eoTouch Delivery – Vending

Drivers can record fill amounts for vending machines, as well as edit the vending machine setup.

  • DEX can also be used to download the current levels in the machine and eoTouch will automatically calculate the amounts that need to be filled.
  • eoTouch can DEX using either a cable or a wireless GimmeKey.
    • Please contact your CSM if you are interested in purchasing GimmeKeys.

Feature Information

  • Functional Area: Sales Support
  • Roles Impacted: Delivery Drivers
  • Platform: eoTouch Delivery
  • Plugins: Vending Plugin

Permissions

Employee Roles

Only employees flagged as a Vend Driver can access the Vending feature in eoTouch Delivery.

Records > Employee > Records > Sales & Delivery Roles section:

  • Vend Driver

How to Fill a Vending Machine

  1. Tap Run Route.
  2. Tap the customer to service.
  3. Tap Vending.
  4. Tap the machine to service.
    • Tap the gear and Show Unscheduled Machines as well to service a machine not scheduled for today.
  5. Enter the Bag Number.
    • The Bag Number can contain numbers and/or letters.
  6. Enter the Refunds amount.
  7. Enter the Cash and/or Unit meter Reading.
    • The prior reading is listed below the text box for reference.
    • Tap the gear to change the type of meter reading being entered:
      • Normal Meter Reading – Select this type for routine meter readings.
        • Selected by default.
      • Meter Rolled Over – Select this type if the meter hit its maximum amount and rolled back around to zero since the last reading.
      • Meter is Reset – Select this type if the meter was reset since the last reading.
        • Test Vends will be disabled when this type is selected.
      • Meter is Pulled (Removed) – Select this type if the meter was removed since the last reading.
        • Both the Reading and Test Vends will be disabled when this type is selected.
  8. Enter any Test Vends performed for each meter.
    • These vends will not be included in the expected sales or the amount of cash expected.
      Note

      If necessary, the information entered on this screen can be updated after recording fills. Simply tap on the vending machine to re-open the screen.

  9. Tap Proceed.
  10. By default, the list of products is sorted by the column name.
    • Tap the gear and Sort by Name to sort the list by the product name.
  11. If the product does not have a Par level, record the Count of the product in the machine before fills.
    • This is necessary to accurately track the product level in the machine when no Par is set.
  12. Enter the Fill amount for each product in the machine.
    1. If the machine has DEX capability, tap DEX to begin the process.
    2. Connect the cable or plug in the GimmeKey.
    3. Tap the method used for DEX:
      • DEX Cable
      • GimmeKey
    4. The fills will be automatically entered based on the how many sales were made since the last DEX.
      Alert

      The automatic fills calculation will only be accurate if the machine is DEXed on each visit.

      • If this is the first DEX, no sales/fills will be calculated as there is no prior information to compare against.
  13. If the product has a Par level, record how far above or below par the product is.
    • Leave blank if the product is at par.
  14. Tap the gear and Nerd Report to view a breakdown of all information entered for this machine during the current session.
    • The report includes fill and sale information, truck inventory, prior product levels/pars/prices, and current product levels/pars/prices.
  15. Tap the export icon to save or send the report using a communication method available on iOS devices, such as email or AirDrop.
  16. Tap Done to close the report.
  17. Tap Fills Recap to view the units filled for each item.
    • The fills and totals for each vending machine that is part of the stop will be listed.
  18. Tap Totals to view the cases/units filled for each item.
    • Tap Fills to switch the view back.
  19. Tap the printer icon to generate a report of the fills or totals.
  20. Tap the envelope icon to email the report.
  21. Tap the printer icon to print the report on a bluetooth printer.
  22. Tap the export icon to save or send the report using another communication method available on iOS devices, such as email or AirDrop.
  23. Tap Done to close the report.
  24. Tap Customer Invoice to view the vending invoice.
  25. Tap the envelope icon to email the invoice.
    • The email will automatically be populated with the email address of any customer contacts marked for Payables.
  26. Tap the printer icon to print the invoice on a bluetooth printer.
  27. Tap the export icon to save or send the invoice using another communication method available on iOS devices, such as email or AirDrop.
  28. Tap Done to close the invoice.
  29. Tap Service Recap to view a report of the current visit.
  30. Tap the message icon to email the report.
    • The email will automatically be populated with the email address of any customer contacts marked for Payables.
  31. Tap the printer icon to print the report on a bluetooth printer.
  32. Tap the export icon to save or send the report using another communication method available on iOS devices, such as email or AirDrop.
  33. Tap Done to close the report.
  34. Tap < {Customer Name} to return to the customer screen.

Fill a Vending Machine Video


How to Manage Vending Machines

Record Vending Returns

After following steps 1-9 above:

  1. Tap a product to access the details screen.
  2. Enter the Return for Restock amount.
    • These are products that are being taken out of the machine, but are still in good condition and can be sold to another customer.
  3. Enter the Damaged Product amount.
    • These are products are broken and cannot be sold to another customer.
    • This option is only available if a return reason has been assigned for Damaged Goods at File > Database Administration > Configure > Vending panel.
  4. Enter the Expired Product amount.
    • These are products that are past their sell-by date and cannot be sold to another customer.
    • This option is only available if a return reason has been assigned for Out-of-Date at File > Database Administration > Configure > Vending panel.
  5. Tap < Vend Items to return to the item list.
Enter a Vending Replenishment Order

Replenishment amounts can be recorded at the same time as servicing a machine or entered at another time.

