MiniVend is used by delivery drivers to manage customer deliveries from a mobile device. It allows users to enter orders, collect proof of delivery, print delivery dockets, add customer payments, add customers, modify standard orders, phone customers and get navigation directions while on the run.
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MiniVend is available in two options: This page covers the MiniVend mobile app. If you are using MiniVend Web, refer to the MiniVend Web guide. |
MiniVend mobile app or MiniVend Web|
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The MiniVend app by Jeal Tech Pty Ltd is free and can be downloaded from: Note: A current MiniVend subscription is required for each device using this service. To enquire about setting up MiniVend on one or more devices, contact the JealTech sales team on (02) 9188 4470. |
Download the MiniVend mobile app|
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• Some MiniVend mobile app functions require a stable internet connection, including syncing with EasyVend, adding products to an order, adding customers, updating standard orders, invoicing and adding payments. |
Internet ConnectionEasyVend Setup: Specifying daily orders to be synced from EasyVend to MiniVend
Before MiniVend can be used on the road each day, you will first need to specify the data that is to be loaded from EasyVend into each MiniVend device.
Initial set up of Stock Locations/Trucks
In order to load details of each delivery into MiniVend, you will need to have created a Stock Location/Truck for each of the delivery trucks that will be using MiniVend. If you have not already done this:
- Select General Settings from the Settings menu
- Go to Stock Locations/Trucks
- Add a location record for each truck using MiniVend
- Be sure to tick Is MiniVend for each Stock Location/Truck using MiniVend
- The number of Stock Locations/Trucks that can be used with MiniVend is limited to the number of subscribed MiniVend devices
- The Base Location cannot be used as a MiniVend truck location
- Be sure to tick Is MiniVend for each Stock Location/Truck using MiniVend
Daily assigning of customer orders to each delivery truck
EasyVend is used each day to specify the customer orders that are to be uploaded for each delivery truck. This is done by nominating the delivery date of the orders, and selecting one or more rounds to be loaded for that truck:
- Ensure the customer orders for the day you want to upload to your device have been added in EasyVend
- Select MiniVend Delivery from the Settings menu
- Enter the details for delivery date to be loaded:
- Delivery Date: select the date with which you want to populate your MiniVend device(s)
- Prev Day & Next Day can be used to navigate between days easily
- Click Create
- A list of your MiniVend Stock Locations/Trucks will be displayed
- A list of your MiniVend Stock Locations/Trucks will be displayed
- For each location/truck, create a delivery setup:
- Rounds: Select the round(s) for which customer orders are to be loaded into MiniVend for this location/truck
- Multiple rounds can be selected
- If an EasyVend order has been assigned to a particular round, that is the round used when loading data into MiniVend; otherwise, the customer's default round is used
- To remove a round, tick the x on the right of the round name
- Multiple rounds can be selected
- User: Select the user who will sign into MiniVend for this setup
- When a user logs into MiniVend (using the same login as they use for EasyVend), they will see only the delivery setups assigned to them
- Load All Customers: Ticking this box will sync all customers to MiniVend for this location/truck, regardless of the selected round(s)
- This allows the user to create new customer orders for any customer, even if they aren't in the round(s) that are synced to MiniVend
- Rounds: Select the round(s) for which customer orders are to be loaded into MiniVend for this location/truck
- Click Save Changes
- Each location/truck initially has a status of 'New'. The status changes as the location is moved between EasyVend and MiniVend:
- New: Created but not yet uploaded to a MiniVend device
- Loaded: Uploaded to MiniVend as described in the next section
- Released: Released from MiniVend back to EasyVend
- Deleted
- If you need to manually change the status of a truck (for example, if a 'Loaded' truck has been accidentally released from MiniVend before orders were entered, changing the status to 'New' will make it available to be uploaded to MiniVend again):
- Click the
edit icon to the right of the status - Select a new status from the list
- Click the
save icon
- Click the
- Delivery Date: select the date with which you want to populate your MiniVend device(s)
Using MiniVend
Loading Customers and Deliveries
Log into MiniVend using the same login as you use for EasyVend. If no data is currently loaded, the Deliveries screen will be displayed with a list of delivery setups available for you to load.
