Objective
The goals for the participants of this session are to demonstrate knowledge of the creation of Sites, National Accounts (if applicable), Customers, and Locations. Please take notes on the subjects that are covered, as everyone involved in this session will need to be certified upon completion.
Creating a SITE in VendMAX
Site Information: What is a Site?
Sites are a licensed entity in VendMAX. Therefore, the end user is not able to create or delete Sites. Each Site typically represents a branch of a Vending Operation. Technically, a Site will be used to segregate data within the VendMAX database. Sites can be used to control access of a user to a specific subset of the full database, or to create reports or conduct financial analysis on a specific subset of the database.
Every data entity within the VendMAX database is tagged with a field identifying the Site ID to which it belongs. This includes both Master File data and Transactions.
Description
Descriptive name of Site. This does not need to be the proper name for mailings, commission’s checks, invoices, etc. The site name, which is used for these formal documents, comes from the first line of the address field. Therefore, the site description contained here can be an abbreviated or common name.
Code
This code, like all Master table codes in VendMAX, can be assigned by the user, or auto-assigned by VendMAX. The CODE for a Site can be changed at anytime in the future by any user with edit authorization of the Sites table in Security Settings. Codes can be alphanumeric, and up to 16 characters.
General Info:
Pull From Specific Zone
If you are running an especially small Vending branch, where all machine fills are pulled from an Inventory Zone rather than a truck, or if you are not tracking Truck Inventory, and you want VendMAX to consider all inventory used to fill Vending Machines to come from the main warehouse, this checkbox provides the opportunity to define the Inventory environment in this fashion. Check this box to pull from the specific zone specified below.
Pull Zone
Designates which zone to pull from. Directs VendMAX to assume that all transfers would be from the specified zone.
Local Site ID
This is set up by Streamware and is for internal use.
Sell Lead Time
This field is no longer used in VendMAX. Its setting will have no effect.
Left Report Text
This field is no longer used in VendMAX. Its setting will have no effect.
Right Report Text
This field is no longer used in VendMAX. Its setting will have no effect
Address Info:
Address
This is the place to enter the main address for the site. This address is used as the return address for Invoices, Commission statements, and other reports. The first line of this 3-line address field should contain the proper name of the site. This will therefore appear on reports and statements.
Phone Numbers
The Main Number is the place to store the main or front desk phone number for the site. The user defined phone fields can be used to define and store alternate numbers, like mobile, home, or pager numbers.
Internet Info
Enter internet and email information for this Site. These are text fields, and are optional.
Commissions/Taxes Info:
The Commissions and Taxes Tab contains all of the settings for Commissions and Taxes that will be applied to each Point of Sale at this Site. In keeping with the hierarchical structure of the account base in VendMAX, the Sites table provides several opportunities to set parameters that will apply to all National Accounts, all Customers, all Locations and all Points of Sale in the database, which belong to this Site. In this case, only Salesperson, Driver, and User commissions can be set at this level. In addition, if the entire Site is within a single Tax jurisdiction, this may be the most convenient place to define the Tax Area. It will then apply throughout the Site. There is an opportunity to override these settings at one or more National Accounts, Customers, Locations, or Points of Sale, if they do not apply.
Default Statement Type
The Commissions Statement report was created with six different levels of detail. This setting allows you to establish what level of detail will be printed for Salespeople, Drivers, and Users at this Site when you run all of your commission statements. By saving a default setting at this Site, you can run a single print job at the end of the month, and still provide Drivers, Salespeople, and different customers with the level of detail that they each require. To see an example of each of these detail levels, see the report documentation for the Commissions Statement report.
Tax Area
Taxes can be applied to Sites and by reference to Customers, Locations and Points of Sale by assigning the Site to a Tax Area. Tax Areas may contain one or more individual Taxes, and each Tax may contain one or more Tax Item. A specific taxing authority, like “State Sales Tax”, or “County Snack Tax”, usually defines taxes. All taxes, which apply to a specific geographic area, like a county, are collected together into a Tax Area, which is named for that County. Therefore, this parameter allows you to establish to which Tax Area this Site belongs, if it is generally within a single Tax Jurisdiction. If there are some Locations, which are outside of the Site’s main Tax Area, you can define an Override at the Location Level.
“View Tax Rules”- This application button will expose a dialog window which will show all of the Tax Items which are in effect for the Site. This is provided as a quick check to make sure that the Tax Area assigned to the Site accurately represents the Tax definitions for the Site’s Points of Sale. The dialog box also provides the ability to call up Tax definitions from the History Table, to see how these Tax rules have changed over time. There is also a button to Copy this information to the Windows clipboard, which can then be pasted into other Windows applications like Word or Excel.
Commissions
This is the area to define all of your Commission Agreements. Note that you may only define Salesperson, Driver, and User commissions at the Site level.
Mailing Address Info:
Mailing Address Different
Enter the mailing address if it is different from the physical address entered in the Address Tab. This address, if entered, will be used as the return address on Commission Statements and Invoices.
GL Freeze Date
Defines the General Ledger close date. All entries must be in VendMAX before this date or they will not be counted as a part of the Financials for the accounting period.
Misc Info:
Standard Mechanic
If the current site only has a single mechanic, and you want to make sure that all service calls are dispatched to the same person, this field will allow the user to assign a standard mechanic for the Site. This assignment will automatically apply to each National Account, Customer, Location and Point of Sale at the Site, unless a different Mechanic is assigned at the lower levels on the National Accounts – Miscellaneous, Customers – Miscellaneous, Locations – Miscellaneous or POS – Miscellaneous tabs.
When Service Calls are created, if a standard mechanic has been assigned to the POS needing service, then VendMAX will automatically populate the “Dispatch To” field on the service call.
Collect GST Tax (Canadian use only)
This box must be checked if you are collecting GST at this site.
User Defined Fields
The Miscellaneous tab allows you to setup and maintain 10 User Defined data fields for Sites. Most Master Tables in VendMAX provide a place to create and maintain 10 User Defined data fields. The use of these fields is optional.
Scheduled Event Info:
This Tab allows you to specify which days are Holidays. This allows VendMAX to appropriately adjust estimates for Service Orders, which affect Pre-kitting, Automatic Truck Loading, and Dynamic Scheduling. VendMAX will assume that no items were sold that day, as the Point of Sale was closed.
To schedule an event, right-click on the correct date. The following options will appear:
Add Event- Use this to create a new Event as outlined below
Edit Event– Allows the alteration of an existing event
Delete Event– Allows the removal of an existing event
If an Event is already in place of the date selected, there may be other options:
Add Yearly Event/Add One-Time Event– Allows the addition of another Event on the same day
Override Event– If an Event has been created at a higher level, this may be used to ignore it at this level
When Adding or Editing an Event, the following will appear:
Description
Enter a name for this event; I.E. Independence Day, Plant Shutdown, etc
Recurrence
Choose whether this is a ‘One-Time’ or ‘Yearly Event’. Remember that many holidays do not fall on the same date year after year and should be set as ‘One-Time’
Cancel Event
Use this to cancel or override an event, especially if it is set at a higher level.
Creating a NATIONAL ACCOUNT in VendMAX
What is a National Account?:
All Transactions in VendMAX occur in relation to Points of Sale. A Point of Sale must belong to a Location, and a Location to a Customer. This hierarchy is mandatory in VendMAX. Therefore, all account setup begins with a Customer. Each Customer may have one or more Locations, but must have at least one. In fact, to make the process of setting up small Customers easier, VendMAX will create one default Location for each Customer. There is an entity, which exists above Customer, called National Account. This is an optional entity and only available for customers that are multisite. One or more Customers can be assigned to a National Account. The National Account level essentially provides a fourth step in the account hierarchy for those who need it.
