Machines and Restock Visits

Set Up a Machine

1. Create the venue in Locations with its contact/address details.
2. Create the machine with its name, make/model, serial number, and notes.
3. Choose an active location and set its actual Placement date in the Add/Edit Machine form. Verify any commission/card-fee settings.
4. Set per-product targets and move warehouse units into the machine.

Record a Visit Manually

The Restock screen records counted quantities, restocked quantities, and product targets in one machine visit. Restocking moves warehouse units into the machine. The Difference column compares your count with Coil's recorded stock for information only; restock visits never record sales. Record sales from your vending software's report or in Sales.

Move Stock With an Agent

Use preview_inventory_move and apply_inventory_move for exact in-stock unit IDs. A null destination returns units to warehouse storage. These tools move stock only: they never record sales, removals, or tax events.

Relocate or Archive

The Machines list shows the placement date beneath the location. Use Edit Machine to correct the date without changing the location. Calendar dates are displayed in UTC so a backdated value does not appear as the previous day in your local timezone. Saving unrelated fields preserves an existing timestamp exactly.

Agent relocation uses preview_machine_placement and apply_machine_placement. The preview pins the machine's configuration and in-stock roster; only those in-stock assignments travel. Sold/removed history is preserved.

For a placement recorded later than it occurred, supply placedAt as YYYY-MM-DD or a UTC ISO timestamp in preview_machine_placement. A date-only value is stored at UTC midnight; an omitted date pins the current preview time. Review the exact date in the preview before applying it.

To correct a machine already at the right location, use its current destinationLocationId plus the actual placedAt. This is a date-only correction: no unit records or assignments change. The date cannot be changed through update_machine or overridden at apply time.

Unplace only an empty machine. Stocked machines cannot be archived through agent tools, and locations holding active machines must be cleared before archiving.

Financial Settings Are Separate

Commission, card-fee, and location sales tax rate configuration needs finance:configure and an explicit historical-impact acknowledgement. Current commission settings can affect past report calculations even when saved sales are unchanged. Tax rates apply only to sales recorded afterward. Card fee percentages and tax rates are fractions: 0.035 means 3.5%; commission percentages use 0-100.

Set Monthly platform fee in machine settings to prefill a new Platform fee receipt. Set Deduct platform fees before net-profit share in location settings to opt into the deduction; it defaults off and never changes gross-percentage payouts. These settings apply to newly recorded allocations, not invoices already saved.