Inventory and purchasing
Vending inventory management from purchase to machine slot
Receive vending products by case, track individual units, move stock between storage and machines, and connect product cost to profit by location.
The operating problem
Know what you bought, where each unit went, and what the route should carry next.
A receipt proves that product was purchased, but it does not show which machine received it, what remains in storage, or how much the sold units cost. VendPatch keeps purchasing, receiving, transfers, counts, and machine stock in one traceable workflow.
- Convert case purchases into individual sellable units
- Track warehouse and machine quantities separately
- Record counts, waste, shrinkage, and transfer history
- Use unit cost when reviewing COGS and machine profit
- See low-stock work before planning the next route
How the workflow connects
One record moves through the work instead of being rebuilt in every tool.
- 01
Create the product once
Save the sellable unit, case quantity, supplier, and current unit cost so every receipt and movement uses the same product record.
- 02
Receive the purchase
Enter or upload purchase evidence, confirm unclear quantities, and receive cases into a storage location as individual units.
- 03
Move stock with custody
Transfer products into a route load or machine, preserving who moved them, when, and from which source.
- 04
Count and reconcile
Compare expected and physical stock, then record sales, waste, spoilage, or a documented adjustment instead of silently changing the number.
Clear product boundary
What VendPatch does not claim to automate
- VendPatch does not read every supplier receipt perfectly without operator confirmation.
- Direct machine telemetry is not connected; supported files and field counts remain important.
- Inventory reports support operating decisions and do not replace tax or accounting advice.
Common questions
Can VendPatch track both cases and individual products?
Yes. A purchase can be received by case while stock inside storage and machines is tracked as individual sellable units.
Can I use VendPatch without connected vending hardware?
Yes. You can begin with purchase records, manual counts, transfers, and supported card-reader sales files.
Does receiving a purchase create an expense?
The cash outflow is recorded when purchased, while the product is tracked as inventory and becomes cost of goods sold as units are sold or written off.