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My business involves owning and operating Pressed Penny Machines VENDING MACHINES) which are located at various tourist locations around Australia.
Some locations have multiple machines.
In each state (Queensland, Victoria, Western Australia etc) there are contractors who, each month, collect the money and service the machines in their region. Each machine has a digital counter which counts each time the customer inserts their money to use the machine. Some machines are a $2 vend price for the customer to use. Some machines are at a $1 vend price.
Each location is paid a commission for sales from each machine that is at their location. The commission rate varies from location to location.
Some locations collect the money due to being in a remote region and so they issue us with the sales amount and then we send them an invoice for our share of the income.
I need to issue invoices to each location which gives them all of the details for the collection from their machine/s. It would be very helpful if this database can be linked to the accounting package of MYOB.
Also, I require to access reports regarding the sales of each machine...or each location (multiple machines)...or each state or region...etc
Reports are required:
for each MONTH; each QUARTER; each YEAR for
each machine; location; region; state; total
My website is www.pressedpennies.com.au
I would like this database to be attached to my website and to be accessed via Login (username and password)
We need to be able to add new locations or delete locations. Information about each location should be entered such as:
Each contractor or location should have a unique login and password and will only see their own machines.
Collection Data which will be input by the various contractors or locations:
Date- this is the date they visited the machine to collect money
Counter Reading- They read the electronic counter on the machine. The database should retrieve the previous counter reading and give a total vend count (the difference between previous reading and the current reading)
Actual Cash- The amount of money counted. The contractor usually counts the cash off-site (at home)
Difference - The database needs to calculate the +/- cash amount or the difference between the counter reading and the actual cash counted.
Test Vends- The number of $1 or $2 coins put thru the machine for testing purposes which changes the counter reading
Refunds- Any refunds given to customers by the location...then reimbursed by us.
Comments- This is used by the contractor to report any information back to myself regarding the location or machine such as faults or issues requiring attention.
Service Data- This could be a different section that could be used to record any service data for each machine. This would be like a service log. It could record any work performed on a particular machine. Time spent by the contractor. Parts used. Faults recorded etc.
Invoices- At the end of each month I am required to provide an invoice for each location. This invoice would have all of the relevant information from the Collection Data. This should be linked to MYOB accounting package
Payments - the commission percentage that a location receives varies. The payment amounts need to be automatically calculated for each location.
Reports- I require the following reports
It would be good to be able to pull out reports by inputing dates or selecting fields etc.
I would also like to be able to look at Graphs etc relating to the above reports.
Please read the project first and write your steps and suggestion with short description.