Objective
The goals for the participants in this session is to demonstrate knowledge of all the administrative functionalities to be covered, have the ability to backup the database through SQL Server Management Studio and to setup two Master Files. The Named Periods and Vendors master files will be covered during this session. Please take notes on the subjects that are covered as everyone involved in this session will need to be certified upon completion for knowledge in these areas.
Administration
Changing Passwords
The Change Password function under the Administration menu is available to allow a user to change their password. This can be done as often as you like. After choosing this function, a dialog box will appear, allowing the user to enter the new password. Since the text does not appear as you type the password, you will be asked to enter the new password twice to make sure that you did not make a mistake the first time. An Administrator with Security Access to Edit Employees and Users data can change any user’s password. If you would like to prevent a user from changing their password, assign them to a Security Profile which does not nclude “Admin: Change Password”.
Global Settings
The settings contained in the Global Settings list will control the applicable functions for all users. Once set these will remain for all future sessions for all users until they are changed. This session is an overview of what each section will provide for you as you utilize VendMax
For simplicity the Global Settings are organized in categories. Click on a category in the list to jump directly to the settings for that area.
Alerts
Alert Impact Ranges– This setting determines the color coding at the bottom of the VendMax program to show the “Traffic light”. The icons illustrate the impact of the alerts. The colors which are red, yellow and green are based on sales impact of each alert. For this example 15;50;100 indicates a sales impact of 0-15 dollars is green, 16-50 dollars is yellow and 51-100 is red.
Alert Notification interval (sec)- This setting defines the periodic ping for MDB alerts defined seconds. Default is 10 minutes or 600 seconds. This setting pertains to Alert processing functionality. It is the time delay between the alert arrival and when it is raised.
Alert Sales Impact: Number of Collects to use for historical data- When using the Sales Impact option from history, this setting indicates how many collects it will include in the calculation of lost sales. Default is 7.
Alerts- Minimum Volume Threshold- When using DEX based alerts, this setting is used to figure out if the alert should be raised compared to Average Daily Sales. If ADS is below the threshold, the alert may not be raised. Final decision for raising an alert is based on a number of condition. Default value is 0.00
Default Alerts Assignments Profile- This setting indicates the alert profile to be used when no alert profile assignments are set. This setting is based on the Alert Profile “Code”. Default value is 1.
Dex Alert Process Time- Dex alerts are processed every 24 hours. Users can determine when the service runs in order to avoid possible system slowdowns or conflicts with other data processes. Default value is 00:00.
E-mail Notification Options- This setting is a numerical value that combines all default e-mail notification statuses together. Users should not need to alter this setting unless
directed by Technical Support. Default value is ‘9’.
E-mail action show status in the last days- This is a hidden value and users should not change the value unless directed by Technical Support. Default value is blank.
Profile Assignment – ‘Add Override’ Search- This setting determines how records are sorted when selecting the “Add Override’ option from the Alert Profiles Assignment function. Options are “Description-Code” and “Code-Description”.
Require Comment on Status Change- When set to “Yes”, this setting will require the user to enter a comment when changing the status of an alert. Recommended default value is Yes.
Sellout Alert Percentile- This setting is used in with the Product Sellout Alert and indicates which products in the machine are considered a high, medium or low sales volume. Each value is separated with a “;” and the sum of all 3 segments should be 100. For example, ’33;33;34′, indicates products with less than 33 percent of machine sales will be considered “low” sellers. Products between 34 and 66 will be considered medium, and products between 67 and 100 will be top sellers. If you’d like to use the sellout alert based upon sold out products only (ignoring top and medium DOI or Days of Inventory), set this value to “0;0;100”.
Coin Counter Cash Accountability
Acceptable CoinMech O/S for Driver Procedure Explanation– The value entered here is used to compare the current CoinMech O/S to another value for the purpose of identifying if the driver is following proper procedures. For example, if the current CoinMech O/S is short $60 and the prior CoinMech O/S is over $59.00, VendMax will provide an initial explanation for the current shortage as “Driver Procedure” when this global setting is $1.00 or higher. If the global setting is less than $1.00, in this example the explanation will set to “Unexplained”.
Acceptable Recycler O/S for Driver Procedure Explanation- The value entered here is used to compare the current Recycler O/S to another value for the purpose of identifying if the driver is following proper procedures. For example, if the current Recycler O/S is short $60 and the prior CoinMech O/S is over $59.00, VendMax will provide an initial explanation for the current shortage as “Driver Procedure” when this global setting is $1.00 or higher. If the global setting is less than $1.00, in this example the explanation will set to “Unexplained”.
Coin Cntr: Auto Fetch Vend Visits-This option controls a function called “Blind Counting” This is an optional method of operating the coin room in your vending operation. A full description of this counting method is available in the Count Money Overview.
Coin Cntr: Auto Fetch VV order- This option controls where vend visit the money is posted when there is more than one vend visit without money containing the same bag id.
Recent One – Money will be posted to vend visit with the most recent date.
Oldest One – Money will be posted to the vend visit with the oldest date.
Include Chg, Rclr from Fund and Refunds in Bills O/S– The Cash Accountability screen contains views with a Bills over/short calculation. This is DEX bills expected compared to Bills counted in the money room. If drivers purchase CoinMech and Recycler refills from the bills to stacker, it may be desirable to set this value to “Yes”.
Mark Dex Error If Value Difference is Greater than– With this setting, you can dictate when a valid HH DEX file should be considered ‘bad’. When the global setting value is ‘0’, this setting is deactivated and Dex O/S is calculated between two vend visits.
The purpose for using this setting is to improve how missing or bad dex reads are handled when calculating the machine’s dex over/short. Dex over/short is not calculated when dex is bad or missing. On the following good dex read, the dex over/short will be calculated using the last good dex.
5/01 – Good DEX
5/08 – Bad DEX
5/15 – Bad DEX
5/22 – Good DEX
The dex over/short for 5/22 will calculate from 5/01 to 522 and include all the monies in between. A bad dex will automatically be identified when any of the following conditions are met (between two consecutive dex reads):
The dex bills are over Global Setting value (ie. $500)
The dex cash sales are over Global Setting value (ie. $500)
The dex vended units is over Global setting value (ie. 500)
DeliveryMax
Allow Duplicate Items
When this is set to “Yes”, the user will be allowed to enter in the same product and packaged product on different lines in Delivery Orders and Sales in the client.
When you enter a duplicate product in a Delivery Order or Sale, you will be prompted that the product is already in the order/sale, and given the option to either keep or discard the duplicate. This applies to products and invoice items
Best Vendors Settings
The following settings are used by Canteen Franchises to support data integration with Best Vendors.
BV: Customer Location ID
BV: Customer Parent ID
BV: Enable BV CRV Tax Reporting
BV: Supplier Cost Center Number
BV: Supplier Trader Parent ID
Gen Fin Chg Based On
When this is set to “Paid in Full Date”, the delivery sale will be eligible for finance charge if any portion of the delivery sale was not paid prior to the customer payment terms. For example, if the payment terms are 30 days, the delivery sale would receive finance charges if payment is received in 35 days.
When this is set to “Generation Date”, the delivery sale will be eligible for finance charge if any portion of the delivery sale was not paid prior to the date used to generate finance charges.
When this is set to “Current Date”, the delivery sale will be eligible for finance charge if any portion of the delivery sale was not paid prior to the system date on which finance charges were generated.
HH QOH – Auto Populate Sold Amount
When this is set to “Yes”, the route driver handheld will automatically populate the Sold Qty when the driver enters the current inventory on his handheld. This makes it easier for driver, as the handheld will calculate the number of units needed to restock the product to the desired level. The quantity sold is calculated as “Par – Quantity OnHand”.
When set to “No”, the Sold Quantity on the handheld is not calculated.
This option controls whether or not the Mark Invoice as Paid check box is checked by default on a $0 delivery sale.
When this is set, delivery orders and delivery sales will give a warning when the price of a product falls below acceptable gross profit %. Enter 25 for 25%.
No. of Digits for Delivery Sales
Allows you to specify whether Delivery Sales created in the client use two digits or four for pricing information.
OCSA Export Directory
Used to set the target location for those using OCS Access.
Orders Invoice Date to Use Directory
This setting controls the date which prints on the delivery order when using the print button on the Delivery Order transaction screen.
- Print Date – Today’s date is printed on the delivery order.
- Ship Date – The Expected date on the delivery order is printed.
Orders Invoice Report File Name
Type “<Default>” for the default report file, or enter the location of your custom report.
Sales Invoice Report File Name
Type “<Default>” for the default report file, or enter the location of your custom report.
Sales Statements Report File Name
Type “<Default>” for the default report file, or enter the location of your custom report.
Send Delay for Nightly Invoices
The day on which delivery sales will begin to be automatically emailed. The default is “Same Day Delivery” which will email printed invoices on the same day the sale is made. Additional options include 1, 2, and 3 day delays. The delays will exclude Saturday and Sunday. For example, a delivery sale on Friday with a 1-day delay will be emailed on Monday. Emails will be delivered using the Automated email start time
Show HH History Items
The handheld or mobile device will place the history items for a delivery sale either at the bottom or at the top of the list, regardless of the route Sort By setting. The items will be sorted by the setting within their grouping, instead of as an entire list.
Subsidy “Invoice Item” Detail Level
This setting controls the level of detail on the subsidy delivery sale when subsidies are posted.
Invoice Item – Delivery Sale will list the invoice item only.
Product – Delivery Sale will list each subsidy product.
Product Family – Delivery Sale will list subsides by PDF. If subsidy products have different prices w/in the PDF, the invoice will include the average vend price for the PDF.
Subsidy Billing Type
This setting controls the type of delivery sale invoice generated when subsidies are posted.
Invoice per POS – Creates one delivery invoice per POS
Invoice per Account – Combines subsidies and creates one delivery invoice per Customer.
Dynamic Scheduling Dispatch
# of Days to Display on Schedule
The number of schedule days which will be shown on the Dynamic dispatch screens. (4 days is the Default).
Add POSs in Bank
When Dynamic Scheduling generates the daily schedule, this setting dictates which POS in a Bank are added to the schedule. The goal for banking is to help drivers be as efficient as possible and not visit the same bank of machines several days in row unless absolutely necessary. This setting will add machines to the schedule which belong to the same bank.
All POS’s in Bank – When a Point of Sale, which is included in a Bank, is scheduled, all Points of Sale belonging to the Bank will also be included in the schedule. Thus if one machine in a bank is scheduled, all machines in the bank are scheduled.
POS’s which meet minimum requirements – When a Point of Sale, which is included in a Bank, is scheduled, only Points of Sale belonging to the Bank which meet service thresholds will be automatically added to the schedule.
Allow schedule on a closed day
Enables the user dispatching to schedule a POS on a closed day.
Allow to open the closed day
Enable a user to open a closed day.
Bank By
Select how banking will be incorporated in Dynamic Scheduling. The goal for banking is to help drivers be as efficient as possible and not visit the same group of machines several days in row unless absolutely necessary. This setting defines parameters for the bank. Options are:
Address – All POS within Locations containing the same address. The system will use the full address as stated on the Location, including city, state, zip and country. When using this setting, be aware the full address need to be an exact match. “111 E Main” is not the same as “111 E. Main”.
Location – All POS within the same location will be considered a bank.
Stop – A group of Locations can be defined as a Stop in Group Maintenance. When this setting is used, if a location is not selected to be part of a Stop, Dynamic Scheduling will consider the location it’s own stop. For example, if Location ‘A’ is not part of any stop in Group Maintenance, it is considered its own stop.
None – Banking is not used.
Bank Weighting Priority
This setting is used by the Dynamic Schedule program to determine if POS in banks receive higher priority. The goal for banking is to help drivers be as efficient as possible and not visit the same bank of machines several days in row unless absolutely necessary. Routes may consist of many banks both large and small. The global setting “Add POSs in Bank” can result in excess POS scheduled for one day. The Bank Weighting Priority setting will dictate which POS are scheduled and deferred.
Higher Priority to Banks with more POS’s – Banks which contain many of Points of Sale will receive higher priority than banks with fewer POS. For example, a bank with 5 POS will receive higher priority over a bank with 3 POS. Banks with 6 or more POS will all receive the same priority, thus a bank with 20 POS will not receive higher banking priority over a bank with 6 POS.
The idea being, it may be more important to service the larger banks of equipment over smaller accounts with one or two machines.
Higher Priority to Banks with less POS’s – Banks which contain fewer Points of Sale will receive higher priority than banks with a lot of POS. For example, a bank with 2 POS will receive higher priority over a bank with 6 POS.
The idea being, larger banks of machines are probably visited often and it may be more important to service the smaller banks with one or two machines.
None – No additional banking priority is used.
Be careful using “Higher Priority to Banks with more POS’s” along with the “All POS’s in Bank” setting. This can result in small locations being deferred and bumped off the schedule. Try using the following combination:
Bank By – Stop
Add POS’s in Bank – POS’s which meet minimum requirements
Bank Weighting Priority – Higher Priority to Banks with less POS’s
Close Detail Panel on Change of Record
Closes detail panel when you change a record. (No is the Default)
Confirm Adding Schedule on a Closed Day
Prompts the user to confirm they are scheduling a POS for a closed day.
Display Non-Revenue Vending Points of Sale
By default the dispatch screen shows revenue POS. Use this option to see show revenue and non-revenue points of sales on the dispatch screens.
Do not reset metrics on Scheduled Dates
By default, when a machine is dynamically scheduled, the metrics for the days after will reset. Selecting this option will not reset the metrics and the following days will work off the last vend visit. Suggestion: Use this option to see how machine looks for next few days if the machine is not serviced as planned.
Show Column Headers on POS View
Allows the Header abbreviations to be displayed. (Yes is the Default)
Show Column Headers on Route View
Allows header abbreviations to be displayed (Yes is the Default)
Show columns with depleted item list
Will add columns to the POS view for product depletion ranked high to low. There will be a depletion column beside each day.
Show popup forms when mouse entering depleted list cell
Will display the pop-up window for depleted products when the mouse hovers over the depleted cell.
Show popup forms when mouse entering sold out cell
Will display the pop-up window for sold out products when the mouse hovers over the sold out cell.
Show POS’s which meet Minimum Thresholds on Pickup Routes
Will display POS from pickup routes on the dispatch screen when a minimum threshold is met for the POS.
Show Route Updates Warning
If dispatch schedule changes are made on one route which affect another route, for example a pickup route, DS will show a warning message. Use this setting to hide the warning message.
Target Range of POS’s to be scheduled – MAX
This setting indicates the default maximum number of POS, dynamic scheduling will automatically schedule for a route/day. This setting can be overridden on the route. This setting does not prevent a user reviewing the dispatch from adding POS to the schedule and exceeding the maximum.
Target Range of POS’s to be scheduled – Min
This setting indicates the default minimum number of POS, dynamic scheduling will automatically schedule for a route/day. This setting can be overridden on the route. When Banking is used, if the minimum POS target is not reached, dynamic scheduling will add all the machines in a bank, irrespective of their threshold requirements, to the schedule based upon weight. This setting does not prevent a user reviewing the dispatch from removing POS from the schedule below the minimum.
