Purpose

This article explains the first steps to launch your vending business with Parlevel.

VMS Access

1. Before you begin vending with Parlevel, make sure you have received the welcome email containing your credentials and have Google Chrome installed. Chrome is the recommended browser for the Vending Management System (VMS).

2. Type your unique URL into the address bar. The URL given to you is [yourcompany].parlevelvms.com.

3. When you log in for the first time, we recommend that you reset your password. To do this, click your username on the right side of the navigation bar at the top of your screen.

4. Select User Profile from the drop down menu.

5. Click Set Password in the middle of the screen.

6. Enter your current password and your new password in the appropriate fields.

7. Click Save Changes.

You are automatically set up with Manager permissions, which gives you full access to the VMS.

Create an Additional User

1. To create an additional user, click Settings in the navigation bar.

2. Select Users from the drop down menu.

3. Click New User on the upper right side of the screen.

4. Fill in the required fields marked with an asterisk (*).

5. Choose a role for the user from the drop down menu. The roles are explained below.

   • Manager has access to all aspects of the VMS and Parlevel applications.

   • Driver can only access his or her assigned and planned routes in the VMS and the Stock application. They can make OCS orders through Parlevel Link if set up, but only for their assigned routes/locations.

   • Money Entry has access to Service History with the ability to consolidate routes.

   • Warehouse has access to Warehouse prekitting only.

   • Implementation can access the Implementation Tool to build machines.

   • Route Manager can access all parts of the VMS except Analytics.

   • Technician has access to view tech tickets in the Stock application for Android and iOS, but cannot access the VMS.

   • Salesman can only access Parlevel Link to review account information or create OCS orders. They cannot access the VMS.
     
     These descriptions can also be found to the right of the Roles field when the respective role is selected.
6. Click Save Changes.

Product Catalog

The Product Catalog is a tool for managing the products used in your VMS. 

1. To set up inventory in your Product Catalog, click Settings .

2. Hover over Warehouse.

3. Select Products from the drop down menu.

4. Click the Active Products filter at the top right corner of the screen.

5. From the drop down menu, select All Products.

6. After the screen updates, use the search bar above the product name to search for the products that you use in your operation.

   For your convenience, the 500 most common products are already activated for you.

7. Make sure the text in the Status column is Active for each product that you use.

   • If a product that you use has Inactive as its Status text, click the text to toggle it to Active.

   • If a product that you do not use has Active as its Status text, click the text to toggle it to Inactive.

If you cannot find a product in your catalog, you can contact Hero Support either through email (support@parlevelsystems.com), or by phone (210-200-8873). Just provide a brief description of the product, including brand, net weight, and an image (if possible), and we'll find it or add it for you.

Routes

Now that you have set up your Product Catalog, you can create your first route. Routes are created so your drivers know which machines to service, when to service them, and what products each machine needs.

1. Click Settings .

2. Hover over Routing.

3. Select Routes from the drop-down menu.

4. Click New Route on the upper right side of the screen.

5. Fill in the required fields marked with an asterisk (*). If you are unsure of how to fill in the required fields, use the italicized option listed below.

   • Route Name: Route 1

   • Driver: Driver

   • Truck: Default Truck

   • Prekit Method: Tote

   • Number of locations to preselect when planning: 5

   • Days of Operation: Weekdays
     
     

6. Click Save Changes.

7. To make any changes after saving, click Edit . To delete a route, click Delete .

Accounts

Accounts allow you to create groups of physical locations, and are required in order to use commissions or subsidies tools. If you do not need these abilities, you can skip this section and go to the Locations section.

1. To create a new account, click Settings .

2. Hover over Customers.

3. Select Accounts from the menu.

4. Click New Account on the upper right side of the screen.

5. Fill in the required information marked with an asterisk (*).

    - If you plan to use commissions, provide the commission amount, and choose whether you have a flat rate or a percentage for the commissions in this account. 

6. Click Verify Address.

7. Click Save Changes.

8. To make any changes after saving, click Edit . To delete a route, click Delete .
   
   

Locations

Locations are where one machine or a group of machines is located.

1. To create a new location, click Settings .

2. Hover over Customers.

3. Select Locations.

4. Click New Location on the upper right side of the screen.

5. Fill in the required fields marked with an asterisk (*).

     In order for machine to be available for routing, the Vending Route field cannot have the Not Specified option selected.

6. Click the Contact tab to the right of the General tab.

7. Fill in the required fields marked with an asterisk (*).

     If you forget this step, you will not be able to create the location.

8. Click Verify Address.

9. Click Save Changes.

10. Repeat this process to add all locations to the VMS.

      If you have more than 50 locations, contact Customer Success for help with importing in bulk. Make sure you have already created your routes before contacting Customer Success.

11. To make any changes after saving, click Edit . To delete a route, click Delete .
    
    

Layouts

Layout describes the arrangement of rows and columns inside a machine. You must create a new layout for each different machine type you use. For example, glassfronts, 5 select, 4 select, stackers, etc. 

1. To create a layout, click Settings .

2. Hover over Vending.

3. Select Layouts from the drop down menu.

4. Click New Layout on the upper right side of the screen.

5. Enter a descriptive name for the layout that you can identify when building your machine.

6. Click the Layout Type field.

7. Choose the layout for the machine you want to build from the drop down menu.

8. Add a row for your layout by clicking the desired number of columns. You can click and drag rows to reorder them.

9. Click Save Changes.

Planograms

Planograms are preset product configurations for your machines. If you have multiple machines with almost or exactly the same products in the same rows/columns, you may want to create a planogram.

1. To create a planogram, click Settings .

2. Hover over Vending.

3. Select Planograms from the drop down menu.

4. Click New Planogram on the upper right side of the screen.

5. Enter a planogram name that you will be able to identify in the future, and select the appropriate Layout from the drop down menu.

6. Click on an empty slot to begin assigning products.

7. Search for the product you want to add using the Available Products section of this page.

8. When you find the correct product, click the Product Name to add it to the empty slot.

9. The default photo, product, parlevel, and price are already set for you.

   You can change the product or price at any time from the Edit Planogram page.

10. Click Save Changes.