National Account – Header:
Description
Descriptive name of National Account. This does not need to be the proper name for mailings, commissions, checks, invoices, etc. The national account name, which is used for these formal documents, comes from the first line of the address field. Therefore, the national account description contained here can be an abbreviated or common name.
Code
This code, like all Master table codes in VendMAX, can be assigned by the user, or auto-assigned by VendMAX. If the field is left blank when creating a new National Account, the system will auto-assign the next sequentially available code number when the SAVE button is selected. The CODE for a customer can be changed at anytime in the future by any user with edit authorization of the Customer table in Security Settings. Codes can be alphanumeric, and up to 16 characters. Codes are required for each record, and must be unique within each site in the database.
Category
Category is available as another way to group and sort National Account records. The values, which are entered, are user defined, and no value needs to be entered.
National Account Comments:
The Comments screen is available for keeping track of contacts with your National Accounts. When a VendMAX user has a telephone call or a meeting with the National Account, this is a place to record that contact. The data entered here is simply free form text. It cannot be printed or searched. It is intended to provide a place to record these contacts so that other VendMAX users can read them later. Comment tabs are also available at the Customer level.
Comments
By hitting, the + a comment can be added here. The name of the current user, along with the current time and date, will be logged with the comment, so that you can track who added the comment and when. The Date/time, user name, and the first line of the comment will appear in the list window in the middle of the screen. The lower window contains the entire message, and is the area where a new message is entered.
National Accounts Address:
Address
This is the place to enter the main address for the National Account. This address is used as the mailing address for Invoices, Commission statements, and other reports. Each Customer within the National Account should have its own physical address set on the Customer – Address screen. The first line of this 3-line address field should contain the proper name of the National Account. This will therefore appear on reports, statements, and under the information button on the handheld.
Phone Numbers
The Main Number is the place to store the main or front desk phone number for the National Account. You can store the direct dial phone number for each Contact on the Contact screen. You can also store a main phone number for each Customer on the Customer – Address screen. The same rules hold for the Fax number and the user-defined phone fields. These user defined phone fields can be used to define and store alternate numbers, like mobile, home, or pager numbers.
Internet Info
Enter internet and email information for this National Account. These are text fields, and are optional. You can store the internet info for each Contact on the Contact screen. If you are maintaining a separate address for an individual Customer, you can also store internet info for that Customer on the Customers – Address screen.
National Account
Contact
The Contacts Tab is the place to keep track of individuals at the National Account with whom you have contact. This might include the administrator who orders Coffee Products, the CFO who initiated the vending contract, or the Food Services Manager who is your primary contact. By setting up these contacts, you can track individual addresses, direct dial phone numbers, and email addresses for each contact. Only one contact can be marked as Primary, and you must indicate one contact as primary.
Contacts List
The middle area of the Contacts screen contains a list of all contacts, which have been created for this National Account. Clicking on any of the names listed in this window will open their detailed information in the main screen area below. Notice that one and only one contact must be established as Primary for the National Account. The establishment of the primary contact only affects National Account reports, which print one name for each National Account. In that case, the Primary Contact will be used.
Address
This is the place to enter the specific address information for the current contact, if different from the main National Account address information stored on the National Account – Address information tab.
Phone Numbers
This is the place to store contact specific telephone numbers, like direct dial, direct fax, home, or cell numbers. The user defined phone fields can be used to define and store alternate numbers, like mobile, home, or pager numbers.
Internet Info
Enter internet and email information for this Contact. These are text fields, and are optional. This would be the preferred place to store email addresses. It would be more likely to store the National Account web page information on the National Accounts – Address tab.
User Defined Fields
The Contact tab allows you to setup and maintain 10 User Defined data fields for Contacts. Most Master Tables in VendMAX provide a place to create and maintain 10 User Defined data fields. These can be created for the National Account as a whole, on the National Accounts – Misc. The User Defined fields on this screen are available for Contact specific information. The use of these fields is optional.
National Account Commission/Taxes:
The Commissions and Taxes Tab contains all of the settings for Commissions and Taxes that will be applied to each Point of Sale at this National Account. The settings on this tab will flow down to each Customer at this National Account, to each Location at each of those Customers, and to each Point of Sale at those Locations. There is an opportunity to override these settings at one or more Customers, Locations or Points of Sale, if they do not apply. Therefore, it is recommended to setup Commissions and Taxes at the highest level where they make sense, and handle any exceptions with an override at a lower level.
Default Statement Type
The Commissions Statement report was created with six different levels of detail. This setting allows you to establish what level of detail will be printed for this National Account when you run all of your commission’s statements. By saving this setting for each customer, you can run a single print job at the end of the month, and still provide different National Accounts with the level of detail that they each require. To see an example of each of these detail levels, see the report documentation for the Commissions Statement report.
This setting will only affect the statement format printed for NATIONAL ACCOUNT commissions. It will have no effect over any other commissions. Note that if you have a commission defined at the National Account level under “Details”, it will override the default statement type.
This application button will expose a dialog window which will show all of the Tax Items which are in effect for the National Account. This is provided as a quick check to make sure that the Tax Area assigned to the National Account accurately represents the Tax definitions for the National Account’s Points of Sale.
The dialog box also provides the ability to call up Tax definitions from the History Table, to see how these Tax rules have changed over time. There is also a button to Copy this information to the Windows clipboard, which can then be pasted into other Windows applications like Word or Excel.
Commissions
This is the area to define all of your Commission agreements.
National Accounts Financials:
Dba Name (Doing business as)
This field can be used to record a secondary name for the National Account. This name is for reference only and is not used in any reports.
Dba Number
A reference field provided for the user. The Dba Number is not used in the system or on any reports.
Billing Terms
Billing terms are assigned to the National Account here.
Tax ID
This is the area to record the Tax ID number for a tax exempt National Account. Simply by entering any data in this field, VendMAX will calculate a Tax value for products sold through a Delivery Sale. This Tax ID number will also appear on the Invoices and Statements printed for this National Account.
Checks Payable To
The name to which Commission checks are made out. If this is left blank, VendMAX will use the name of the Primary Contact on the National Accounts – Contacts tab.
Mailing Address Different
Enter the mailing address if it is different from the physical address entered in the Address Tab. This address, if entered, will be used on Commission Statements and Invoices.
Billing Type
This starts the time from which accounts receivable aging commences as well as the calculation of finance charges. Options include:
Bill on Delivery – The invoice is considered delivered at the time the delivery sale is entered into VendMAX. This would normally be the choice if the delivery driver were leaving a printed invoice with the delivery.
Bill Later – The invoice will be printed later and the aging will start at the time of printing. If billing were a function performed at the end of the month, this would be the appropriate setting.
Combine and Bill Later – This invoice along with others will be combined into a single Invoice at a future time. This combined Invoice will be printed and sent to the National Account. The aging time will start at when the invoice is printed. The act of combining invoices can be performed by selecting the “combine invoices” option on the General A/R function screen, or by selecting the same option when running the Invoices Report.
Statement Format
This setting is analogous to the Commission Statement Type. It is a method to allow for different levels of detail to be defined for each National Account, and still allow all Invoices to be run in a single batch. In this case, the option levels will define how the information on the invoice will be sorted, and what details will be included. For examples of how this option will affect the report output, see the help file for the Invoices Report.