Target Stops
This setting indicates the maximum number of Stops dynamic scheduling will automatically schedule for a route/day. This setting can be overridden on the route. This setting does not prevent a user reviewing the dispatch from adding POS and exceeding the target stops.
When open scheduled POS Show all POS at location
If DS schedules one POS at a location needing service it will display all POS’s at the location.
When open scheduled POS Sort All POS By Weight with other POS@Loc within
Displays the POS’s in the same location by Weight high to low. By POS Score and then for each POS shows all pos in the location in their internal (to location) score.
Email Settings
Automated E-mail/Statement Sender
The e-mail address which will be used to send the automated delivery sales to customers. This is the e-mail address which shows up as the sender when the e-mail is opened.
Automated E-mail/Statement Start Time
The time of day after which delivery sales and invoice statements will begin to be automatically emailed. Between the Start Time and midnight, the email system will continually look for new activity to send out. Only delivery sales with status of locked/printed will be delivered.
It is recommended to set the email Start Time to an after business hour as automated invoices are designed to be sent in the evening. For example, 9PM. This will ensure all statements and invoices for the day are sent at the designated time.
When the start time is set during business hours, delivery sales uploaded or entered into DeliveryMAX after the E-mail Start Time will automatically be sent, without providing the user the opportunity to review the sale and make changes prior to the sale being delivered to your customer.
Delay Periodic Statements by # of Days
The number of days before invoice statements are automatically emailed. It is a good idea to set this value to 3 or 4, which allows period ending functions to be completed before invoice statements are automatically emailed.
SMTP Port
The Default port is ’25’ unless your administrator changes it.
SMTP Server
The server used in order to send out e-mail.
SMTP SSL
The e-mail transport. Default is ‘N’ unless your administrator changes it.
SMTP User Name
The e-mail credentials.
SMTP User Password
The e-mail credentials.
Streamware Email Service URL
The URL for the Streamware Email service which can be used for emailing reports from VendMAX. Contact Technical Support for the URL
Financial
Cashless for Crane Cashless Devices
This setting defines the cashless value which will be used in the total revenue calculation when a Crane Cashless device is installed in the vending machine.
Use Cashless Amount – This setting will use the vend visit “Cashless Amount” field in total revenue. This value is the DEX Cashless Sales amount unless edited by a user.
Use Adjusted Cashless Amount – This setting will combine the Cashless Amount field and the Adjusted Cashless Amt.
Use Processor Amount – This setting will use the Processor cashless amount in total revenue. To begin or stop using this setting, requires Support assistance. Please Call Tech Support to make this change and learn the full ramifications of using this setting.
Be sure to check with your accounting firm before changing these settings. Total Revenue calculations affect sales tax and commission obligations. It is important your settings meet your accounting firm’s guidelines.
The Processor Cashless amount is a popular setting as it eliminates the swings in the Cashless Amt field due to inconsistent dex reads, board replacements and boards being reset.
Cashless for Non-Crane Cashless Devices
This setting defines the cashless value used in calculating total revenue when a Non-Crane device is installed in the vending machine.
Use Cashless Amt – This setting will use the vend visit “Cashless Amount” field in total revenue. This value is the DEX Cashless Sales amount unless edited by a user.
Use Adjusted Cashless Amt – This setting will combine the Cashless Amount field and the Adjusted Cashless Amt.
Use Processor Amount – This setting will use the Processor cashless amount in total revenue. To begin or stop using this setting, requires Support assistance. Please Call Tech Support to make this change and learn the full ramifications of using this setting.
Be sure to check with your accounting firm before changing these settings. Total Revenue calculations affect sales tax and commission obligations. It is important your settings meet your accounting firm’s guidelines.
Two Tier Price Adjustment
This setting defines the price adjustment between cashless and cash prices in a vending machine. For example, the cashless price for a product is $1.25 and the cash price is $1.00. The price adjustment applies to every selection in the machine. For more details on Two Tier pricing, see pricing.
Cost Variance %
This setting applies to entering product receipts. A warning message will appear when the cost for the packaged product has deviated more than the percentage entered here. Enter whole numbers, for example 30 for 30%. A blank value will disable the warning message.
Default For Meter State on Manual VV
This setting defines the default value for the cash meter when creating a vend visit through the VendMAX client. The optional settings are OK and Not Read. The default value is OK.
Free Vends Calculation
This setting determines the default free vends value used when posting vend visits. When set to ‘User Dex Free Vends’ the value will be obtained from the Dex file. When set to ‘Use Free Vends’, the value will be obtained from the manually entered value – generally by the driver. This setting can be overridden on the vend visit by unposting and selecting the desired free vend option. See Vend Visit- Free Vends for more details.
Generate sales tax and commissions on every vend visit post by default
This setting determines when sales tax and commissions are calculated on vend visits. It is recommended for operators offering cashless, to set this value to ‘No’. With cashless activity, the vend visit does not contain all the product information for ALL cashless transactions at the time of vend visit posting. A financial recalculation will need to be performed to pick up tax information.
GST Rate (For Canada use only)
For a single GST rate across all sites, set that rate here.
GST: Back out of commission (For Canada use only)
For use with standard Canadian Goods and Services Tax (GST), this setting should be the default value ‘N’. This will cause the commission statement report to show original commission due as ‘Commission Amount Before GST’, followed by ‘GST Tax Applied’ and then add the GST to the total due. The commission statement will look like this:
When this setting is set to ‘N’, all VendMAX reports display the commission before GST amount ($757.16). It is only the commission statement which shows the Commission Due Amount which includes Commission + GST amount ($793.22).
For use with State Vend Tax, where applicable, set the value to ‘Y’. This will cause the GST amount to be subtracted from the total commission due, and the ‘Commission Amount Before GST’ line on the commission statement will be suppressed. The statement will look like this:
GST: Reporting Title
Will affect the description in the line ‘GST Tax Applied’ on the commission statement report. For use with State Vend Tax, set this to ‘State Vend Tax’ and the line on the report will display ‘State Vend Tax Applied’.
Hide comm pnls any of- NCLSDU
Allows you to remove various commission types from the Commission/Taxes Tabs on Master Files. For example, if you enter ‘D,U’ the Driver and User Commission will not appear on Commission/Taxes Tabs within the system. This is best utilized if there is a type of commission you do not use to prevent users from entering one in error. The setting takes effect the next time you log into VendMAX. To disable this, place (off) in this field.
Ignore zero cost receipts when using Cost from Last Receipt
VendMax will ignore the last receipt when the receiving cost for the product is zero. The system will use the next most recent receipt with a product cost. For example, if the most recent receipt contained a product at zero cost, and the previous receipt for the product is $2.00, the system will use $2.00 for product cost.
ROI Delivery Time
This setting is used with the VendMax ROI module and specifies the standard service time for a DeliveryMax Point of Sale. This value, for time to service, is used when allocating operating expenses based upon percentage of time.
Site For cost exported to Micro Market Provider
When a site is entered here, the system will use this site for the product cost which is exported to Micro Market Software system as part of Micro Market Integration. This setting applies to products using ‘Cost From Last Receipt” and “Average”. This field must have a value and exactly match the Site Description in order for cost to be included in the Micro Market integration.
General Settings
Action on Scheduled Route Change
This setting controls the processing of POS schedule changes when the route might be affected. See POS
Confirm Every Time – Every time there is a schedule change, a dialog pops up requesting user selection.
Change Matching Schedules -Automatically change schedules when the old route(s)-to-change matches the scheduled route(s).