Note: These are the delivery setups that were created in the MiniVend Delivery screen in EasyVend and assigned to you.
- Tap the delivery to be loaded for this truck; the Load Delivery button will be enabled once a delivery is selected
- Check the correct date and truck are selected
- You can click Refresh to ensure you have the latest list of 'New' delivery setups available
- Tap Load Delivery
- An internet connection is required to load a delivery
- Customers, products and existing orders for the selected delivery are loaded into MiniVend
- The Home screen will be displayed with details of the currently loaded delivery
Using the Menu
To open the MiniVend menu:
- From any screen, drag from the left-hand edge of the screen to the right
- To hide the menu, drag from right to left
- From a main menu screen, tap the
'hamburger' menu icon in the top left corner
Once you have data loaded, the following menu options are available in each screen:
- Home
- Delivery
- Customer
- Settings
- Log Out: If you logout, you will need to log back in next time you open MiniVend
Home
If no deliveries have been loaded into MiniVend, selecting Home from the Menu displays the Deliveries screen with a list of delivery setups available for you to load.
Once a delivery setup has been loaded, the Home screen displays details of the data currently active in MiniVend (delivery date, Truck, and Rounds). The menu is then used to change between screens so you can update deliveries, add new orders or customers, and carry out other tasks on the run.
In the Home screen you can also manually sync your data to EasyVend, or release the current completed delivery, ready to load a new delivery setup into the device.
Synchronize
If MiniVend has a stable internet connection, it will sync back and forth to EasyVend throughout the day and as each order is marked as Delivered. In some cases, MiniVend will be unable to sync back to EasyVend if there is no connection. When you have a stable connection, you can press the Synchronize button which will identify any un-synced data and send it across to EasyVend.
NOTE: You don’t need to do this yourself every day. It will happen automatically at the conclusion of the day's deliveries when you release the day. This option could, however, be used if:
- Someone using EasyVend wants to see orders that haven't been synced during a time with no connection, or
- You want to check if any new orders have been added to the round
Release Delivery
When you have finished entering all the deliveries for this delivery setup, use this option to release back to EasyVend all orders that have been marked as delivered. This will:
- Ensure all deliveries are synchronized back to EasyVend, and
- Delete the data from your device.
If MiniVend has orders not yet marked Delivered, a warning message is displayed when you attempt to release deliveries back to EasyVend. If you elect to continue anyway, the details of the undelivered orders are lost.
After releasing the current delivery, a new one can be selected and loaded by tapping Select New Delivery. The Delivery screen will display any other delivery setups for this user that have not yet been loaded. Tap Refresh to re-get delivery setups from EasyVend if necessary.
Delivery Screen
The delivery screen displays a list of orders that have been loaded into MiniVend. It is used to manage the actual deliveries to your customers. This is where you can make changes to the orders, email dockets, get proof of delivery, and add payments. Orders that have been created in EasyVend will appear in this screen.
Note: If you need to add a delivery for a customer who does not have an order in the list, or add a second order for a customer whose first order has been marked as Delivered, use Add Delivery in the Customer screen.
Searching the Delivery List
- Search Customers: Search by customer code or customer name
- You can enter a partial code or name to filter for customers matching the partial search term
- Tap the X on the right of the search box to clear the current search
- Ordered Only: Ticking this option will show only orders which have a status of Ordered or Undelivered
- Round: If this delivery has more than one round, you can scroll through the list of rounds, select a round, and tap OK to filter your list to show only orders in that round
- Select All Rounds to remove the filter
- Select All Rounds to remove the filter
- Phone: Tap on a customer's phone number to call that number
- Address: Tap on a customer's address to open your maps app and display the location and navigation directions
Delivery Statuses
- Notes:
- When a customer places an order online and pays for the order, that order becomes Invoiced. Orders that have been invoiced in this way, but not yet delivered, are synced to MiniVend with a status of Ordered, but are marked as Invoiced and cannot be updated.