Show All Child Invoice Numbers
Checking this will direct the system to show (for reference) all invoice numbers that have been combined into this invoice on the Invoice.
A/R Balance
Current outstanding balance of money owed by this National Account.
A/R Past Due
Current outstanding balance of money owed that is past due, based on the Billing Terms for this National Account. The “Billing Type” as defined above defines the start date for balances. An amount is considered Past Due when the number of days after this “billing date” exceeds the Grace Period defined in the Billing Terms.
Hold Credit Limit
Defines the maximum “A/R Balance” permitted for this National Account. Orders cannot be taken or deliveries made on the handheld until a payment is received to bring the “Past Due A/R Balance” below this number.
Note: Orders will still be able to be created on the client, but sales will not.
Warn Credit Limit
When the “Past Due A/R Balance” exceeds this level, an alert is given so that the National Account can be reminded that a payment is needed. Additional sales can continue to be made until the “A/R Balance” reaches the Hold Credit Limit.
Recalc A/R
Pressing this button will cause the system to recalculate the A/R Balances, including new payments and invoices.
National Account Misc:
In Service Date
This field can be left blank. It is a place to record the date when a National Account is first established.
Out of Service Date
In VendMAX, most Master File records cannot simply be deleted, because other table records in the VendMAX database refer to them. As an example, if there are Vend Visits, which have, been created against a POS that POS must remain in the database forever. However, Vending Operators sometimes loose an account, reduce the number of POS’ at an existing account, or sell a vending machine. Therefore, there needs to be a way to leave the record in the database, and still make it disappear from all reports and lists within the system. That is accomplished by entering a date into this field. This date will establish when this record is no longer to appear in these reports and other lists.
This record can be brought back into service simply by erasing the date from this field.
User Defined Fields
The Miscellaneous tab allows you to setup and maintain 10 User Defined data fields for National Accounts. Most Master Tables in VendMAX provide a place to create and maintain 10 User Defined data fields. The use of these fields is optional.
GST Tax Exempt
Checking this box will cause this record and all those below it to be exempt from GST
National Account Scheduled Event Info:
This Tab allows you to specify which days are Holidays. This allows VendMAX to appropriately adjust estimates for Service Orders, which affect Pre-kitting, Automatic Truck Loading, and Dynamic Scheduling. VendMAX will assume that no items were sold that day, as the Point of Sale was closed.
To schedule an event, right-click on the correct date. The following options will appear:
Add Event– Use this to create a new Event as outlined below
Edit Event– Allows the alteration of an existing event
Delete Event– Allows the removal of an existing event
If an Event is already in place of the date selected, there may be other options:
Add Yearly Event/Add One-Time Event– Allows the addition of another Event on the same day
Override Event– If an Event has been created at a higher level; this may be used to ignore it at this level
When adding or editing an Event, the following will appear:
Description
Enter a name for this event; I.E. Independence Day, Plant Shutdown, etc
Recurrence
Choose whether this is a ‘One-Time’ or ‘Yearly Event’. Remember that many holidays do not fall on the same date year after year and should be set as ‘One-Time’
Cancel Event
Use this to cancel or override an event, especially if it is set at a higher level.
Creating a CUSTOMER in VendMAX.
What is a Customer?:
All Transactions in VendMAX occur in relation to Points of Sale. A Point of Sale must belong to a Location, and a Location to a Customer. This hierarchy is mandatory in VendMAX. Therefore, all account setup begins with a Customer. Each Customer may have one or more Locations, but must have at least one. In fact, to make the process of setting up small Customers easier, VendMAX will create one default Location for each Customer.
Customer Header:
Description
Descriptive name of Customer. This does not need to be the proper name for mailings, commission checks, invoices, etc. The customer name, which is used for these formal documents, comes from the first line of the address field. Therefore, the customer description contained here can be an abbreviated or common name. Keep in mind that the description here is used, in a truncated form, on many forms and reports as the first part of the hyphenated customer / location field. In this format, the description is often truncated for brevity. Therefore, keep it simple and short. Abbreviations are recommended. But simple to reference
Code
This code, like all Master table codes in VendMAX, can be assigned by the user, or auto-assigned by VendMAX. If the field is left blank when creating a new Customer, the system will auto-assign the next sequentially available code number when the SAVE button is selected. The CODE for a customer can be changed at anytime in the future by any user with edit authorization of the Customer table in Security Settings. Codes can be alphanumeric, and up to 16 characters. Codes are required for each record, and must be unique within each site in the database.
Category
Category is available as another way to group and sort Customer records. The values, which are entered, are user defined, and no value needs to be entered.
Set button allows you to move a Customer to a different National Account. This option will only work before you have created any transactions for Points of Sale under this Customer. A dialog box will be revealed from which you can enter the new National Account name. This option can be very useful if you have made a mistake in assigning your hierarchy initially.Once you have created, vend visit or sales for POS under this customer, you should use the Move Customer button.
Move Customer – This option allows you to move all POS’s and locations for this customer to a different National Account. You can transfer inventory balances and schedules, but not tax and commission information. When you click on this button, the following dialog will appear:
New National Account
Select the new national account the locations and POS’s at this customer will be moved to.
Zone to Use for Equipment Moves
Select the Zone the equipment will be moved into and out of before, it is moved to the new National Account.
Transfer Schedule
This will copy the Route schedule that is currently set up at each POS.
Transfer Balance
Vending POS’s only: If this is checked, a new vend visit will be created for each POS with the beginning balance of the ending inventory of the last vend visit. The new vend visit will have the same date and time as the last vend visit before the move. This allows you to transfer the inventory balance.
Customer Comments:
The Comments screen is available for keeping track of contacts with your Customers. When a VendMAX user has a telephone call or a meeting with the Customer, this is a place to record that contact. The data entered here is simply free form text. It cannot be printed or searched. It is intended to provide a place to record these contacts so that other VendMAX users can read them later.
Comments
By hitting, the + a comment can be added here. The name of the current user, along with the current time and date, will be logged with the comment, so that you can track who added the comment and when. The Date/time, user name, and the first line of the comment will appear in the list window in the middle of the screen. The lower window contains the entire message, and is the area where a new message is entered.
Customer Address:
Address
This is the place to enter the main address for the customer. This address is used as the mailing address for Invoices, Commission statements, and other reports. If different locations within the Customer have different physical addresses, this information can be set on the Locations – Address screen. The first line of this 3-line address field should contain the proper name of the customer.
This will therefore appear on reports, statements, and under the information button on the handheld.
Phone Numbers
The Main Number is the place to store the main or front desk phone number for the customer. You can store the direct dial phone number for each Contact on the Contact screen. If you are maintaining a separate address for an individual Location, you can also store a main phone number for that Location on the Locations – Address screen. The same rules hold for the Fax number and the user-defined phone fields. These user defined phone fields can be used to define and store alternate numbers, like mobile, home, or pager numbers.
Internet Info
Enter internet and email information for this Customer. These are text fields, and are optional. You can store the internet info for each Contact on the Contact screen. If you are maintaining a separate address for an individual Location, you can also store internet info for that Location on the Locations – Address screen.
Customer Contacts:
The Contacts Tab is the place to keep track of individuals at the Customer with whom you have contact. This might include the administrator who orders Coffee Products, the CFO who initiated the vending contract, or the Food Services Manager who is your primary contact. By setting up these contacts, you can track individual addresses, direct dial phone numbers, and email addresses for each contact. Only one contact can be marked as Primary, and you must indicate one contact as primary.
