Seward’s Day, Monday March 31: Flyntlok Holiday

Non Alaskans be like: Wait, what?! That’s a thing? Yes, Monday March 31 is Seward’s Day in Alaska and it is an official Flyntlok holiday. However, we recognize that all you folks outside of the 49th state are all going to be working. So we will have a reduced staff that day to manage your questions and to provide help; just understand if we don’t respond quite as quickly as we normally do...

And if you are bored this weekend, you can go read up about William H. Seward and fill your head with fun facts to amaze your lower 49 state or fellow Canadian friends. E.g. Did you know Seward was wounded in an assassination attempt at the exact same time that Booth killed Lincoln? It was part of a plan to slay the three senior members of the Executive Branch. (Spoiler: the assassination plan of Seward failed).

Flyntlok Blog Posts

Here at Flyntlok we are not only building the most cutting-edge Dealer Management software, but we also want to act as industry thought leaders. To that end, we encourage you to follow us on LinkedIn and review our periodic blog posts. For example, here is a recent posting about our integration with Avalara for better sales tax management.

If you have a suggestion for a blog post that you think other Flyntlok customers, or the industry in general, might find interesting, please let us know. Drop us a line at sales@flyntlok.com.

Accounting

QuickBooks Online Integration Updates

Opportunity

Intuit is pushing applications integrated with QuickBooks Online, like good ol' Flyntlok, to upgrade to their newer back-end application interfaces. In order to continue communicating with them, we’re required to update Flyntlok’s QuickBooks accounting integration.

Solution

We took this as an opportunity to upgrade our entire back-end accounting integration services to improve reliability and eliminate some longstanding issues that have been impacting our users. We started to undertake this project at the end of 2024 and it will continue for several months still to come.

The first phase of this project was essentially invisible to you, but we have migrated all of our services to a newer technology and made it compatible with QuickBooks Online’s latest specs. Now, when an accountant hits one of the processing buttons on their QuickBooks Online page, it uses the updated logic. This back-end update is going to allow us to have better automated testing and allow us to make changes much faster. So, while not visible to you as a user, it's going to pay huge dividends for us going forward. We felt like you oughta know.

Additionally, we’ve resolved some long-standing bugs with the process, including where Credit Memos and Refund Receipts sometimes posted even when their associated Journal Entry failed; and Customer Deposits using Gravity credit card fees subtracted the fee from every payment. Those bugs have now been addressed.

Over the coming months we will provide notifications across all accounting-sync processes for failed transactions. We aim to tell you why a transaction failed, what the offending transaction was, and how to fix it. We want you to have the ability to fix issues on your own rather than forcing you to create a support ticket to resolve simple problems. Power to the people! Stay tuned..

Inventory

John Deere JDPrism Integration

Opportunity

John Deere offers an optional, dealer-paid service called Retail Parts Management (RPM) that helps dealers manage their parts inventory. A key tool from RPM is called JDPrism, which is used to manage dealer stock levels. Using JDPrism, RPM can recommend stock orders, special orders, and transfers between dealer store locations based on stocking levels and sales history.

Our John Deere dealers have requested an integration with JDPrism so they can leverage this powerful tool to better manage their inventory and receive suggestions from John Deere.

Solution

We have implemented an integration with JDPrism that allows dealers to better manage their John Deere parts inventory. To drive this integration, your John Deere parts inventory data (e.g. quantity on hand, sales history, etc.) will be uploaded to JDPrism on a regular schedule set by John Deere. Then, you can approve Orders or Transfers within JDPrism that will be ingested into Flyntlok periodically throughout the day (every 15 minutes or so) to create Purchase Orders and Part Transfers.

If you are interested in the JDPrism integration, please reach out to your friendly Flyntlok consultant for assistance.

Machines

Model Options Categories

Opportunity

Sales Managers requested the ability to better organize their Model Options. Previously, managing Models with a large number of options could feel a bit overwhelming.

Solution

Our enhancements to Model Options are designed to make managing Model Options easier and more efficient. To simplify this, we’ve introduced two key improvements to the Model Options Editor:

• Categories: A new "Category" field is now available, allowing you to classify and group Model Options in a more organized way. This will help you keep everything neatly structured and easy to navigate. You can add new Categories on-the-fly by editing a record and simply adding the new Category directly in that field.

• Searching and Sorting: We've added the ability to search and sort through Model Options, making it faster and easier to manage large sets of options. Whether you’re looking for a specific item or organizing your list, these tools will save you time and effort.

NOTE: This is just the beginning of the “Model Option” fun! The new "Category" field will play a key role in upcoming enhancements to Model Options, including updates to Sales and Purchasing workflows. Stay tuned for more updates!

