Quick Start Guide

Welcome to the Vending X Operator App! This manual is designed for first-time operators using the system.

Reading Guide

• First time: Read through the manual in order from Step 1 to Step 11. Follow along with the videos and documentation to complete one full round of operations.
• Daily use: When you encounter a specific issue, jump directly to the relevant chapter to look up the operation steps.
• Deep dive: The "Further Reading" links at the end of each chapter point to the corresponding sections of the original documentation, with more field explanations and exception handling methods.

Before you open the app, please confirm that the following three items are ready — otherwise some features will not be available.

Operation Path

1. Open the App Store (iPhone) or your device's app marketplace (Android).
2. Search for "Vending X" — make sure the developer is "Qingo LLC".
3. Tap "Get" to download and install.

Figure 1 — Search and install Vending X in the App Store

After your first login, the app will guide you through the 2-step "Apply for Platform Collection" process:

1. Subscription Service: Bind a bank card for monthly auto-deduction of platform service fees, algorithm service fees, and SIM card service fees. Submit after filling in the details.

Figure 2 — Platform Collection Application · Merchant Info Page

What is merchant onboarding? If a merchant wants to collect payments online, they must submit business license, ID card, bank card and other documents to the acquirer to apply for a merchant collection account. This process is called "onboarding". There are two collection methods:

• Platform Collection: No application required, but funds go to the platform account first before being transferred to you. Settlement cycle is approximately 30 days, with certain fund risks.
• Merchant Direct Collection: Requires submitting documents to apply for a dedicated merchant account. Customer payments go directly into your account with T+1 settlement. Funds are more secure. Recommended.

Entry: Bottom tab [Profile] → Finance Module → Onboarding Management

If the merchant has already completed onboarding, maintain the collection merchant account and submit for review → the system administrator performs the review. Once approved, onboarding is complete.

If the merchant has not yet completed onboarding, fill in the merchant onboarding information and submit — the acquirer will review the information. Once approved, wait for the collection account to be activated.

Main Interface After Login

After logging in, you'll see 4 tabs at the bottom:

Entry: Bottom tab "Stores" → top-right "+ New Store"

Figure 3 — Stores List + New Store Entry

Basic Information to Fill In

• Store NameRecommended format: "Scene + Location", e.g. "Mall-A 1F Store" for easy identification.
• StateSelect your state/province from the dropdown.
• Zip CodeRequired — affects subsequent address validation.
• Detailed AddressStreet and building number.
• SceneE.g. Tourist Attractions / Museums / Exhibition Hall, etc.
• OrganizationSelect the second-level organization this store belongs to from the dropdown.
• Cabinet IDTap the scan icon on the right to scan the QR code on the cabinet door — it auto-fills.

Figure 4 — Store Info Form Example

After filling in the details, tap "Save" at the bottom-right. The new store will appear in the Stores list with a default status of "Enabled / Online".

Entry: [Stores] → Store Detail → Basic Info

If the POS version is not activated, tap "Activate" → Send activation email → The POS manufacturer completes device activation → The system automatically updates the activation status.

"My Product Library" is the set of products this cabinet can sell. You must add products here first before assigning them to specific store aisles.

Operation Steps

1. Bottom tab "Profile" → Operations Module → Product.
2. Find the target product in the Product Center list, tap the "+" button at the bottom-right of the product.
3. In the popup "Add to My Product Library", fill in "Suggested Retail Price" and "Cost Price", then tap "Confirm".

Figure 7 — Add Product to My Product Library · Fill in Price/Cost

If the product you want to sell is not in the central product library, you need to apply for new product modeling. Once approved, it will sync to your My Product Library.

Operation Steps

1. "Profile" → Product → Tap "Apply for New Product".
2. Fill in the required fields: product name, SKU, brand, category, price, cost price, etc.
3. Upload clear product images: Front / Back / Side1 / Side2 / Top+Front / Bottom+Barcode — six photos, PNG/JPG format, 500×500 px minimum.
4. Tap "Submit" to submit the application and wait for admin review.

Check Approval Status

• "Profile" → Product Modeling — view the product's "Approved / Pending / Rejected" status.
• If rejected, the list will show the Rejection Reason — adjust accordingly and reapply.

Figure 8 — Apply for New Product · Upload 6-Angle Images

Figure 9 — Product Center Detail · With Review Status

Entry: "Profile" → Template

Create Flow

1. Tap "Add Template" at the bottom, fill in template name and machine type (single-door / double-door).
2. Enter the template edit page — aisles are displayed by cabinet layer.
3. Single add: Tap the "+" in an aisle to select products from your library.
4. Batch operation: Tap "Batch Operation" on the right side of each layer to select products in bulk.
5. Template product additions are auto-saved in real time — no extra save needed.

Figure 10 — Product Template List · With Edit/Apply Buttons

Batch-Apply to Stores

1. Tap "Apply to Store" in the template list.
2. On the apply-to-store page, search/check target stores (multi-select supported), then tap "Confirm Apply Current Template" at the bottom.
3. The system syncs the template's product combination to the corresponding aisles of the selected stores.

Figure 11 — Select Multiple Stores · Batch-Apply Template

Scenario: The refill person has products ready and is standing in front of the cabinet.