Change ALL schedules – Automatically change the schedules to use the new route(s) – even where the old routes did not match the ones(s) that are changing.
Leave As Is – All current schedules stay on the old routes – no route changes are performed.
Cus Codes Globally Unique
By default, each site in the database can create Customer master file records with the same Code field. If you would like these to be enforced as unique across multiple Sites, you can set this Global Setting to YES.
Default Zone Code for Parts
This setting defines the inventory zone which is depleted when parts are used on a service call.
Def Sched to Calendar View
This Global Setting changes the default layout of the Scheduling tab of the Point of Sale Master file so that it displays the Calendar View instead of the Weekly view.
Show Out of Service Records
When set to ‘Yes’ inactive records (like POS, Locations, Customers) will show in Hotlinks. When set to ‘No”, inactive records will be hidden from Hotlinks.
Time Zone
This setting is used for Hosted customers only. It defines the time zone in which the customer resides.
Handheld
Delivery Price Change requires pwd
This setting applies to Windows CE handheld. When set to Yes, the handheld will require the driver to enter a password when making a price change. See the Price Change Passwordon the Financial tab for Customers. This setting also controls whether the Bill to’s A/R balance is displayed on the handheld printed reciept.
Exclude OOS Items from HH
The value entered here is used to control the number of products and packaged products which are downloaded to the handheld. When set to Yes, products and packaged products which are marked out of service and are not referenced in the vending or delivery POS on the route, will be excluded from the handheld. When set to No, all products and packaged products will be downloaded to the handheld. The recommended setting is Yes.
When an out of service product is still on a planogram or delivery POS, the product will be downloaded to the specific route handheld with the planogram or delivery POS, and visible on the Product lookups. The out of service product will be underlined to indicate it is not in service.
Show Bill to A/R Balance on Printed Invoice
When set to YES, this setting will include the A/R outstanding balance on the handheld printed invoice. When set to NO, the A/R balance is not printed.
Warn driver when ADS dips more than
The value entered here is used to trigger the handheld exception for Unusual ADS Change. The exception is triggered using the following calculation:
ADS_Change = (1 – Last_ADS / Current_ADS) * 100
Last_ADS is the Average Daily Sales from last vend visit. Current_ADS, is more sophisticated, but can generally be thought of as using current units vended on this vend visit divided by number of days since last vend visit.
ADS_Change is compared 100 or the user value entered. When ADS_Change is less than the ADS dips value the handheld exception will be triggered.
Warn driver when ADS spikes more than
The value entered here is used to trigger the handheld exception for Unusual ADS Change. The exception is triggered using the following calculation:
ADS_Change = (1 – Last_ADS / Current_ADS) * 100
Last_ADS is the Average Daily Sales from last vend visit. Current_ADS, is more sophisticated, but can generally be thought of as using current units vended on this vend visit divided by number of days since last vend visit.
ADS_Change is compared 100 or the user value entered. When ADS_Change is greater than the ADS spike value the handheld exception will be triggered.
Merchandiser
Accept product changes by default
When set to ‘Yes’, the changes recommended by the Merchandiser will automatically set the Suggested product to the new product. This indicates the new product will be added to the planogram when the transaction is posted. When set to ‘No’, the operator must select each product change prior to posting. This is useful if you want the Merchandiser to optimize par levels only.
Analyze Products by Location
When set to ‘Yes’, the Merchandiser will not double up products in the POS to extend a schedule unless all of POS in the Location can be extended. This is helpful when working with static schedules as you may not want the Merchandiser to extend one POS to every 8 days while other POS in the location are every 5. When set to ‘No’, the Merchandiser will analyze each POS independently.
Apply merchandiser changes immediately
This setting is useful when prekitting. When set to ‘No’, the merchandising changes will consider service orders and update the next available service order that is unlocked. The Point of Sale will be updated when the vend visit associated with this service order (with the new product changes) has been posted.
When set to ‘No’, the Point of Sale planogram is immediately updated, ignoring the status of service orders.
Calculate default par (default new par to opt par)
If set to ‘Yes’, the new par on merchandising results screen will be set to the Optimal par. When set to No, the new par will remain at current par. It is recommended that you begin with this value as ‘No’.
Merchandiser: Calculate Underperforming Products By Group
When set to Yes, this setting will calculate under-performing products in a POS based upon the performance of other products in the same Group. When set to No, under-performing products are based upon the performance of all products in the machine.
It is recommended this setting initially set to “Yes”, to allow merchandiser to make recommendations to even the best machines.
Default par cutoff % of capacity
When the Calculate default par (default new par to opt par) is set to Yes, this setting will allow the optimal par suggestion to be used only if the optimal par is less than the % of capacity entered here. The purpose of this setting is to prevent the merchandiser from making a lot of small par adjustments in a snack machine, 13 to 12 for example. For example, a value of 75 will update new par only when optimal par is 9 or less on a 12 count spiral.
Default Par extra % of capacity
When the Calculate default par (default new par to opt par) is set to Yes, this setting is an additional amount that is added to the New par and can provide an extra cushion of inventory. The resulting new par will be greater than the optimal par.
Note: The New Par will not go below the minimum rounding rule set for the Product Family plus the sellout allowance. For example, a beverage with a rounding rule of 6 and a sellout allowance of 2 will not update new par less than 8.
Merchandiser Days of Inventory Factor
This multiplier is applied to the number of days between services and used to determine when the number of facings of a product should be increased. For example, if this setting is 1.5 and a machine is serviced every 3 days, the merchandiser will recommend additional facings if the par level for the product is below 4.5 days.
Enable Handheld Messages
When set to ‘Yes’, the handheld will inform the driver of merchandising changes. When set to ‘No’, there will be no merchandising messages on the handheld.
Replace underperforming products only with higher ranking replacements
If set to ‘Yes’, the merchandiser will recommend products from the replacement list with higher ADS than the underperforming product. If set to ‘No’, the merchandiser will recommend replacement products based upon the replacement list ranking.
This setting has the most impact when the replacement list contains a new or promotional product that may not have high ADS.
Exclusive Replacement within a Location
If set to ‘Yes’, the merchandiser will consider all Points of Sale within the same location and will only recommend products that are not in the other planograms. For example, you may not want the merchandiser to recommend a popular product if the product is supplied in another machine within the same location. This setting is only applied when the when the merchandising algorithm is “Increase Sales” and “Increase Sales Not Services”.
Force 2nd DEX after price change
When set to ‘Yes’, then handheld will require the driver to take another dex reading after making price changes passed down via Merchandiser.
Global Product Changes to meet POG attribute requirements
When set to ‘Yes’, the Global Product Change function will consider the Product Attributes in place on planograms before making product changes. For example, if you are changing a plain Chocolate bar for a Chocolate Bar with Nuts, the Global Product change will not replace the plain chocolate bar on planograms which are set to exclude products with nuts.
Group Using
This setting defines the primary aspect of the Merchandising algorithm. The default setting is PDF (Product Family), which directs the Merchandiser to find new products for underperforming products with products in the same family. Additional options are Product Category, any product user defined field or any product family user defined field.
Keep multiple facings together
If set to ‘Yes’, the merchandiser will attempt to place the additional facing of an existing product next to the current facing (within the same tray). For example, if the merchandiser recommends doubling up Snickers, it will create a planogram with 2 spirals of Snickers together. It will keep facings together only if it is possible to relocate product on either side of the current facing. If the adjacent product belongs to a different family, it will relocate the adjacent product as long as it is not locked on the planogram and the product size is the same.
This setting will not move Snickers together if 2 columns already exist in the planogram and are not together. For example, they reside in D2 and E10 prior to running the merchandiser.
