Check out the latest updates to the Flyntlok Equipment Dealer Management System.
By request, we have been moving users over to the new work order system. Thank you for all the great feedback! Please submit a ticket if you would like to start using the new system.
After creating a work order for a John Deere or Hitachi machine, we will look for open PIPs. If any are found, they will be listed just below the Add Job button in the new Recommended section of the work order.
Once you select a recommended job, we will pull information directly from John Deere like the PIP title, type, and even the items needed for PIP. If you choose to create the job, we will also create the internal parts order with the required parts for the job.
In order to save you time on creating templates for common jobs, you can now create a job template directly from a job you have on a work order.
In our new work order, we have moved away from work requested and work done on jobs to a complaint, cause, and correction structure. This gives the opportunity to input the customer's complaint, then the technician's analysis of what caused the problem. The correction field will be used to communicate the work done. Only complaint and correction are required.
Description labels appear when a button is disabled to give insight as to why the button is disabled.
Banners are back! After getting a new look, banners are being reintroduced to update you on important information.
We will soon be adding more customers to the new rental system. Here are some of the new features that will be available!
We now support renting out items. To make an item rentable, you will need to edit the item and check the Item Can Be Rented box.
While you are there, you can add rent schedules to cover all of your pricing structures.
A rental kit consists of one machine and a group of items that must be rented together. An example of this is renting a serialized air compressor with a hose and pressure regulator. The air compressor is the serialized machine, while the air hose and pressure regulator are optional items. When adding the machine to the rental, you can choose the amount of each item you will rent with the machine. These items will then be pulled from inventory when checked out, then added back to inventory when checked in.
We now support customized email templates on each survey template that you send out. If you are interested in adjusting your email template or learning more about our survey system, please reach out to consulting@flyntlok.com!
If you are a multi-store company, you can now configure your surveys to only send when the sale is closed at a certain store.
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 want to make renting equipment easier for you!
We have added a new page to research machines and create rental contracts. You can access this page under the "New" section of the left navigation.
You can filter available machines based on customer requirements. Then, select the machines and attachments to add to the rental contract. The selected equipment will be moved to the Selected Machines section. Once all equipment has been selected, clicking the continue button will let you move forward with quoting or reserving the contract.
The Filter bar makes it easy to find a machine that meets your customer's requirements.
Machines that pass your filters will appear in the Machine section.
Easily see all of your machines and select the equipment that works best. You can select as many machines and attachments as needed. Selected equipment will be added to the Selected Machines section.
The Selected Machines bar allows you to add multiple machines to a single rental contact.
The Selected Machines bar allows you to edit the rental contract. You can see the equipment you have already added, delete machines, and view the machine's rate sheet. When everything is perfect, click continue at the bottom of the page to finalize the rental contract.
While we beta this new form, our existing form for rental creation will remain in place, so you can still you that one if you would like.
We're very interested in your feedback on the new page, so please let us know any suggestions by submitting a support ticket.
We have changed our Work Order Dashboard! Participating customers only; coming soon to everyone. This update to the work order dashboard comes with a tabbed layout giving more space to focus on the center point on the work order - jobs.
Jobs Tab:
We crafted the Jobs tab to show everything a technician would need to perform work. We scaled down the dashboard to the essential information, removing clutter.
Info Tab:
We designed the Info tab to meet the needs of a service manager or parts associate. The Info tab shows customer and machine information essential to your job.
We will be rapidly expanding the functionality on this page to include the following features:
Open beta should begin 06/30/2021. If you are interested in participating, please reach out to consulting@flyntlok.com and we can ensure you are included.
If you try to create a duplicate machine model, we will alert you!
If you already have model duplicates and want to clean them up. A company admin can go to Wrench -> Flyntlok -> Widgets and use the Merge Model Widget.
It is easy to disable emailing on a case-by-case basis. After reversing a sales order we recommend using this feature. This will prevent your customers from receiving multiple emails for the same transaction.
Moving forward, the Bond Loyalty/fleet accounts options will only be available for locations of your dealership that support Paccar. This continues our trend of decluttering; only showing the information you want to see.
You can now set a default primary/secondary class for models. This is done at the company level. To set this data, head to the Wrench -> Flyntlok -> Flyntlok Details. Under the model primary photo, you can set these defaults.
