT RICE DAIRYLES DUNKERS JUMBO Wrangle and Wangle LLP Staff Kitchen Solicitors 24 Church Lane Starkfield Park Millbridige Wellingshire kirbside Check Ask Joh or keys E SN23498 After pressing Start filling each column Tee deem Record the actual quantity of stock in the column on arrival Tap the box to place the number and then tap the number keys at the Column O6 MCCOY TORTILLI RED CHILLI bottom of the screen The C button will clear the box to allow you to start again Actual Quantity On Arrival ls Qty Returned out of date __ Record any quantity returned such as out of stock items and the Oty Placed In Machine actual quantity placed into the column The computer will Needs 10 on exit recommend the quantity needed on exit in the column Item Price Check the item price matches the price on the machine an update S22 le lee the screen if this is not so E CNE PA For columns loaded with cups the quantities are for sleeves not column o1 Individual cups KNC COLOMBIAN SLEEVE lf the column has a resetable cup counter enter the meter Actual Quantity On Arrival 1 reading on the screen Oty Returned tout of date Oty Placed In Machine 1 Needs 1 on exit Item Price Restable Cup Counter 453 ili Ha yending uk net ao a 14 50 ok When all columns hav
16. r password then you can request it to be sent to you by email Each operator should have their own log in name and password and their email address should be entered if they intend to use vending uk net from home The operators name is optional but if entered it will personalise the forms Up to twenty five operators can be set up The main screen vending uk net logout Last logon male today s tomorrow s visit worksheets worksheets forms eports Integrity check Visit reports Worksheets Operator functions Supervisor functions R al Product maintenance 1 28 08 2008 19 10 click here click here cn 2 28 08 2008 17 16 dickhere dickhere Add new machine IE EEE iJ aif ale pees Cash box entry stock report Search machines contact us on support vending uk net c CM Software 2006 All Rights Reserved This is the main screen On the left of the screen are the operator functions To make worksheets click the button for your van number in the column called make worksheets After a short delay a link should appear in the column called print today s worksheets and print tomorrows worksheets If you click the link where it says click here a pop up window should appear If you do not see this then you may need to allow your computer to accept pop ups for this site If you accidentally click on the main screen while the pop up is showing the pop up screen may get hidden u
17. recorded on the worksheet When returning to the office or at home the information entered onto the worksheet is copied into vending uk net The Worksheet vending uk net Redsand Shopping Mal Food Hail Worksheet Key 952 Thursday 04 December Lynda The item price is oi Com ercial Park commn Froman OnArrival vai Faces Onextt F Returns Prios Cupcourt shown here Drybed District LUCOZADEBERRY 2 0 oss Nu Mablestate 3 DATE RERET i EP ect Worhstir 3 LUCOZADEBERRY w W 055 NA Column meters for Cash values and ne 4 LUCOZADE HYDRO 0 20 1s Na in cup products meter readings are Serial No SHB9283 eee ool I LE are written here written here Cashbox Collectad j LUCOZADEHYDRO 10 20 055 NIA 7 PEACHAPRICOT 17 18 060 NA The recommended quantity E RER of stock for this column on _ coin min 5 N oant biat exit is shown here This is mechanisme TERRE i TE HA the minimum to last until The auantity Cash spent in EET z ao the next scheduled visit needed from the Refunds Eee van is shown here Nores id nine The operator writes 15 DR PEPPER 15 actual quantities on 16 FANTA 1 arrival and actual quantity placed here orate GTS SEIT Setting up your system You will need to enter your products and machines on your secure account To set up your account you will need to go onto the Internet site www vending uk net Click the button to set
18. t installed Ensure you purchase and onora D Date 14 01 2009 working licence key within 30 days so that your use of Ba PDA will not be interrupted You need to email the S N code that is shown on the setup screen just above the Licence Key in order to get your licence key email to sales vending uk net Using the Hand Held Computer You first need to set up products and machines on your account on the vending uk net Internet site Once you have done this calls scheduled for a visit today and for tomorrow will automatically download onto the PDA Entrance Showroom Student Shap Staff Canteen Sports Hall Canteen Staff Kitchen Club House Students Union record E Agro Building EJ Bargain Car ch Bungle College Cloud Mine Li The hand held computer automatically synchronises with the Internet server transferring records by GPRS mobile phone or for low cost computers by connecting through a P C using Microsoft ActiveSync Daniel Boyd L Dibley Laborat Wrangle and Rivers Rowing Dumpty College VAN 1 File qt Ej Stock required on the van is shown with a tap on the screen even before you have left the warehouse the operator through each column PG TIPS TEA BLK in a simple step by step process PG TIPS TEA WHT SUCHARD 1x1KG DIET CORE SYRUP CAPP TOPPING 141 5 902 CUPS SLEEVE SUGAR STIRRERS CHICKEN MAYO SAM CHICKEN SALAD SA En The