Maximum Changes to include in SCO per Route/Day (0=unlimited)
This setting is used with Dynamic Scheduling only. The value entered determines the number of POS with merchandising changes which will be scheduled per route per day. For example, let’s say you have 30 machines scheduled tomorrow on route 1 and all have pending merchandising changes. This setting will manage the number of merchandising changes released per day. Thus, a setting of 5, will allow the product changes for 5 POS, and hold the merchandising changes for the remaining 25 POS for a future date.
Make par and price changes dependent on product change
In Merchandiser, you can change par and price on any selection regardless of whether or not the product is being changed. By default (value ‘N’), when there are no product changes on the transaction being posted, the par and price changes go into effect immediately when you post. If this setting is enabled (value ‘Y’), OR there are product changes on the transaction, then it will only make the par and price change AFTER the change is applied in a vend visit.
Run Merchandiser Only at Night
When set to Yes, the nightly “automatic” processing only occurs during the start and end hour settings. When set to No, the start and end hour are ignored and processing occurs throughout the day as vend visits are posted. For system performance reasons, it is recommended this setting is set to “Yes”.
New Product Factor
Sets the adjustment to Estimates for all new product introduced to a Point of Sale. For example, .5 means the system will send estimated + (estimated*50%) thus helping prevent shortages as new product is likely to move more quickly than the previous product. This will impact the 2nd and 3rd visits as the first visit will recommend par and the estimates after the 3rd visit will adjust with Average Daily Sales.
Opt Par Limit (x Cap)
This multiplier is applied to the spiral/column capacity and used to set a limit when the merchandiser calculates the optimal par level. If blank, the merchandiser will not impose a par level limit. If set to ‘2’, the merchandiser will limit the optimal par to twice the capacity. Allowing the optimal par to exceed column capacity can let you know when swapping out a small spiral count for a larger one is more effective than doubling up facings.
Product Underperform Factor
This setting will determine how a product is classified as underperforming and is based on the percentage of Space the product occupies vs percentage of Sales the product accounts for within the merchandising category. If the difference between these 2 is greater than the amount specified here, the product will be flagged as underperforming.
Reset par on product change
When set to ‘yes’, the par level for the new product on the planogram will be set to capacity when the merchandising change is posted. This is useful when par levels have previously been lowered due to underperforming products. Resetting par levels to capacity can prevent sellouts when underperforming products are replaced with better selling products.
This setting is only applied when the product change is accepted. In other words you will not see it if it is a suggestion only and the global setting “Accept product changes by default” is set to NO.
Retrieve Current Schedule (Required for opt. par)
A large percentage of merchandiser processing time is spent gathering POS scheduling type information. If the information is not being used, the merchandiser process will run faster with this setting set to No. When set to “No”, the merchandiser will not provide the next service date, average service interval, and optimal par. By default, this setting is set to Yes.
Visits before Merchandising
This setting indicates the number of vend visits required before a newly placed POS is merchandised. Default = 3.
Miscellaneous
% Filled Uses Par (No=Capacity)
If this is set to Yes, Percent Filled under Vend Visits will calculate off Par. If it is set to No, it will calculate off Capacity.
Auto Populate Fills/Adds When Using ATL
If this is set to Yes, the handheld adds will be populated with the picklist estimate. This setting applies to all vending POS. It can be overridden at the route level.
Currency Symbol for Reports
This setting defines the symbol which will be shown on all VendMax reports when reporting monetary values. The default is $.
Export Report – Show Excel output options
This setting controls whether a popup with export options appears when the user clicks on the excel button. If set to Yes, the popup allowing the user to select the excel format will appear. When set to No, the options window will not appear and the format will be default settings.
Field to use for BV export
This setting identifies the User field that is used as a flag to tell the Best Vendors export which Points of Sale need to be exported.
File path for export data
This setting identifies the directory to be used for export data.
File path for import data
This setting identifies the directory to be used for import data.
Micro Market Export Interval (minutes)
This setting is not used and can be ignored.
Path for Log File Backups
This setting is used with the purge utility which runs nightly and systematically creates a log file backup. Entering a directory path here will direct the system to backup the VendMax log file to this path. If space is an issue with the default data drive, specifying another location for the log file is a good idea.
Report Viewer Zoom % (0=Default, 1=Page Width, 2=Whole Page)
This setting controls the default size of VendMax reports in preview mode. User settings will over-ride the Global Setting. Recommended values are 1 or 100.
Service Call Mail Options: e-mail format items
This allows to set a default value when clicking on the ‘E-mail’ button within a Service Call in the Edit form. Values can be ‘Short’ or ‘Long’ or both separated by commas. By default the values are ‘Short, Long. The subject line in e-mail will always be ‘VendMAX Service Call’
Service Calls Urgency Display Format (Code/Description)
This setting controls whether the urgency code or the urgency description is shown in the Urgency field on the service call form view.
Set New Products Available for MM
This setting controls if new products added to VendMax will automatically be enabled for Micro Markets.
Show HH message for negative vends
This setting controls whether negative vend messages are displayed on the handhelds. This setting must be set to Yes, in order for the Route HH Exceptions for Negative Vends to be active.
Show HH msg for dex vends not equal calc vends
This setting controls whether the questionable vend message is displayed on the handhelds. This setting must be set to Yes, in order for the Route HH Exceptions for Questionable Vends to be active.
Show Splash Screen Backgound
This setting controls if the Splash Screen shows as the VendMax background when no tabs are open.
Service Calls Urgency Display Format (Code/Description)
This setting controls the value displayed in the Urgency field on service call grid view. When set to Code, the urgency value will display the code assigned to the urgency. When set to Description, the urgency description will be used.
Unassigned Telemetry – Attach to
This setting controls the zone which will be used when unassigning non-vending telemetry devices. It is recommended this setting be set to the warehouse zone where telemetry devices will be monitored.
Upload Schedule Time (HH:MM)
Specifies the default time that will be used for remote price upload.
Use Code Lookups
In many data entry fields in VendMAX, the system provides a button to allow the user an option to open a dialog box displaying all available records in the Master File. Each time this option is presented, the user can choose to enter the Description field of the appropriate record, rather than choosing from the list. This global setting will allow all users to optionally enter the Code field from the appropriate record as well.
Zone Category Filter
This setting will limit the zones that will be loaded into the Receiving Module on the handheld. Leave this field blank for all zones to be loaded. Enter a value for the handheld to load only the zones with a matching category. If an invalid value (does not match Zone category assigned to an active Zone) is entered here, no zones will show up in the Receiving Module.
Mobile
Admin Password
Password to access the Advanced Settings menu option and the password the driver must enter when the global setting “Require password to edit items” is set to Yes.
Allow Cell Data
Will upload and synchronize using the user’s cell plan. When ‘no’ communication is performed using Wi-Fi.
Allow Dex from file
Used for testing dex, the app uses a text dex file stored on the smart device.
Alpha in bag #
Allow alpha characters in the bag number.
Auto-post vend visits
Vend visits uploaded to VendMAX are automatically posted.
Calculated Added
Same as HANDHELD server. When beginning inventory is entered on the app, ADDS is calculated as Par – Beg Inv.
Download Unscheduled Stops
When ‘no’ the app will only download scheduled stops, all stops will not show unscheduled POS. (Extremely large routes (200+) might need this).
Driver to inventory Similar to HANDHELD server, controls when the app enforces an inventory. When scheduled, on all collects or on all services & collects.
Force Meter Read Same as HANDHELD server.
If DEX price doesn’t match POG
Similar to HANDHELD server. What the app does when dex price doesn’t match POG.
Include Saturday –
Same as HANDHELD server. When prepare next day, skip Saturdays?