Contacts List
The middle area of the Contacts screen contains a list of all contacts, which have been created for this Customer. Clicking on any of the names listed in this window will open their detailed information in the main screen area below. Notice that one and only one contact must be established as Primary for the Customer. The establishment of the primary contact only affects Customer reports, which print one name for each Customer. In that case, the Primary Contact will be used.
Address
This is the place to enter the specific address information for the current contact, if different from the main Customer address information stored on the Customer – Address information tab.
Phone Numbers
This is the place to store contact specific telephone numbers, like direct dial, direct fax, home, or cell numbers. The user defined phone fields can be used to define and store alternate numbers, like mobile, home, or pager numbers, as shown below.
Internet Info
Enter internet and email information for this Contact. These are text fields, and are optional. This would be the preferred place to store email addresses. It would be more likely to store the Customer web page information on the Customers – Address tab.
User Defined Fields
The Contact tab allows you to setup and maintain 10 User Defined data fields for Contacts. Most Master Tables in VendMAX provide a place to create and maintain 10 User Defined data fields. These can be created for the Customer as a whole, on the Customers – Miscellaneous tab. The User Defined fields on this screen are available for Contact specific information. The use of these fields is optional.
Customer Commission/Taxes:
The Commissions and Taxes Tab contains all of the settings for Commissions and Taxes that will be applied to each Point of Sale at this Customer. The settings on this tab will flow down to each Location at this Customer, and to each Point of Sale at each of these Locations. There is an opportunity to override these settings at one or more Locations or Points of Sale, if they do not apply. Therefore, it is recommended to setup Commissions and Taxes at this level, and handle any exceptions with an override at a lower level.
Statement Type
The Commissions Statement report was created with six different levels of detail. This setting allows you to establish what level of detail will be printed for this Customer when you run all of your commission statements. By saving this setting for each customer, you can run a single print job at the end of the month, and still provide different customers with the level of detail that they each require. To see an example of each of these detail levels, see the report documentation for the Commissions Statement report.
The Default Statement type you set here will apply only to Customer commissions. Note that if you have a commission defined at the Customer level under “Details”, it will override the default statement type.
Tax Area
Taxes are applied to Customers and by reference to Locations and Points of Sale by assigning the Customer to a Tax Area. Tax Areas may contain one or more individual Taxes, and each Tax may contain one or more Tax Item. A specific taxing authority, like “State Sales Tax”, or “County Snack Tax”, usually defines taxes. All taxes, which apply to a specific geographic area, like a county, are collected together into a Tax Area, which is named for that County. Therefore, this parameter allows you to establish to which Tax Area this Customer belongs. If there are some Locations, which are outside of the Customer’s main Tax Area, you can define an Override at the Location Level.
This application button will expose a dialog window which will show all of the Tax Items which are in effect for the Customer. This is provided as a quick check to make sure that the Tax Area assigned to the Customer accurately represents the Tax definitions for the Customer’s Points of Sale. The dialog box also provides the ability to call up Tax definitions from the History Table, to see how these Tax rules have changed over time. There is also a button to Copy this information to the Windows clipboard, which can then be pasted into other Windows applications like Word or Excel.
Commissions
This is the area to define all of your Commission Agreements.
Handheld Note
This is a free-form text area to enter a note for the Route Driver. The field will accept up to 55 characters. The note will appear as a popup on the handheld. The message will appear when the driver first selects this location. The text entered into this field will continue to appear each day that the driver services any POS at this Location, until the text is removed.
Standard Mechanic
This will allow the user to assign a standard mechanic for the account. This assignment will automatically apply to each Point of Sale below the Location, unless a different Mechanic is assigned at the lower level on the POS – Misc tabs. The standard mechanic can also be set on the Customers – Misc tab, whose setting will be applied to this Location and all of its Points of Sale unless overridden by a setting at a lower level.
When Service Calls are created, if a standard mechanic has been assigned to the POS needing service, then VendMAX will automatically populate the “Dispatch To” field on the service call.
In Service Date
This field can be left blank. It is a place to record the date when a Location is first established.
Out of Service Date
In VendMAX, most Master File records cannot simply be deleted, because other table records in the VendMAX database refer to them. As an example, if there are Vend Visits, which have been created against a POS that POS must remain in the database forever. However, Vending Operators sometimes lose an account, reduce the number of POS’ at an existing account, or sell a vending machine. Therefore, there needs to be a way to leave the record in the database, and still make it disappear from all reports and lists within the system. That is accomplished by entering a date into this field. This date will establish when this record is no longer to appear in these reports and other lists.
This record can be brought back into service simply by erasing the date from this field.
User Defined Fields
The Miscellaneous tab allows you to setup and maintain 10 User Defined data fields for Customers. Most Master Tables in VendMAX provide a place to create and maintain 10 User Defined data fields. The use of these fields is optional.
GST Tax Exempt
Checking this box will cause this record and all those below it to be exempt from GST. (For Canadian use only)
Customer – Service Call History
The service call History Tab is designed to give a quick view of Service Calls, which have been placed against Points of Sale at this Customer.
Every Form View detail tab of Customer data maintains the header information shown below.
Limit To
If this check box is left blank all service calls for all Vending and Delivery Points of Sale will be shown. If you check this option box, then the next three-parameter fields can be used to filter the list of Service Calls, which will appear. These options will allow you to limit the Service Calls in this list to those with an:
Opened Date
Dispatch Date
Promised Date
Closed Date
Void Date
Between the first and second dates entered into the field. These settings have no effect if the Limit To box is not checked. This is illustrated in the graphic below.
Load History
When the Service Call History tab is initially opened for a Customer, no data will appear in the grid view of service calls. If you decide to limit the list of calls by setting a date used if Limit To check box is checked. Once parameters have been entered, hit this button to show the filtered list of service calls. If you do not wish to filter the list, leave the Limit To check box unchecked, but you will still need to select the Load History button to retrieve the data.
Customer – Pricing
Pricing for Delivery products can be set at the Customer level on this page, which will then automatically apply to all Locations and all Points of Sale below this Customer. Pricing Rules can be overridden at these lower levels if necessary. You may also choose to leave the Pricing Rules empty at the Customer level and set them directly at the Location or Point of Sale levels. The typical VendMAX strategy of setting rules at the highest level that they apply is employed here just as it is with defining Commissions and Sales Tax rules. This requires less effort in setup and less work to maintain. For a full explanation of pricing strategy, see DeliveryMax pricing strategies
Pricing Sheet
This field is used to select a Pricing Sheet, which is created in the Master File Pricing Sheets. If a Pricing Sheet is assigned, the Pricing Rules, which are defined in the Pricing Sheet, will apply to all Delivery Points of Sale, which fall below this Customer in the hierarchy. Any specific Pricing Rules, which are defined on this tab in the Pricing Rules section, will override any conflicting Pricing Rules included by implication from the Pricing Sheet defined here.
Press the button to view all defined Pricing Rules for this Customer. This will include any rules from an assigned Pricing Sheet, with modifications based on conflicts from the Pricing Rules section, and any non-conflicting Pricing Rules defined below. The dialog, which appears, will provide the option to select a date in the past or future to see what pricing rules applied at that time.
Pricing Rules
This window will contain one or more dates, which correspond to the effective dates of Pricing Rules, which have been in effect for this Customer in the past, present or future. Pricing Rules essentially contain an effective date, and a collection of Pricing Rule Items. By selecting one of the dates shown in this window, the Price Rule Items window below will reveal a list of all of the Pricing Rule Items that are defined for that effective date. This provides a historical reference of pricing changes over time.
