SmartHQ User Guide
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Table of Contents

 

Purpose

SmartHQ is 365 Retail Markets' web-based administration tool for managing your MicroMarket. This document is intended for anyone who has purchased or administers a 365 Retail Markets Legacy MicroMarket Kiosk.

 

The SmartHQ Interface

SmartHQ can be accessed by visiting https://smarthq.365retailmarkets.com.

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Your username will usually be your email address. Check with your site administrator to receive your password. Once you are signed in, you will see the main page.
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Depending on the permissions granted to you by your site administrator you may see some or all of the categories and items shown above. This document explains each of these items.

NOTE: Each site in SmartHQ will have a default Administrator (a person designated on the initial kiosk order). That administrator will have access to create new users and modify existing users’ access to the site and its locations.

 

Sorting Data

Many reports will be displayed in tables. Some columns in the tables can be sorted by clicking on the headers. You can identify a column that can be sorted by the up or down arrow to the right of the header title.

 

Filtering Data

To the right of many reports will be a set of Data Filtering options. You can use these filters to narrow down the search criteria for more detailed reporting.

The filtering options will change according to the report that is currently being viewed.

 

Exporting Report Data

Most financial reports can be exported to an Excel Workbook. The default file type will be Excel 97/2003 Workbook. Depending on the report, the Export button may either be with the Data Filtering options, or in the top right corner of the report itself.

 

Navigating SmartHQ

Click on the Home button at the top right corner of the page, from any page in SmartHQ, to return to the main page.

 

Administration

The Administration section is where a SmartHQ user with administrative privileges can:

  • Check details about kiosk locations
  • Create new SmartHQ users
  • Adjust the permissions of existing users
  • View various event logs
  • Manage notifications of kiosk events (such as a kiosk going offline)

 

Manage Locations

This area of SmartHQ lists all of your current markets. If you are using the Lightspeed interface, you can view serial numbers and enter your route numbers in this area.

Click on any location to open and edit the location details, including:

  • Location Name
  • Location Address
  • Primary Contact Phone
  • Route Number (for Lightspeed users)
  • Location ID
  • Tax references
  • Notes
  • Integrations with third party tools (such as PayPal)

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Manage Web Users

This area is used to manage SmartHQ user logins for your organization. From here you can create new user accounts or update the permissions of an existing user account.

 

Create New User

  1. Navigate to Manage Web Users.

  2. Click Create New User button on the left side of the page.
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  3. Enter in their account information and set their permissions / viewable locations.
    NOTE: When creating a new login, consider what permissions to grant the new user. You can limit a user’s visibility to a certain location or certain reports.
    • Example: Route drivers typically do not need access to financial information. Consider unchecking the Customer Service and Transactions sub-menus. If unchecked, those areas of SmartHQ will not be visible to that user.
  1. Click the Add button.

 

View Existing User

  1. Navigate to Manage Web Users.

  2. Click on desired user's name.
    NOTE: You can search for a user by email, first name, last name, or username by typing the data into the Search field and then clicking Get Users.

  3. The User Information will then load. You can view the user's current permissions, reset their password, and adjust their SmartHQ account.

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Manage Kiosk Users

This section allows you to create and manage users with access to change some settings for the kiosk Point Of Sales application (Valet) and run a Cash-Out report. Point Of Sales settings would include:

  • Managing which denominations of bills the kiosk will accept
  • Whether receipts are printed, emailed, or sent by text message
  • Enable or disable the webcam
  • Manage some other hardware features. The Cash-Out report should be run by the person who empties the cash from the kiosk. This should be done each time they take the money.

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  • Click on the Create New User button to create a new user or click on an existing user to view their current settings

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  1. Required fields are: Username, First Name, Last Name, Password and Kiosk Pin.

  2. Make sure the boxes next to following options are all checked:
    • Settings Permission
    • Inventory Permission
    • Kiosk Out Permission
    • Kiosk Cash Out
    • Exit Application
  1. Select location(s) to which the user will have access.
  2. Click the Add button.

Note: Create a Kiosk User profile for anyone collecting cash from the kiosks. Their Cash Out activity will be logged by their username.

 

Kiosk POS Log

This section provides access to the POS log, which tracks kiosk events such as when the Valet application is started or closed, or the administrative menu is accessed.

 

Kiosk Sync Log

SmartHQ receives sales data from the kiosk every five to seven minutes. The transmissions between SmartHQ and Valet are logged in the Kiosk Sync Log.