19. two week three and week four If operator two is to visit fortnightly on Tuesdays then put a two in Tuesday of week one and Tuesday of week three To set up the columns click the drop down list and select a product To the right of the name you should enter the maximum number of items that you can enter into the column If the column contains sleeves of cups then enter the number of sleeves and not the number of cups in this case If the column is in cup drinks then tick the cup check box This will require the operator to enter the re setable cup count onto the worksheet The item price may be shown in the last column Prices are read from the vending machine and are entered by the operator into vending uk net The screen will show 25 columns Use the next page button to show the next 25 columns and so on To speed up entering a new vending machine you can copy all columns from another machine by using the clone button The clone button is situated at the top of the product section To the left of the button is a box for you to enter the machine I D of the machine you want to copy The machine I D can be seen by going to the search form The I D is the number that appears in the select button The buttons at the top of the form allow the user to directly enter visit information or to make a worksheet for this machine On clicking the button Make Worksheets and after a few moments a link will appear to the right of the button Click the
20. up a new account and continue as follows Account setup screen Ve n d n g U k n et your account details oO Save form To set up or maintain your account simply enter your details below Enter user names passwords and email addresses for each operator or van Operators have separate logon credentials and restricted rights when using the system For your security make all passwords at least eight characters long and include letters and numbers Email addresses will be used to send you service status information and your password if you forget it Email addresses will not be given to any other company and will not be used for spam Terms of use Under no circumstances shall vending_uk_net or any related company or person be held liable for any loss damage or injury including without limitation any loss of profit indirect consequential or incidental loss damage or injury arising from the supply or use of the software and any accompanying hardware and written materials or any failure by vending uk net or any related person to perform any obligation agree with the terms of use setting up an account is easy and free To set up your account you must agree to the terms of use Enter the name that you want for your log in name and a password For your security passwords should be at least eight characters long and include both letters and numbers Your email address is needed for system messages for example if you forget you
21. vending uk net User Manual email support vending uk net Copyright CM Software 2008 The vending uk net daily process Manage your operators Save hours each week by with maximum efficiency automating invoicing stock Scheduled calls are control and accounts Print downloaded to the hand invoices directly from meter held computers readings machine rental and automatically products sold Update you accounts and stock control program automatically saving time and eliminating Total accountability errors checks cashbox values against products sold in each machine The on screen integrity report from your secure account pinpoints theft to a machine or operator Internet Server On screen pick lists ensure the operator has the stock he needs on the van vending uk net Arrival stock meter readings and cash entered are automatically uploaded to vending uk net for analysis Knowing what stock is in your vending machines even before you leave the warehouse and without using telemetry vending uk net recommends minimum fill quantities to last until the next scheduled visit Filling machines to the right level reduces waste and keeps your cash flow healthy Products for each column are shown here The two ways of working 1 Worksheet based using forms printed free on your printer giving the zero cost solution while maintaining all of the powerful features of the vending
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