Operations โ€บ Inventory Management

How to Use the Inventory Dashboard in Nayax Core

Monitor stock levels, track sales, and manage machine visits across your entire fleet from a single view - without navigating between machine pages.

Operators Nayax Core
Prerequisites 1 - Access 2 - Read the Dashboard 3 - Action Menu 4 - Generate Picklist Result FAQs Troubleshooting
Prerequisites

Before You Start

  • โœ“You have an active Operator account on Nayax Core at my.nayax.com.
  • โœ“Your machines are already configured under Operations > Machines.
  • โœ“You know your Area, Route, or Location name as it appears in the system.
  • โœ“Your machines have a product map with PAR and On Hand levels set up to see colour-coded stock status.
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MDB vs DEX: Stock levels update in real time when your sales source is set to MDB (live transactions). If your machines report via DEX, stock levels update on the DEX schedule configured in Operations > Machines.
Part 1

Access the Inventory Dashboard

  1.  

    Log in to Nayax Core at my.nayax.com.

  2.  

    In the top navigation, go to Operations > Inventory Dashboard.

    Operations menu open with Inventory Dashboard highlighted
  3.  

    In the Area / Route / Location field at the top left, type your company or route name. Select your company from the dropdown.

    Enter your Area / Route / Location, click Search, and your machines load in the table
  4.  

    Click Search. Your machines load in the dashboard table.

    โœ…
    What you should see: A table listing all machines on your account, labelled the same as in Operations > Machines.
Part 2

Read the Dashboard Columns

Each row in the dashboard represents one machine. The columns give you a snapshot of each machine's current state.

Column What it shows
Machine Type / ID The machine name and identifier as labelled in your account. Use this to identify which machine you are looking at.
Pick / Source The sales data source - either MDB (live transactions, real-time updates) or DEX (scheduled updates). Change this in Operations > Machines under Sales Source.
Vends / Sales Number of items vended and total revenue generated. Also shows the days since the last visit and the current cashbox level. Data accuracy depends on the machine accurately reporting cash sales.
Stock Level Estimated stock remaining, calculated from vendouts configured in the machine's product map. Alerts can be set to notify you when an item runs low.
Machine Inventory

Colour-coded stock status based on your PAR and On Hand values:

Green  Relatively full
Yellow  Moderately full
Red  Getting low - action recommended
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Tip: Use the View Report button to export this data as an Excel file or PDF for offline use or record-keeping.
Part 3

Use the Action Menu

The Action Menu lets you manage any machine directly from the dashboard - without navigating away to another page.

  1.  

    Right-click on the machine row you want to manage.

    โš ๏ธ
    Note: Make sure you click directly on the machine row. If the menu does not appear, see the Troubleshooting section below.
  2.  

    The action menu appears. Select the option you need.

    Right-click any machine row to open the action menu

Action Menu Options

  • Edit Product Map
    Opens the product map for this machine in a pop-up window. Add products, update PAR levels, update On Hand quantities, and click Apply Changes when done - all without leaving the dashboard.
  • Pick List
    Generates a picklist for this specific machine. Choose a full picklist (all products) or a partial picklist (products you select). See Part 4 for full instructions.
  • Stock
    Adjust stock levels for this machine. Fill the machine 100%, empty it completely, or adjust individual product quantities with a single click or manual entry.
  • Update Visit
    Log a visit retroactively. Select the date and time you were on site, then choose the actions performed: cash collection, fill from picklist, fill machine to 100%, or any combination. Creates a timestamped record without requiring a return visit.
  • View Machine
    Opens the machine's full configuration page in a pop-up window - the same view as Operations > Machines. Useful for quickly reviewing machine settings without leaving the dashboard.
  • Show Last Sales
    Displays the most recent sales for this machine in a pop-up window. Review sales and stock in one place without switching pages.
  • Show Last Events
    Opens the event log showing alerts and recent machine activity. Equivalent to Operations > Machines > Info > Last Alerts.
  • Update Device Version
    Updates the firmware on the card reader. Used for troubleshooting known card reader issues.
    โš ๏ธ
    Important: Always confirm the firmware version with Nayax Technical Support before updating. Some versions are Beta builds - installing them may cause damage to the device.
  • Add to Schedule Deprecated
    No longer active. Visit scheduling has been replaced by Update Visit.
Part 4

Generate a Picklist

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What is a Picklist? A picklist is a generated list showing the exact quantity of each product needed to refill a machine. Route drivers use it to load only what's needed - reducing returns, enabling smaller vehicles, and saving time and fuel.

