Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We are holding a click reduction contest. If you have ideas that could reduce clicks and speed up your workflow in Flyntlok, please submit them using the rabbit button! We will pick the two most impactful ideas, and the winners will receive a $25 Visa gift card. Winners will be announced in the September 28th release notes.
Stihl equipment can be registered with Stihl through Flyntlok. When you view a machine that has been registered, you will get product information that is provided by Stihl.
To register a machine, go to that machine's dashboard and click the New Registration button. Then fill out the product registration form.
The work order creation form can be customized to show only the information needed. The default form is on the left, and a customized version is on the right.
If you would like to edit your work order form. Please submit a support ticket and the Flyntlok consulting team will help you out!
We have added the efficiency metric to the header of the performance tab. Efficiency is calculated by taking the work order Actual Hours / Billable Hours.
This metric is also calculated per job and displayed in the Job Finance section.
Each job on a multi machine work order can be assigned its own tag.
Tags are displayed on each job tab.
Machine creation on the new work order form has a description field.
We have added a margin column while selling machines from the point of sale.
You can update a customers licensing information while creating a rental contract. If you would like to save this information back the customer make sure to check the Save License to Customer box. License information can also be updated from the Info Tab.
This feature will help keep customer licensing information up to date.
August 31st, 2022 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
A Show Descriptions button has been added to the top left-hand corner of the new rental screen. After clicking the button, each machine will display its long description. If you are renting equipment with specific model options this will be a big help.
An Estimated Totals section has been added to the Lease Agreement PDF. The lower left-hand corner of the rental dashboard also has a totals section.
We have added an additional Pending Stock column to the Item Order screen that will show stock order items on the To Be Ordered Board.
When the Submit for Review button is clicked on a machine purchase order voucher, the user that is set as the reviewer on the Flyntlok Details page will be notified.
We have added the PDI Field to Machine Purchase Order Vouchers. This field will capitalize cost to the machine.
A link to the customer dashboard has been added to the top of the SMS section.
The machines estimated arrival date has been added to the Machine Dashboard.
A link to the vendor has been added to the Machine Dashboard.
The following fields have been added to machine records in Flyntlok:
The first time a customer is contacted they will receive the following message:
Welcome to (Your Company). Feel Free to respond to this message at any time with questions. To stop receiving automated messages, reply STOP.
When a customer has terms, a badge with those terms will be added to the lower right-hand corner of their sales orders.
You can view margin on the item level by clicking the Incognito Man.
For easy identification, a deleted icon has been added to the top of canceled work orders.
We have updated the machine searching dropdown to include more machine information.
August 17th, 2022 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
You can add labor lines to a work order from Flyntlok Mobile. This is meant to serve the same purpose as the Labor Tab in Flyntlok desktop view.
The Price Calc on the mobile machine dashboard will help you quickly calculate the margin and gross profit for a machine sale.
We have added more financial data to the mobile machine dashboard. To see this information click on the Finances Tab.
Vendors can be created from Fee-Only Vouchers. If you check Link to QB Vendor, Flyntlok will create a new vendor in QuickBooks and link the Flyntlok and QuickBooks vendors together.
We have removed the default filtering from Fee-only Vouchers to make it easier to find machine. Remember, filtering can always be added back using the funnel icon.
We have added the option to receive a machine on the machine dashboard(left picture). Using this feature will move the machine from OnOrder to Avail status, but will not create a bill in QuickBooks. This feature is also available on Flyntlok Mobile(right picture).
Customer insurance information has been added to the second page of rental contract creation and on the Info Tab. There is also an option to save any changes back to the customer!
If you add insurance information or a damage waiver to a rental contract we will add an Insurance Information section to the Lease Agreement PDF.
When a user changes the price of a line item, we will log the user and the change.
If a customer is not getting a discount, the discount line on the work order estimate will be removed.
August 8th, 2022 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
In the past, the rental system has relied on the user to keep the billing and calendar dates in line. We are working to make the system smarter. Any of the durations that we calculate will be auto-filled. You will always be able to edit them if you find yourself in a special situation. In order to auto-fill recommendations, additional setup is required.
To add the additional information needed by the rental system. Go to the Flyntlok Settings page and click Go to new Rental Settings.
From here, click on the Durations Tab. You should see something that looks like this!
The number of days that are in a week. This will usually be set to 5 or 7
The number of calendar days are in a 1 month billing cycle. This is usually set to 28.