- For Delivered and Invoiced orders, which cannot be changed, the Cancel Order button is replaced with a New Order button. This allows you create a new order to record any changes in the items delivered.
- Ordered – Orders which have been generated in EasyVend and synced across to MiniVend, but have NOT been changed on MiniVend yet. Changes can be made to orders with this status.
- Delivered* - An order which has been marked as delivered but has not been synced back to EasyVend because no internet connection is available. You can manually synchronize to EasyVend using the Synchronize button in the Home screen once a connection becomes available. Changes cannot be made to orders with this status.
- Delivered – An order which has been marked as delivered and has been synced back to EasyVend. Changes cannot be made to orders in this status. The Cancel Order button is replaced with a New Order button that allows you create a new order to record any changes in the items delivered.
- When an order moves to Delivered status, the docket will be automatically emailed to the customer if:
- The customer has an email address in EasyVend, AND
- In the customer's Options tab:
- Deliver Invoice By: Email is selected, AND
- Number of Dockets to print: Set to 1 or more
- For emailed dockets, the wording of the email can be updated in General Settings - Email Templates
- When an order moves to Delivered status, the docket will be automatically emailed to the customer if:
- Undelivered – Orders created in MiniVend, or orders which were created in EasyVend, synced across to MiniVend, and subsequently changed in MiniVend (but not yet marked as delivered). Further changes can be made to orders with this status.
- Invoiced – An order that has had an invoice printed for it. Changes cannot be made to orders with this status. The Cancel Order button is replaced with a New Order button that allows you create a new order to record any changes in the items delivered.
- Cancelled – An order that has been marked as Cancelled. Changes cannot be made to orders with this status.
- Cancelled* - An order which has been marked as Cancelled but has not been synced back to EasyVend because no internet connection is available. You can manually synchronize to EasyVend using the Synchronize button in the Home screen. Changes cannot be made to orders with this status.
Delivery Button
In the Delivery screen's list view, the Delivery button is used to view or make changes to an existing order and to mark it as delivered. On Android devices, you In the list of orders in the Delivery screen:
- Select an order by tapping it to highlight it
- Tap the Delivery button at the bottom
- The details of that order will be displayed
- To return to the Delivery List after viewing or editing the order, tap the ← arrow in the top left of the order details screen
The following options are available in the delivery details screen:
- Phone: Tap on the customer's phone number to call that number
- Map/Navigation: Tap on the customer's address to open your maps app and get navigation directions
- Print delivery docket (Android/Bluetooth printer only):
- For an order with a status of Delivered, Print in the top right corner of the delivery details screen allows Android devices to print a delivery docket on a connected Bluetooth printer
- Requirements (in addition to having a connected Bluetooth printer):
- The order must be Delivered and you must be connected to the internet
- These requirements allow the docket to be created in EasyVend in real time so the correct sequential docket number can be printed
- Dockets are designed for 3 inch (80mm) width paper (with a print width of 72mm, 576dots)
- Testing was done using a Bluetooth-enabled Woosim i350 printer
- The order must be Delivered and you must be connected to the internet
- Docket Layout:
- The docket will include delivery quantity and description for each product
- If the customer's docket layout specifies that Price should be shown and they are a Trade customer, the docket will also include:
- the total GST-inclusive price for each product,
- the total amount for the docket, and
- the total GST included
- The customer's docket layout is specified in the Docket Information section of the customer details Options tab; only the Show Price setting of the selected layout affects the printing of dockets from MiniVend.
- Requirements (in addition to having a connected Bluetooth printer):
- For an order with a status of Delivered, Print in the top right corner of the delivery details screen allows Android devices to print a delivery docket on a connected Bluetooth printer
- PO Ref: This is a reference number the customer may give you indicating approval for the goods to be delivered. For some customers, a Purchase Order reference may be required.