Warning

Replenishment amounts will be added to truck pre-order amounts. For this reason, Rutherford Support recommends using either pre-orders or replenishment orders, not both.

Permissions

Only employees flagged as Vend Pre-Sell can place vending replenishment orders in eoTouch Delivery.

Records > Employee > Records > Sales & Delivery Roles section:

  • Vend Pre-Sell

After following steps 1-9 above:

  1. Enter the Replen amount for each product.
    Alert

    The replenishment amount is entered in cases. Don’t over-order by entering the amount of units!


  2. Tap the gear and Change Replen Date and Driver to select the date and driver the replenishment order is for.
  3. The next normally scheduled delivery date and the main driver will be selected by default.
  4. Tap the date to select a new date.
    • Only scheduled delivery dates in the next 2 weeks are available for selection.
  5. Tap Off-Schedule to allow the selection of any date in the next 2 weeks.
    • When this is enabled, tap the driver to select the driver the order is for.
  6. Tap outside the menu to close the menu.
  7. Tap < {Customer Name} to return to the customer screen.
    • An order for the replenishment amounts will be created and it will appear in the order tracker after the next upload or full sync.
Multi-Customer Vending Stop

In some locations, such as a mall, multiple customers with vending machines are located very close together. To help streamline these situations, it is possible to service these machines without having to navigate to the other customers in eoTouch.

Note

This will not move or otherwise associate the vending machines for the surrounding customers with the currently selected customer.

  1. Tap Run Route.
  2. Tap the customer to service.
  3. Tap Vending.
  4. Tap the gear and Edit the Stop.
  5. Tap the other vending machines to service.
  6. Tap Done to add them to the list.
    • This will group the machines, making all of them accessible from any of the customers they are placed at.
  7. Service and manage the machines normally.
Update Product Par and/or Price

The par and price for a product can be updated in two places:

  1. Product details screen.
  2. Edit mode.
Product Details Screen

After following steps 1-9 above:

  1. Tap the product to update.
  2. Enter the new Price.
  3. Enter the New Par.
  4. Tap < Vend Items to return to the product list.
  5. Review and/or print any reports for the stop.
    • See steps 14-21
Edit Mode

After following steps 1-9 above:

  1. Tap the gear and Edit the Items.
  2. Enter the new Par values.
  3. Enter the new Price amounts.
  4. Tap Done to exit edit mode.
Manage Products
Add a Product

After following steps 1-9 above:

  1. Tap the gear and Add a New Item.
  2. Tap the product to add.
  3. Enter the product’s Par amount.
    • The top 7 pars already in use are listed on the left for reference.
    • Tap one to use it for the selected product or type in the par amount.
  4. Enter the product’s Price.
    • The top 7 prices already in use are listed on the left for reference.
    • Tap one to use it for the selected product or type in the price.
  5. Tap the column(s) the new product will fill.
    • Only currently unused columns are available to select.
    • Follow the instructions below for adding a new column identifier.
  6. Tap the + to add the product to the vending machine.
  7. Tap Done to return to the product list.
Remove a Product

After following steps 1-9 above:

  1. Tap the gear and Edit the Items.
  2. Tap the red minus symbol.
  3. Tap Delete.
  4. Enter the Restock amount.
    • These are products that are being taken out of the machine, but are still in good condition and can be sold to another customer.
  5. Enter the Damaged amount.
    • These are products that are broken and cannot be sold to another customer.
    • This option is only available if a write-off reason has been assigned for Damaged Goods at File > Database Administration > Configure > Vending panel.
  6. Enter the Expired amount.
    • These are products that are past their sell-by date and cannot be sold to another customer.
    • This option is only available if a write-off reason has been assigned for Out-of-Date at File > Database Administration > Configure > Vending panel.
  7. Tap Done to exit edit mode.
Manage Columns
Add/Remove Column Identifiers

After following steps 1-4 above:

  1. Tap the gear and Reconfigure the Vend Columns.
  2. Add the new column identifiers to the Column Range.
    • Enter a comma after the current range entries, then type in the new identifiers.
      • Refer to the guide at the bottom of the screen for examples.
    • Modifying the current range entries will clear column assignments and each product would need to be re-assigned to a column.
  3. Tap Done to apply the change.
    • The new identifier will now be available when adding a new product to the machine or for an existing product.
Re-assign Products to Columns

After following steps 1-9 above:

  1. Tap a product to view it’s details.
  2. Tap the Vend Machine Columns.
  3. Tap a column to assign/un-assign the product.
    • A check-mark indicates the product is assigned to the column.
    • No check-mark indicates the column is un-assigned.
  4. Tap Save to apply updates.
  5. Tap < Vend Items to exit the product details screen.
Enter a Service Ticket

If the vending machine needs repair or preventative maintenance, a service ticket can be entered.