We allow you to set primary photos for a model in Flyntlok. This is the default for any machines created of this model. However, if you updated this photo, we weren't correctly updating the settings to make the new photo the primary photo. That has been fixed!
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.
Between today, May 27th, 2021, and June 9th, 2021, we want to reduce unnecessary mouse clicks within the application. Submit a support ticket with your idea to reduce clicks. As a team, we will determine the most impactful request, implement the changes, and reward that user with a $25 visa gift card!
If you have ever wanted to gauge customer satisfaction in real-time then we have the feature for you! We are adding the ability for you to automatically email surveys to your customers after certain actions in the system. For example, after you close a sale with a customer.
If you have interacted with Flyntlok’s help desk recently, you may have received a survey in your inbox almost instantly. While this alone is great, we wanted to take this feature a step further by building “triggers'' that will allow you to send the surveys either instantly, or after a delay chosen by your business. This tool will not only make your dealership look modern and professional, but also provide you with instant feedback from your customers.
We have teamed up with Survey Monkey as a partner for this feature. This allows Flyntlok to trigger actions for surveys and manage data necessary to tailor your survey. Survey Monkey manages the survey configuration and provides tooling and reporting around your surveys. The Flyntlok consulting team can assist with all of the setups.
This ad-hoc feature can be configured for you for a cost of 10 cents a survey. If you are interested in utilizing this, please contact us at consulting@flyntlok.com or submit a ticket within the application, and we will set up a time to discuss.
We are happy to announce that we are launching a new version of the Invoice/Sales Order PDF. We will be adding this feature by customer request in the coming weeks! A Flyntlok consultant will reach out to your management team for approval before adding your business to the beta test. This new sales pdf will soon become the standard within Flyntlok.
Biggest Improvements:
Over the course of the next two weeks, we will be working on a new implementation of the work order dashboard. This will be a job-centric dashboard with screen space optimized for tablets and laptops. Starting 06/09 we will launch a closed beta for this feature and open that beta to customers who are interested in trying out this new dashboard in late June.
Since we are making updates to our work order system, we will take this opportunity to update the job template editor as well. This will be finalized and out with our release 06/09!
Due to popular demand, we have added a new hotkey to our sales order page. “F” can now be pressed to fulfill as many items as possible on the sales order. We continue to encourage ticket submissions with click reduction ideas!
View Updated Hotkey Cheat Sheet
After using the mouse to select parts from the parts searcher drop down, the cursor will automatically move to the quantity field.
We added a link from the POS item quick add dialog to the full new part creation form. If you had some data already entered into this form, it will be saved and you will continue to edit the newly created part in a new tab. Just remember, the form has to be completely filled out before clicking the advanced button.
We will also start checking for duplicate customers. This should help prevent quickly adding customers that are already in the system.
Sparks Orders were being created with a user set to ”Flyntlok System”. In order to support downstream workflows (like purchase requests), we will assume the user clicking “accept order” will be responsible for that sales order moving forward.
We fixed a bug causing sparks machines photos to be different than Flyntlok DMS ones. This occurred when a machine's picture was updated from its original version.
We optimized this page for laptop uses. Since consignment locations are often remote or on service trucks, we made some layout changes that should give laptop users a better experience. Specifically, any action button should be accessible without the need to side scroll.
We added a button to remove out-of-stock items when transferring quantities to consignment locations. When this button is clicked, we will reduce the transfer amount to the max quantity available to get you closer to your target quantity. Previously, we removed the whole transer.
We realized the redirecting between work orders and internal quotes was choppy. We have implemented better redirects to help streamline the process. Upon completing an internal quote you will now be redirected back to the work order you started on. The system will behave exactly as if you bought the parts from an internal account; eliminating clicks and allowing you to enter additional work order data.
You might have run into an error while editing/saving your user settings (such as updating your personal photo) and not realized it. We have now updated that page to communicate errors to you, should one occur.
Being able to put a face to a name is more important now than ever. We made sure that all users are able to add a user photo. No permission is now necessary.
Users were mistakenly grading a work order before signing it as assembled or signing the first article inspection. Now, a work order must be signed as assembled before the option to grade the work order will be made available. If a work order requires first article inspection, that must also be completed before the option to grade will be made available.
This submission came from Gabe K during our click reduction contest. If your mouse left the space on the screen where the modal (pop up) was, the modal would automatically close. We understand that can be frustrating so we made sure that the modal stays open until you choose to click close or save.