- If a Default Purchase Order Reference has been set in the customer's Standard Order tab, it will be displayed here; you may edit the default if required
- Enter an alphanumeric value and click Save
- Status: The current status of the order is displayed
- Add Product: If a product you are delivering isn't in the order, you can add the product from your master product list. You can adjust pricing if required using the Adjustment Amount field.
- Show Items with Qty Only: Tick this option to hide products that do not have a delivery quantity
- Save: Save changes you have entered
- If you have finished entering your deliveries, it is important to mark the order as Delivered before moving to another screen
- If you have finished entering your deliveries, it is important to mark the order as Delivered before moving to another screen
- Cancel Order: If an order is not going ahead and has not yet been marked as Delivered, you can press this button to cancel it.
- New Order: For orders that have been Delivered or Invoiced, the order cannot be edited and the Cancel Order button is replaced by a New Order button that allows you create a new order to record any changes to the delivered/invoiced order
- Sign and Deliver: presents a signature page where your customer can sign on your device. The signature will be shown on the docket.
- Deliver: If your customer doesn’t sign the docket as proof of delivery, you can still change the order to Delivered status.
- See Delivery, Dockets, and Proof of Delivery below for more information on marking orders as Delivered
- Run Sheet Notes: Notes that have been written in the Notes section of the customer details screen in EasyVend will be displayed in this screen. You can also add notes on the run which will be synced back to EasyVend when you tap Update Run Sheet Notes.
Editing an Order
You can only edit orders that have a status of Ordered or Undelivered.
- Select the Delivery screen from the menu
- Search for your customer
- Tap the Ordered or Undelivered order you want to edit to highlight it
- Tap Delivery to view the existing order
- To add a product that is not listed, an internet connection is required:
- Tap Add Product
- Select the product from the list
- Products marked as Inactive in EasyVend when the product list was first loaded are not included in the list
- For supplier customers, only that supplier's products are listed
- In the Delivery Item details screen, product details are shown, including the Build To quantity if that option is selected in Settings
- Enter the Quantity being delivered
- Enter any Returns as a negative quantity
- If you have a .- key, tap it twice to enter a minus sign
- If required, you can adjust the price of the product for this delivery (see next section)
- If you have entered a negative quantity, select a Return Reason
- Click Save - you will be returned to the list of products in the Delivery screen
- To change delivery details for a product that is already listed:
- Find the product to be updated
- If you are just entering a new quantity:
- Tap the Qty field of the product you are updating
- Change the existing quantity
- If you enter a Return (negative quantity), the Return Reason will default to the first reason in the list
- To select a Return Reason, use the Delivery Item screen as described in the next item
- Tap Next on the keyboard to move to the next Qty
- If you want to change the price, or enter a Return and select a Return Reason:
- Tap Detail to display the Delivery Item details screen
- Make changes as described for adding a product above
- Click Save to save your changes and return to the list of products in the Delivery screen
- Tap Save to save the updated delivery details
- If the order is complete and no further changes are required, press the Sign and Deliver or Deliver option in the Delivery screen. Tap Yes when asked to confirm.
- This will change the status from Ordered or Undelivered to Delivered or Delivered* and you will no longer be able to edit the order
- See Delivery, Dockets, and Proof of Delivery below for more information on marking orders as Delivered
- Note: When the delivered order is synchronized with EasyVend, changes are logged in the order history in EasyVend
- Tap the ← arrow in the top left of the screen to return to the Delivery List
It is important to mark the order as Delivered as soon as you have finished entering delivery quantities.
In order to keep MiniVend up-to-date with the latest order information, the programs sync in the background. If you leave the delivery details screen without 'delivering' an order that exists in EasyVend, the order quantities may be overwritten the next time MiniVend syncs with EasyVend.
Adjusting the price of a product
Price management should occur via EasyVend in most cases. If, however, you are required to make a one off change to pricing in a trade customer's order, you can modify it within MiniVend. For ongoing pricing changes, apply these via EasyVend. Note that price adjustments cannot be made for supplier (Central Billing and Fee for Service) customers, as they are invoiced by the supplier.
