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How to use the VendSoft mobile app during your very first trip

When you’re visiting a machine for the first time, the mobile app works a little differently. Since VendSoft hasn’t yet established its inventory, so you’ll need to perform an initial inventory count. This article walks you through the process.

Before You Start

Before heading out, make sure you have:

Note: The first visit establishes the machine’s starting inventory. Future visits will automatically generate Picklists based on sales and expected stock levels.

Step 1: Create and download your trip

  1. Log in to the VendSoft Web Portal.

  2. Navigate to Trips.

  3. Create a new trip and add the machines you’ll be servicing.

  4. Open the VendSoft Mobile App.

  5. Download the trip to your device.

Step 2: Start the trip

  1. Open the downloaded trip.

  2. Tap Enter Trip Results.

  3. Select the first machine.

Since this is the machine’s first visit, there isn’t enough inventory history to generate a Picklist. Simply ignore the Picklist and continue.

Step 3: Confirm the machine’s ending inventory

  1. Tap Confirm Ending Inventory.

  2. You’ll see the machine’s full planogram—all products assigned to that machine.

Step 4: Enter Inventory for Each Product

For every product in the machine:

  1. Tap the product.

  2. The product details screen opens.

  3. Enter:

    • On Arrival – the quantity that was in the machine when you arrived.

    • Filled – the quantity you added during the visit.

  4. Save the product.

  5. Repeat for every product in the machine.

Tip: Completing these values allows VendSoft to calculate the machine’s inventory and establish accurate stock levels for future visits.

Step 5: Repeat for All Machines

Repeat the same process for every machine included in your trip.

Step 6: Upload the Trip

After you’ve finished servicing all machines:

  1. Return to the app’s Home screen.

  2. Tap Upload Trip.

This uploads your inventory counts and updates your VendSoft account.

What Happens Next?

Once the first trip has been uploaded:

  • VendSoft records the machine’s initial inventory.

  • Future trips will generate Picklists automatically based on expected inventory levels and sales.

  • Your inventory management becomes significantly faster, since you’ll only replenish products that are expected to be low.

Need a Visual Walkthrough?

For the standard trip workflow you’ll use going forward, see our guide: Using the VendSoft mobile app during trips.
​https://help.vendsoft.com/en/articles/7156631-use-the-vendsoft-mobile-app-during-trips

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