To create a new Pricing Rule, or to edit an existing Pricing Rule, see EDIT RULES, below.
This button will first expose a dialog to select the effective date of a Pricing Rule to edit. You can choose to edit an existing Pricing Rule by double clicking on the effective date of the Rule you would like to edit. See DeliveryMax pricing strategies for information on creating Pricing Rules for an explanation of how to create new Rule Items, delete existing Rule Items, or delete existing Rule Items. If you would prefer to define a new Pricing Rule, with a new effective date, simply choose the button to create a new record in this table. This will expose the following Price rule creation dialog.
If “Create pricing rules based on the rules for the following, selected effective date: is selected and then OK pressed, DeliveryMAX will populate the items and prices from the selected effective date in the Pricing Rules Items Screen. You can then select a new effective date and adjust the prices of any items on the list, or add or remove items as necessary.
If selecting “Create pricing rules from scratch”, you can select the new Effective Date.
TIP: Pricing Rules can be created with effective dates for some time in the future. This is a great tool to use when price increases become necessary. You can communicate your intention to increase pricing effective the beginning of next month with your customers. You can then take your time in setting up these Price Rule changes in the database, with an effective date of the fist of next month. This will prevent you from having to edit all Price Rules for all Customers on the first day of the month.Price Rule Items
This is the area where individual Price Rule items will be displayed after selecting a Price Rule Effective Date from the ‘Pricing Rules’ window described above. This area will show all Price Rules which are explicitly defined for this Customer. It will not show any Rule Items which are included by association to a Pricing Sheet, if one has been assigned. In order to see a consolidated list of all Price Rule Items, which have been applied to this Customer, select the
button above. In order to edit the rules shown in this window, select the
button and follow the step described in the Edit Rules section above.
Customers – Financials Tab
The Customer Financials tab is the place to define all aspects of payments and billing information for the Customer.
Every Form View detail tab of Customer data maintains the header information shown below. For more information on the data fields contained in this header area, see Customer Header section.
Field Descriptions
Dba Name (Doing business as)
The field can be used to record a secondary name for the Customer. This name is for reference only and is not used in any reports.
Dba Number
A reference field provided for the user. The Dba Number is not used in the system or on any reports.
The Price Change Password is visible when the Global Setting ‘Delivery price change requires password’is set to yes. This setting applies to the DeliveryMAX functionality on the Windows CE handheld. When activated, the handheld will require the driver to enter a password before being allowed to change a customer price. The process works like this:
The driver needs to change one or more prices for customer ‘A’, before printing the invoice.
The handheld is requesting a password.
The driver calls the office, explains the need for the price change, and requests the password.
The office presses this button on the specific customer.
The office relays the password in the pop-up to the driver.
The driver enters the password on the handheld and is able to change the invoice prices.
Note: The password is temporary and only works for the current handheld session and the specific customer. Once entered, the driver is authorized to change invoice prices for any POS for the customer.
Billing Terms
Billing terms are assigned to the Customer here. For a full description of Billing Terms, their creation and options see this link.
Tax ID
This is the area to record the Tax ID number for a tax-exempt customer. Simply by entering any data in this field, VendMAX will not calculate a Tax value for products sold through a Delivery Sale or a Vend Visit. This Tax ID number will also appear on the Invoices and Statements printed for this Customer.
The name to which Commission checks are made out. If this is left blank, VendMAX will use the name of the Primary Contact on the Customer – Contacts tab.
Enter the mailing address if it is different from the physical address entered in the Address Tab. This address, if entered, will be used on Commission Statements and Invoices.
Current outstanding balance of money owed by this Customer.
Current outstanding balance of money owed that is past due, based on the Billing Terms for this Customer. The “Billing Type” as defined above defines the start date for balances. An amount is considered Past Due when the number of days after this “billing date” exceeds the Grace Period defined in the Billing Terms.
TIP: The customer’s past due amount is calculated when:Generate Accounts Receivable is run from Activities menu.
Recalc A/R button is pressed for the customer.
A delivery sale is created on the client for a customer POS.
A payment is created on the client for a customer POS.
The handheld uploads a payment for a customer POS.
A/R Unbilled
The amount of delivery sales that are in the system but are not marked as printed/posted. These delivery sales are not considered part of A/R and will not show on statements, aging, etc. It is common to see unbilled delivery sales when the customer billing type is “Bill Later” or “Combine and Bill”.
Recalc A/R
Pressing this button will cause the system to recalculate the A/R Balances, including new payments and invoices.
Cashless Two-Tier Price Adjust
Check the Override check box to set a cashless price adjustment, which will apply, to all vending POS, which belong to the customer. Two Tier pricing can be overridden at the Location and POS levels. For more details on Two Tier pricing, see “How to do two tier pricing”.
Pay To Customer
Commissions accrued from sales in Points of Sale assigned to this customer can be paid to another customer by entering that Customer name in this field.
TIP: The Commission Review report shows commissions based upon the customer assigned to the POS. It does not show the Pay-To customer defined here. It is the Commission Statement that shows this Pay-To customer and all the customers attached to the Pay-To.It is recommended to set up User Commissions for paying commission payments earned from the sales of this Customer’s Points of Sale that will be sent to a Vending Management company. User commissions will show the Pay-to on the Commission Review and the Commission Statement.
Bill To Customer
Each Delivery Point of Sale has a field to define where bills will be sent for deliveries made to that POS. This field is defined on the Point of Sale – Man tab when this field is set to Customer, invoices for deliveries made to that POS are sent to the Customer to whom the POS belongs. If you would like to accumulate all of the POS invoices at the Customer level, but then actually send the bill to a third party, this is the area to define the third party Customer to whom the invoices will be sent. These invoice amounts will then be transferred to the “Bill-To Customer”, and all features related to Accounts Receivable, Payments, Credit Limits and Billing Terms would then apply from the “Bill-To Customer”.
This button will open the following dialog:
The Credit Card information dialog offers a place to store the basic information about a credit card, which will be routinely used for payments. This will allow VendMAX client or handheld users to accept a credit card payment without the task of recording billing address information each time. For security purposes, this dialog does not allow the recording and storage of the actual credit card number or expiration date. This information must be captured and recorded with each payment.
Show All Child Invoice Numbers
Checking this will direct the system to show (for reference) all invoice numbers that have been combined into this invoice on the Invoice.
Subsidy Billing Type
This setting determines how the delivery sale invoice is created when subsidy billings are posted. This option over-rides the subsidy setting found in Global Settings.
Based on Global Option When subsidies are posted, it will create the delivery sale based upon the subsidy setting found in Global Settings.
Invoice Per Account When subsidies are posted, it will create one delivery sale that includes all subsidy POS belonging to this customer.
Invoice Per POS When subsidies are posted; a delivery sale will be created for each subsidy POS.
This setting determines how the delivery is created when rental billings are generated.
No Generates a delivery sale per POS rental and follows the setting defined at the location level.
Yes When rental invoices are generated, it will create one delivery sale that includes the rental amounts for all POS belonging to this customer.
Use Higher Level Setting When rental invoices are generated, it will create one delivery sale at the National Account level for all POS belonging to this customer. If no national account is assigned, this setting generates the same results as “YES”.
Salesperson
Set this to the salesperson responsible for the customer.
Defines the maximum “A/R Balance” permitted for this Customer. Orders cannot be taken or deliveries made on the handheld until a payment is received to bring the “A/R Balance” below this number.