  • If you have recently made changes to a product or customer information in SmartHQ, allow a minimum of seven minutes for those changes to sync down to the kiosk.
  • If there are long periods of time with no successful syncs, please contact the 365 Support Department at 888-365-6282.

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Manage Reason Codes

Reason codes are used to classify positive and negative inventory adjustments inside the market. When inventory is added or removed from SmartHQ, you will be prompted to enter a reason for the adjustment. This section is where you create and edit the reason codes that are relevant to your specific market.

 To create a reason code:

  1. Click the Create Reason Code button.

  2. Enter text into the Reason Name field.

  3. Choose an Inventory Direction.

  4. Click Add.

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Note: Negative inventory adjustments require a reason code, so make sure you have created one!

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  • Reason Codes are applied through the Manage Inventory page on SmartHQ and on 365smartinventory.com.
  • Refer to the Mobile Inventory Guide in the 365 Help Documents section of SmartHQ for more information on using reason codes.

Manage Notifications

SmartHQ is able to send out email notifications based on two events triggered inside the market:

  1. When the kiosk has been offline longer than an allocated period of time.

  2. When no sales have been reported in the market for over 24 hours.

 You will need to set up these alerts for each market individually.

 To create a new notification:

  1. Select the appropriate market from the drop-down menu on the left side of the page.

  2. Check the enable box associated with the alerts that you would like to enable.

  3. Choose the conditions that trigger the alert.

  4. Enter the email addresses of the alert recipients, separated by commas.

  5. Click Save.

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365 Help Documents

This will redirect you to the 365 HelpCenter where all help articles are stored. To access it, click the 365 Help Documents link at the bottom of the Administration section, and the collection of documents will open in a new tab. 

Note: You will need to make a separate account for the HelpCenter upon visiting for the first time.

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Customer Service

The Customer Service section is where you can:

  • View specific customer account and transaction information
  • Get an overview of the credit card transaction information (which includes users who do not have accounts)
  • Get an overview of the funding status of all accounts at a location

 

Customer Transactions

This section shows customer’s transaction history including funds deposited, current balance, and how much they have spent on their account in the market.

  1. Select the search criteria in the Search box on the left side of the screen.
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  2. Click Get Users.

  3. Click on a user to view more detailed information about their account

  4. The Customer Account Ledger can be exported to an Excel or PDF file using the Export button at the bottom right.

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Note:   To know who your best customers are, you can generate a Customer Transaction Report.

  • Use the Market Inception Date and the Current Date as filters.
  • Click the Debits header twice to sort this information numerically. The customer accounts will be listed in order of the highest number of debits.

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Customer Information

The Customer Information page allows you to view and edit customer information, including their first and last name, email address, account balance, and PIN.

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  • Use the Search bar on the left to search for a specific user.
  • Click on a user to view their account information.
  • All fields are editable with the exception of the User Name field.
  • Manually credit or deduct funds from employee accounts by overwriting the current balance with a new amount and clicking the Update User button.
  • Click on the Disable User button to disable that user on the kiosk.
  • Click on the ellipsis button (mceclip0.png) by the Balance field to display that customer’s account ledger.

 Note: Users are never permanently deleted. This allows historical reports to be run accurately.


This page serves as a placeholder for your DVR login information.

 

Video Surveillance

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If you have a camera system in your market that allows for remote viewing, you can save the Web Address, Username, and Password in this area. You cannot view your cameras directly on this page.

 

Credit Transaction Log

This report logs each credit card transaction that occurs on the kiosk.

  • Search for a specific transaction using the Search bar on the left side of the page.
  • You can search for transactions by the customer’s name, account name, or the last four digits of their credit card.
  • There is a difference between the two payment methods, Charge and Credit.
    • Charges reflect credit card purchases on the kiosk. For the Pay Method of Charge transactions, the Patron Name is what appears on the credit card.
    • Credit refers to account funding. For the Pay Method of Credit transactions, the Patron Name is the account Username.

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Account Funding Summary

This report shows how money is being funded to user accounts on a daily basis. The columns to the left of Remaining Account Balances reflect the account funding methods to accounts for the date range searched:

  • Credit Funding – represents money being deposited on accounts with a credit card.
  • Cash Funding – represents cash deposits on accounts.
  • Web Credits – represent credits issued to accounts by the operator through SmartHQ.
  • Portal Credits – represent money added to accounts via MyMarketAccount.