We give an extensive breakdown of costs on ERP work orders. We went ahead and added them up for you! This can be found on your ERP work order dashboard.
If you have the user setting enabled to open your QuickSearch results in a new tab, we were not leaving the input after you submitted your search. When you returned to that tab, the QuickSearch guide would overlay over the page and block your view, requiring a click to close it. We have handled that for you now.
It is important that closed sales orders remain closed and not changed. A few users found that our new hotkey improvements worked a little too well; allowing notes to be added to sales orders after they were closed. “N” will now only add notes to work orders in draft status.
We have continued to improve on last week's core-focused improvements. You will now be able to find newly created cores in the parts searcher immediately after they are created. This will allow you to connect cores to parts immediately, smoothing your workflow.
We have added the ability to update, search and link machines to work orders based on the customer-supplied unit number. Previously, the technician had to supply the Flyntlok unit number.
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 always allowed you to add a customer, item, or machine from the point of sale. However, we did not add or assign those things to the sales order you were coming from. Now, you can add each of these from the point of sale without leaving the page. Once you have added a customer, item, or machine, we will assign it to that sales order.
We recognize that it can be cumbersome to have to select your custom version of a report from the layout dropdown after the page has loaded. We will now remember the last custom report layout you had selected, and route you directly to that version.
It was brought to our attention that just about everywhere we deal with cores, we assist in managing the core. This fell short at receiving. We add the core to the PO on your behalf, but we make you receive it manually.
We have updated the receiving of cores to occur automatically when you receive the main part. While receiving the main part, you have the option to set the core cost and bin. We also will flag a part as having a core when viewing the PO and Voucher.
To reduce the amount of manual data entry you have to do, we have added a feature that will lookup the City, State, and Country based on the zip code you have entered. This feature is available anywhere in Flyntlok you are adding an address. Simply tab or click out of the zip code box to take advantage of the feature. Zip Code Lookup currently only supports domestic (US) zip codes.
When creating a pickup or delivery address for a rental, you will see the Zip Code field has been positioned before the city/state. After inputting the zip code and clicking the tab key, we will look up the city/state associated with that zip code and pre-fill the form on your behalf.
When creating or editing a shipping address on the point of sale, you will see the Zip Code field has been positioned before the city/state. After inputting the zip code and clicking the tab key, we will look up the city/state associated with that zip code and pre-fill the form on your behalf.
When creating or editing a customer, you will see the Zip Code field has been positioned before the city/state. After inputting the zip code and clicking the tab key, we will look up the city/state associated with that zip code and pre-fill the form on your behalf.
When creating or editing a vendor, you will see the Zip Code field has been positioned before the city/state. After inputting the zip code and clicking the tab key, we will look up the city/state associated with that zip code and pre-fill the form on your behalf.
Certain entities (i.e. invoices, work orders, machines, etc.) in Flyntlok may have thousands of logs associated with them. Previously, you could only review the last 200 logs. We have now added the ability to view all logs related to an entity. You'll see the option to page through all of the logs.
Note: The search function will only search through the page you are on!
After updating our costing calculations for our MRP work orders, it was suggested that we make it easier to review those costs. We have added sub-miscellaneous and sub-labor costs to the item dashboard.
We were requiring users to break out their calculators to get the expected total cost of a work order. We now give you an Expected Total Costs row in the Details of a work order.
Finding information related to the purchase order for a machine required digging through a few different pages. You can now view the details of a purchase order for a machine directly from the machine's dashboard.
Requiring two numbers to be input on cash sales causes confusion and takes up time. The Amount Applied to Transaction box will prefill based on the amount input into the Amount Tendered box.
We didn't offer an option to transfer items from one consignment location to another. Now, if two consignment locations use the same fulfillment location, you can transfer items between the two locations.
When restocking a consignment location, we didn't show the QOH of the item at the store. We now show the store QOH and, when restocking, will indicate if you have enough at the store to fulfill the target quantity at the consignment location.
A green “fulfilled” checkmark would not show on the line items that were billed out on a work order in certain instances. All items being billed on a final bill out of a work order are technically “fulfilled,” so we fixed the point of sale to reflect that accurately.
Pre-configured machine options that were set on a PO were not carrying through to the machine. We have fixed this so all selected options on an ordered model carry through to the machine record that is created.