The number of days that can be billed before you stop billing days and instead bill for a week. This is usually set to 4.
The number of days / weeks that can be billed before you stop billing days and weeks and instead bill for a month. This is usually set to 22.
The number of hours that can be billed before you stop billing hours and instead bill for a day. This is usually set to 4.
This will allow customers to return machines prior to the early check-in time without getting billed. Customers will also be able to check-out machines after the late check-out time without being billed.
Setting this to yes will not bill for days your business was closed immediately prior to the check-in date.
The Check-in times, Check-out times, and the Grace Periods can all be set on the Store Hours Tab.
The new Date Selector makes the Billable Duration and Calendar Dates more clear. As always, you can change the Billable Duration without changing the Calendar Dates.
The date select will also accept free text.
The EST. Billable Durations field has been replaced with an Interim Billing Cycle field. Use this field to define the length of your billing cycles. Submit a support ticket to edit the default value(28 calendar days).
The location of the rental contract can be changed on the new rental page.
We have added a part dashboard to the mobile view! You can view the following information:
To help mobile salespeople, we have added a price calculator to the mobile machine dashboard.
We have added EAN and UPC fields to the item edit screen.
We have added a Scan Mode to the point of sale. This will work like a check-out system at a grocery store. Scan items and they will be added to the sales order. If two of the same item are scanned, the quantity will be increased on the original line. We are looking for exact matches between the barcode and the item number, EAN, or UPC fields.
To enter scan mode, click the scanner or with hot key: ALT + B.
Then Scan your items:
You can create a QuickBooks Customer in Flyntlok from the customer edit screen!
You can create a QuickBooks Vendor in Flyntlok from the vendor edit screen!
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We've made it easier to sort and filter the list of machines when adding machines to a voucher.
While adding new machines to the voucher, you can now designate a quantity of machines to create.
We have added label printing functionality to the bulk actions! Don't forget - Flyntlok consultants can customize these labels to your business needs. Just submit a support ticket!
We added permission that must be turned on if the user would like to complete vouchers. You can also designate a user to receive a notification and pending action when a voucher is submitted for completion.
We have removed the recalculate button and will recalculate the fees live.
If you add a date and leave the year blank, we will assume that you would like to use the current year.
If a machine received on a voucher has files attached to it, you will see a voucher files section on the machine's dashboard. Remember, files attached to a machine using the detail view will be attached directly to the machine.
If you track your payables through bill.com, we have added the ability to set up a bill.com machine clearing account. If this is set, we will offset the asset amount on the journal entry to this account.
If you log in from a phone, you will now be taken directly to the mobile view. If you want to return to the desktop version, click Return to Desktop at the bottom of the page!
The work order you are clocked into will display at the top of the page. The My Work button will show you all of the work orders you have assigned to you.
We've updated messages coming back from our card processor to make it more clear when a card has been declined or if there was an error during the payment process.
We will be beta-ing a new feature with pilot dealers that should make it much easier for us to properly calculate your billing durations given a date range on a calendar. This should allow you to set up contract data in a much easier format and reduce the number of dates you need to manage for a rental contract.
We will be beta-ing a new feature with pilot dealers that allows you to set a default interim billing cycle for a contract. This should greatly reduce existing date adjusting when trying to create an interim invoice. This will also let us notify you when you have a contract due for billing, and in the future, offer us the chance to generate these bills automatically for you!
You can now select a location during the rental contract creation. Previously, we only allowed you to change it once the contract was created.
While entering an address on a rental contract, you can now click the Save to Customer box to save the address to the customer address book.
Consumables can be configured in two different ways: Standard and Capacity-Based. Capacity-Based is better for fuel because fuel is measured in percentages, not quantities. Standard is better for renting out consumables that are measured in units. Tire wear, cutting edge wear, and other specifically measure consumables should be setup with the Standard style.
When auto-generating work orders at rental check-in, we were using the machine's last known hours, not the hours at check-in. That has been fixed, so work orders populate with the machine's hours at check-in.
We fixed a handful of bugs causing the work order error when you tried to save. Some of the most notable are:
Notification groups should now be more clear in which aspect of Flyntlok they tie to.
Along with adding more categories of notifications, we added a new notification you can receive if a CRM Lead gets assigned to you. You can configure how you would like to receive this notification by clicking your name in the upper right of Flyntlok and heading to preferences -> notifications.
