Machine expenses

[The Mage]

I have just signed up for the Vend-Trak trial, and am still learning it.

This might be more of a tax question, but I am entering the cost of machines I have purchased through the mail into the expense section, and I am not sure if I should enter the total I have paid, or separate them into the cost of the machine, and the cost of shipping.  I assume the latter.

Also, as others have mentioned before, I would prefer it if I could chose to either enter the total for each machine sale, or for each head with it automatically totaling it for the machine.

I have some machines that I cannot separate the income from each head, and some I can.  Given the choice, I would track each head.  I do have reasons for this.

Also since we do list the commission for each location, I would have thought it would automatically take that information into account, instead of me having to add it in later in the expense column.

Another idea is for the mileage log.  I am adding in notes for the beginning and ending odometer, but I was expecting there to be spots for the entry of that information.  I currently use a spreadsheet where I just enter the starting and ending numbers, and the spreadsheet does everything else.

Hope these sound like suggestions, and not complaints.  So far the application seems to be good, and I will decide by then end if I will keep using it.  (Leaning that way right now.)

[vendtrak]

Mage - thank you for taking the time to test out Vend-Trak and to post this message.  We always like to hear back from current and potential customers!  Let me see if I can address your comments:

This might be more of a tax question, but I am entering the cost of machines I have purchased through the mail into the expense section, and I am not sure if I should enter the total I have paid, or separate them into the cost of the machine, and the cost of shipping.  I assume the latter.

You're right, it may be more of a tax question.  Personally, I included the shipping as the total cost when I got my machines several years ago since it was part of the "total package".  Of course that means that I had to depreciate it over 5 years along with my machines.  If I seperated it out, I could have taken all of the shipping as a business expense in the first year.  I'm not a CPA, but could logically defend both approaches.

Also, as others have mentioned before, I would prefer it if I could chose to either enter the total for each machine sale, or for each head with it automatically totaling it for the machine.

I have some machines that I cannot separate the income from each head, and some I can.  Given the choice, I would track each head.  I do have reasons for this.

This is something we are still looking at as a possibility.  The problem is that the underlying database structure doesn't support this right now and would require a very intensive re-build of the system.  The Product Usage capability, though, will in many cases assist in tracking each head individually, since higher product usage volume = higher throuput on that head.

Also since we do list the commission for each location, I would have thought it would automatically take that information into account, instead of me having to add it in later in the expense column.

We've toyed with this as well, but the issue we ran into was basically this - an expense is not really an expense until you pay it.  If a service happens on January 1 and you pay commissions monthly, that payment may not be made until January 31st (or the first week of February).  It's compounded if the commissions are paid quarterly.  And to further compound the issue, what if two services are performed in the commission period yeilding two $20 payments.  If they were automatically entered, you'd get two $20 payments when the actual expense was one $40 payment (symantics, I know, but each business is unique).

However, I do think it may be possible to add a "Record as Expense" option on the Commission Report that would pre-populate the Expense for entry.  We'll explore this as a future addition.

Another idea is for the mileage log.  I am adding in notes for the beginning and ending odometer, but I was expecting there to be spots for the entry of that information.  I currently use a spreadsheet where I just enter the starting and ending numbers, and the spreadsheet does everything else.

Not a bad idea.  Maybe we can incorporate a form that will take those imputs and do the math for the milage entry.

Hope these sound like suggestions, and not complaints.  So far the application seems to be good, and I will decide by then end if I will keep using it.  (Leaning that way right now.)

As I said at the top of the post, we love to hear feedback.  Sometimes we have more good ideas than hours in the day, and feedback helps us to prioritize those things that will be of the most use to the most users!  Thanks again for giving us a test drive!

[caserri]

Mage,

Did you use the keycode "vendiscuss" to lock in your discounted member rate? If not, Let Jeremy know before your trial is up and he will honor it.

[The Mage]

Jeremy, thanks for the quick response.

I did a search, and if I can believe the article, which I think I can, then shipping costs can be included in depreciation, so I will include it in the total price.

Now I do track what I put into each machine.  I use a single cup measurement as my unit, if anyone cares.  Anyway, my reasoning for tracking both the product, and money for each head is so I can catch any potential problems early.  If I have a head that for some reason is vending 4 times what it should, I may not catch that, unless my records show that I am filling up a head twice as often when it is only producing half of the revenue.

Probably a rare occurrence I know, but at least an excuse for my OCD.

Anyway I think I have almost everything inputted in.  I did find what looks like a glitch though.  I kept getting an error when I was inputting expenses, and found out that if I used the calendar to input the expense date, then it changed the year to 109.  (Might have been before I was born.)  Manually inputting the date wasn't a problem.

And as far as the VENDiscuss code, I thought I was supposed to enter that when I was going to pay.  Was this a mistake?

Thanks again.

[caserri]

And as far as the VENDiscuss code, I thought I was supposed to enter that when I was going to pay.  Was this a mistake?

Thanks again.

Not really a mistake. I'm not sure if the system will ask you for a referral code when you pay but it does when you sign up for the trial. I'm sure Jeremy will see this thread and update your account for you so you get the discount. Right Jeremy?

[The Mage]

I knew about the discount, but messed up, and apparently didn't add it in when I joined.

When I logged in most recently, I noticed the in my message box that the membership fee has been reduced to the discounted rate.

Thanks for that Jeremy.

One more simple question, if I purchase before the trial is up, will my membership start on the purchase date, or on the end of the trial date?

[vendtrak]

I knew about the discount, but messed up, and apparently didn't add it in when I joined.

When I logged in most recently, I noticed the in my message box that the membership fee has been reduced to the discounted rate.

Thanks for that Jeremy.

One more simple question, if I purchase before the trial is up, will my membership start on the purchase date, or on the end of the trial date?

You're welcome...and to answer your question about the dates.  When you pay, you get another 12 months from either (1) the current day or (2) your current end date, whichever is later.  We won't short-change your membership dates.

Also, based on your suggestions, we've made a couple of enhancements to Vend-Trak:

1. There's now a mileage calculator on the mileage screen.  You can enter the total miles or the start/end odometer numbers and we'll calculate.

- and -

2. There's now a link on the Commission Report that will pop up a window.  In this window is an expense "quick entry" that is already filled out for your to verify (or update) and submit.  It will record the expense into your list of expenses right from that screen with no "back-and-forth" or "printing then entering." 

Thanks again!

[The Mage]

Thanks.  Excellent service on your part.  I will be signing up.