We removed the date sync on machine PO’s a few weeks ago. This auto-sync was wreaking havoc on data in certain instances. We have added an option to sync these dates to all machines on the PO at your request.
If a machine search returns more than 500 records, we ask that you refine your search and provide you links to look for only sold or available machines. These links were broken after an update we made to the searcher. We have fixed them!
While editing a work order, you can now search for machines by the customer unit number.
We were not appropriately warning you when there was an error updating your user photo. Sorry! You will see an error moving forward.
When creating a core from the item creation/edit screen you were not able to immediately search those newly created items. We have fixed that and you can search those core items as soon as they are created!
We were accidentally routing you to our old support site for documentation on how to use markdown. We have updated that to point to the new site.
We fixed a bug that was causing the point of sale to warn you about machine sales when there were returns or trade-ins listed on the sale. You shouldn't receive a warning in those cases.
We fixed a bug that allowed you to add a note line with the hotkey "N" when a sales order was not in draft status. You will now only be able to use that hotkey when a sales order is in "Draft" status.
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 creating a stock order, you now have the option to consolidate all of your sales data across your locations. When this option is selected, we will sum up all of the stocking levels and historical sales per item. The PO will still be for an individual location.
We will now default price updates with the current margin of the price by default. This should save you some time and thought when you update the cost of a part if your margins are not changing!
From a machine dashboard, you can now print a report that includes the specifications of the machine and the service history of that machine. To print this report, click the "Customer" in the basic information section.
We will now attempt to assign a class to items that do not have a class assigned to them based on the other items on the invoice when posting to QuickBooks Online.
We have updated our error images. We hope you enjoy them as much as we do!
We fixed an error with calculating the average cost of a part on the EOD report.
April 14th, 2021 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Flat Rate Jobs
You can now create flat-rate job templates and flat-rate jobs on work orders! When adding a job to a work order, you can indicate that it will be a flat rate job and input the amount that it will be billed out for.
When creating a template for a job, you can indicate that it is a flat rate and the amount that it will be billed for. When this job is added to a work order, that amount will follow.
When invoicing the work order, the flat rate job will be its own line on the invoice. The description will be populated with the work that was done on the job. All the labor and parts that were used to complete the flat rate job will show as bullet points under that job.
New Notifications Controls
We have added notification settings for machine moves and purchase order exceptions. To manage these, click your name in the upper right of Flyntlok and choose preferences. From there, click View Notification Settings.
Here is a quick link to get you there: My Preferences
Cancel Voucher Reversal Widget
Admins can now cancel the reversal of a voucher. Admins can find this in the widgets section of Flyntlok. Click the Wrench ->Flyntlok -> Widgets.
Part Sales Dashboard Charts
We added a parts sales by location and part sales by person chart to the dashboard options.
Please reach out to Flyntlok if you are interested!
This information is cached and updated once daily.
Better visibility on Electronically Submitted PO's
POs electronically submitted to your vendor by Flyntlok are shown in the information sections of the purchase orders. Flyntlok currently has these integrations with John Deere, Hitachi, Stihl, Volvo, and Epiroc.
For item purchase orders:
For machine purchase orders:
Coates Power Equipment (Walker) is excluded from this due to the nature of that integration. If you are not currently submitting electronic PO's to Coates Power Equipment, we highly encourage you to reach out to them!
Added Mexico States to Shipping Addresses
When choosing Mexico as the country for a shipping address, you can now select the appropriate state.
Most Common Parts on POS
We fixed a bug with the option for adding your customer's most common parts to a sale. You can now click the wrench next to the customer and add the most common parts they purchase from you in a breeze!
Saving a Customers Credit Card from the Customer Dashboard
There was an awkward popup on Google Chrome when you store a credit card from the customer's dashboard. We made some changes on our end to prevent that from happening again!
Customer Stored Cards
Saving credit cards to a customer's account can now be done from that customer's dashboard! When on the customer's dashboard, scroll down to the Saved Cards box and click the blue Add button.
You will then put in the customer's billing information and click the Next button. This will bring up the Gravity card input.
After inputting the card information, click Save Card. You will now see the customer's card in the Saved Cards section.
You can click the X to delete the card from the customer's account.
User Preferences
We've revamped how you manage your user settings. To begin, head to your name in the upper right and choose Preferences.
This will bring you to our personal preferences manager. From here you can edit your profile and your notifications settings.
