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Social Feedia - Getting Started with ADM - Operator
Updated

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Social Feedia ADM Training

A quick start manual for Operators

September 2019

 

 

Table of Contents

 

 

Document Revisions

Date

Author

Change Summary

4/30/19

Amy Volpe

Original draft

5/21/19

Laurie Sidwell

Branded document; reviewed for readability, grammar, and punctuation.

9/18/19

Amy Volpe

Added Pick List Inventory, Static Options and other sections.

9/27/19

Laurie Sidwell

Branded document; reviewed for readability, grammar, and punctuation.

 

 

Getting Started

Sign in to ADM

  1. Log into ADM https://adm.365retailmarkets.com.

  2. The Home screen shows your active locations.
    Image1.png

 

Update Min or Max fields at the Location

  1. From the Home screen, click on the location where you are managing the inventory.

  2. Scroll down to the list of tabs near the bottom of the screen, select the Products tab.

  3. Use the Search bar on the right side of the screen to find the product you are adding to the location.

  4. Update the Min Stock and Max Stock fields for that product.

Image2.png

  1. Click Save. (Be sure you click in the Min Stock and Max Stock fields rather than on the product.)

  2. Repeat steps three and four until you have updated the Min Stock and Max Stock fields for all products that will be available at the location.

  3. Click Update Prices & Full Sync.

  4. Click Save.

Note: If you remove a product from a location, you will need to go into the location in ADM and change the Min Stock and Max Stock fields to zero, so the product will no longer “Push” to that location.

 

Pick List Manager 

  1. Go to the Product tab in the Home screen.

  2. Select Pick Lists from the drop-down menu. The Pick List Manager screen displays.
    Image3.png

 

Locations grid – Pick List Action

The screen has two tabs on the left, Locations and Filter By. Locations is selected by default and Filter By is greyed out. You must select one or more locations in the Locations tab for the Filter By tab to become active.

Image4.png

  1. Click on one or more locations in the Locations tab in the Pick List Manager screen.

  2. Click APPLY at the bottom of the tab. The Filtered Locations grid will display with information about the location(s) you selected.

 

Pick List Changes to ADM

You can filter the grid by:

  • Location
  • Route
  • Driver
  • Last Pick List Created Date
  • Last Inventoried
  • Planning day(s) (based on Plan vs Pick scheduling)
  • Servicing day(s) (based on Plan vs Pick scheduling)
  1. Click on the Filter By tab next to the Locations tab. The Filter By tab will display with six fields containing the following drop-down menus:
  • Planning
  • Servicing
  • Driver
  • Route
  • Last Pick List Created Date
  • Last Inventoried

Image5.png

Note: You can quickly send pick lists to LightSpeed or push to inventory from the Pick List Manager screen when one or more locations have been selected.
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6.  Select one or more locations in the grid. Four new buttons will display on the right side of the screen.
Image7.png

OR
Image8.png

Export button – export your selections to an Excel spreadsheet

Refresh button – refresh the screen

Important: When you “refresh” the Pick List Manager or Pick List screen, the system will update the picklist and clear any revisions (add, remove, edits) previously made to the pick lists).

 Send to LightSpeed button – quickly send pick lists to LightSpeed

 OR

 Push to Inventory button – push pick list to inventory

Note: If your Org has LightSpeed, you will see the Send to LightSpeed button instead of the Push to Inventory button in both the Pick List Manager and the Pick List screens.

 Plan Pick List(s) button – further refine your pick lists before sending them to LightSpeed or pushing
 them to inventory.

 

Pick List screen 

Replenishing your locations

The new Pick List screen allows you to manage one or more of the pre-filtered locations. To get to the Pick List screen from the Pick List Manager screen:

  1. Select one or more locations in the Locations tab. Click APPLY. The Filtered Locations grid will display.

  2. Select one or more locations in the Filtered Locations grid.

Image9.png

  1. Click the Plan Pick List(s) button on the right-side of the screen. (see above)

Image10.png

The Pick List screen will display showing the location(s) you selected. This screen shows additional columns of data including:

  • Product Name
  • UPC
  • Product ID
  • Category 1
  • Pick List Action

Note: Any changes made to the pick lists on this screen (e.g., adding, removing, adjusting the Need quantity) will be automatically saved if you must leave this screen temporarily.