We've added an option on the customer profile to decide if you keep the customer's accounting contact in sync with Quickbooks Online data or if the data you enter in Flyntlok should be the source of truth. This is the email we use to auto-send invoices and receipts. When this is on, we will always override what is in those fields with what is set in QuickBooks Online. When it is off, the contact and email will remain whatever you enter under the customer profile in those fields.
We were presenting you with some errors almost anytime you ran the end-of-day process to post customer payments. Those errors were erroneous in that the posting had gone through successfully. We prevented those unnecessary errors from displaying going forward. Actual errors still display!
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
You can add payment and click the order button at the same time. The Apply Payment button has a small triangle next to it. If you click the triangle, you will have the option to Apply Payment & Process. We will remember your selection for next time, so you will not need to click the triangle!
Models can be swapped out using the new machine purchase order vouchers. If a machine is incorrect, create a receiving voucher for the machine. From the detail view, click the Change Model button.
Using the search box, find the model that you would like to receive instead.
Then receive the machine as normal!
Vouchers can be used to book fees to a machine. If you would like to book fees, but not receive the machine, create a Fee Only Voucher. Fee only vouchers are just like receiving vouchers, but will limited functionality. You will not be able to receive machines or edit machine costing information from a Fee Only voucher.
If there is a QuickBooks error while trying to post a machine PO voucher, we will add the voucher to the failed list so that it can be fixed. If you click the link for the failed vouchers, it will include a column with resolution steps. We plan to do this with more postings in the future!
Rental Schedule templates can be added while you input pricing on a rental contract.
We have added a new address selector that should reduce entering addresses multiple times. You can choose from the customer's profile address, any of their shipping addresses, or search through your company address book.
If a vendor's markup is edited, all parts under that vendor will be updated to respect the new markup. Be Careful - this updates all of your item prices!
Adjusting the cost or MSRP on an item will automatically adjust the list price. This was previously working based on the vendor's default markup and now will factor in your pricing matrix.
Click on the job fields to edit!
Check-in work orders using your phone!
Change the status of a work order!
See the time remaining on each job!
Upload images to work orders using the upload button!
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
When you sell a model, we will recognize that a purchase request needs to be generated. The workflow is very similar to selling items.
First, click the rocket icon. Then select the Quote Model tab. Remember to click the Generate Purchase Request checkbox.
Lastly, after you click the order button, a machine purchase request will be created.
If you have a lot of taxes, it can be time consuming to configure them. We have added a select all and a de-select all function to the tax editor. This can be found on the point of sale and also on the customer dashboard.
We want to make work order creation easy. A wrench has been added to the top bar. Click the wrench and you will be brought to the work order creation screen.
You no longer need to have an existing work order to transfer a job. Instead, if you click the Transfer to New Work Order option, a new identical work order will be generated with that job on it.
Jobs can be configured to change color based on percentage of completion. We are calculating percentage of completion based on actual time / estimated time. Currently there are two colors that can be configured, yellow and orange. You can configure when the colors change. By default, work orders will change to yellow when 75% of labor has been added and orange when 90% of labor has been added.
The Estimates Tab has been put behind a permission. If you would like to simplify your technicians dashboard or limit the users at your business can send an estimate, you can head over to the Access Control Page and turn that tab off.
You can edit which columns you see and the order you see them by clicking the Gear icon!
The machine income, asset, and expense account can all be set on the machine purchase order voucher.
We added a bulk actions button to help fill the most common fields. We currently have the following bulk actions:
This is in addition to the corner drag and fill function.
Upcoming Bulk Actions:
If you are using Bill.com, you can check the Send To Bill.com box to automatically send the attachment to your Bill.com email.
The detail view is ready for use. This works the same as the list view, but looks like a form.
Rental contracts can be reopened! To reopen a rental contract, delete the final sales order and you will be redirected to the rental dashboard with the rental in checked in status.
We have added a Billed and an EST Billable column to the rental contract line. Billed will tell you the amount that the line has already brought in. EST Billable is the remaining amount that should be billed during the rental based on the billable duration set on the rental contract line. In the case shown below, $20 has been billed out of the $200 expected total.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We have added model information to the machine selection page.
Machine Purchase Order Vouchers now include machine options data. The cost and the list price of the model option will be added into the cost and list price of the machine.
Machine Purchase Order Vouchers support posting each machine on a separate bill in QuickBooks.