For editing your profile, simply click anywhere on the section you wish to edit, fill in your data, and hit save. You may even get a birthday shout-out from the Flyntlok team!
For editing your notification preferences, choose the group, and then click the switch to enable or disable how you wish to be notified. This can be controlled by notification type so you can be sure you won't miss an important one and can exclude yourself from any you do not wish to receive.
There are 4 notification types that Flyntlok currently supports:
Job Transfers
On a segmented DMS work order, you can now transfer jobs from one work order to another. When you click on a job, you will see a teal Transfer button just to the left of the Add Parts/Services button.
After clicking the transfer button, you will be able to search for the WO that you wish to transfer the job too.
You will need to start typing the work order number into the searcher for your results to begin appearing. After you find the work order you wish to transfer to, click the blue transfer button.
All labor and parts associated with the transferred job will move to the new work order as well!
Internal Work Order Summary Box
When you print the internal document for a DMS work order, you will now see a summary of the costing on that work order.
Administrative Editors
We have revamped the admin editor reports to be mobile-friendly and provide a better user experience. Here's a couple of the changes that we have made:
To edit a line, you will see an Edit button on the right. Clicking will show a pop-up that allows you to edit the line that you chose to edit.
Based on the size of the screen you are using, the columns will auto adjust their width. If they become too small to display the data, they will remove themselves from the view. To view those removed columns, there will be three dots on the furthest right side of the screen. Clicking this will create a drop-down that shows the rest of the information about the row.
Voucher Details
We have changed the editing of voucher details. There will now be an Edit button below the voucher details section.
Clicking the edit button will now allow you to edit all of the voucher details in one go, instead of having to edit and save each one individually.
You now have the ability to transfer an item directly from a sales order! Previously, this could only be done from the item dashboard. After adding an item to the sales order that needs to be transferred to your location, you will see a truck icon next to the QOH of the item.
Clicking this will bring up the transfer information box. In this form, fill out how much, from where, your comments, your preferred shipping method (for the transfer) and whether or not this should be drop-shipped to the customer. This will initiate queue up a request to transfer the item to your location.
Tip: "Quick Transfer"
The quick transfer button will move your inventory instantly from one location to the next. This means upon clicking this button the QOH is immediately removed from the source location and moved to the destination location (your invoice location). This by-passes all the current transfer workflows in place, but will still create a record of the transfer.
Flyntlok will now keep your customer data from QuickBooks Online up to date in real time with Flyntlok. This ensures that things like the customers balance due stay in sync between the two systems with less clicks, and less human intervention.
!!! Tip "Loading QuickBooks Customer Data"
You can still sync the two systems by heading to the Wrench -> Accounting -> QuickBooks online and clicking the `Load Customers` button, but with this update, you really shouldn't have to do that ever again!
!!! danger ""
This is a beta feature. We will be monitoring its status over the next few weeks. We will be expanding on it during this time frame as well to incorporate all of the data between the two systems. Less clicks!
When an Equipment Condition Report is attached and completed on a work order, we will now generate a segmented work order for the needed repairs.
1. After adding an ECR in the Associated Forms section, selecting it will allow you to edit the form.
2. Selecting **No, requires fix** will prompt the system to generate a work order for the repairs.
3. When all appropriate fields are filled out on the ECR, next to the form number, you will click the *Save* button and then the *Go to Work Order* button.
4. The auto generated work order will be created after the machine is checked out from the work order.
5. On the new work order, for everything that was marked as needing a fix, there will be a job for that repair.
!!! danger ""
None of the jobs that are auto generated will have a labor type set. Be sure to set this before clocking into the job.
!!! tip "Rental Check Ins"
A reminder that Flyntlok can auto generate work orders when a rental unit is checked in. The work order will already have an ECR form attached. This allows for rental units to be checked in, have their condition reviewed, and then a work order generated for any repairs needed. We can also create new condition options on the ECR that will create a work order for the customer of the rental if you choose to bill them for repairs. Please reach out to Flyntlok to get this configured!
We have removed alternate payment options when a customer type is internal. You can only use the Flyntlok generated payment in this case.
We have added an internal cost report for work orders. This report will break out your labor cost, parts cost, and labor entries by job.
With this data, we can also show you your profit, margin, estimated hours, and actual hours per job.
If the work order is not in an Invoiced Status, you will go to the Actions drop-down and select Print Internal to access the report.