- Go to the Delivery screen
- Highlight the delivery you want to adjust
- Tap Delivery to view the order details
- Find the product that is to have the price change and tap Detail to display the Delivery Item screen
- Price Inc GST is the current unit price, including GST and CDS, if applicable
- In the product details, tap Edit to the right of Adjustment Amount ($) to enable it
- Type in the amount by which you want to adjust the unit selling price for this delivery (a positive amount to increase the price, a negative amount to decrease it)
- The Extended Price is ((Price Inc GST +/- Adjustment Amount) * Quantity) and will be updated to reflect the adjusted selling price
- Click Save to save your changes and return to the list of products in the Delivery screen
Delivery, Dockets, and Proof of Delivery
Sign and Deliver is used to obtain a signature from your customer, as proof that you have delivered the goods. When someone signs as proof of delivery, the signature will appear on the docket that is emailed to the customer, or printed in EasyVend. You can add a signature to orders that have a status of Ordered or Undelivered.
- Go to the Delivery screen
- Select the delivery that you want to obtain a signature for
- Enter/update delivery details if required
- Tap the Sign and Deliver option
- A screen will appear allowing you to obtain a signature from your customer
- Sign above the line and tap Submit
- Tap Yes to confirm, No to cancel
- This will change the order status to Delivered if there is an internet connection or Delivered* if there is no internet connection
- The docket containing the signature will be emailed to the customer when there is an internet connection if:
- The customer has an email address in EasyVend, AND
- In the customer's Customer Information:
- Contact Methods: Email is one of the options selected, AND
- Number of Dockets to print: Set to 1 or more
Deliver: If you do not require a signature as proof of delivery, use the Deliver option instead to mark the order as Delivered.
- A delivery docket will be emailed to the customer when there is an internet connection if:
- The customer has an email address in EasyVend, AND
- In the customer's Customer Information:
- Contact Methods: Email is one of the options selected, AND
- Number of Dockets to print: Set to 1 or more
Notes:
- Once an order is marked as Delivered, it can no longer be edited or cancelled. If it is necessary to correct an error, you can select Customer from the MiniVend menu and add a second. correcting order for the customer.
- If the customer's email address contains more than one email address, the docket is sent to all addresses
- For emailed dockets, the wording of the email can be updated in EasyVend in General Settings - Email Templates.
Cancelling an order
Orders that with an Ordered or Undelivered status will allow you to cancel the order. Cancelling an order cannot be reversed, so if you accidentally cancel an order you will need to create a new one to replace it.
- Go to the Delivery screen
- Select the delivery that needs to be cancelled and tap the Delivery button to view the order details
- Tap Cancel Order
- Yes to proceed with order cancellation, No to exit without cancelling the order.
Invoice Button
Invoices that are now due can be issued to Trade customers when you are on the run.
- Go into the Delivery or Customer screen
- Tap the Invoice button
- If the customer is due to be invoiced, a list of orders delivered but not yet invoiced is displayed, along with the Next Invoice Date and the total amount to be invoiced.
- If an invoice for the delivered orders has been created in EasyVend, they will no longer be available for invoicing in MiniVend
- To generate an invoice:
- If the customer is paying the total in cash now, tick Create Cash Receipt
- Tap Generate Invoice to create an invoice for un-invoiced deliveries up to and including the next invoice date
- The invoice details are displayed on screen; the invoice is automatically emailed to the customer if:
- The customer has an email address in EasyVend, AND
- Email is selected as a Contact Method in the customer's Customer Information in EasyVend
- If Create Cash Receipt was selected, a receipt is created and allocated to the invoice
Note: The Invoice button is disabled for Central Billing and Fee for Service customers, as all billing for these customers is handled by the supplier. Child customers also have the Invoice button disabled, as the bill is issued to the parent customer.
Payment Button
The payments section is used to add payments from your trade customers. You can add a payment to any Trade customer even if there is no money outstanding.
- Go into either the Customer or Delivery screen
- Search for either the customer or delivery (depending on which option you chose above)
- Tap the Payment button
- The next screen will list:
- any invoices that are outstanding for the customer, plus
- the value of any deliveries currently in MiniVend that have not yet been invoiced
- Enter the payment details:
- Enter a Reference if required
- Select the Paid By method by scrolling through the list and tapping OK
- This may be Cash, Debit Credit Card, Debit Bank Account, Cheque, Electronic, Other
- Enter the Amount of money received and anything else you wish to fill in
- Select your bank account where the payment will be deposited
- Enter the customer's Bank, Branch and Drawer details if required
- If these details have been entered in Receipt Details in the customer's Options tab, these fields will already be filled in
- Click Submit Receipt
- The receipt details are displayed on screen, together with the invoice(s) to which the receipt has been allocated
Note: The Payment button is disabled for Central Billing and Fee for Service customers, as all billing for these customers is handled by the supplier. Child customers also have the Payment button disabled, as the bill is issued to the parent customer.
Standard Order Button
A customer's Standard Order is generally controlled in EasyVend rather than MiniVend. However, if you need to make changes to a standard order whilst on the run, you can. You can add new products to the standard order, remove products that are no longer needed, and make changes to quantities.
- Go into either the Customer or Delivery screen
- Search for either the customer or delivery (depending on which option you chose above)
- Tap the Standard Order button
- The products in the existing Standard Order (if any) are listed.
- You can add new products and make changes to existing standard orders:
- Tap Add New to display the list of active products
- Products marked as Inactive in EasyVend when the product list was first loaded are not included in the list
- For supplier customers, only that supplier's products are listed
- Tap a product to select it for adding to the standard order
- Enter the standard order details for this product:
- Type: Select whether the standard order for this product is Standard or Build To
- S = Standard – These are the products and, if there are quantities in each day, the quantities that the customer usually receives; they can be changed at the time of a delivery.
- B = Build To – These products will have a quantity in each day indicating what you should stock the fridge to. For example, if you have a Build To of 10 for 2L White Milk, and there are 4 left in the customer's fridge, then you need to deliver a quantity of 6 to "build to" 10.
- If you use Build To quantities, be sure to go to Settings in MiniVend and turn on Show Build To Quantity
- Days: For S (Standard) types, entering a quantity in each day is optional; for B (Build To) types, the build-to quantity for each day you deliver should be entered
- Unit Price: Displays the unit price as calculated for the customer's price level (including GST and the CDS fee, if applicable)
- Adjustment: If required, enter an adjustment to the selling price that will apply only to this customer
- Enter a positive figure to increase the price, or a negative figure to decrease it
- Percentage adjustments are applied to the Unit Price excluding any CDS fee
- Adj. Type: Select whether the adjustment value you entered is a percentage or an amount
- End Price: Displays the unit price after the adjustment is applied
- Tap Save
- Type: Select whether the standard order for this product is Standard or Build To
- Tap on an existing product to make changes to the Standard Order or to delete it from the Standard Order
- To update: Change the standard order for this product as needed, and tap Save to complete the changes
- To delete: Tap Delete and then tap 'Yes' to confirm deletion of the product, or 'No' to leave the product
- Tap Add New to display the list of active products
- Tap Save Changes when you have finished updating the Standard Order
Detail Button
This section is used to update basic customer information. Changes you make here are synced back to EasyVend when an internet connection is available.