Image11.png

When one or more locations have been selected in the Filtered Pick List grid, you can:

  • Push pick lists to inventory by clicking the Push to Inventory button or send pick lists to LightSpeed by clicking the Send to LightSpeed button.

  • Perform a pick list export and refresh by clicking the Export and Refresh buttons.

Important: When you “refresh” the Pick List Manager or Pick List screen, the system will update the pick lists and clear any revisions (add, remove, edits) previously made to the pick lists.

  • View the pick list history by clicking the History button.

Image12.png

OR

Image13.png

 

Pick List Action Options – Hide from Pick List

When the Pick List Action is set to “Hide From Pick List”, the product will not appear in the pick list regardless of Min/Max or static order settings. You can filter from the Pick List screen using this option if you need to quickly find any or all products set to this Pick List Action. However, these products will not appear in the pick list by default.

The “Hide From Pick List” option can be accessed from the Product tab and the Location tab of the Home screen in ADM.

From the Product tab on the Home screen:

  1. Select Global Products from the drop-down menu. The Global Products screen will display.

  2. Click on any product in the grid. The Product Summary screen, Info section will display for the product you selected.
    Image14.png
  3. Click in the Pick List Action field on the left side of the screen.

  4. Select Hide from Pick List from the drop-down menu.

  5. Scroll down and click Save.
    OR
    Scroll further down to the Locations section of the Product Summary screen.

  6. Click in the Pick List Action column of the grid. The cell where you clicked is highlighted with a border.
    Image15.png
  7. Click in the cell. A drop-down menu will display with four options.

  8. Select Hide from Pick List.

From to the Location tab on the Home screen:

  1. Click on a location. The Location Summary screen will display for that location.

  2. Scroll down near the bottom and click the Products tab.

  3. Click on any cell in the Picklist Action column of the grid. The cell where you clicked will become highlighted with a border.
    Image16.png
  4. Click again in the same cell. A drop-down menu will display with four options.

  5. Click Hide from Pick List.

 

Adding Product(s) to Pick List

  1. Click on the Product tab in the Home screen.

  2. Select Pick Lists from the drop-down menu.

  3. Select one or more locations in the Locations tab.

  4. Click APPLY.

  5. Select one or more locations in the Filtered Locations grid.

  6. Click the Plan Pick List(s) button on the right. The Pick List screen will display.

  7. Click the Add Product button on the right. The Add Product(s) to Pick List pop-up window will display.
    Image17.png
  8. In the Add Product(s) to Pick List pop-up window, you can add product(s) to any location by:
    • Selecting the location from the Select Location to add product(s) to: drop-down menu.
    • Searching for the product by name or category.
    • Entering a Need value for those product(s).

When a Need value is added that is greater than zero, it will be included in the Add to Product list.

  1. Click the Preview button to preview the list before finalizing it.

To add more than one type of product, repeat the search. Be sure to enter the Need value.

The final products that you want to add will have the Need value that you entered included in the pick list.

  1. Click the Add button to finalize the products you want to add to the pick list for the location selected and return to the Pick List

Note: When a location has at least ONE product with a Need value, the Location drop-down menu will be locked and cannot be changed to a different location. You must either click Cancel and stop adding products or finish the location you are working on before starting on another location.

  1. You can add additional product(s) to a location’s pick list by updating the quantity in the Need column.

Image18.png

  1. Click Add to add the product(s) to your pick list and return to the Pick List screen.

 

Export Some or All Pick List Product(s)

You can export one or more locations and products by selecting those locations and products or by clicking Select All to export the entire filtered pick list.

To export data:

  1. Select one or more locations or products from the Filtered Pick List grid in the Pick List screen. Two new buttons will display in the group of buttons on the right side of the screen, they are the Export button and the Push to Inventory or Send to LightSpeed button.

  2. Click the Export button. You will be prompted to save your selected locations or products in an Excel file.

  3. Open the Excel file to see your pick list data.

 

Route Scheduling screen 

The Route Scheduling screen allows you to set one or more service days, and Pick List Preferences per service day, across one or more locations, all from one screen. This provides the tool you need to set the cadence of how to handle pick list planning vs picking schedules.

To get to the Route Scheduling screen:

  1. Click the Product tab in the Home screen.

  2. Click Pick Lists from the drop-down menu. The Pick List Manager screen will display.

Image19.png

3. Click the Scheduling button at the top right of the screen. The Route Scheduling screen will display.

Image20.png

 

Service Schedule Grid 

The Route Scheduling screen has two tabs, the Locations tab and the Filter By tab. The Locations tab is displayed by default.

