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Vending Machine Supervision - 14237_128
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Figure 6-6.—Vending machine cost control (cup-type drinks)
When  your  ship  is  at  sea,  you  should  collect the  cash  from  your  vending  machines  daily  and immediately   before   any   repairs   to   the   coin mechanism are made. When your ship is in port, collect  the  cash  from  vending  machines  daily, Monday through Friday, and before you have any repairs   made   to   the   coin   mechanisms.   On weekends  and  holidays,  collect  cash  from  your vending machine if you expect the volume to ex- ceed   $150.   Cash   must   be   counted   from   the vending  machines  and  collected  whenever  the  last day of the accounting period falls on a weekend or a holiday or whenever any repairs to the coin mechanisms must be made. Remember, daily col- lections  will  satisfy  all  collection  requirements. Once   every   month   you   must   check   the efficiency   of   your   vending   machine   operation by  using  the  Vending  Machine  Control  (NAV- SUP  236).  (You  will  use  this  record  primarily as   an   internal   shipboard   analysis   tool.   You will   not   submit   it   to   any   activity   outside your   own   ship.)   Retain   the   Vending   Machine Control  data  with  the  other  records  for  the accounting   period.   Refer   to   figures   6-6   and 6-7  as  you  read  the  information  below  on  the preparation  of  the  NAVSUP  236. Cup-type  Drink  Vending  Machine Currently,  there  are  very  few  cup-type  vending machines  in  use  on  U.S.  Navy  ships.  However, if  your  ship’s  store  operation  should  include  a  cup- type  machine,  you  must  understand  the  necessary accounting  procedures  associated  with  its  use. In  preparing  the  Vending  Machine  Control  for cup-type drink machines, you must first take an inventory of vending machine supplies. See figure 6-6.  In  a  combined  operation,  you  will  simply  take the inventory figure from the NAVSUP 464 that represents  the  actual  inventory.  In  a  separate operation,  the  inventory  will  include  only  the supplies in each machine as breakouts will have already  been  documented  on  a  NAVSUP  973, After  the  inventory,  you  can  prepare  the  syrup recapitulation  section  of  the  NAVSUP  236.  In either   type   of   operation,   by   recording   the opening  inventories,  then  adding  receipts,  then deducting surveys, other expenditures, and clos- ing inventories, you can determine the quantities of  syrup  and  cups  that  have  been  used. The  second  section  of  the  report  you  must prepare  is  the  output  recapitulation.  This  is  the section that provides you with an analysis of the vending machine operation so you can locate any malfunction  or  malpractice.  For  example,  each gallon  of  syrup  for  a  cup-type  machine  contains 128 ounces. However, when the operator fills the machine  or  changes  a  flavor,  there  is  a  small amount  of  spillage  and  loss.  In  determining  the number  of  drinks  that  should  have  been  sold based on the quantity of syrup used, multiply the number  of  gallons  used  by  115—an  acceptable average figure for the number of drinks left after spillage  and  waste.  (The  drinks  contain  1  ounce of syrup and 5 ounces of carbonated water.) Then deduct  the  number  of  drinks  for  which  no  cash was  received  (test  drinks,  slugs,  and  refunds)  to obtain the adjusted number of drinks per gallon of syrup. Multiply the adjusted number of drinks by the current price per drink. (The current price per drink may vary from ship to ship. In fig. 6-6, a price of $,05 is used as the example.) Your next step is to determine the adjusted drinks per meter. You  can  obtain  this  figure  by  deducting  the beginning  meter  reading  from  the  ending  meter reading  and  subtracting  the  number  of  no-cash drinks.  Now  multiply  the  adjusted  figure  by  the current  price  per  drink.  (In  fig.  6-6,  the  current price is $ .05.) Finally, record the amount of cash actually collected from sales. You now have three dollar  values  to  compare.  However,  these  three values  will  seldom  agree.  You  can  usually  con- sider  the  value  of  drinks  per  gallon  of  syrup  to be  the  least  accurate  of  the  three.  The  best  indica- tion of what sales should have been will probably come from the meter reading, since there are few chances  of  the  meter  being  faulty.  The  cash  you have  collected  should  also  tell  you  how  many drinks  were  sold.  However,  the  cash  collected figure can be wrong if the changer has malfunc- tioned. (For example, the machine may have sup- plied  a  drink  to  a  patron  and  all  the  money back  that  the  patron  paid  for  the  drink.  Or another patron may have received a drink but only part of the correct change due back from the price of the drink.) You can also compare the number of cups used with the number of drinks per gallon of  syrup  and  drinks  per  meter.  You  should  be  able to  analyze  these  items,  determine  what  the problem  is,  and  then  decide  on  the  possible  causes and  solutions. The  third  section  of  the  NAVSUP  236  is  the cost  and  profit  statement.  First,  determine  the  cost of  the  syrup,  cups,  and  C02 gas  used.  This  total is the cost of vending machine sales and will be recorded  on  line  S  of  the  NAVSUP  236.  This figure will also be recorded in the Cost of Opera- tion column of the NAVSUP 235. Next, compute the cost of vending machine operations which is the  value  of  all  repair  parts  used.  This  amount 6-19

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