Note: Orders will still be able to be created on the client, but sales will not.
When the “A/R Balance” exceeds this level, an alert is given so that the Customer can be reminded that a payment is needed. Additional sales can continue to be made until the “A/R Balance” reaches the Hold Credit Limit.
Standing Purchase Order Number
A purchase order entered here will print on invoice reports and will be downloaded to handhelds to print on handheld invoices.
Billing
This starts the time from which accounts receivable aging commences as well as the calculation of finance charges. Options include:
Bill on Delivery The invoice is considered delivered at the time the delivery sale is entered into VendMAX. This would normally be the choice if the delivery driver were leaving a printed invoice with the delivery.
Bill Later The invoice will be printed later and the aging will start at the time of printing. If billing were a function performed at the end of the month, this would be the appropriate setting.
Combine and Bill Later This invoice along with others will be combined into a single Invoice at a future time. This combined Invoice will be printed and sent to the Customer. The aging time will start at when the invoice is printed. The act of combining invoices can be performed by selecting the “combine invoices” option on the Generate A/R function screen, or by selecting the same option when running the Invoices Report.
This setting is analogous to the Commission Statement Type. It is a method to allow for different levels of detail to be defined for each Customer, and still allow all Invoices to be run in a single batch. In this case, the option levels will define how the information on the invoice will be sorted, and what details will be included. For examples of how this option will affect the report output, see the help file for the Invoices Report.
Checking this will direct the system to set up automatic emails for invoices or statements, based upon the check box settings. This eliminates the manual process of mailing these documents. Automated Billing works when the Billing Type is set to “Bill on Delivery”. For more information on Automated Billing, see “How to set up Auto Billing”.
TIP: A standard subject line is provided on automated invoice and statement emails, which references the invoice number (for invoices) or the billing period (for statements). The subject line can be customized to help prevent the email being treated as spam and not delivered. Please contact Technical Support for assistance in making changes to the subject line, as this is a hidden setting.
Printed Sales
Checking this will direct the system to e-mail new delivery sales to the recipients defined in the Recipients for Invoices section. Only delivery sales, which are marked as printed, will be emailed. Emails will begin sending the day after this setting is turned on.
The emails will be sent using the automated E-mail/Statement Start Time setting found in Global Settings
Periodic Statements
Checking this will direct the system to automatically e-mail invoice statements to the recipients defined in the Recipients for Statements section. Use the drop list to choose the reporting period for the invoice statements.
Be sure to set the Global Setting “Delay Periodic Statement by # of Days” on the E-mail Notifications tab.
Use Primary Contact
Checking this will direct the system to e-mail the delivery sale to the primary contact assigned to this customer.
Recipients for Invoices (click here to edit)
Provides a pop-up screen for entering additional e-mail recipients for the delivery sale.
Selected EMails
Contains the list of additional e-mail recipients designated to receive automated delivery sales.
Add/Edit/EMails
Add from Contacts brings up the list of contacts from Customer Contacts.
Add/Edit Text Type in the e-mail address. As you type in an address, the
button is activated. Press the Add button to add the e-mail address.
To remove or edit a manually entered e-mail address, highlight the address and press Edit or Delete.
Customers – Alert Profile Assignment
Alert profile assignments can be set and viewed on Customers, National Accounts, Locations, and Points of Sale. Overrides can be created at any of these levels.
The Alert Profile assignment screen has three sections. The bottom two sections can be hidden/unhidden using the plus (+) and minus (-) signs on the bottom right side of the screen.
Alerts in Effect
Overrides/Individual Alerts VEQ Type
Alert Parameters and Actions
TIP: All changes made to the Alerts Profile Assignment screen are immediate. There are no “OK” and “Cancel” buttons to save/undo changes.
The Alerts in Effect section shows the alert profiles assigned to each type of vending equipment.
– This button provides a popup listing the alerts assigned to the highlighted profile.
Code – The Vending Equipment Type code associated with the Vending Equipment Type.
Description – The description for the Vending Equipment type.
Profile Name – The name assigned to the Alert Profile.
Profile Description – The description for the Alert Profile.
Override – When checked, this indicates the alert profile has been altered. Common overrides include the addition or removal of alerts from the profile or changes to alert parameters, which dictate when the alert is triggered. Be sure to check a check box for any profile to which overrides will be performed.
Overrides / Individual Alerts (VEQ Type)
This section is based upon the profile highlighted in the Alerts in Effect section. All changes made in this section will affect the highlighted alert profile assigned this Point of Sale.
– Allows the user to add any alert to the specific profile assignment highlighted in the Alerts in Effect section. For example, say we have an alert profile called “MDB_Dex” and it is assigned to multiple VEQ types (snack and beverage). If you highlight the profile assigned to Snack and click on “Add Individual”, the alert you add will be added only to the snack VEQ type. It will not be added to the beverage vending type even though they are assigned the same profile.
All alerts added using the “Add Individual” button could be seen in the Individual section as shown below. The Level column indicates the hierarchal level at which the override was created. In this example, the ‘Add Individual’ button was used on a customer.
The override applies to all POS controlled by the level. In this example, it is assigned at the customer level, and all POS assigned to the customer will be affected by the override.
– Puts the screen in ‘Global’ mode meaning all subsequent actions will apply to all profiles assigned at this level of the hierarchy. The screen stays in ‘Global’ mode until “Add Individual” button is pressed or the screen is closed.
When the Add Global button is pressed, a popup appears allowing you to add any alert to this level of the hierarchy. The new alert is identified in the Global section. The level indicates the where the override was created. In this example, it was created at the Customer level.
The alert is added to all profiles and applies to all POS controlled by the level. For example, if assigned at the customer level, all POS assigned to the customer will be affected by the override.
Description – The description of the Alert.
Name – The name of the Alert.
Override – When checked, this indicates a parameter change is in effect which overrides the default Profile Assignment for this Vending Equipment Type.
Cancel – When checked, this indicates the alert has been disabled and is not being monitored.
Level – Indicates the hierarchal level at which profiles and overrides have been assigned.
Alert parameters and actions allows you to override Alert Profile settings. Keep in mind these parameters will update the alerts based upon the “Add Individual” and “Add Global” buttons. For example, if the current mode is “Add Global”, any change to alert parameters or any new action added will be added to all alerts in the profile.
For detailed definitions of each alert parameter, see Supported Alerts. To override a parameter, click in the “Assigned Value” column and enter the new value for this alert.
Use the Add actions buttons to add new actions to the alert. For detailed instructions on adding Alert Actions, see Alert Profiles – Actions.
Customer – Online Device Settings
The Online Device Settings Tab is used to remotely configure the Crane telemetry devices connected to the vending equipment, which is assigned to the Point of Sale for this customer. Crane telemetry devices can be remotely configured from the Online Device Settings tab on Customer, Location and Points of Sale Masterfile’s.
Warning: Always use VendMAX to remotely configure your devices. Do NOT use the Streamware Portal to make changes to your device settings. Please contact Technical Support if you are unsure.
Each evening, Crane telemetry devices connect with StreamwareConnect and look for new updates. During this process, the devices will receive the configuration changes, which have been entered in VendMAX. In normal conditions, the devices are typically updated by the following day. However, when there are problems with signal strength or other issues, which interfere with the nightly communication, the device will not receive the new settings until the issue is resolved. See the Not Updated POS section below for the list of devices, which have not received the configuration changes.
