Streben Helpdesk

SALE PROCESS FLOW

1.1 Process Flow Diagram:

Figure 1: Sales Transaction Process

1.2 Sale Process Flow Description:

1. The vending machine user (called Consumer) swipes card OR use Access Id for vending. Generates sale record for transaction on Equipment.
2. Equipment synchronises with the Portal and sync all new transactions generated on machine.
3. Back end processes on the Portal validates the transactions details including user details, selection details with the data available on the portal. 

• If valid user exists with access on respective equipment and valid selection with vend  product exist in equipment planogram then transaction will be considered as successful vend and transaction will be recorded as sale.
• If valid user with required details is not available or selection no with vend product is not available in the current active planogram then transaction will be recorded as Exception sale.

1. All successful transactions recorded as sales, will be available for invoicing and sale report.
2. Transactions recorded as exception sales, The Provider needs to confirm with customer or machine to fix issue by updating correct details on portal and Reconcile exceptions.

Two different reconcile process works for exception issues.

                                            If there is issue with selection, then provider will fix planogram and add respective selection no with correct product details in planogram. 

Once planogram is updated with selection no and respective product, the Provider can reconcile Planogram Exception records Exception Sale report by selecting Equipment and Date Range. 

After planogram Reconciliation all valid exceptions will be moved to sale.

                                            If there is issue with user not available or user do not have access to respective machine then the Provider need to confirm respective user details. 

If user is valid user then customer will add/update user and user access for respective Equipment. 

Once user details and access information are updated, Provider can use user reconciliation process and fix user access Exceptions. 

After reconciliation process all valid exceptions will be moved to sale.

1. All transactions recorded as sale will be part of invoicing process

• Invoicing will include Current sale and Backdated sales for invoicing. 

• Current Sale: Any sale recorded for selected date range will be part of current sale invoice. 
•   Exception Sale: Any backdated sale recorded in selected date range will be part of Exception sale invoice. 

Exception Sale Process

2.1 How Exceptions Generate:

Figure 2: Exceptions NOT seen in invoicing

• Exception sales are available in the Exception Report. These sales will not appear in Sales reporting or Invoicing until corrected.
• To fix Exceptions we have process of Exception Reconciliation.
• Exceptions can be of different types:

Figure 3: Exception Messages and Meaning

Figure 4: 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.

• User Exception Reconciliation process works on all user exceptions of selected Customer.
• To reconcile user exception, you must check for user with matching card no and Facility Id exist and access Id . 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.
2. 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.

22. On completion of Reconciliation process, it will send an email with status details to the person who has requested for reconciliation.
23. 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:

Figure 5: Exception Report CSV

• Product Exception Reconciliation process works on Equipment wise exceptions.
• For Product Reconciliation you must select Equipment and sale date range you want to reconcile.
• Process to reconcile exceptions is as below:

1. Select Customer name from list
2. Select Site name from list
3. Select Equipment from list
4. Click on generate report.

22. Report will show exception details as shown above. Issue column shows the reason for exceptions generation. Here There is exception for Product selection no “000C”, as this selection was missing with a Product Code 1005 from Planogram map of equipment while sale was processed. 
23. To fix this exception, Provider need to first update planogram with correct selection and product details. Add Selection “000C” with product 1005 if does not exist. 
24. Select date range in Exception report. Reconciliation will be applied on exception sales generated for selected equipment and selected date range.
25. Click on Reconcile.
26. Once Reconcile is completed it will give message for completion.