- Go into either the Customer or Delivery screen
- Search for either the customer or delivery (depending on which option you chose above)
- Tap the Detail button to display or update the customer's details:
- Code: Displays the Customer Code
- Name: You can update the name of the customer if necessary
- Contact details can be updated as required:
- Email: The customer's email address; used when dockets and invoices are emailed to the customer
- Multiple email addresses can be entered by separating them with semi-colons
- Phone
- Fax
- Email: The customer's email address; used when dockets and invoices are emailed to the customer
- Last Delivery Date: If a customer is going on holidays and doesn’t require orders during this time, select the date on which the customer can receive their last delivery
- Delivery Resume: Select the date on which the customer can receive their first delivery after returning from holidays
- Delete Deliveries between the Holiday Dates: If there are deliveries created in between the Last Delivery Date and the Delivery Resume date, tick this option to remove (cancel) those deliveries if required
- Deliveries are only cancelled if they have a status of Ordered or Undelivered; deliveries with a status of Delivered or Invoiced will not be cancelled
- Notes:
- If an Order has had the Docket Printed in EasyVend (and therefore has a staus of Docket Printed), it will still be Cancelled through this process.
- If an Order has been Invoiced from EasyVend but not yet synced the status through to MiniVend, the delivery will still be deleted from MiniVend, but the Order will remain as-is in EasyVend
- If you have made changes, tap Save to update the customer details
Customer Screen
Select Customer from the menu to view a list of all active customers in the currently loaded truck/location, including those without an order. Customers marked as Inactive in EasyVend when the delivery setup was loaded into MiniVend will not be included in the list.
The Customer and Delivery screens share several buttons. Refer to the Delivery Screen for details of the shared Invoice, Payment, Standard Order and Detail options.
Searching the Customer List
- Search Customers: Search by customer code or customer name
- You can enter a partial code or name to filter for customers matching the partial search term
- Tap the X on the right of the search box to clear the current search
- Round: Scroll through the list of rounds, select a round, and tap OK to filter your list to show only customers in that roun
- Select All Rounds to remove the filter
- Select All Rounds to remove the filter
- Phone: Tap on a customer's phone number to call that number
- Address: Tap on a customer's address to open your maps app and display the location and navigation directions
Adding a new customer
Whilst out on the route you can add new Trade customers to your customer list without having to add them via EasyVend. When you add a new customer, you are immediately able to create deliveries, payments, invoices and standard orders.
An internet connection is required when adding a new customer, adding a standard order, or adding products when entering deliveries.
- Go to the Customer screen
- Click the Add button
- Enter in the customer information:
- Name: Customer name that appears on the invoices/ dockets
- Email: The email address to be used for emailing documents such as invoices and dockets to the customer
- Multiple email addresses can be entered by separating them with semi-colons
- Phone: The contact phone number for the customer
- Fax: The contact fax number for the customer
- Delivery Address: The address to which deliveries are to be made
- City
- State
- Postcode
- Same as Delivery address: If the address details for billing and delivery are the same, tick this option to save duplication of entry
- Billing Address: If different from delivery address
- City
- State
- Postcode
- Round: Select the round this customer is allocated to
- Click Save to add the new customer
Adding a new order or second delivery
In many cases you will have pre-existing orders that you can simply edit to reflect the actual deliveries. In these cases there is no need to create a new delivery - you can just go to the Delivery screen and add products or edit quantities in the existing order.
However, you can create a new delivery for a customer who doesn't have an order, or for whom you need to add a second or third delivery. You will receive a warning message if you try and add a delivery for a customer who already has an order for the day.
- Go to the Customer screen
- Search for your customer and select them
- Tap the Add Delivery button
- If you receive a warning saying there is already a delivery on file, you can press "Yes" to proceed with creating a new one; selecting "No" will enable you to go to the Delivery screen and update the customer's existing delivery instead
- The warning is not displayed if the customer has an existing delivery, but that delivery has been cancelled
- After pressing "Yes", a list of products is displayed.
- Select the product being delivered
- In the Delivery Item screen, enter the quantity and tap Save
- Continue adding products using Add Product
- When the order is complete and no further changes are required, press the Sign and Deliver or Deliver option.
- This will change the status from Undelivered to Delivered or Delivered*
Settings
The settings page allows you to make changes for usability in MiniVend
- Login Email: This is the email address that was used to log into MiniVend
- Customer List Order: Sort your customer list order in either Customer Code or Delivery Sequence order
- Product List Order: Sort your product list order in either Product Code or Product Name order
- Show Build To Quantity: This option controls whether to show or hide the Build To quantity within the delivery screen. Build To values are managed within EasyVend's Standard Orders screen for each customer.