We have added more information to each line on a rental contract. Billable Duration is still the amount of time the machine will be rented. Est. Billable is the amount of income the line item is expected to earn. Billed, is the amount of income the line has generated so far.
We have added a way to switch the location of a rental contract during creation. After you have selected the machines that are going out on rent. The next page, will have a location selector at the bottom of the form.
We have added a "Same As" feature to the pickup and delivery inputs on the work order creation page. If you add a pickup address, then check the delivery box, we will use the same address that you put into the pickup field unless you change it.
When you add labor to a job, we will autofill the labor type that is on the job.
Along with receiving MFA Codes in your email, you can receive them on your phone. To set this up, go to Login & Security section on your Preferences page.
Then add/change your phone number.
We have added a way to search and filter your conversations!
If you have an account customer with terms, please set their terms on their customer profile in QuickBooks! Once you reload your customers in Flyntlok, customers' terms and due date will appear on their invoices.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We are introducing Machine PO Vouchers! This update will make it faster to receive large quantities of machines and give you more control over machine data.
First, create a Machine Purchase Order. This process has not changed. Once a PO has been created and the machines have arrived, you are ready to begin the receiving process. Click the dropdown, then Create Receiving Voucher.
The first screen is where you will decide which machines need to be received. Select the lines that need to be received, then click Add to Voucher.
You will be brought to the Machine Voucher Page.
The main sections of this page is the grid. You are able to edit information in the grid cells. In this case, lets add serial numbers to the machines.
Date fields will accept dates that follow any standard format. You can also click and drag the small box to auto-fill additional columns.
The accounting department will love this page because fees are much easier to handle. Add a fee with the correct amount. Then choose to either capitalize the fee to the machines or book the fee to an account. In this case, we will select Capitalize to Machines. Then click Allocate to choose the allocation method.
In the example below, we would like to evenly distribute the $750 freight charge. To accomplish this, select Equal Distribution from the drop-down, and pick all three machines. Each machine will receive a $250 capitalized expense.
The other fee strategies that are available are Cost-Relative and Manual.
To save the voucher so that you can edit it later, click the Green Save Button. To que the voucher up to go to QuickBooks, click the Complete Voucher button.
If you find a mistake, you can always reverse the voucher by clicking Actions then Reverse.
If you would like to participate in the beta release of this new feature please submit a support ticket. We are putting together a migration schedule for companies using the old system. Once out of beta, we will reach out to schedule your migration.
You may have noticed our new login page. This change was for more than just a new look. We now support Multi Factor Authentication(MFA) to help meet cyber insurance requirements. If you would like to enable MFA, please submit a support ticket.
If MFA is turned on, you will need to receive a login code. You can receive this code over email. SMS will be available in the coming weeks.
We will send you the code to input on the next page.
You can see if a job was rejected or accepted on the work order PDF.
If you click on a phone number, the conversations tab will show you the ongoing conversation with the customer.
When you click on a lead it will open in a new tab. We found this makes it much easier to navigate the page.
If the pricing changes for an item that is already on a sales order, we will display the gold icon below. Click the icon if you wish to update the pricing information to what is currently set on the item. This will update both list and cost.
If you have multiple lines that need to be updated, click the icon in the button bar at the top.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We have selected the winners of the click reduction contest. We will contact you today for a shipping address for your gift card!
Winner One:
90% of the time after applying a payment to a sales order, you will be ready to click the order button. Can we eliminate this click?
We will be adding a streamlined solution to collect a payment and move the sales order forward.
Winner Two:
When a machine sale is finalized, you should be given the option to create a work order. This would be helpful when a PDI is needed, or an attachment needs to be added to the machine.
This feature will be added in an upcoming sprint.
If you submitted a suggestion that was not selected it may still be a great addition to Flyntlok! If it is implemented in the future, you will be notified via email!
Estimate signature requests now contain a field for the customer to add a PO number.
Negative Fees are now supported and can be added to work orders.
Notes are no longer required on work order creation.
The reply to on estimate email is set to the senders email. That way if a customer replies to an estimate with a question, the email will go the the correct person.
If you try to order a part that has been superseded we will warn you, but we will not prevent the order.
We have spent the majority of the last two weeks working on the new machine purchase order voucher system. We are excited to unveil this feature in the coming weeks. Major improvements:
April 27th, 2021 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