Operation Steps

1. "Home" → Quick Actions → "Scan to refill".
2. Scan the QR code on the cabinet door to open it.
3. Enter the "Start Refill" page and fill in target refill values:
   • Fill All: All aisle target values = default capacity.
   • Manual: Enter target values per aisle individually.
   • Use Restock Sheet: Import a pre-generated restock sheet.
4. Refill photo (required by system): Take a photo of the actual product state inside the cabinet, then tap "Reopen Door" to close/finish.

Figure 12 — Scan Cabinet Door QR · Start Refill   |   Figure 13 — Start Refill Page · Fill in Values

Scenario: Before the refill person sets out, know which stores are low and by how much — improving on-site efficiency.

Generate Restock Sheet

1. "Home" → Quick Actions → "Refill Tasks".
2. Enter the restock sheet page, filter stores with status "Low Stock / Pending Creation".
3. Tap "Create Tasks": Generate restock sheets for each selected store.
4. Tap "Summarize": Aggregate shortage quantities from multiple stores into a single "master restock sheet."

Export Restock Sheet

1. Tap "Export" on the restock sheet detail page to export an electronic version (with shortage product details).
2. The exported file is in your phone's "Downloads" cache and can be sent to on-site refill staff.

Figure 14 — Refill Tasks List · Low Stock / Normal Indicators

Entry: "Orders" bottom tab

The page top displays 4 category counts: Sales Order / Exception / Refund / Pending.

Figure 15 — Orders List · 4-Category Statistics at Top

Handle "Additional Payment" Orders

1. In the "Sales Order" list, tap a "normal order without prior additional charge" to enter details.
2. Tap the "Additional Payment" button at the bottom — a "Payment Notice" dialog pops up.

3. Tap "Go to Payment" → Order payment page → Add products → "Submit" → Initiate payment.
4. In the Orders list, filter "Additional Payment" under order type to view historical additional charge records.

Handle "Exception Orders"

1. In the Exception list, tap "Handle" to enter the exception order details.
2. "Modify Exception Details": Select "Add Product" and fill in quantity, add remarks.
3. Tap "Submit" to complete the additional charge; or select "No Exception" to close the order directly.
4. For users exhibiting malicious behavior, you can "Disable" them — once disabled, that user's bank card cannot make purchases at any of the merchant's cabinets.

Order Detail Fields

Figure 16 — Sales Order Details Page

Inventory Count

Purpose: Used when you want the "actual remaining inventory inside the cabinet" to match the "online remaining inventory" shown in the app. Common scenarios: month-end stocktake, quarter-end reconciliation.

Operation

1. "Profile" → Operations Module → Count.
2. Scan the cabinet QR code or select a specific store.
3. Enter actual inventory values per aisle.
4. Tap "Submit" to generate a count record — online inventory is recalibrated.

Refill Records / Refill Statistics

• Refill Records: Search by person → view an individual's refill details across all stores.
• Refill Statistics: Statistics by time/store on refill frequency and quantity — used for evaluating refill staff efficiency.

Entry: "Profile" → Finance Module

This chapter explains three business types: Expense Details, Settlement Details, and Installment Contracts.

Expense Details

• Three summaries at the top: Historical Settled / Current Unsettled / View Summary.
• Summarized monthly; deductions completed on the 2nd–3rd day of the following month, status changes to "Settled".
• Can filter by time range and export; bills unpaid for over 7 days trigger message + email notifications.
• Tap a single record to see daily deduction details; filter options include PAX-related fees.

Settlement Details

• Monthly display of merchant's revenue calculation: Sales Revenue − Platform Service Fee − Algorithm Service Fee − SIM Card Fee − Channel Fee (platform collection) = Net Received.
• Hover over the question mark icon on the page to see field explanations (refer to the "Statistics & Analysis" document for details).
• Tap "View Details" to drill down to each day and each income/expense item.

Installment Contracts

• Contracts sync from the cloud console; the admin side can also create them. Each contract = one record.
• "Check & Repay" lets you view contract details and download contract attachments.
• Repayment methods:
  • Auto Repayment: Must complete subscription service — auto-deducts from the subscription bank card on due dates.
  • Bank Transfer: Manually transfer to the "Qinggo Cloud" corporate account.
• Repayment Settings: Pre-set the repayment method for future installments.
• Installment Repayment Records: Access from the top-right corner — view each installment's time, amount, and method for reconciliation.

Organization Member Management

• Entry: "Profile" → Operations Module → Organization Members (or the corresponding entry within Operations Module).
• Supports adding and editing multi-level organizations (e.g. "North America Region → US Region → California Branch") and managing personnel within each organization.

Online Customer Support

• Tap the purple Support button at the bottom-right of "Home" to enter.
• When support is offline, you can leave a message; pull down to view history.
• Supports Chinese & English + translation; before communicating, prepare: store name / cabinet ID / order number / screenshots.

Figure 17 — Online Support Chat Window

Profile Main Interface

Figure 18 — Profile Main Interface · Operations / Finance / Support

Settings

• Entry: "Profile" → top-right gear ⚙ icon.
• You can modify: login password, language (EN / Chinese), version check, privacy policy, account deletion.

Switch Merchant

• Scenario: Your phone number is associated with multiple operator merchants.
• Operation: "Profile" → Switch Merchant → Tap the target merchant in the list to switch directly — no need to log out.