Servicing a Vending POS

1.1 Vending POS Daily Procedure

The machine service screen is displayed when the POS is selected from the POS list or the machine barcode is scanned.  At the top of the machine service screen, the checkboxes indicate the service tasks to be performed on the machine.  In the example below, the machine is scheduled for service, collect and inventory.  To change a service type, tap on the designated checkbox to toggle the feature on or off.  For example, tap on the green collect to remove the scheduled collect.

NOTE:  When the user enters the POS screen, the machine service is activated. When the user exits the POS, a completed machine service will be uploaded to the Vending Management Software based on the upload configuration settings defined.    For VendMAX users,  the settings are found under Global Settings.    

Point of Sale
This screen activates the machine service and contains the list of tasks to be performed. (Service, collect, inventory, etc.). Enter the refund, changer refill, and bag number. The barcode icon in the bag number field can be used to activate the camera and scan the bag barcode.

To DEX the machine, insert the Bluetooth dex fob into the vending machine dex port and press the DEX button on the app. The light on the dex fob will blink to indicate communication, and the app will show the progress of the dex transmission.

When the dex communication is complete, press the selections icon to view the machine planogram. 


When using a mobile phone, the planogram is displayed in a list.

Tap on any product, to view and edit beginning inventory, adds, removed and spoils.

Ability to enter “Ending Inventory” instead of beginning inventories.  This feature is only available for VendMAX users who are using “Ending Inventory” method.

Inv? Indicates a selection without a beginning inventory.

100% Percentages and colors indicate the percentage of ending inventory to par. When a selection is filled to par, the percentage is 100%.  

Planogram Selections

Beginning inventory is automatically calculated when DEX is performed.  When prekitting, the Added field will contain the prekit estimates.  

Use your finger and swipe forward and backward through the planogram selections.  Swipe the selection speed dial at the top of the screen to scroll quickly through the selections.

ADS-Average Daily Sales.

Est – Estimated fill amount.

Ending Inv – Ending Inventory for the selection.

Empty Par – Number of empty spirals to fill to par.

Empty Cap – Number of empty spirals to fill to capacity.

Fill % – The fill percentage (Ending Inv/Par).

Tap the pencil, to change the Product, Price, Par, Capacity or Dex ID.  Access to these fields is based on user permissions.

Tap on the product description to change the product.  Use the product lookup or scan the product barcode to find the new product.

1.2  Using the Tablet Planogram

When using a tablet, the user sees a visual planogram, and can perform machine fills using one screen.

Product Image

The selection’s beginning Inventory is listed immediately below the product image. When dexing, inventory is automatically calculated after dex is taken.

The quantity added is displayed. When the POS is set to prekit, the adds are automatically populated with the prekit amount.

Planogram View

Tap on the product image to enter beginning inventory and fill information. 

While the number pad is visible, use your finger to swipe and scroll up and down through the planogram rows.  Tap on any product to open it.  Or use the arrow buttons in the popup window to navigate through the selections.

Tap the X in the top right corner to close the popup and numberpad and return to full planogram view.

When finished filling all selections, tap the review icon at the top of the screen to ensure all selections are filled properly.  For each selection, the fill percentage is displayed along with the number of empty spirals.  Red and yellow selections provide quick insight into the selections which are not filled sufficiently.

This is the end of tablet specific features

1.3 Completing the Machine Service

When finished filling products, press the back/return button to return to the planogram list.   Before exiting this screen, quickly scroll through the products to ensure each selection is adequately filled, and the fill percentages are all green.

View the Fill % before exiting the machine.   Green fill % indicates the selection is filled to an acceptable level.

Red ‘Inv ?’ indicates the inventory is missing and driver should go back to the selection and enter the beginning inventory.

Common reasons for Inv? include, the beginning inventory could not be calculated from dex (maybe dex is missing), or the driver did not enter a beginning inventory.

When finished with the products, return to main POS screen. 

If you want to immediately send the completed visit to the main system, and by-pass waiting period defined in your configuration settings,  use the 3 dot menu and choose Force Upload. Keep in mind, when the app is configured for Wi-Fi only, the Upload button will process the visit only when the smart device is Wi-Fi connected.

When finished with the machine service, press the back button to return to the POS list. Once you exit the POS, your configuration settings will determine when the completed visit is uploaded to the main system. 

When finished servicing all scheduled POS at the location, press the back button to return to the daily schedule list.  When the back button is pressed before all scheduled POS have been serviced, the following message will be shown.

When finished with all POS at a location, press the return button to navigate to the Location List.

The following screen is displayed when the user opens a POS and the service is already completed and uploaded to the main system.  If the user did not intend for a visit to be uploaded when he/she previously entered into the POS, the more menu contains a Void option to void the uploaded visit.

Void & New Menu Options

When the user accidently creates a visit before completing the machine service, the void option can used to void the uploaded visit and start over. Once voided, all user-entered data from the uploaded visit is gone.

When the uploaded visit is a valid visit, and a second visit is desired, choose New and create a new visit.

1.4  Performing a Vending Product Change

Follow these steps to perform a vending product change on the app.

Step #1:    

Inventory the selection, by physically counting the selection or dexing the machine.

When physically removing the old product, enter the beginning inventory value into both the ‘Inv’ and ‘Removed’ fields.

Step  #2

Tap the pencil at the top of the screen, and the product description will turn into a link.

Tap on the product description.

Step #3

There are several ways to choose the new product.

  • You can scroll down the product list.
  • You can find products by expanding/collapsing the product families.
  • Tap the search icon and enter a portion of the product description or product code to search for the product.
  • Tap the search icon and the barcode icon, to use the device’s camera and scan the product’s barcode.

Step #4

After selecting the new product, choose whether the product change will be permanent or one-time.

Permanent means the machine will continue to carry this product and the planogram will be permanently changed to the new product.

One-time means this is a temporary product change and the planogram will not be changed to the new product. 

Step #5

When using VendMAX, the warehouse or truck inventory for the old product will be increased (for product returned), and the warehouse or truck inventory for the new product will be depleted (product added to the machine).

The visit will contain the new product. 

Updated on January 16, 2020

Was this article helpful?

Related Articles

Keys to VendMAX Success in 2020
Have you registered a designated support contact for VendMAX? Could you benefit from VendMAX training? Need to request a VendMAX upgrade? We have you covered!
Click Here