TIP: There are two hidden Global Settings in VendMAX, which define the default Cash Discount amount and the default Remote DEX times when a new device is installed. Contact Technical Support for assistance when changes to these settings are desired.Field Descriptions
DEX Times
Entered Value – This field contains the new dex times, which will be configured on all Crane devices, assigned to this customer. Devices will be updated when they next communicate with StreamwareConnect. Normally devices communicate every evening, but low signal strength or other factors can prevent a device from successfully communicating. When this occurs, the device will try several times and make repeat attempts each evening until the connection is successful.
Last Change – This field contains the date of the last change. When a change is pending, this is the date the pending change was entered in VendMAX. When a change is not pending, this date is the last time the device was updated.
– Use this button to select the DEX times. Time is displayed in military time. Tap on a time to select it. To change a time, tap on the selected time to unselect it, and choose a new time by tapping on it.
Cash Discount
Entered Value – This field contains the new cash discount, which will be configured on all Crane devices assigned to this customer. Devices will be updated when they next communicate with StreamwareConnect/ Simplifi. Normally devices communicate every evening, but low signal strength or other factors can prevent a device from successfully communicating. When this occurs, the device will try several times and make repeat attempts each evening until the connection is successful.
Last Change – This field contains the date of the last change. When a change is pending, this is the date the pending change was entered in VendMAX. When a change is not pending, this date is the last time the device was updated.
– Use this button to select the Cash Discount. The cash discount is the number of pennies, and there is a whole number. For example, 10 represents a cash discount of 10 cents.
This section shows the Point of Sale, with Crane telemetry devices, which have not received the VendMAX configuration changes.
When you configure new DEX Times and save your changes, all Points of Sale with Crane devices, which belong to this customer, will be listed. When the device communicates with StreamwareConnect and receives the new dex times, it will be removed from the list. When a device remains on this list for an extended period, it indicates the device has tried repeatedly to communicate with StreamwareConnect and there is a communication problem, which needs attention.
Creating a LOCATION in VendMAX
What is a Location?
All Transactions in VendMAX occur in relation to Points of Sale. A Point of Sale must belong to a Location, and a Location to a Customer. This hierarchy is mandatory in VendMAX. Therefore, all account setups begin with a Customer. Each Customer may have one or more Location, but must have at least one. In fact, to make the process of setting up small Customers easier, VendMAX will create one default Location for each Customer. The default Location will be created with the same description of the Customer. This default location record should be edited to the physical location in the building. AN example would be “Main Breakroom, 1st Floor Hallway” Etc. VendMAX does this in order to make account setup faster.
Location Header:
Description
Descriptive name of Location. This is usually a descriptive name for the location, like “Break Room” or “Warehouse”. The primary purpose of the Location description is to direct the Route Driver to the correct place. The name chosen here is displayed on the Handheld, along with the Customer description. Each location within a Customer must have a unique description. In this format, the description is often truncated for brevity. Therefore, the shorter the name the better. Abbreviations are recommended.
Code
This code, like all Master table codes in VendMAX, can be assigned by the user, or auto-assigned by VendMAX. If the field is left blank when creating a new Location, the system will auto-assign the next sequentially available code number when the SAVE button is selected. The CODE for a Location can be changed at anytime in the future by any user with edit authorization of the Location table in Security Settings. Codes can be alphanumeric, and up to 16 characters. Codes are required for each record, and must be unique within each site in the database.
Category
Category is available as another way to group and sort Location records. The values, which are entered, are user defined, and no value needs to be entered.
Customer
This field shows the Customer to whom this Location belongs, in the hierarchy. You have the option of changing the Customer association by clicking on the “Set” button.
The Set button allows you to move a Location to a different customer. This option will only work before you have created any transactions for Points of Sale at this location. A dialog box will be revealed from which you can enter the new Customer name. This option can be very useful if you have made a mistake in assigning your hierarchy initially.
Once you have created, vend visit or sales for POS under this location, you should use the Move Location button.
This option allows you to move all POS’s at this location to a different customer. You can transfer inventory balances and schedules, but not tax and commission information.
When you click on this button, the following dialog will appear:
New Customer
Select the new customer the POS’s at this location will be moved to.
Zone to Use for Equipment Moves
Select the Zone the equipment will be moved into and out of before, it reaches the new location.
Transfer Schedule
This will copy the Route schedule that is currently set up at each POS.
Transfer Balance
Vending POS’s only: If this is checked, a new vend visit will be created for each POS with the beginning balance of the ending inventory of the last vend visit. This allows you to transfer the inventory balance.
Location Comments:
The Comments screen is available for keeping track of contacts with your Customers or Locations. When a VendMAX user has a telephone call or a meeting with the Customer, this is a place to record that contact. The data entered here is simply free form text. It cannot be printed or searched. It is intended to provide a place to record these contacts so that other VendMAX users can read them later.
Comments
By hitting, the + a comment can be added here. The name of the current user, along with the current time and date, will be logged with the comment, so that you can track who added the comment and when. The Date/time, user name, and the first line of the comment will appear in the list window in the middle of the screen. The lower window contains the entire message, and is the area where a new message is entered.
Location Address Info:
Use Customer Info
If the address information for this Location is the same as that for the Customer to which it belongs, you can avoid re-entering the same data by selecting this check box. If you choose this option, any data already entered into the address area of the screen below will be lost, and the fields will be re-populated with the information from the Customer. If you intend to set a different Mailing Address for this Location, you cannot leave the “Use Customer Info” box checked. Uncheck it and reenter the address as below. This is the Shipping Address.
Address
This is the place to enter the main address for the location. This address is used as the mailing address for Invoices, Commission statements, and other reports, which are sent to a Location, unless a separate mailing address is entered on the financial page. The first line of this 3-line address field should contain the proper name of the location. This address information will appear under the information button on the handheld, if the route driver needs to know the proper address for a location. If the “Use Customer Info” box is checked, then the Customer address information will appear on the handheld instead.
Phone Numbers
The Main Number is the place to store the main or front desk phone number for the location. You can store the direct dial phone number for each Contact on the Contact screen. The same rules hold for the Fax number and the user-defined phone fields. These user defined phone fields can be used to define and store alternate numbers, like mobile, home, or pager numbers.
Internet Info
Enter internet and email information for this Customer. These are text fields, and are optional. You can store the internet info for each Contact on the Contact screen. In most circumstances, you would store email information for each contact on the Contact screen, and Web Page information for the Customer on the Customer – Address screen. However, if you choose to store some of that data at the Location level, the field is available for that option.
Location Contacts:
The Contacts Tab is the place to keep track of individuals at the Location with whom you have contact. This might include the administrator who orders Coffee Products, the CFO who initiated the vending contract, or the Food Services Manager who is your primary contact. By setting up these contacts, you can track individual addresses, direct dial phone numbers, and email addresses for each contact. Only one contact can be marked as Primary, and you must indicate one contact as primary. While it would be more common to store all Contact information with the Customer Master File, this tab provides the ability to create contacts and store their information as associated to a specific Location.
Contacts List
The middle are of the Contacts screen contains a list of all contacts, which have been created for this Location. Clicking on any of the names listed in this window will open their detailed information in the main screen area below. Notice that one and only one contact must be established as Primary for the Location. The establishment of the primary contact only affects Location reports, which print one name for each Location. In that case, the Primary Contact will be used.
Address
This is the place to enter the specific address information for the current contact, if different from the main Location address information stored on the Locations – Address information tab.