Include Sunday
Same as HANDHELD server. When prepare next day, skip Sundays?
Inventory method
When inventory is performed, does the driver count beginning to ending inventory.
Next Days Limit
Prepare next date limit. Max is 7 days from today’s date. This setting prevents a driver from preparing next day, ending day, preparing next day and moving the schedule date too far forward.
Refresh Rate
In minutes, how often the app communicates with VendMAX.
Refresh Max Rate
The maximum # of minutes. This setting along with Min become the limits the driver is allowed to adjust refresh rate within the app settings.
Refresh Rate Min
Sets a minimum # of minutes. This setting along with Max become the limits the driver is allowed to adjust refresh rate within the app settings.
Require password to edit items
Allows driver to change products, par, capacity and DEX IDs.
Scan Field
When scanning a POS, the match is performed on VEQ or POS code
Strictly enforce vending POS inventories
Same as HANDHELD server setting.
Unlock and update service orders on download
Same as HANDHELD server setting.
Upload Delay
Determines the number of minutes the app waits before uploading completed vend visits. Once this delay time is over, the VV cannot be edited by the driver and it moves into the refresh cycle. This means the longest time it will take a VV to upload is the Upload delay + Refresh rate.
View Out of Service
Same as HANDHELD server setting
Optimizer
Optimizer – Remove Factor
This is an internal tuning option for determining how and when the optimizer displays icons. Normally this does not need to be changed.
Optimizer – Spoilage Factor
This is an internal tuning option for determining how and when the optimizer displays icons. Normally this does not need to be changed.
Optimizer – Double-Up Factor
This is an internal tuning options for determining how and when the optimizer displays icons. Normally this does not need to be changed.
Optimizer – Sold-Out Factor
This is an internal tuning options for determining how and when the optimizer displays icons. Normally this does not need to be changed.
Options for Copying POG
When creating a planogram for a POS, the planogram from an existing POS can be copied. This is described in Point of Sale Planogram. The following Global Settings determine which aspects of the planogram are copied.
Copy Capacity
When set to ‘Yes’, the capacity from the chosen planogram will be copied to the new planogram.
Copy DEX ID
When set to ‘Yes’, the DEX ID, used with Space-to-Sales, will be copied to the new planogram
Copy Par
When set to ‘Yes’, the Par levels for each product will be copied to the new planogram
Copy Price
When set to ‘Yes’, the prices will be copied to the new planogram
Prekitting and Dynamic Scheduling
ADS Basis
When set to ‘Product and Dex Sales”, Average Daily Sales will be calculated using dex vends when dex is available. If dex is not available, ADS will use vends based upon product sales. When set to ‘Product”, Average Daily Sales will be calculated using product vends. It is recommended to set this value to Product and DEX sales.
Allow Pre-Kitting from Truck
When the zone of the POS is the same as the truck zone that services the route, when this is set to “Yes” VendMAX will pre-kit off the truck.
Dip ADS MAX Change
This setting will prevent ADS from dropping more than percentage value entered. When set to 50, ADS will not drop more than 50% of previous value. This setting applies to both vending and micro market POS.
Dyn Sched # of Days to Keep History For
History of the auto-scheduling runs stored in file “ds_audit_log” table. The value should only be changed with direction from Streamware Support.
Dyn Sched Activity Time End Hour
When remote dex is used, this information is used to compare the ending time of operation to the last remote dex. If the remote dex comes in after the End Hour, that day is not counted in the ADS based calculation for sales as the assumption is there will be no more sales on that day. These values follow the food chain POS/LOC/CUS/NAT and afterwards fall back to Global Settings.
Dyn Sched Activity Time Start Hour
This setting is currently not used.
Dyn Sched Auto End Hour
Used with Dynamic Dispatch. The auto-scheduler will occur between the Auto Start and Auto End hours of the day provided the Dispatch Client Applications are closed down.
Dyn Sched Auto Force End Hour
Used with Dynamic Dispatch. The auto-scheduler will occur between the Auto Start and Auto End hours of the day, unconditionally. VendMax will force the autorun of Dispatch, even if the dispatch is open by a user.
Dyn Sched Auto Force Start Hour
Used with Dynamic Dispatch. The auto-scheduler will occur between the Auto Start and Auto End hours of the day, unconditionally. VendMax will force the autorun of Dispatch, even if the dispatch is open by a user.
Dyn Sched Auto Start Hour
Used with Dynamic Dispatch. The auto-scheduler will occur between the Auto Start and Auto End hours of the day provided the Dispatch Client Applications are closed down.
Dyn Sched Proactive Sched. Days
Set the number of open days in advance of service threshold being met, that the machine can be scheduled. Currently, this Global Setting is not used. Proactive Scheduling is set at the Route and POS level.
Dyn Sched Proactive Scheduling
This setting controls whether Proactive Scheduling is enabled in Dynamic Dispatch. Currently, this Global Setting is not used. Proactive Scheduling is set at the Route and POS level.
Lock SO after Prekit
This setting is used with LightSpeed EA, and effectively ‘double locks’ a service order which has been picked by Lightspeed. When this setting is Yes, the user is prevented from changing the service order once it has been picked by Lightspeed. This means the user cannot edit or ‘Update product and Qty’ on a service order which has already been picked. Yes is the recommended setting.
Make Prekit No Less ADS*Days
When set to ‘Yes’, the estimate will not be less than number of days till next service multiplied by ADS. It is appropriate to set this setting to ‘Yes’ when excess product is brought back to the warehouse and not left underneath the machine.
Pct of Par after sellout
The percentage of par that will be added to the estimate when a sellout is encountered. This will allow the system to add additional product it would not normally add after a sellout occurs. This would be appropriate when product sales is outpacing the Average Daily Sales calculation. The value can be added as a whole number or a percentage. The system will translate both to percentage. “50” and “.50” will be considered 50%. This setting applies to both vending and micro market POS.
Keep in mind, if you enter a value larger than 100, the next prekit estimate, after a sellout, will be greater than par. Take for example a selection with a capacity of 10 and a par of 6. If the global setting is set to 200, VendMax will set the estimate following a sellout to 200% of par. In this example, the estimate will be 12.
Percentage of ADS to Add for Day of Visit
This setting only applies to Points of Sale using remote data. The percentage of ADS that will be added to the estimate for the day of the visit, which enables the ADS for the day of service to be pro-rated or ignored. For example, when using remote data and scheduling or prekitting early on the day prior to service, this setting controls the amount of ADS in the prekit for the service day.
Say a POS is open 9-5pm and remote dex comes in 6pm daily. On Wed morning, you run Dynamic Scheduling and prekit for Thursday. As a result, the estimate for Thursday will consist of the Wednesday morning remote dex plus one day of ADS to cover Wednesday’s sales. If drivers generally fill machines prior to customer activity, leave this setting at zero for a prekit amount equal to remote data plus 1 day of ADS for Wednesday activity.
Service Orders: Number of Initial Visits Before Estimating
When prekitting, service orders require 3 vend visits before it can begin estimating. When remote DEX is available, estimates for a new machine can use the remote dex data right away by setting this value lower. The minimum acceptable value is 1. Entering a zero value will constitute a default value of 3. This setting applies to both vending and micro market POS.
Show last remote dex in dispatch
This setting dictates the last remote date which shown in Dynamic Scheduling Dispatch.
Always – The date of the last remote dex received will be displayed in the dispatch.
Impacts Schedule – The date of the last remote dex which impacts the dispatch schedule will be displayed. With this option, the date displayed may not be the last remote dex received in VendMax.