- Tap Save Settings after updating your settings
Notes on Synchronization
When an order in MiniVend is marked Delivered:
- If the order already exists in EasyVend, it will be updated
- If the order does not yet exist in EasyVend, it will be created
For orders that have been created in EasyVend and then uploaded to MiniVend, when EasyVend and MiniVend synchronize throughout the day:
- If a new order is added in EasyVend for a customer belonging to the currently loaded truck/location setup, the new order will be displayed in the MiniVend Delivery screen
- If an loaded order is cancelled in EasyVend, but subsequently delivered in MiniVend, the order is updated in EasyVend and its status changed to Delivered (Ref #13783)
- If an order quantity is changed in EasyVend, the new quantity will be synchronized to MiniVend if the order has not yet been marked as Delivered in MiniVend
- If a unit price is changed in EasyVend, the price will also be updated in MiniVend
- If a price adjustment is added in MiniVend, it will NOT be overwritten when syncing
- Note that, if the unit price was changed in EasyVend, the MiniVend adjustment will be applied to the new unit price
Synchronization Summary: EasyVend -> MiniVend
| MiniVend Delivery Status | EasyVend Order Status | Action |
| Ordered (New) | Ordered | Update Items |
| Confirmed | Update Items | |
| Dispatched | Update Items | |
| Docket Printed | Update Items | |
| Delivered | Update Items, Make Delivery Status Submitted | |
| Invoiced | Update Items, Make Delivery Status Invoiced | |
| Cancelled | Update Items, Make Delivery Status Cancelled | |
| Undelivered | Ordered | Update Items, Make Delivery Status New |
| Confirmed | Update Items, Make Delivery Status New | |
| Dispatched | Update Items, Make Delivery Status New | |
| Docket Printed | Update Items, Make Delivery Status New | |
| Delivered | Update Items, Make Delivery Status Submitted | |
| Invoiced | Update Items, Make Delivery Status Invoiced | |
| Cancelled | Update Items, Make Delivery Status Cancelled | |
| Delivered | Ordered | Do not update |
| Confirmed | Do not update | |
| Dispatched | Do not update | |
| Docket Printed | Do not update | |
| Delivered | Do not update | |
| Invoiced | Update Items, Make Delivery Status Invoiced | |
| Cancelled | Do not update | |
| Submitted | Ordered | Do not update |
| Confirmed | Do not update | |
| Dispatched | Do not update | |
| Docket Printed | Do not update | |
| Delivered | Do not update | |
| Invoiced | Update Items, Make Delivery Status Invoiced | |
| Cancelled | Do not update | |
| Invoiced | Ordered | Do not update |
| Confirmed | Do not update | |
| Dispatched | Do not update | |
| Docket Printed | Do not update | |
| Delivered | Do not update | |
| Invoiced | Do not update | |
| Cancelled | Do not update | |
| Cancelled but not submitted to EasyVend Web | Ordered | Do not update |
| Confirmed | Do not update | |
| Dispatched | Do not update | |
| Docket Printed | Do not update | |
| Delivered | Do not update | |
| Invoiced | Do not update | |
| Cancelled | Do not update | |
| Cancelled | Ordered | Do not update |
| Confirmed | Do not update | |
| Dispatched | Do not update | |
| Docket Printed | Do not update | |
| Delivered | Do not update | |
| Invoiced | Do not update | |
| Cancelled | Do not update | |
| Does not exist | Ordered | Update Items, Make Delivery Status New |
| Confirmed | Update Items, Make Delivery Status New | |
| Dispatched | Update Items, Make Delivery Status New | |
| Docket Printed | Update Items, Make Delivery Status New | |
| Delivered | Do nothing | |
| Invoiced | Do nothing | |
| Cancelled | Do nothing |
Ref: #11250