Phone Numbers
This is the place to store contact specific telephone numbers, like direct dial, direct fax, home, or cell numbers. The user defined phone fields can be used to define and store alternate numbers, like mobile, home, or pager numbers.
Internet Info
Enter internet and email information for this Contact. These are text fields, and are optional. This would be the preferred place to store email addresses. It would be more likely to store the Customer web page information on the Customer – Address tab.
User Defined Fields
The Contact tab allows you to setup and maintain 10 User Defined data fields for Contacts. Most Master Tables in VendMAX provide a place to create and maintain 10 User Defined data fields. These can be created for the Location as a whole, on the Location – Misc tab. The User Defined fields on this screen are available for Contact specific information. The use of these fields is optional.
Location Commission/Taxes:
The Commissions and Taxes Tab contains all of the settings for Commissions and Taxes that will be applied to each Point of Sale at this Location. A Commission value may have been set at the Customer level in Customer – Commission, which automatically rolls down to all Locations at that Customer. In that case, the default values shown on this screen can be left in place if they are appropriate, or overridden for the current Location. The settings on this tab will flow down to each Point of Sale assigned to this Location. There is an opportunity to override these settings at the Points of Sale level, if they do not apply to one or more Points of Sale at this Location. For ease of use, it is always recommended to set up commissions and taxes at the highest level in the hierarchy that they make sense. In many cases, this will be at the Customer level.
Statement Type
The Commissions Statement report was created with six different levels of detail. This setting allows you to establish what level of detail will be printed for this Location when you run all of your commission statements. By saving this setting for each location, you can run a single print job at the end of the month, and still provide different locations with the level of detail that they each require.
This setting will only affect the statement format printed for LOCATION commissions. It will have no effect over CUSTOMER commissions. The setting for Customer commissions will be taken from the Customer – Commissions tab. Note that if you have a commission defined at the Location level under “Details”, it will override the default statement type.
Tax Area
Taxes are applied to Customers and by reference to Locations and Points of Sale by assigning the Customer to a Tax Area. Tax Areas may contain one or more individual Taxes, and each Tax may contain one or more Tax Item. A specific taxing authority, like “State Sales Tax”, or “County Snack Tax”, usually defines taxes. All taxes, which apply to a specific geographic area, like a county, are collected together into a Tax Area, which is named for that County. Therefore, this parameter allows you to establish to which Tax Area this Location belongs. If there are some Points of Sale, which are outside of the Location’s main Tax Area, you can define an Override at the Point of Sales.
This application button will expose a dialog window which will show all of the Tax Items which are in effect for the Location. This is provided as a quick check to make sure that the Tax Area assigned to the Location accurately represents the Tax definitions for the Location’s Points of Sale. The dialog box also provides the ability to call up Tax definitions from the History Table, to see how these Tax rules have changed over time. There is also a button to Copy this information to the Windows clipboard, which can then be pasted into other Windows applications like Word or Excel.
Commissions
This is the area to define all of your Commission Agreements.
Location Financials:
The Location – Financial tab is the place to define all aspects of payments and billing information for the Location. The billing information stored in this record will only apply to Delivery Sales, which are marked at Bill to Location. Any transactions, which are Bill to Customer, will use the billing information setup on the Customer Financials tab.
Billing Terms
Billing terms are assigned to the Location here.
Tax ID
This is the area to record the Tax ID number for a tax-exempt location. Simply by entering any data in this field, VendMAX will not calculate a Tax value for products sold through a Delivery Sale. This Tax ID number will also appear on the Invoices and Statements printed for this Location.
Checks Payable To
The name to which Commission checks are made out. If this is left blank, VendMAX will use the name of the Primary Contact on the Locations – Contact tab.
Mailing Address Different
Enter the mailing address if it is different from the physical address entered in the Address Tab. This address, if entered, will be used on Commission Statements and Invoices.
Billing Type
This starts the time from which accounts receivable aging commences as well as the calculation of finance charges. Options include:
Bill on Delivery – The invoice is considered delivered at the time the delivery sale is entered into VendMAX. This would normally be the choice if the delivery driver were leaving a printed invoice with the delivery.
Bill Later – The invoice will be printed later and the aging will start at the time of printing. If billing were a function performed at the end of the month, this would be the appropriate setting.
Combine and Bill Later – This invoice along with others will be combined into a single Invoice at a future time. This combined Invoice will be printed and sent to the Location. The aging time will start at when the invoice is printed. The act of combining invoices can be performed by selecting the “combine invoices” option on the Generate A/R function screen, or by selecting the same option when running the Invoices Report.
Statement Format
This setting is analogous to the Commission Statement Type. It is a method to allow for different levels of detail to be defined for each Location or Customer, and still allow all Invoices to be run in a single batch. In this case, the option levels will define how the information on the invoice will be sorted, and what details will be included. For examples of how this option will affect the report output, see the help file for the Invoices Report.
Show All Child Invoice Numbers
Checking this will direct the system to show (for reference) all invoice numbers that have been combined into this invoice on the Invoice.
A/R Balance
Current outstanding balance of money owed by this Customer.
A/R Past Due
Current outstanding balance of money owed that is past due, based on the Billing Terms for this Customer. The “Billing Type” as defined above defines the start date for balances. An amount is considered Past Due when the number of days after this “billing date” exceeds the Grace Period defined in the Billing Terms.
Hold Credit Limit
Defines the maximum “A/R Balance” permitted for this Customer. Orders cannot be taken or deliveries made on the handheld until a payment is received to bring the ” A/R Balance” below this number.
Note: Orders will still be able to be created on the client, but sales will not.
Warn Credit Limit
When the “Past Due A/R Balance” exceeds this level, an alert is given so that the Customer can be reminded that a payment is needed. Additional sales can continue to be made until the “A/R Balance” reaches the Hold Credit Limit.
Recalc A/R
Pressing this button will cause the system to recalculate the A/R Balances, including new payments and invoices.
Location Misc Info:
Handheld Note
This is a free-form text area to enter a note for the Route Driver. The field will accept up to 55 characters. The note will appear as a popup on the handheld. The message will appear when the driver first selects this location. The text entered into this field will continue to appear each day that the driver services any POS at this Location, until the text is removed.
Standard Mechanic
This will allow the user to assign a standard mechanic for the account. This assignment will automatically apply to each Point of Sale below the Location, unless a different Mechanic is assigned at the lower level on the POS – Misc tab. The standard mechanic can also be set on the Customer – Misc tab, whose setting will be applied to this Location and all of its Points of Sale unless overridden by a setting at a lower level. When Service Calls are created, if a standard mechanic has been assigned to the POS needing service, then VendMAX will automatically populate the “Dispatch To” field on the service call.
In Service Date
This field can be left blank. It is a place to record the date when a Location is first established.
Out of Service Date
In VendMAX, most Master File records cannot simply be deleted, because other table records in the VendMAX database refer to them. As an example, if there are Vend Visits, which have, been created against a POS that POS must remain in the database forever. However, Vending Operators sometimes lose an account, reduce the number of POS’ at an existing account, or sell a vending machine. Therefore, there needs to be a way to leave the record in the database, and still make it disappear from all reports and lists within the system. That is accomplished by entering a date into this field. This date will establish when this record is no longer to appear in these reports and other lists.
User Defined Fields
The Miscellaneous tab allows you to setup and maintain 10 User Defined data fields for Customers. Most Master Tables in VendMAX provide a place to create and maintain 10 User Defined data fields. The use of these fields is optional.
GST Tax Exempt Checking this box will cause this record and all those below it to be exempt from GST. (Canadian use only)
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