  1. Select one or more location(s) from the list in the Locations tab.

  2. Click APPLY at the bottom of the tab. The Service Schedule grid will populate.

The grid contains the following columns:

  • Location
  • Route
  • Driver
  • Select Service Day(s) (M-SU)
  • Plan vs Pick Preference

Image21.png

Note: You can update the Route and Driver fields from this grid.

  1. Click on the Filter By This tab offers three filters with drop-down menus to filter the data in the Service Schedule grid. The filters are:
  • Service Date
  • Driver
  • Route

 

Set Plan vs Pick Preference pop-up window 

  1. Click on the cell in the Plan vs Pick Preferences column that corresponds to the location where you want to set the preferences. The Set Plan vs Pick Preference pop-up window will display.
    Image22.png

The Set Plan vs Pick Preference pop-up window contains two columns:

  • Service Day(s) – which shows the days of the week (pre-selected if set from the Service Schedule grid).
  • Plan vs Pick/Service Day Preference(s) – contains fields with drop-down menus that show these four options:    
    • Plan Today Pick Today
    • Plan Today Pick Tomorrow
    • Plan Today Pick In Two Days
    • Plan Today Pick In Three Days

You can select or deselect any of the check boxes if you need to edit a service day selection and setting.

  1. Click Save to save your preferences.

 

Static Order 

A new column called “Static Order” has been added to the Location Summary screen, in the Location tab grid. Use this option to set a standing order for a product at a certain quantity. When this is set for a product, the Min/Max values will be set to zero and not used in the pick list. Instead the Static Order quantity will always be ordered and included in the pick list with Static Order quantity as the Need quantity.

To get to the Static Order column:           

  1. Click the Location tab in the Home The Location List screen will display.

  2. Click on a location. The Location Summary screen will display.

  3. Scroll down to the tabs near the bottom of the screen.

  4. Click the Products tab.

To see the Static Order column:

  1. Click on the grey striped Hidden Columns marker to the left of the In Inv column. A drop-down menu will display.
    Image23.png
  2. Click Static Order. The new column will display to the left of the In Inv column.

Image24.png

 

Creating and Adding New Products – Global Catalog

  1. Click the Products tab from the Home screen.

  2. Select Global Products from the drop-down menu.
    Image25.png
  3. Select Create New on the right side of the screen. The Product Create screen will display.

  4. Complete the required fields, which are:
  • Name
  • Category
  • Scan Codes
  • Price
  • UserKey (Light Speed identifier) if applicable
    Image26.png
  1. Click Save and Extend at the bottom of the screen. All of your locations will display.

  2. Choose the locations where you would like to extend the product(s).

  3. Click Save and Next if you want to create another new product. The Product Create screen will display.

OR

Click Save and Done to return to the Global Products screen.

Note: If you miss a required field, ADM will not let you save the new product.

 

Adding Product to a specific location

  1. Click the Location tab in the Home The Location List screen will display.

  2. Click on a location. The Location Summary screen will display.

  3. Scroll down to the tabs in the middle of the screen.
    Image27.png
  4. Click the Products tab.

  5. Select Add Product. Your Global Catalog will display.

  6. You can search by Name, Scan Code, or Select All.

  7. Select the product(s) you want to add.

  8. Click Add in the lower right corner. The Location Summary screen will display again.

  9. Scroll down to the tabs to see your new products listed in the Products tab.

Image28.png

 

Making a change at a Global Level

Operators can change the price of a product in all of the kiosks at one location at one time by making the change at a global level. For example, increasing the price on all soda by $0.10 for all kiosks at one location.

  1. From the Home screen, click the Products tab.

  2. Select Global Product Change from the drop-down menu. The Global Product Change screen will display.
    Image29.png
  3. In the Location tab, select the location where you want to increase the price.
    Image30.png
  4. Click Apply. The Filtered Product grid populates.
    Image33.png
  5. Click the Products tab on the left.

