Exception Reconciliation: 

  • When we process sales received from machine, sometimes data expected for sale does not match with portal data. For example: Machine sends sale for selection number 0001 and while processing record it is found that planogram in portal is not updated hence selection 0001 does not exist in portal planogram. In such case that sale is recorded as Exception sale.
  • Exception sales are available in the Exception Report. These sales will not appear in Sales reporting or Invoicing until corrected.

 

Message

Meaning

Resolution

Unknown Product Selection.

The selection code and the product given by the machine does not match the Planogram.

The remote connex unit displays the code given by the vending machine.     

The planogram needs to be updated to match that code and product.

Unknown User

The Card ID + Facility ID or Access Code + PIN do not match any user in Portal.

1. Units may be set to “accept any card mode.  If yes, any correctly formatted card will work at the machine.     

The user does not have access of machine or don’t have to exist at all.

2. Units may be set to “Override FAC ID”.  If yes, this sets the FAC ID to 0 and may cause the user not to match in portal setup of user  

3. Units may need database reset to remove old users.  

Caution ONLY undertake with Streben Support

User Role Mismatch

or

User Access Issue

User does not have access or has different role. 

1. Proper assignment needs to be done.  The user needs to be a Consumer.

2. User exist in user list but does not have access to machines. 

3. Allow Any Card mode is active on Unit

4. Mismatch in FacilityId or other details of users

Figure 1: Exception Messages and Meaning

 

Figure 2: Exception Report

  • To fix Exceptions we have process of Exception Reconciliation located in Reports>Exception Report
  • System provides different reconciliation processes for both type of Exceptions.

 

  • To fix Exceptions we have process of Exception Reconciliation.

 

  • Exceptions can be of different types:
  1. User Exception: 
  • User with expected card no and Facility Id does not exist OR user with matching Access Id does not exist in Exception report. 
  • User role is other than consumer
  • User exist in user list but does not have access to machines. 

If we find any of the above issue while processing sales records, these sales will be marked as user Exceptions.

  1. Planogram/Selection Exception: If expected selection does not exist in current planogram while processing sales then that record will be marked for selection exception.

  • To fix Exceptions we have process of Exception Reconciliation.
  • System provides different reconciliation processes for both type of Exceptions.

 

  1. Reconcile Product Exceptions: 
  • Product Exception Reconciliation process works on Equipment wise exceptions.
  • For Product Reconciliation you have to select Equipment and sale date range you want to reconcile.
  • Process to reconcile exceptions is as below:
  1. Select Customer name from list
  1. Select Site name from list
  2. Select Equipment from list
  3. Click on generate report.

  1. Report will show exception details as shown above. Issue column shows the reason for exceptions generation. Here There is exception for Product selection no “0045”, as this selection was missing while sale processed. 
  2. To fix this exception, Provider need to first update planogram with correct details. Add Selection “0045” if does not exist. 
  3. Select date range in Exception report. Reconciliation will be applied on exception sales generated for selected equipment and selected date range.
  1. Click on Reconcile.
  1. Once Reconcile is completed it will give message for completion.

  1. Click on Generate report to get pending Exceptions. Exceptions fixed for product selection will not appear in report.

As shown below, product exception is removed from the Exception report list. Reconciled exception will appear in sales report.

 

  1. Reconcile User Exceptions: 
  • User Exception Reconciliation process works on all user exceptions of selected Customer.
  • To reconcile user exception, you have to check for user with matching card no and Facility Id exist for customer. Also, user should have access to respective equipment.
  • Process to reconcile user exceptions is as below:
  1. Select Customer name from list
  2. Click on generate report.

  1. Click on Reconcile users.
  1. Once you click on Reconcile users it will start process and will show message for process started and will send completion alert on email on completion.

  1. On completion of Reconciliation process, it will send an email with status details to logged in person who has requested for reconciliation.
  1. Reconciliation status email will include:
  • No. of exceptions Attempted 
  • No. of exceptions Reconciled 
  • No. of exceptions Failed 
  • Also includes file containing all records with status SUCCESS OR FAILURE and reason.

Email Format: 

Status Excel format: