List of things to remember

Watch the OPS onboarding videos and the VMS onboarding videos

Make sure that if you load different items that look similar, that your AI has been trained to differentiate them. The more in the planogram, the more the AI has to choose from.

Check once a week for abnormalities, bad orders, etc.

If the machine is not cooling, check that your cameras are not overheating.

Restock your machine on a regular basis.

OPS Overview

OPS Link

Mobile Vs Desktop Versions

The functionality, organization, and available options differ between the desktop and mobile versions of the OPS. The desktop version is a more robust system, approaching the capabilities of the VMS version. If on desktop, it is recommended to use the VMS over the OPS as the VMS is capable of all OPS activities and more. The OPS is made for simplicity on the mobile format. The instructions below are specifically for the mobile version, as that is the point of the service.

Order

Allows you to view sale information, photos, and/or videos of completed orders.

While searching through the sales order menu, you can filter orders by time range, machine, and order status. Click on a sales order to view more transactional information such as the transaction videos, transaction ID, machine name, transaction timestamps, product quantity and order total.

Machine

Allows you to view the machine details, change the planogram, view the machine’s individual sales data, the set inventory levels, and configure the low inventory alert threshold.

The Machine List page allows you to view and filter through the machines that are online, offline and have errors. After selecting a machine, you can update its status, location, temperature, and planogram information. From the Machine Details page, you can open the door (top right button), change the machine’s status, view sales and planogram data, manage the inventory, and change product pricing.

Sales

Shows a timeline of total sales based on the selected time occurrence. In the picture to the left, it shows details on purchases made today.

Machine

Since we are looking at the profile of one machine, the Machine tab will only show a total value based on the time filter.

Product

This tab will illustrate the total sales for each product purchased in this machine within

the filtered timeline.

Modify Planogram

When a product is on sale, that product will be recognized by our system when a customer takes the product out of the cooler. If a product is off sale yet still was stocked into the cooler, our system will not detect the product leaving the cooler and will result in a loss of revenue.

How to Modify Planogram

1. Click on Machine, then select a specific machine to modify.

2. Click on “Modify Planogram” to view the current planogram.

3. At the top, you can view the list of On Sale versus Off sale products. If you would like to off sale products, select them by clicking the box to the left of the  product, then confirm off sale at the bottom. The reverse process works for moving items from off sale to on sale.

4. When done, press the confirm button at the bottom of the screen.

Standard Inventory

This feature allows you to set the standard quantity of each product in the machine. Standard 

quantity is defined as the quantity of a specific product when the cooler is fully stocked. An 

Accurate standard inventory is an important variable when managing inventory levels.

How to Set Standard Inventory

1. Click on Machine, then select a specific machine to modify.

2. Click on “Standard Inventory” to view the current planogram

3. Select a product and enter a whole number for its maximum inventory level for it.

4. Press the top right confirm button when finished.

Low Inventory Alert

A low inventory alert is an event that notifies users of a low inventory of products for the specific machine. This alert is calculated as a percentage of your standard inventory.

How to configure low inventory alarm

1. Click on Machine, then select a specific machine to modify.

2. Click “Low Inventory Alarm” and enter the percentage threshold for the notification to activate.

3. Click save when done.

Restock

Allows you to view the detailed inventory status of each machine and complete the restocking process. Route drivers would only need access to this feature to complete their daily fulfillment. Select a machine to view the current inventory of the machine by product. You can also filter through machines by clicking “Out of Stock” or “Expiration” at the top.

After selecting a machine, you see that each product shows its current INV and RES. These numbers are calculated based on the product’s  standard inventory.

INV – Inventory: The quantity of product currently in the cooler based on the previous 

restocking/stocktaking amount.

RES – Restock: The quantity needed to restock the machine to its standard

inventory.

Restock and takeout products

Restocking and Taking Out Products are functions used during machine replenishment. 

How to Restock/Takeout Products

1. Click on Restock, then select a specific machine to modify.

2. Click on whichever action you are performing, press the open the door button, and physically open the door.

3. Physically add or remove products from the machine.

4. Select which products you are restocking/removing, then update the quantities.

5. Press the confirm button at the top of the screen when done.

Inventory

The “Inventory” button will allow you to view and edit the current inventory of each product for the selected machine. This function can also be used during the product replenishment process versus the other two options.

How to modify inventory

1. Click on Restock, then select a specific machine to modify.

2. Click “Inventory”, press the open the door button, and physically open the Door.

3. Physically add or remove products from the machine.

4. Select which products you are restocking/removing, then update the quantities.

5. Press the confirm button at the top of the screen when done.

Report

Allows you to view detailed trends by sales, machines, or products within custom date ranges. From the Report page, you can view the sales data for your entire merchant. This data can be viewed by sales quantities, machines, or the product themselves and sorted by the chosen time range. If you would like an export of this data, you would currently need to do so on our VMS website.

Abnormal Order

Allows you to process abnormal orders, such as unfriendly behavior from consumers, SKU not onboard properly etc. Web-OPS is constantly querying for any abnormal transaction which system can not deal with properly, these transaction need merchant process by yourself after verify shopping video, such as consumer take some unregister SKU from machine and lead AI recognize wrong, or some consumer has unfriendly behavior during shopping(like block camera, damage machine or products etc.)

To process abnormal orders, you need to add corresponding products into the transaction to make the result correct, this can avoid money loss.

*Be aware some transactions need to be processed in time to make sure deduction is successful (the police from different payment gateway may be discrepant).

Alarm

Web-OPS is constantly querying for any errors your machine may experience. In the event that a machine is malfunctioning, the error will populate under Pending if it has yet to be addressed by Sandstar. If you click on an error, you will find several methods you can attempt to resolve the issue yourself. In the case that you cannot resolve the issue, you also have the ability to 

directly report it to Sandstar.

To submit a report to Sandstar, fill in the comment section with important information such as a brief summary of the issue, the frequency or time of the issue’s occurrence, and any relevant photos that could be taken to help resolve the issue quickly.

Collection Tool - Add Your Own Products

Web-OPS supports AI learning (data collection segment), allowing you to add your own products. You can start data collection with ‘click’ history machine which lists on the page, and can also scan a new machine to start data collection.

Before you start data collection make sure you have already finished SKU registration in the VMS system (check < VMS Management Center Manual> to learn how to register new SKU in VMS system). For data collection guidance,you can refer another document < Data Collection Procedures_V2.0>

VMS Overview

VMS Link

Dashboard

The dashboard gives you an overview of your account. It populates the total machines, order volume, number of sales, revenue, and other trend data. A “Home” tab exists at the top, this is where new tabs will appear when sidebar options are used. You may switch between the tabs by clicking on them. You may also close the tabs by clicking on their X mark.

Account Management

Under the Merchant Authority and Merchant tabs, you can view and modify your account, merchant information, customer access, and machine location.

Role Descriptions

Merchants need to prioritize maintaining the required roles and corresponding functions, to 

facilitate subsequent account creation and account editing. The system initially configures 7 default roles for each merchant, and the default roles cannot be deleted.

How to create a new account

1. Go to Merchant Authority -> Accounts using the navigation bar on the left side of your screen.

2. Click “New” to begin creating a new account.

3. Fill in the required form fields such as your client’s name, email, password, and user role then click “Next Step”.

4. Scroll down to the Data Authorizations section. Here is where you specify the access for the role given. Depending on the user role, you will be able to select the area, route, and machine the user will have access to. 

5. Once finished, click “OK” at the top of the screen.

How to disable an account

1. Navigate to the user account dashboard located under Merchant Authority -> Accounts.

2. Click “Edit” to modify the user’s account status.

3. Click the green status toggle. This will turn the toggle gray, indicating that the account is now deactivated. 

4. Once done, click the blue “Ok” button at the top right corner of the page.

How to change a user’s password

1. Navigate to the user account dashboard located under Merchant Authority -> Accounts.

2. Click “update password” to modify the user’s password.

3. Enter a new password, and again to confirm it.

4. Click Ok when done.

Machine Management

Under Merchant Authority -> Machines, you can view and edit machine specific details such as deployed product collections, planograms, products on-sale, product prices, pre-authorization amount, and the goods-alert ratio.

How to change Pre-Authorization Amount

1. Navigate to the machines dashboard located under Merchant Authority -> Machines.

2. Click “Edit” on the machine you would like to modify.

3. Click on Pre-Authorization Quota and enter an amount.

4. Press Ok at the top right to save it.

How to update Machine’s Planogram

1. Navigate to the machines dashboard located under Merchant Authority -> Machines.

2. Click “Details” on the machine you would like to modify.

3. Scroll down to Product Collections and click on “Planogram”.

4. From here, you may select products to be moved from the Off Sales column to the On Sales column, and vice versa. If already prepared, you may click the apply template button at the top right to automatically apply previously made settings.

5. Press Ok at the bottom right when done.

How to change Product Prices

1. Navigate to the machines dashboard located under Merchant Authority -> Machines.

2. Click “Details” on the machine you would like to modify.

3. Scroll down to Products on the shelf, then click on Update Price for a product that you wish to modify.

4. Enter a new price for the product.

5. Click Ok when done.

Planogram & Product Collection Management

Under the Products tab, you can add, edit, and view product and product 

collection information. This entails the ability to globally modifying product information in live 

coolers and product collection management.

Planogram Management

A planogram can be described as a client, location, or machine specific product list. This list of products can include all products in its parent collection or some of the products. This product list will also specify which products are for sale and which aren’t. Products that are not for sale are classified as “off sale” and will not be recognized by the computer vision system.

How to Modify/Create Planogram Template

1. Navigate to the planogram dashboard located under Products -> Planogram.

2. Either click “New” at the top right, or “Edit” on an existing template you would like to modify.

3. Press the blue Add Product button to add new products, and press the red delete button to remove specific products.

4. Press Ok at the top right when done.

How to Deploy a Planogram Template

1. Navigate to the planogram dashboard located under Products -> Planogram.

2. Click “Deploy” on any template you wish to use.

3. Click on the checkboxes of the machines you want the template attached to.

4. Click Confirm Deployment when done.

As a note, the cooler must have a product collection with the products in the planogram template to be able to use the template.

Product Collection

A product collection can be described as a regional or client-based product list. This list of 

products should include all products in which you believe all your client(s) will be interested in 

selling. To access the product collection page, click Product Collection under the Product drop-down list.

How to Modify Product Collection

1. Navigate to the product collection dashboard located under Products -> Product Collection.

2. Either click “New” at the top right, or “Edit” on an existing collection you would like to modify.

3. Press the blue Add Product button to add new products, and press the red delete button to remove specific products.

4. Press Ok at the top right when done.

How to Deploy Product Collection

1. Navigate to the product collection dashboard located under Products -> Product Collection.

2. Click “Deploy” on any collection you wish to use.

3. Click on the checkboxes of the machines you want the collection attached to.

4. Click the right arrow to move the selected machines to the selected list on the right.

5. Click Confirm Deployment when done.

Inventory Management

Through the Inventory tab, you can view your current machine’s stocktaking history or live inventory sorted by location or machine.

Sales Management

You can easily manage sales using the Order and Report Management tabs. The order tab allows you to view transaction photo images, view the purchases made during each transaction, view the products that were picked up and returned during the transaction, and flag transactions as abnormal or normal. The report management tab gives you the ability to view and export sales and inventory reports.