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Mobile App

Updated this week

Picklist workflow overview

What is a Picklist?

A Picklist is a list of products you need to gather before heading out to restock your vending machines. It helps you organize what to load, ensuring efficient and accurate restocking. The term is commonly used across the vending industry and is sometimes called Prekitting.

Picklist Summary vs. Individual Machine Picklist

  • Picklist Summary: Shows the total quantities of each product needed for your entire trip — ideal for packing in bulk.

  • Individual Machine Picklist: Breaks down the products needed for each machine — useful for packing by location.

1.Installation

Get the VendSoft Mobile App

You can install the mobile app by using the following links or by searching for "vendsoft" on the Apple App Store and Google Play Store:

Log in using your email and password:

2. Download Trip

You have to create a trip from the web interface first. Then you can download it from the mobile app.

Press the Download Trip button:

Then you can select one of the available trips in status Created:

3. Enter Trip Results

The next step is to record the servicing of the machines. Press the Enter Trip Results button:

The app will show the list of locations / machines included on the trip. Clicking on the map icon on the left side of each location will open the location on Google Maps or Apple Maps, which you can use for driving directions.

Select one of the machines:

You will then seen the main menu for the machine:

4. Open the Picklist

Open the Picklist to see which products need to be prepared for restocking.

This list is generated based on planogram data and recent sales.

5. Use the picklist efficiently

  • Tap Recalculate Picklist to get the latest data before you begin picking.
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  • Tick the checkbox next to each product as you pack it.
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  • Tap a product to Edit Pick — you can adjust the quantity or switch to a different product if needed.
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  • When you’re done, don’t forget to hit Complete Picking to mark it as finished.

📌 Special Note for Crane and AirVend Machines (DEX-based)

If you’re using telemetry providers that rely on DEX data (e.g., Crane or AirVend), here’s an important step to follow when servicing your machines in the field to ensure you see the most up-to-date sales and inventory data in the app:

  1. At the machine, press the Fill/DEX button on the card reader device to trigger a manual DEX readout.

  2. Wait for 1–2 minutes to allow the machine to send the real-time data.

  3. Then, open the Confirm Ending Inventory screen in the VendSoft mobile app.

  4. Swipe down on the screen to manually refresh it and retrieve the latest available data.

This ensures the freshest telemetry data is available in the app before you enter service results, allowing you to avoid manually counting items and rely instead on accurate, real-time data from the machine. It’s a one-time step needed at the start of each visit to DEX-enabled machines.

6. Optional: Batch Products View

To simplify your view, open the Picklist settings and enable Batch Products.

This collapses duplicate products into a single row with all column slots shown underneath.

7. Confirm ending inventory at the machine

When you’re at the machine go to the “Confirm Ending Inventory” section and:

  • Tap the three-dot menu and choose Refresh to ensure you're working with live data.
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  • If needed, use Fill to Capacity to restock all columns at once.

  • Use the +/– buttons to manually adjust filled counts if you didn’t follow the Picklist.

    Once all values look good, tap Confirm Inventory to lock in your service.

8. Drill Down by Column (Optional)

Tap on any specific column to:

  • Enter arrival and refill data in detail

  • Use the “Top up” button to auto-fill to full capacity

  • Adjust price or capacity if needed

  • Swipe left/right on the bottom of the screen to move between columns quickly

9. Cash Screen

On the Cash screen you can record the following:

  • Cash Collected

  • Added Coins

  • Refunds

  • Money Bag

10. Upload Trip

When you complete the servicing of all machines you can press the Upload Trip button from the home screen to upload the trip to the server:

If you have questions or need help, feel free to reach out to our support team at help@vendsoft.com.

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