Spike ADS MAX Change
This setting will prevent ADS from increasing more than percentage value entered. When set to 50, ADS will not increase more than 50% of previous value. A blank or zero will ignore this setting. This setting applies to both vending and micro market POS.
Track ADS Change – This setting applies to both vending and micro market POS.
Spike. Average Daily Sales calculation will ignore the ‘Dip ADS MAX Change” setting and only use ‘Spike ADS Max Change” setting to limit ADS from jumping too high.
DIP. Average Daily Sales calculation will ignore the ‘Spike ADS Max Change” setting and use only ‘Dip ADS MAX Change” setting to limit ADS from dropping too low.
BOTH. Average Daily Sales will consider both Dip and Spike settings.
NONE. Average Daily Sales will ignore both Dip and Spike settings. ADS will not be limited its ability to change.
Use Last Remote DEX only for prekit
This setting only applies to machines with remote devices. When set to Yes, the service order prekit amount is based on the last remote dex only, with no additional forecast added to the service order. However, if the last remote dex is older than 48hrs from the time the service order is updated, VendMAX will use ADS (average daily sales) and add to the service order for the missing time period. For example, if the last remote dex was time stamped Sunday 1:00pm and it is now Tuesday 4:00pm and you are updating service orders for Wednesday, the service order will include ADS as the gap between Sunday 1pm and Tues 4pm is greater than 48 hours. The default for this setting is no.
This setting overrides the “Percent of ADS to add for day of visit” setting.
Use MicroMarket Sales if the last is recieved Within X Hrs for SO Calc
This setting only applies to micro market Points of Sales which are set to prekit.
When the number of hours between the most recent consumer transaction (for the market) and 12:00AM of the scheduled service date is less than the value entered, the prekit forecast will consist of the real-time micro market sales only. When the number of hours exceeds the entered value, ADS (average daily sales) will be pro-rated for the time between the last micro market sale and the day of service, and added to the forecast. The POS setting for “Days Open” is considered in this calculation. For example, if today is Monday and the POS is closed Sat/Sun, a setting of 48hrs will go back to Thursday.
Use Remote DEX Within X Hrs for SCO Calc
This setting only applies to machines with remote devices. For machines which are recently placed (or vend visit is set to new service) and ADS is not yet available, this setting will use the sales from the remote dex files as long as the last remote dex is within “X” hours of scheduled visit day. For example, 4 indicates a remote dex received after 8pm the day before the visit will be used as the service order amount.
Use Service Orders
In order to make use of Service Orders, this must be set to ‘Yes’. By default it will set to ‘No’.
Use VDI MicroMarket Sales only for prekit
This setting only applies to micro market Points of Sale which are set to prekit. When set to YES, this setting will calculate the prekit estimate as “Par – Ending_Inventory – Units_Sold”, where Ending_Inventory is the inventory from the last micro market visit, and units sold is based on the actual Micro market sales transactions since the last visit. When set to NO, the prekit estimate uses the same formula and adds pro-rated ADS for the estimated sales between the time the forecast is calculated and the scheduled service date.
Security
Days to warn about password expiration
Determines how far in advance to warn a user that their password is going to expire. Will provide a warning each day until the password expires showing how many days remain until expiration.
Dynamic Process: Password
Enter a Password to allow the system to generate Service Orders and Dynamic Scheduling
Dynamic Process: User Name/Password
Enter a User Name to allow the system to generate Service Orders and Dynamic Scheduling
Exclude logins from password functionality
Enter user names that are to be excluded from SOX functionality.
Location of VMTaskRunner.exe
Used to define the location of the executable for running Service Orders and Dynamic Scheduling
Require password change every xxx days
Set how often the password of each user will require a reset. Default is 90. an entry of 0 means the password will not reset.
Streamware Connect
Default DEX Retrieval Interval
The number of hours between remote dex retrievals.
Monthly Data Management Fee
The monthly cost per POS for handling remote data. Data Management fees can be deducted from commissions and will be pro-rated based upon the commission period. Proration is based upon 30 days.
Monthly Remote Monitoring Fee
The monthly cost per POS for transmitting remote data. Often this is the cellular rate. Remote Monitoring fees can be deducted from commissions and will be pro-rated based upon the commission period. Proration is based upon 30 days.
Streamware Online Web Server
The web address for Streamware Online
User Settings
The settings contained in the User Setting list will control the applicable functions for the current user only. Once set, these will remain for all future sessions for this user, until they are changed. Go through each one and let customer know about Streamware recommendations. The following is a list of available settings, and their explanations:
Auto Insert/Posts – Streamware recommends: Leave them all at No. For reference here’s an explanation of “AutoPost on Insert – Inventory” – When manually entering Physical Inventories, this user setting will cause VendMAX to POST all new transactions when the OK button is selected.
Confirm Applying Pmts/Credits – This allows the user to turn on/off the pop-up to confirm the applying of the payments on the Payment and A/R screens. Streamware recommends: No.
Confirm Auto-Apply of Pmts/Credits – This allows the user to turn on/off the pop-up to confirm the applying of the payments on the Payment and A/R screens. Streamware recommends: No.
Disable Change of Schedule for Vend POS Conf-n – This allows the customer to disable the confirmation box when making a scheduling change in a POS. Streamware recommends: No.
Disable Commissions Wizard – This will cause VendMAX to not prompt the logged-in user to use the Commissions Wizard. Streamware recommends: Yes.
Disable Schedule Change Warning – This setting allows you to disable the warning that comes up when you make a scheduling change as it refers to Service Orders. Streamware recommends: No.
Hotlink Type –
Quick Only’ = Standard Hot Links will appear
‘Complete Only’ = Hot Links show additional information where available.
‘Complete On Forms’ = HotLinks will provide additional information where available, when the “form” view is active, otherwise (in the grid view) will behave as Quick HotLinks. Streamware recommends: Quick Only. OCS: Use ‘Complete Only’.
Use Code Lookups – In many data entry fields in VendMAX, the system provides a button to allow the user an option to open a dialog box displaying all available records in the Master File. Each time this option is presented, the user can choose to enter the Description field of the appropriate record, rather than choosing from the list. This global setting will allow all users to optionally enter the Code field from the appropriate record as well. Streamware recommends: Yes.
Use Location Desc Lookups – If this is set to “Yes” all location lookups will be based off the Location description. If it is set to “No”, they will be based off Customer Description (w/ loc). Streamware recommends: Yes.
Clear Temp Tables
This option clears temporary tables that VendMAX uses during its normal operations. You can run this option if things appear slow or when instructed by Streamware Technical Support
Reset Grid Fields
When this function is selected, the following dialog box is presented, providing an explanation of the function.
“As you use VendMAX, fields can be added or removed from the grid using the choose fields option, and they can be moved around by using the mouse. This option restores all grids to the default settings for this user.”
Calculate Financials
Many VendMAX Transactions have financial implications. The most common are the Vend Visit and the Delivery Sale. In both of these cases, when the Transaction is Posted, VendMAX calculates and stores information regarding Taxes, Commissions, and Subsidies, among other calculated data fields. Commissions, Taxes and Subsidies are created in their own Master File Tables, and then assigned to a Point of Sale. If the Commissions rates were incorrectly assigned, and this mistake was caught at the end of the month during the process of reviewing Generated Commissions, they would need to be corrected before paying. This logic holds true for all financial data. The first step of the process is to correct the improper settings, by either changing the Commission rule which is assigned, or editing the Commission rule itself. Once the changes have been made, the affected Transactions will need to be re-Posted. This can be accomplished by opening the Transaction, choosing the un-Post button, click the “Use Latest Financials” box, and choosing Post again. This will cause VendMAX to recalculate all of the financial data using the revised Commission and Tax rules. Only unlocked records can be recalc’d. Recalculating does not repost transactions, so it does not change cost, inventory or O/S numbers. This process could take a tremendous amount of time, depending on the number of Transactions which were affected. Therefore, the Recalculate Financials function is available for commanding these tasks in large batches. When the recalc is in Process, a progress bar is displayed. Limited Access to this function is highly recommended. When you select the Recalculate Financials the following box will appear:
Sales Types
All – This selection will choose both Vend Visits and Delivery Sales for recalculation.