  6. Click the Category filter and choose a product from the drop-down menu.

  7. Click Apply.

  8. You can pick and choose which sodas you would like to modify or Select All.

  9. Click Next on the right side of the screen.

  10. Click the Increment tab.
    Image32.png
  1. Add $0.10 to the Price field.

  2. Click Submit. A confirmation will display with the number of items that you have been chosen to be updated.

  3. Click OK.

 

Taking an Inventory at a location  

You have two options for taking an inventory:

  1. Use the 365 Mobile Inventory app:
    1. https://365mobileinventory.com is an inventory website that can be used on a phone or tablet. It has a scan function built in.
    2. Login with the same credentials that you use for ADM.
    3. Choose the location with the inventory that you would like to update.
    4. Choose Physical Inventory.
    5. Choose Freestyle.
    6. You can scan the product or start typing the name or scancode.
    7. Update the quantity.
    8. Choose Finish when you have completed the inventory.

Note: If any products that have a min/max associated with them were not inventoried, the site will ask you if you want to inventory those products (e.g., you sold out of a product at that location).

  1. Use the Inventory tab on the bottom of the Location Summary screen in ADM:
    1. Search for the product(s) that you want to include in the inventory or select them from the grid.
    2. Change the quantity in In Inv column.
    3. Click Save above the row of tabs.

Note: The risk in using this method is that you might miss a product. The product will still scan at the location, but will reflect a negative quantity in ADM.

 

Users and Roles

You can designate who has access to maintain your Social Feedia locations by assigning roles in ADM. The roles and access levels are:

  • Operator role – full access.
  • Driver role – access to any inventory related tabs and reports.
  • Reporter role – access to the Reporting tab.
    Image34.png
  1. Click the Admin tab in the Home screen.

  2. Select Users and Roles from the drop-down menu.

  3. Select Create New to add a user.
    Image35.png
     
  4. Complete the First Name, Last Name, Email, Default Org (your company) fields.
    Image36.png

  5. Select the location(s) where you want them to have access.

  6. Click Save User. The Edit User: [New User’s name] screen will display.

  7. In this screen, you can assign them a role.
    Image37.png
  8. Select the Manage User Roles tab.

  9. Select the role to assign to the user from the drop-down menu.

  10. Select the Add Role to User.

Note: If a user forgets their password you can either send them a Password Reset email or set a generic password for them.

Image38.png

 

Consumers

 When a consumer downloads the Social Feedia app and sets up an account, their information is stored in the Consumers tab in ADM. The following is what you can manage on behalf of the Consumer.

  1. Click the Admin tab in the Home screen.

  2. Select Consumer from the drop-down menu.

When a consumer leaves a company, you will want to give them a refund for the balance in  account. To do so:

  1. Click on the person’s name.

    Image39.png

  2. Click Payout and Close at the bottom of the screen.

365 will include those funds in your next ACH deposit. You can give the funds the location where they can refund the user.

You may also want to add funds to a consumer’s account for special occasions such as birthdays, Social Feedia Grand Opening at a location, Employee of the month, etc. To do so, increase the balance of their account. These funds would be taken out of your ACH deposit.

If a Consumer loses their password, you can create a PIN for them. It must be four-digits.

If you scroll down in a Consumer’s profile, you will see their Account Purchases, Account Funding, and any Account Adjustments, such as refunds for damaged or expired products.

Image40.png

 

Promotions

You have the ability to set up a variety of different promotions in ADM.

  1. Click the Admin tab.
    Image41.png
  2. Select Promotions from the drop-down menu. The Promotions screen will display.

  3. Select Create New from the top right corner.

  4. Complete the fields with basic information about the promotion.

    1. Promotion Type – Social Feedia, mainly uses On-Screen
    2. Promotion Name – Starbuck’s happy hour!
    3. Display Name – same as Promotion Name
      Image42.png
  5. Select Next.

  6. Choose which filter you would like to apply.

    You can offer promotions by Location, City, State, Zip, or you can set them up at your Operator level to make them available to all of your SF locations.
    Image43.png
  7. Choose the location(s), where the promotion will run.
    Image44.png
  8. Select Next.

  9. Complete the following fields to set up the details of the promotion:
  • Discount By – Item or category
  • Item(s) or Category(s) – depending on what you chose in the Discount By field
  • Discount Type – by a specific amount or by a percentage
  • Discount Amount – the amount of the discount
  • Transaction Minimum – the minimum the consumer must buy to qualify for the discount
  • Discount Timing – Flash Sale, Recurring, or Scheduled
  • Additional fields – depending on what you chose in the Discount Timing field
    Image45.png

10. Click Create and you will get a detailed pop-up window confirming your selections.

Image46.png

  1. Click OK to close the pop-up window and return to the Promotion List screen where you can view your new promotion