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  • Remaining Account Balance reflects the current account liability, even when searching a historical date range.
  • The columns to the right of Remaining Account Balances represent the daily sales activity.

 

Transactions

The Transactions section is where you can view detailed sales information and many financial reports.

 

Sold Detail

This report shows detailed information for every item sold inside the market. It displays the:

  • Time the transaction occurred
  • Item description
  • How the item was purchased
  • Sales price
  • Tax
  • Bottle deposit
  • Total amount collected

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  • Click on a record to view more information about the transaction.

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Sold Summary

The Sold Summary report groups sales by item and shows the total quantity sold for a specified date range. It will show the total quantity sold of an item, the total sales price, tax collected, and any discounts given through promotions.

To generate a Sold Summary report:

  1. Select the date range of the data you want to pull.

  2. Click the Get Data button.

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Note: If you want to know what your best selling items are, click the header of the Sold column twice. This will sort the data in the report in by quantity sold, largest to smallest.

 

Sold Totals Summary

This report shows daily sales activity per location. It will provide daily totals for items sold, transaction count, gross sales, sales tax, deposit, redeemed discounts, and net sales.

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Sold Item COGS

This report calculates the COGS (Cost of Goods Sold) per item sold and provides an estimate of gross profit.

To generate a Sold Item COGS report:

  1. Select a location from the drop-down menu in the upper left of the page.

  2. Select a date range.

  3. Click Get Data.

  4. Click on the column headers to sort the data to your preferences.

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Note: If you notice items on the report that are showing no cost, you will need to add a cost to that product’s information under the Manage SKU area of SmartHQ.

 

Event Detail Report

This report shows individual funding events that occur on the kiosk, including, Account Funding, Cash-In, and (for Cash and Coin kiosks) Cash Dispensed.

To generate an Event Detail Report:

  1. Select a location from the drop down menu in the upper left of the page.

  2. Choose a filter for Event Type or choose to view All Events.

  3. Select a date range.

  4. Click Get Data.

View the information on SmartHQ or use the Export button to generate an Excel workbook for additional analysis.

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Cash In Summary

This report summarizes daily cash-in totals. It shows the daily kiosk bill count and total dollars inserted into the kiosk.

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Cash In Detail

This page reports detailed information on cash being inserted into the kiosk. Each bill inserted into the kiosk is logged in this report.

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Note: Your bill acceptor has a capacity of 500 bills. For high traffic markets make sure to empty the bill acceptor frequently. Use this report to track how many bills have been inserted since the last time the Cash-Out report was generated.

 

Cash In Kiosk Report

This report logs each Cash In report that is generated from the kiosk. When cash is collected from the kiosk, 365 recommends that the Cash In report is generated.

This report can be used as a reference if the Cash In report printed from the kiosk is lost or damaged.

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Bill/Coin Dispense Report

This page displays information on Cash and Bill Dispenses from our Cash and Coin kiosks. Each bill and coin dispensed is logged in this report.

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Financial Summary

This report serves as an overview of the market’s financial performance and can be used to generate Income Statements.

To generate a Financial Summary report:

  • Select a location from the menu in the upper left of the page (or choose multiple locations).
  • Select a date range.
  • Click Get Data.

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  • Credit Sales represent customers using their credit cards to purchase items on the kiosk. This does not represent account funding using credit cards.

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  • Account Sales refers to the money that was deducted from customer accounts for purchases. Customer accounts can be funded using both cash and credit cards.

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  • Cash Sales refers to customers purchasing items with cash and does NOT represent cash being added to customer accounts.

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Note: Cash transactions only occur on our Cash and Coin kiosks. If your kiosk does not dispense change, there will not be any cash sales.

  • Closed Loop refers to sales made through Payroll Deduct or These sales require Freedom Pay, Quick Charge, or Blackboard integrations.
  • Loyalty refers to sales made using US-Connect / Loyalty requires the Sprout integration.

Credit Sales + Account Sales + Cash Sales (if applicable) = Total Sales.

  • Total Sales – Gross sales with tax.
  • Total Tax – Tax collected.
  • Total Item Count – Items sold.
  • Transactions – Total number of transactions.

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  • Total Cash In – Cash deposited into kiosk.
  • Total Web Credits – Sum of credits issued to customer accounts through SmartHQ.
  • Total Bottle Deposits – Sum of bottle deposits collected.
  • Total User Portal Credits – Sum of funds added through MyMarketAccount.
  • Total Delete Cost – Wholesale cost of items removed from inventory.
  • Total Delete Count – Number of items removed from inventory.

Sales Analysis

This report displays the quantity sold of each item across multiple locations. It displays the:

  • Totals of quantity sold
  • Tax collected
  • Deposit collected
  • Discounts applied
  • Net sales
  • Total cost
  • Gross Margin Percentage.

 Click the + (plus sign) next to an item to expand the view and show how the data breaks down by location.

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Promotion Analysis

This report shows redemption rates and discounts applied through promotions. To generate a Promotion Analysis report:

  1. Select the location(s) from the menu in the upper left of the page.

  2. Select a date range.

  3. Click Get Data.
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  4. Click on the + (plus sign) to expand the section and display the items that were purchased on promotion.

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Financial

The Financial report provides a high-level view into key financial metrics for each of your locations. You will find helpful insight into areas such as product cost, spoilage, and shrink, allowing you to improve the profitability of your MicroMarket. A unique metric to notice is the “Last Year / Year %” field, which provides a quick view on how a particular market is performing this year when compared last year in terms of revenue.

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  1. Account – The location name that is associated with each MicroMarket.

  2. Sales $ – The amount of total revenue that has been realized during the selected time period for each location.

  3. Product Cost $ – The aggregate cost for all products sold in each location during the selected time period.

  4. Product Cost % – This field displays the proportion of product cost to total revenues, calculated as Product Cost $ / Sales $.

  5. Spoil/Damaged $ – A summation of the total RETAIL price of all products removed from a location with reason codes of Damage, Damaged, Spoil, Spoiled, Waste, or Wasted.

  6. Spoil/Damaged % – This field displays the proportion of the RETAIL price of spoiled/damaged goods to total revenues, calculated as Spoil/Damaged / Sales $.

  7. Over $ – The RETAIL price of products added to a location during inventory adjustment. This value is the additional dollar amount of products over what should be added during regular market stocking. This value has a system generated reason code of Physical Adjustment.

  8. Over % – This field displays the proportion of the RETAIL price of over products added to the market compared total revenues, calculated as Over $ / Sales $.

  9. (Short) $ – The RETAIL price of products removed from a location during inventory adjustment. This value has a system generated reason code of Physical Adjustment and is also referred to as Shrink.

  10. (Short) % – This field displays the proportion of the RETAIL price of short products removed from the market compared to total revenues, calculated as Short $ / Sales $.

  11. Gross Margin % – This field shows the percentage of revenues that remains after taking cost of goods sold, spoilage, and short inventory into consideration. It is calculated as 100% - Product Cost % - Spoil/Damaged % - Short %.

  12. Last year/year – The difference in revenue from the selected date range compared to the revenue of the date range in the year prior. If no data is available, or if the data is partial for the previous year, this field would read as a blank or partial result.

  13. Last year/year % – A proportion calculated as the revenue from the selected date range divided by the revenue of the date range in the year prior. If no data is available, or if the data is partial for the previous year, this field would read as a blank or partial result. A value in excess of 100% indicates that revenues in the current date range have exceeded the revenues in the previous year’s date range.

 

Transaction

The Transaction report provides key metrics on payment methods and gives in-depth details on transactions. You will find helpful comparisons for Prepaid and Credit purchases, such as the average amount of money spent on each type of transaction. A unique metric to notice in this report is “Credit Comparison” which can help you decide if you should encourage customers to create an account or allow them to keep using their credit cards.

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  1. Account – The location name that is associated with each MicroMarket.

  2. Transactions # – The total number of transactions that have been made at each location during the selected time period.

  3. Sales Units – The total number of individual line items that have been purchased during the selected time period.

  4. Sales $ – The amount of total revenue that has been realized during the selected time period for each location.

  5. Units per Transaction – The average number of individual products that are purchased on each transaction, calculated as Sales Units / Transactions #. This is the number of products that a customer is most likely to be purchasing when they check out at the kiosk.

  6. Sales per Transaction – The average dollar amount that is spent on a per transaction basis, calculated as Sales $ / Transactions #. This is the amount of money a customer is most likely to be spending when they check out at the kiosk.

  7. Sales per Unit – The average selling price of each unit that has been sold, calculated as Sales $ / Sales Units. This value is the average cost of every product in the market.

  8. Prepaid Transactions – The total number of transactions that have been completed when a customer uses their account to check This value is a subset of Transactions #, so it will always be less than the total number of transactions in the market.

  9. Prepaid Amount – The total revenue of all transactions that have been completed using an Account. This value is a subset of Sales $, so it will always be less than the total revenue in the market.

  10. Prepaid % – A ratio comparing the revenue of account transactions to the total market revenue, calculated as Prepaid Amount / Sales $. A higher percentage indicates that the bulk of total revenues are generated from transactions using accounts.

  11. Units per Transaction (Prepaid) – The average number of units sold on a transaction when an account is used to make a This field is calculated by dividing the total amount of prepaid units by the total number of prepaid transactions.

  12. Sales per Transaction (Prepaid) – The average dollar amount spent per transaction when an account is used, calculated as Prepaid Amount / Prepaid Transactions.

  13. Sales per Unit (Prepaid) – The average selling price of a unit when an account is used. This field is calculated by dividing the total prepaid amount by the total number of units sold through account transactions.

  14. Credit Transactions – The number of transactions that have been completed when a credit card is used to make a This value is a subset of Transactions #, so it will always be less than the total number of transactions in the market.

  15. Credit Amount – The total revenue of all transactions that have been completed through the use of a credit card. This value is a subset of Sales $, so it will always be less than the total revenue in the market.

  16. Credit % – A ratio comparing the revenue of credit card transactions to the total market revenue, calculated as Credit Amount / Sales $. A higher percentage indicates that the bulk of total revenues are generated from transactions using credit cards.

  17. Units per Transaction (Credit) – The average number of units sold on a transaction when a credit card is used to make a purchase. This field is calculated by dividing the total amount of units sold with credit card by the total number of credit transactions.

  18. Sales per Transaction (Credit) – The average dollar amount spent per transaction with the credit payment type method, calculated as Credit Amount / Credit Transactions.

  19. Sales per Unit (Credit) – The average selling price of a unit when a credit card is used. This field is calculated by dividing the total credit amount by the total number of units sold through credit transactions.

  20. Credit Comparison – Shows a comparison between the average sales per transaction when credit is used versus the average sales per transaction when an account is used.

 For example, a value of 20% indicates that when a credit card is used to make a purchase, on average, the total amount spent is 20% greater than if that person was to make a purchase using an account. If the average sales amount is sufficient enough to cover credit card fees, it could be more profitable for the operator to allow customers to keep using their credit cards, rather than encouraging the use of market accounts.

 

Account

The Account report provides insight into consumer activity by location and gives details on their account balances. You will be able to see how many active and inactive users are at a particular location and how much money each group of users has available to spend. If there are numerous inactive accounts at a particular location, you may want to consider running a promotion to get people back into the MicroMarket and spending money.

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  1. Account – The location name that is associated with each MicroMasrket.

  2. Population – Refers to the Population field on SmartHQ, which allows the operator to estimate the number of users that will be using the MicroMarket at that particular location. This value can be created and updated on the Location Information page within the Manage Locations tab.

  3. Active Accounts – Refers to the number of user accounts that are considered An account is considered active if it has been used to make a purchase within the timeframe set on the Days Active Filter. It is important to note that the only way for an account to be considered active is by using it to make a purchase. Simply creating an account or adding funds to an account does not qualify it as active.

  4. Inactive Accounts – Refers to the number of user accounts that are considered An account is considered inactive if it has not been used to make a purchase within the timeframe set on the Days Active Filter.

  5. Open Balance – The total dollar value that is on both Active and Inactive accounts, provided that they have not been deactivated by the operator.

  6. Active Balance – The dollar value that is held on all accounts that are considered This field is a subset of Open Balance, so its value will always be less than the total balance amount.

  7. Inactive Balance – The dollar value that is held on all accounts that are considered inactive. This field is a subset of Open Balance, so its value will always be less than the total balance amount.

 

Product

The Product report provides in-depth detail for each product sold to assist you in optimizing a MicroMarkets product mix. You will gain insight into topics such as sales, spoilage, and shrink for all of the products available in your MicroMarket.

 The Product report does not list items with zero sales for the selected time period. The “Sales $” and “Avg Sell Price” values on the Product report do not include the Tender Promotion (Account Discount) value. These values will not necessarily match a report in which the Tender Promotion discount is included. A unique metric to notice in this report is the “Spoil / Damage %”. If a particular product has a higher than average rate of spoil or damage, it may be beneficial to reduce the Max quantity of that product in the market.

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  1. Location/Product – This field shows a breakdown of each individual product that is sold at a particular location.

  2. Sales Units – The total number of units of each specific product that has been sold.

  3. Sales $ – The amount of total revenue that each product has generated during the selected date range.

  4. Sell Price – The average price at which each unit of a particular product has sold, calculated as Sales $ / Sales Units.

  5. Spoil/Damaged Units – The number of units of a product that have been removed from a location with the reason codes of:
  • Damage
  • Damaged
  • Spoil
  • Spoiled
  • Waste
  • Wasted

The Spoil/Damaged Units values on the Product report may not necessarily match the values found on the Delete Summary report. The Spoil/Damaged Units only aggregates the reason codes listed above and does not include any Spoil/Damaged reason codes with various other names.

  1. Spoil/Damaged % – This field displays the ratio of the number of spoiled/damaged goods to the total number of units sold for each individual product, calculated as Spoil/Damaged Units / Sales Units.

  2. Shrink Units – The number of units of a product that have been wrongfully removed from a location, also referred to as Short units.

  3. Shrink % – This field displays the ratio of the number of goods removed due to shrink compared to the total number of units sold for each individual product, calculated as Shrink Units / Sales Units.

  4. Min – The desired minimum inventory level of a product that should be in a particular market. This value is set by the operator on SmartHQ.

  5. Max – The desired maximum inventory level of a product that should be in a particular market. This value is set by the operator on SmartHQ.

 

Manage Items

The Manage Items section is where you can adjust item information, manage sales promotions, and update inventory levels.

 

Manage SKU

This section is used to manage the products in your markets. From here, you can make edits to existing items or add new items to your product database.

  1. Choose a specific location or view item data from all locations.

  2. Use the Search bar on the left side of the screen to search for a specific item by description, UPC, and Item Type, or choose All Items to display the entire product catalog.
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  3. Click on an item to bring up the Item Information page where you can view additional product information, make edits to existing information, or clone a product to another market.

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Add New SKU

This area of SmartHQ is used for adding new products to your markets. There are several required fields:

  1. Location – Choose a location to add the product to or select all locations.

  2. Type – Select an Item Type (refer to the bottom of this section for information on creating new item types).
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  3. UPC – Enter the UPC of the product (be sure to enter any leading zeros).

  4. Price – Enter the sales price of the item.

  5. Description – Type a description for the new product. The description will appear on internal reports as well as customer receipts.

 There are also several recommended fields:

  1. Wholesale Cost – The wholesale cost per unit. This field affects the COGS (Cost of Goods Sold) reports.

  2. Tax – Sales Tax displayed as a decimal (.06 = 6% tax).

  3. Tax 2 – Additional Tax field for areas subject to two tax rates, if applicable.

  4. Deposit – Bottle beverage deposit, if applicable.

  5. Button Text – On Screen Text for kiosk buttons. Refer to the “Creating a Button” sub-section below for more information.

  6. Min – Minimum quantity required in the market.

  7. Max – The maximum number of units that can fit in the allocated shelving space.

  8. Case Pack Max – Number of units per case.

  9. Product ID – Vendor item number.

  10. Picklist Option – Choose what triggers an item to be sent to the Pick List.
    • Below Max Value – The item will appear on the Pick List when the current inventory level drops below the Max Value.

Example: The Max Value for an item is 12, when there are 11 in the store, the item would appear on the Pick List and “picked” to be restocked.

  • One or More Cases are Needed – The item will appear on the Pick List when a full case of product is needed in the market to bring the inventory back to the Max Value.

Example: The Max Value for an item is 48 and the Case Pack is 24, the item would appear on the Pick List when the inventory is 24, which is when a full case or more is needed.

Note: This item will show on the picklist as units, not as cases!

  • At or Below Min Value – The item will appear on the Pick List when the current inventory level drops to the Min Value.

Example: The Min Value for an item is three, when there are three or less in inventory, the item would appear on the Pick List and “picked” to be restocked.

 Note: For items with multiple SKU’s, you can assign multiple barcodes to items by separating them with a comma in SmartHQ.

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Creating a Button

To create a button on the kiosk:

  1. Click on Manage SKU under Manage Items column.

  2. Search for the product on the left side of the screen and click Get Data button.

  3. Click the desired product. Enter the on-screen text that will be displayed in the Button Text field.  (Sixteen characters max, including spaces.)
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  4. Click Save.

Button Text Field

COFFEE

MEDCOFFEE

COMBO

MEDDRINK

DRINK

MEDSALAD

ENTRÉE

PIZZA

FRUIT

SALAD

GRILL

SMCOFFEE

LRGCOFFEE

SMDRINK

LRGDRINK

SMSALAD

LRGSALAD

SOUP

 

You can create up to 10 customized on-screen buttons for your kiosk.

Entering any of the phrases below in to the Button Text field will populate the button with a corresponding stock image.

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SKU Quick Edit

Similar to editing your product information through Manage SKU, the SKU Quick Edit page allows you to adjust your product information but presents the products in a grid.

  1. Use the filters at the top of the page to locate a specific group of items.

  2. Click the Edit button next to a selected item.

  3. Make any necessary edits to the product information.

  4. Click the Update to save the changes.

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Global Item Change

Global Item Change allows you to adjust several elements of multiple items or even all items at once.

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  1. Check the selection box next to the field you would like to adjust. The choices are:

§  Price

§  Tax 2

§  Cost

§  Deposit

§  Description

§  Min

§  Type

§  Max

§  Picklist Action

§  Case Pack

§  Tax 1

 

 

  1. Type the value into the editable field or fields for what you have selected.

  2. Select the products to be updated.

  3. Click the Update Items button at the top of the page.

 Note: Use this tool when a manufacturer increases or decreases their prices for product lines with multiple varieties.

 

Manage Promotions

This area of SmartHQ is used to manage promotions running in the market. You can create three different types of promotions:

  1. Coupon

  2. On-Screen Promotion

  3. Tender Discount

To begin creating a new promotion:

  1. Click the New button from the Manage Promotions A pop-up window will display.
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  2. Give your new promotion a name.

  3. Select the type of promotion from the drop-down menu.

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The following sections explain the setup and details for each type of promotion.

 

Coupon Promotion

This promotion allows you to reach out directly to your customers and proactively encourage them to visit your market. When you have setup a Coupon Promotion, you will receive a QR code which can be printed on fliers or sent by email directly to your customers.

After creating the coupon promotion, you will be able to customize it by selecting your items, or categories of items to include in your promotion.

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  1. Select all items that you want to include in the coupon promotion.

  2. Click the Next button to schedule the promotion.

  3. Customize your promotion, by setting:
    • Discount Type – Amount or Percentage
    • Discount Amount – Fixed Amount or Percentage

The schedule of the promotion:

  • Flash – Begins immediately and runs for a set amount of time.
  • Scheduled – Start and end date, or start date but no end date, which  will run until manually terminated.

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  1. Make your selections.

  2. Click the Next button to review any potential warnings.

For example, you could receive a warning if you chose to have your promotion begin in the past, or if it includes an item that is already included in another promotion.

If there are no conflicts, you will receive confirmation that your promotion has successfully been scheduled, along with a review of the details of the promotion.

You will also receive a QR code to distribute to your customers. Distribute this code either with printed fliers, or an emailed notification. You can right-click on the QR code and save the image to your computer.

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Emailed Notification – You can use the Admin Portal to create an email newsletter to all of the kiosk customers who saved an email address in their profile.

 

Tender Discount

Tender discount allows you to enable a discount for the customers who choose to pay with their stored value account, or with cash.

Note: Cash discounts apply to our Cash and Coin kiosks only!

Using this discount effectively creates a two-tiered pricing system where your account and cash customers, who save you money in credit card fees, are rewarded with an automatic discount every time they checkout. The customers who choose to use their credit cards help recover the transaction fees by paying a marginally higher rate.

After creating the promotion, you will have the ability to customize it by setting:

  1. Tender Type – Account or Cash

  2. Discount Type – Percentage or Fixed Amount

  3. Discount Percentage – The percentage or fixed amount off of each purchase

  4. Min Transaction Size – The minimum transaction amount

  5. Discount Timing – The schedule of the promotion:
    • Flash – Begins immediately and runs for a set amount of time.
    • Scheduled – Start and end date, or Start date but no end date, will run until manually terminated.
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  6. After you have made your selections, click the Next button to review any warnings.
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  7. Click Next to confirm of your promotion and receive a summary of the details.

While the Tender promotion is running, customers who pay with that option will see an on- screen notification of their savings.

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On-Screen Promotion

The On-screen Promotion allows you to discount certain items, or categories of items, to everyone who purchases from your market regardless of how they choose to pay. You can schedule consecutive on-screen promotions or run multiple concurrent on-screen promotions as long as the item selection does not overlap.

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After creating the promotion, you will be able to customize it by selecting your items, or categories of items to include in your promotion.

  • Selecting a category means that every item in that category will receive the same discount.
  • Selecting an item or multiple items means that only those specific items will be discounted by the kiosk.

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  1. Select all items that you want to discount.

  2. Click the Next button.

  3. Customize your promotion by setting:

    1. Discount Type – Amount or Percentage

    2. Discount Amount – Fixed Amount or Percentage

    3. The schedule of the promotion:
      1. Flash – Begins immediately and runs for a set amount of time.
      2. Scheduled – Start and End date, or Start date but no End date, which will run until manually terminated.

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4.  After you have made your selections, click the Next button to review any potential warnings. If there are no conflicts, you will receive confirmation that your promotion has been scheduled, along with a summary of the details of the promotion.

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When a customer scans an item that has been discounted, they will see a notification that the item is discounted. This notification is located just below the line-item for that product, similar to the display that you would expect to see in any retail transaction.

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Inventory Management

This is area of SmartHQ is used for manually adjusting inventory levels of items inside the market.

  1. Use the Search bar on the left side of the screen to find a specific item or click the Get Data button to display all items.

  2. Enter a positive or negative adjustment in the Adjust field.

  3. Enter a reason code for the adjustment (Negative adjustments also require a reason code).

  4. Click the Update button.

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Inventory

The Inventory section is where you can generate a pick-list and view inventory levels. The method by which you manage your inventory will differ depending on whether you use the SmartHQ interface, or the Lightspeed third-party interface.

 

Pick List

A Pick List is a live feed of the items that need to be stocked inside a market. The items generated on the Pick List are triggered by the minimum and maximums par levels set on the Manage SKU page. Items that fall below their set par levels will appear on the Pick List.

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  1. The Pick List shows inventory levels in real time.

  2. The Needed quantity is equal to the Current Inventory subtracted from the Item Max.

  3. By checking the box to the left of an item, the Pick List assumes you are adding the Needed quantity of that item to your market and will update the Inventory of that item accordingly.

  4. Select the items for which you will be stocking the Needed quantity.

  5. Click the Update Inventory link at the top of the page.

  6. If you are not going to be stocking the Needed quantity of an item, you will need to manually adjust the inventory of that item through the Inventory Management section of SmartHQ, or through SmartInventory.

 

Inventory Analysis

The Inventory Analysis compares current inventory levels against historical sales data to generate the Inventory Analysis report:

  1. Choose your location from the drop-down menu.

  2. Click Get Data.
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  3. The In Inventory column represents the current quantity of the item in inventory.

  4. The Item Max column refers to the maximum number of items that can fit in the allocated shelving space.

  5. The Order column represents the difference between Item Max and In Inventory, which is the amount that needs to be stocked.

  6. The Sold in Week column is a running seven day total of the number of units

  7. The Total Sold column represents lifetime sales of that product.

 

Inventory Summary

The Inventory Summary page displays current item inventory levels alongside their cost and sales price.

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Entry Summary

The Entry Summary catalogs all the items that were entered into Inventory during a specific date range.

  1. Using the Search bar on the left side of the page, select your:
    • Location
    • Search criteria (if any)
    • Date range

  2. Click Get Data.
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  3. The report will show:
    • What products were entered into inventory
    • How many were entered
    • The date they were added
    • Who added them

Entry Summary tracks not only inventory added from the picklist, but also any inventory added through Manage Inventory in SmartHQ or from SmartInventory.

 

Delete Summary

The Delete Summary tracks which items were deducted from inventory during a specific date range.

  1. Using the Search bar on the left side of the page, select your:
    • Location
    • Search criteria (if any)
    • Date range

  2. Click Get Data.
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  3. The Reason Codes are assigned during negative adjustments through Inventory Management or SmartInventory. 

 

Variance Analysis

The Variance Analysis shows unexpected variances in inventory between full cycle inventory counts performed through SmartInventory.

To run the Variance Analysis:

  1. Choose your location from the Locations drop-down menu.

  2. Choose how to group the search results.

  3. Search for a specific item (optional).

  4. Select your date range.

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Note: The dates available for selection represent days that inventory counts were conducted through SmartInventory.

The report shows any positive or negative variances between full cycle inventory counts.

For more information regarding the Variance Analysis and SmartInventory, visit the supplemental Mobile Inventory Guide, which is available in the “365 Help Documents” section of SmartHQ.

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Attachments
SmartHQ User Guide 11-2016.pdf
- 5 MB