Machine Sales Order Conflicts [#63055]

Opportunity

Salespeople shared that knowing about potential Machine sale conflicts earlier in the sales process would be a game-changer. While we already provided warnings during the sale processing stage, we did not show this critical information at any other time during the life of the sale. Selling the same Machine unknowingly could lead to accuracy issues and impact customer satisfaction.

Solution

An indicator icon will now appear on the Machine sale line whenever there’s a potential conflict, such as the same Machine being listed on another Sales Order. This gives you a heads-up before finalizing the sale.

We've also added the same indicator when searching for a Machine to add to a sale. This means you’ll know about potential conflicts before adding the Machine to the order, saving time and avoiding surprises.

Service

Work Order Job Status Automations

Opportunity

Service Managers have asked for greater control over workflow automations, specifically at the Job level within Work Orders. Previously, our automation tools could only update Work Order statuses.

Solution

We've expanded this functionality to include Job-level status updates as well! By automating Job status changes based on key workflow actions, shops that rely on Job-level tracking can reduce manual updates, improve reporting accuracy, and ensure that technicians, parts teams, and service managers stay aligned in real-time. This means fewer bottlenecks, better communication, and faster turnaround times.

New Automation Triggers

You can now configure Work Order Jobs to automatically update their statuses based on the following actions:

• Job Parts Order Processed. Example: Move a Job to "Parts Requested" when a technician submits a parts order.
• All Job Parts Orders Delivered. Example: Move a Job to "Parts Received" status when all parts orders have been fulfilled.
• Clock Into Job. Example: Move a Job to "In Process" when a technician clocks in to a Job.

Reach out to your friendly Flyntlok consultant for assistance in setting up these new automations!

Cost-of-Sale Invoice Info on Service Scheduler

Opportunity

Service Managers handling cost-of-sale (COS) Work Orders struggle to track the associated customers from the linked invoices, as these details are not visible on the Service Scheduler.

Solution

We have improved the display of the Work Order search results in the Service Scheduler to show the Cost-of-Sale Invoice's customer, making tracking and scheduling more seamless. Additionally, we have enhanced the title of scheduled events in the Service Scheduler when a Work Order is scheduled at the time of creation.

Linked Invoice on Cost-of-Sale WO [#63380]

Opportunity

Users managing Cost-of-Sale Work Orders often need to verify the linked Sales Order and associated invoice. Previously, this required navigating back to the Sales Order, leading to inefficiencies and potential tracking issues.

Solution

Cost-of-Sale Work Orders now display the linked invoice directly within the Work Order, allowing users to quickly access relevant details without leaving the page.

Machine Descriptions in Mobile Work Orders [#63832]

Opportunity

Technicians faced challenges identifying machines because the mobile view did not display their descriptions.

Solution

Machine descriptions are now included in the Work Order Search display results on the mobile view, making it easier to identify equipment.

Correction Notes on Estimates [#64245]

Service Managers have requested that Correction Notes be included on Work Order Estimates to provide more clarity and context when sharing with customers.

Solution

We've added a new setting: "Show Job Correction on Work Order Estimates". When enabled, this setting will include Correction Notes on newly generated estimates. To turn this feature on, go to Flyntlok Settings and find it under the Service section.

CRM

Customer Contact Workflow Improvement on New Work Order Page

Opportunity

Users find adding or locating contacts on the New Work Order page to be cumbersome and occasionally buggy.

Solution

• When a user types in a phone number on the Contact field and if it does not match an existing contact, users can now instantly create a new contact. A form will appear with the number prefilled, allowing for quick entry.
• Fixed a bug where adding a new contact failed to have that contact searchable yet.
• Added a new setting: “Default contact to blank and require value.” This ensures the Contact Field starts blank, preventing incorrect auto-selections and requiring users to enter the correct contact or to create a new contact.

Point of Sale

Auto-set Ready For Pickup & Picked Up in Shopify [#63513]

Opportunity

Sales Managers requested an automation that updates Shopify orders when an invoice moves to "Pickup" or "Delivered" statuses in Flyntlok. Previously, Salespeople had to manually update Shopify, which is time-consuming and redundant.

Solution

Flyntlok now automatically updates Shopify orders to reflect "Pickup" and "Delivered" statuses when corresponding invoice updates occur. This eliminates the need for manual intervention, streamlining order management.

Notification for Incoming Shopify Orders

Opportunity

Sales Managers requested a notification for incoming Shopify orders, so that any salesperson that wants or needs to know about such orders will be notified immediately.

Solution

There is now a new notification for orders from Shopify that can be enabled for anyone who wants it.

Prevent Reversals of Splits Without an Eligible Parent Invoice

Opportunity

Users found the reversal process for posted splits confusing, as they would end up in a "Delivered" status if the parent invoice was not also reversed.

Solution

Now, when attempting to reverse a split, a warning will inform users if the parent invoice must be reversed first.

Resolved Issues

Merge Part Issue [#63680]

Complaint: Parts Managers had noted that, when attempting to merge parts, sometimes mergeable parts would not show up in the list to be merged.

Correction: Fixed.

Scanning Parts where Part Number Had a Leading Space [#63730]

Complaint: When using Scan Mode on the Receiving Voucher, scanning a barcode resulted in a "Part Not Found" error, even though the part was listed on the voucher.

Correction: The issue was caused by a leading space in the scanned item number, preventing an exact match. The Scan Mode has been updated to automatically trim leading and trailing spaces from the scanned input.

Parts Added After Invoice Created [#63700]

Complaint: A technician was able to add parts to a Work Order after it had been invoiced, even though no changes should be allowed once the Work Order has been Invoiced.

Correction: Fixed.

Rounding Issue on Printed Work Order [#63841]

Complaint: The total amount on the printed Work Order report was off by one cent compared to the final invoice.

Correction: Fixed the rounding of the estimated tax on the print, ensuring that the total calculation now matches the final invoice.

Unable to Edit Certificate of Conformance (COC) field on Purchase Order [#63909]

Complaint: Users were unable to edit the Certificate of Conformance (COC) requirement from the Purchase Order.

Correction: Enabled the COC field to be editable in PO edit mode, allowing users to update the requirement as needed.

Incoming Lead Emails Sending Twice [#60707]

Complaint: Sales Managers noted that they would sometimes receive duplicate CRM Leads generated from their marketing site's "Text Us" form.

Correction: Fixed an issue with CRM Text Us widgets where customers were able to inadvertently submit an inquiry multiple times.

Sales Order Footer Editing [#63859]

Complaint: Managers complained that they were not able to update their Sales Order default footer in Flyntlok Settings.

Correction: Fixed. We have updated this setting to support longer default footer messages.

Rental Dashboard Error [#63982]

Complaint: Rental Clerks were unable to load Rental Dashboard without errors.

Correction: Fixed an issue where Rental Dashboard failed to load defaults when store hours were not configured in Rental Settings.

Broken Sales Order Links on Lead Dashboard [#63905]

Complaint: Salespeople mentioned that some Sales Order links appeared broken on their CRM Lead Dashboard timeline.

Correction: Fixed. Deleted Sales Orders associated to a CRM Lead will no longer display as a link.

Internal ID not Searchable on “Model Merge” [#63903]

Complaint: Managers complained that when using the "Merge Model" tool, they were unable to find a model by searching its internal ID.

Correction: Fixed. “Merge Model” searcher can now search by internal Model ID.

Bulk Update on Parts Pricing Matrix not Including Unit Qty [#63881, #64297]

Complaint: Sales Managers mentioned that when using the Bulk Update action on the Part Price Matrix page, it did not appear to be factoring in Unit Qty when auto-calculating list price. This happened similarly on individual updates via the new Pricing Matrix editor.

Correction: Fixed.

Reporting Exception Should Trigger Status Refresh [#63774]

Complaint: Purchasers noted that when reporting an Exception on Part Purchase Orders, the PO status would not update.

Correction: Fixed. PO Status is now automatically refreshed when reporting an Exception on a PO or any of the PO's associated Vouchers.

Missing Machine ID on “Internal Asset Report” [#63780]

Complaint: Fleet Managers noted that when printing a Machine “Internal Asset Report”, the Machine's ID appeared to be missing or incorrect.

Correction: Fixed report to show the proper Machine ID.

Jobs Printing Out of Order on Work Order Worksheet [#64175]

Complaint: Service Managers complained that when printing a Work Order Worksheet PDF, sometimes the Jobs would be listed out of order.

Correction: Fixed.

Can’t Deliver Invoices in Some Multi-Pay Workflows [#64369]

Complaint: Salespeople were unable to deliver Invoices because the "Credit Auth" payment type was applied to Multi-Pay Sale.

Correction: Disabled "Credit Auth" payment type in the Multi-Pay workflow to allow invoices to close properly.

Missing Status when Updating Work Orders [#64350]

Complaint: When updating Work Order Statuses, the updated status would sometimes disappear from existing Work Orders that had that status set.

Correction: Fixed.

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Last Release Notes

February 12th, 2025 Release Notes

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