Permissions

This permission controls if a user can enter Service Tickets. For more information see: Plugins Panel.

Records > Employee > Records > Plugins Panel:

  • May enter service tickets on eoMobile Delivery

After following steps 1-4 above:

  1. Tap the gear and Enter a Service Ticket.
  2. Tap Select a Code.
  3. Tap the Complaint Code for the service ticket.
  4. Enter a Complaint Note detailing what needs to be serviced.
  5. Tap Done to save the ticket.
  6. Tap Void to cancel the service ticket.
    • Tap Yes to confirm void.
Initialize a Vending Machine

The first time a vending machine is serviced, it must be initialized to set the products it contains, par levels, and prices.

There are two situations where a vending machine will need to be initialized:

  1. The machine was just placed at it’s current location.
  2. The first visit after converting from a 3rd-party vending solution.
Initialize a New Placement
  1. Tap Run Route.
  2. Tap the customer to service.
  3. Tap Vending.
  4. Tap the vending machine to initialize.
  5. Tap the gear and Initialize Machine.
  6. Tap Yes to acknowledge that products must be added to the machine and the change fund filled.
  7. Tap Configure the Vend Columns.
  8. Add the new column identifiers to the Column Range.
    • Refer to the guide at the bottom of the screen for examples.
  9. Tap Done to use the columns entered.
  10. Tap the machine being initialized again.
  11. Tap Proceed.
  12. Tap Yes to acknowledge the products, par levels, and prices need to be set up.
  13. Tap the gear and Add a New Item.
  14. Tap the product to add.
  15. Enter the product’s Par amount.
    • The top 7 pars already in use are listed on the left for reference.
    • Tap one to use it for the selected product or type in the par amount.
  16. Enter the product’s Price.
    • The top 7 prices are listed on the left for reference.
    • Tap one to use it for the selected product or type in the price.
  17. Tap the column(s) the new product will fill.
    • Only currently unused columns are available to select.
  18. Tap the + to add the product to the vending machine.
  19. Repeat steps 14-18 for any additional products.
  20. Tap Done to exit the product setup screen.
  21. Enter the Count for each product.
  22. If the machine has DEX capability, tap DEX to begin the process.
    1. Connect the cable or plug in the GimmeKey.
    2. Tap the method used for DEX:
      • DEX Cable
      • GimmeKey
    3. Since this is the first DEX at this location, no sales/fills will be calculated as there is no prior information to compare against.
  23. Tap < Back to return to the customer screen.
    • The initialization information will be sent to eoStar during the next Upload or Full Sync.
Initialize a Converted Machine

Part of the conversion process will copy the column, product, par, and price information into eoStar. The initialization process is required to verify the setup and establish the opening count for each product.

  1. Tap Run Route.
  2. Tap the customer to service.
  3. Tap Vending.
  4. Tap the vending machine to initialize.
  5. Tap Proceed.
  6. Tap Yes to acknowledge the converted setup information needs verification.
  7. Verify the correct product(s) are assigned to the correct columns.
    • If there are columns missing and/or incorrect, see the Adjust Column Identifiers section above for instructions on making corrections.
    • If there are incorrect product(s):
      1. Tap the gear and Edit the Items.
      2. Tap the red minus to remove a product.
      3. Tap Delete to confirm removal.
        • The column(s) the product was assigned to will now be available for other products.
  8. Enter the opening Count for each product.
  9. Enter the Fill amount for each product.
  10. Tap a product to view it’s details.
  11. Verify the Price is correct.
    • Tap the field to adjust the price if necessary.
  12. Verify the New Par is correct.
    • Tap the field to adjust the par if necessary.
  13. Tap < Vend Items to exit the product details screen.
  14. Finish servicing the stop normally (Steps 14-29 of the How to Fill a Vending Machine section above.
Closeout a Vending Machine

After following steps 1-4 above:

  1. Tap the gear and Closeout Machine.
  2. Tap Yes to confirm closeout.
  3. Enter the final Cash and/or Unit meter Reading.
  4. Tap Proceed.
  5. Enter the amount of Restock products to pull from the machine.
    • These are products that are still in good condition and can be sold to another customer.
  6. Enter the amount of Damaged products to pull from the machine.
    • These are products that are broken and cannot be sold to another customer.
    • This option is only available if a write-off reason has been assigned for Damaged Goods at File > Database Administration > Configure > Vending panel.
  7. Enter the amount of Expired product to pull from the machine.
    • These are products that are past their sell-by date and cannot be sold to another customer.
    • This option is only available if a write-off reason has been assigned for out-of-Date at File > Database Administration > Configure > Vending panel.
  8. Tap < {Customer Name} to return to the customer screen.
  9. After performing an upload or full sync, the vending machine will be available to transfer from the customer to the warehouse or another customer.

eoTouch Delivery – Vending Webinar

Please see the Training Webinar Videos page for the latest webinar on eoTouch Delivery – Vending.

Updated on April 11, 2019

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