Vending – This selection will only choose Vend Visits for recalculation. It will not include Delivery Sales Transactions.
Delivery – This selection will only choose Delivery Sales for recalculation. It will not include Vend Visit Transactions.
Outsourced Vending – This selection will only choose Outsourced Vend Visits for recalculation. It will not include regular Vend Visit Transactions or Delivery Sales.
Date Range
From – This will allow you to select the beginning date of the transactions to be selected
To – This will allow you to select the ending date of the transactions to be selected.
Record Type
All – This option will execute the Activity on all accounts in the VendMAX database
Group – This option will limit the application of this activity to a Group of Records, which will need to be selected in the “Selection” area of the dialog described below.
Record – This option will limit the application of this activity to an individual Record, which will need to be selected in the “Selection” area of the dialog described below.
Record Filter
National Account – To choose a single National Account, select the “Record” option above, and then enter the description of the desired record in this field area. To choose a Group of National Accounts, select the “Group” option above, and enter the description of a current Group Record in this field. VendMAX will allow the user to optionally select the appropriate records by opening a dialog box using the button. The dialog box will only contain Group or Master table records which are appropriate for the selection.
Site -To choose a single Site, select the “Record” option above, and then enter the description of the desired record in this field area. To choose a Group of Sites, select the “Group” option above, and enter the description of a current Group Record in this field. VendMAX will allow the user to optionally select the appropriate records by opening a dialog box using the button. The dialog box will only contain Group or Master table records which are appropriate for the selection.
Location – To choose a single Location, select the “Record” option above, and then enter the description of the desired record in this field area. To choose a Group of Locations, select the “Group” option above, and enter the description of a current Group Record in this field. VendMAX will allow the user to optionally select the appropriate records by opening a dialog box using the button. The dialog box will only contain Group or Master table records which are appropriate for the selection.
Point of Sale – To choose a single Point of Sale, select the “Record” option above, and then enter the description of the desired record in this field area. To choose a Group of POS’s, select the “Group” option above, and enter the description of a current Group Record in this f
Other
Pick up new Financials – This option instructs VendMAX to look for updated Financials before performing the recalculation. Since this is the normal reason for performing the recalculation, this box should normally be checked.
Use old Financials – There are some unusual circumstances where you would want VendMAX to use the financial settings which were in effect at the time of the Transaction, rather than the new updated settings. In this circumstance, you should check this box.
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Masterfiles
Named Periods
The Named Periods Master File defines the accounting periods for financial reporting. The purpose for providing user definable Accounting Periods is to accommodate unusual financial calendars. In this way, Periods can be defined with any name, while the user defines the beginning and ending dates from the Gregorian calendar that describe the named period. Some standard periods are pre-defined in VendMAX. These are Day, Week, Month, Quarter, and Year. The date ranges for each of these pre-loaded named periods run from 1/1/1999 to 12/31/2024. Named periods are used in many areas of VendMAX. Quick View Financials screens on the Customer, Location and POS screens rely on Named Periods for reporting periods. In addition, most VendMAX reports which are date sensitive offer the option of defining the date ranges by the selection of a Named Period. Most importantly, Named Periods are used to define the payment period for Commissions. VendMAX will manage the Generation of Commissions to make sure that commissions are not paid before they are due, and that after they have been paid, they are marked as paid to avoid overpayment. Many companies use a thirteen-week accounting quarters instead of the calendar quarter.
Vendors
The Vendors Master File is the table in VendMAX where information is stored on the Suppliers and Manufacturers of Products. When Products are bought, and received into the Warehouse, VendMAX tracks where the product came from and how much is cost. This information is part of the Purchase Order and Receiving Transaction Files. The information about Vendors and Suppliers, stored here, is used to identify the sources of Product which is purchased through these Transaction files. This Master File contains the basic address and description information for each Manufacturer and each Supplier. In addition, it allows you to store a table of product numbers to make the ordering process easier. There is also a Purchasing History available for quick reference of past activity. Shared Between Sites – This setting will have no effect in a single site installation. In a multi-site operation, there may be operations in several states. Under these circumstances, there will be ‘Regional” products which are only available or only popular in one geographic area. This may cause you to want to limit the names of these product suppliers and manufacturers to the sites which will use them. When this checkbox is turned off, the product belongs only to the Site which created it. This will prevent other sites from seeing this vendor in their lists when they are operating the VendMAX client software.
The ‘Main’ tab contains the following fields:
Vendor Type – The selections in this field include: Manufacturer, Supplier, and Manufacturer & Supplier. A Manufacturer is the actual producers of the product (ex. Frito-Lay) while a supplier just sells the products while not actually producing them. The setting of this field will effect in which lists the Vendor appears. For example, when creating a Purchase Order, the list of Suppliers that are available will include all entries in the Vendors table which are identified here as “Supplier” or “Manufacturer and Supplier”.
Days Lead Time – This field identifies the amount of time it takes for orders to this Supplier to be delivered. This factor is used in creating Purchase Orders, so that product is ordered early enough to keep inventory levels at Target Inventory, set on the Zones – Zone Par Items tab.
The ‘Comments’ tab can be used for the following: By hitting the + button 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.
The ‘Address/Info’ tab contains the following fields:
Address – This is the place to enter the main address for the vendor. This address is used as the mailing address for Purchase Orders, and other reports. The first line of this 3 line address field should contain the proper name of the Vendor. 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 vendor. You can store the direct dial phone number for each Contact on the Contact screen. 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 Vendor. These are text fields, and are optional. You can store the internet info for each Contact on the Contact screen.
The ‘Contacts’ tab contains the following fields:
Address – This is the place to enter the specific address information for the current contact, if different from the main Vendor address information stored on the Vendors – Address/Info 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 Vendor web page information on the Vendors – Address/Info 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 Vendor as a whole, on the Vendors – Miscellaneous tab. The User Defined fields on this screen are available for Contact specific information. The use of these fields is optional. For information on activating and defining User Defined fields in VendMAX, see the User Defined Fields potion of the help file for more info.
The ‘Purchasing History’ tab will be gone over in more detail once we have transactions to look at.
The ‘Product Codes’ tab contains the following info: The Product Codes tab of the Vendors Master File contains a translation table of product codes. This allows you to record the product number that this Supplier uses for the Products from your Product database that you intend to order. By maintaining this table, VendMAX can automatically translate your ordering needs into the product codes needed to order that product from your preferred Supplier.
Vendor Product List – By hitting the + button here you can add every product you purchase from the current Vendor. On the pop-up screen you would also add the Vendors code.
The ‘Misc Info’ tab contains the following fields:
In Service Date – This field can be left blank. It is a place to record the date when a Vendor is first established.
Out of Service Date – In VendMAX, most Master File records can not 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. In order to view this record, for reference, research, or to bring it back into service, see the Configure Search potion of the Help file for more information.
User Defined Fields – The Miscellaneous tab allows you to setup and maintain 10 User Defined data fields for Vendors. Most Master Tables in VendMAX provide a place to create and maintain 10 User Defined data fields. The use of these fields is optional. For information on activating and defining User Defined fields in VendMAX, see the User Defined Fields portion of the Help File for more information.
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