There are two ways to generate a picklist. Use whichever fits your workflow.

Method A From the Inventory Dashboard (multiple machines)
  1.  

    Go to Operations > Inventory Dashboard and search your machines by Area / Route / Location.

  2.  

    Tick the checkbox in the first row to select all machines, or tick individual machines as needed.

  3.  

    Click Actions > Generate Picklist.

  4.  

    Choose your picklist options and click Generate Picklist.

    ๐Ÿ’ก
    Single machine shortcut: Right-click on a machine row > Pick List > Generate Picklist (This Machine) to skip the selection step.
Picklist submenu showing full and partial picklist options
Method B From the Machine's Product Map
  1.  

    Go to Operations > Machines and search for the machine.

  2.  

    Click the Product Map tab.

  3.  

    Click Stock > Generate Picklist.

Partial Picklist

A partial picklist lets you select only specific products - useful when you only need to top up certain items rather than the whole machine.

  1.  

    When generating a picklist, choose Partial Picklist from the options.

  2.  

    Tick the checkboxes next to the products you want to include.

  3.  

    Click Generate Picklist. Only selected products appear in the output.

    ๐Ÿ’ก
    Example: If a machine has 13 products but you only need to refill 7, use a partial picklist to generate a list of just those 7 - keeping the route driver focused and the truck lighter.
Result

Result

Your Inventory Dashboard is ready to use

You can now view real-time or DEX-based stock levels for every machine on your account, identify which machines need restocking using colour-coded indicators, manage visits and product maps directly from the dashboard, and generate picklists to streamline route fulfilment - all without navigating away from a single page.

FAQs

Frequently Asked Questions

What is a Picklist in Nayax?
A picklist is a generated list showing the exact quantity of each product needed to refill a machine. Route drivers use it to load only what's needed, reducing unnecessary returns and saving time on the road. You can generate a full picklist (all products) or a partial picklist (selected products only).
What is the difference between MDB and DEX in the Inventory Dashboard?
MDB (live transactions) updates your stock levels in real time as sales happen. DEX updates stock levels on a scheduled basis - the frequency depends on the DEX schedule configured under Operations > Machines. If you need up-to-the-minute stock visibility, MDB is the recommended source.
What do the green, yellow, and red colours mean in the Inventory Dashboard?
The Machine Inventory colours reflect stock levels relative to your configured PAR and On Hand values. Green means the machine is relatively full. Yellow means it is moderately full and may need restocking soon. Red means stock is getting low and action is recommended. If colours are not showing, PAR and On Hand values may not be configured in the product map.
Can I update a machine visit without going back on-site?
Yes. Right-click on the machine in the Inventory Dashboard and select Update Visit. You can set the date and time you were on-site and log the actions performed - cash collection, fill from picklist, fill machine 100%, or any combination. This creates a timestamped record without requiring a physical return visit.
How do I check stock levels across all my machines at once?
Go to Operations > Inventory Dashboard, enter your Area / Route / Location in the search field, and click Search. All machines on your account load in a single table. The Machine Inventory column shows colour-coded stock levels at a glance. Use View Report to export the data as Excel or PDF.
Help

Troubleshooting

The right-click action menu does not appear
Make sure you are clicking directly on the machine's row in the table, not on a blank area of the page. If the row is not highlighted, click it once to select it, then right-click. If the menu still does not appear, try refreshing the page and searching again.
Stock levels are not updating in real time
Check the Pick / Source column for the machine. If it shows DEX, stock only updates on the DEX schedule - not in real time. To enable real-time updates, change the sales source to MDB in Operations > Machines under Sales Source.
Machine Inventory colours are all grey or not showing
Colour-coded stock indicators require PAR and On Hand values to be configured in the machine's product map. Right-click the machine, select Edit Product Map, fill in these fields for each product, and click Apply Changes.
No machines appear after clicking Search
Confirm the Area / Route / Location name you entered exactly matches the name used in your account. Try clearing the field and selecting your company from the dropdown rather than typing. If machines still do not appear, check that they have been added under Operations > Machines.
The Stock Level column shows no data
Stock Level is calculated from vendouts configured in the machine's product map. If vendouts have not been set up, this column will be empty. Contact Nayax Technical Support for assistance configuring vendouts.