Counting Open Vending Stock Cases: Record Individual Units

Writing ‘three boxes of bars’ is not a reliable stock count if two boxes are partly used. For vending replenishment, the practical question is how many suitable individual packs are available. Use a clear unit convention before building the next picklist.

Choose a counting unit

Set the stock record to individual vendable packs, then record the case size separately. For example, two unopened cases of 24 bars and seven loose bars equal 55 bars. This is an illustrative calculation, not a standard case size. Read the supplier’s current pack details because case quantities can change. Do not assume that all cartons of the same brand contain equal numbers.

Count opened cartons physically

Mark unopened cases and count every loose pack in an opened case. Keep flavours and sizes separate even if the wrappers look similar. Put damaged, quarantined or otherwise unavailable stock outside the available-to-refill total. Record its quantity and status separately so it does not disappear from the overall stock record. Avoid estimating a half box when you can count it.

Separate warehouse and machine balances

A store-room count and a machine inventory answer different questions. Nayax’s inventory dashboard concerns machine stock and refill activity; do not assume it is also your warehouse ledger. When packs move into a route crate or machine, record the transfer in the appropriate system. Otherwise the same stock may appear available in two places.

Make the next count easier

Label each storage position with the product and counting unit. Keep the case-size reference beside the record, not as an undocumented assumption in one person’s spreadsheet. On a sample product, have another worker repeat the count and calculation. Resolve any difference before ordering. This simple habit makes purchasing decisions more reliable without pretending that a stock count alone measures customer demand.

Source: supporting primary guidance. For site-specific help, explore our fully managed vending service or contact our team. Related reading: Buying Vending Stock by the Case: Check the Individual Pack.