If the work order is in Invoiced status, there will be a red Internal button next to the Print and Email buttons, where you can access the report.
!!! note ""
This document is currently in beta. Any feedback on layout or data would be greatly appreciated to help utilize this report!
!!! danger ""
The internal document only works for segmented work orders. You cannot view this report on simple work orders.
We now send notifications when a quote is set to expire. You will receive notifications when the quote is 7 days from expiring, 3 days from expiring, and the day of expiration. You will see a green notification that shows in the lower right of your screen.
And you will get a red banner on your dashboard.
When a quote hits the expiration date, we will now mark it as expired with a message indicating that it was rejected due to expiration.
We made a few enhancements to the auto-generating DMS work order feature.
1. When setting the location on the work order, we will first check the default manufacturing location of the item, then the default manufacturing location set in the Flyntlok Settings page, and if neither of those are set we will set the location based on the sales order location.
2. The end date of the work order will now reflect the date that is set in the *Due Date* field on the sales order.
3. The description of the item on the sales order will be copied into the work requested section of the work order. This allows for that description to be set per sales order for custom work requests.
4. The origin of the work order will be noted.
5. The public message on the sales order is set as a note on the work order.
6. The customer PO on the sales order is noted on the work order as well.
On the work order PDF, we will now show the tag number and work station that have been assigned. We also removed the date that is associated with the hours and miles on the machine.
From a variance report for a physical inventory sprint, you can create a journal entry for those item variances. When you are on a variance report, you will see a button in the upper right that will create the journal entry.
This journal entry will contain a debit and credit for every item that had a variance. An increase will result in a debit to the asset account for that item, while a decrease will result in a credit to the asset account of the item.
We will automatically assign the correct asset and expense accounts. We will first look for the part's asset account, and if that isn't set, we will use the vendor's asset account for that item. For the expense account, we allow you to select an expense account to be used in the Flyntlok Details admin editor.
!!! note ""
Go to the wrench in the upper right -> Flyntlok -> Flyntlok Details. You can find the Inventory Variance Expense Account field towards the bottom of the accounting section.
If that default expense account is not set, we will first look for the parts expense account, and if that is not, set we will use the vendor's expense account of that part.
!!! warning ""
We do not restrict the creation of multiple journal entries for one sprint.
Flyntlok now supports adding an account payment type with any other type of payment! To use this feature you will need to add an Item Reference to your payment types that is different from the account payment type item reference. This item reference is a QuickBooks item that will be used to create the invoice in QuickBooks with the payment line.
You can edit your payment types by going to the admin editors, hovering over Point of Sale, and selecting Invoice Payment Types.
We have added a field to your labor types that indicates if a labor type is active. This allows you to keep old labor types at their rates and cost so that they can still be accurately reported on. When doing a labor rate or cost change, you will need to create a duplicate of the labor type, adjust the cost and rate of that new labor line, then mark the old one as inactive. We will then remove that inactive labor type from being shown when selecting a labor type to clock into.
You can now review order confirmation and shipment information directly in Flyntlok. This data was previously only available on the Volvo Parts Online Portal. By line, you can review where the part is coming from, and get information such as the carrier and tracking number. This data is updated real-time from Volvo.
We now exclude quote status internal parts orders from showing on work order PDFs. Internal parts orders must at least be in draft status for them to be seen on the PDF.
When you go to edit a work order, you can now add, change, or remove tags and work stations.
Our quote system has been revamped to allow tracking of quote conversions and their reasoning. Through this we will be able to report on how many of your quotes are accepted vs rejected and your valuation of open quotes.
When you are on a quote, in the Payment tab you will now see three new options:
- Modify Quote: This will allow you to turn the quote back into a draft sales order and make changes.
- Reject: If a customer rejects the quote, clicking *Reject* will mark the current date as the date of rejection, and we will give you the option to categorize and explain the reason for the rejection.
- Accept: When the customer accepts the quote, selecting *Accept* will mark the current date as the date of acceptance and you will have the option to attribute that sale to a category.
!!! warning ""
When you turn a sales order into a quote, you can set the date of expiration. When this date is reached, we will mark the quote as expired.
!!! warning ""
When a quote is accepted, you will not be able to turn it back into a quote.
!!! warning ""
When a quote is rejected, it cannot be reopened.
We have created a few dashboard grids that report on the quote conversion statistics. These dashboards WILL NOT have legacy data. They will only contain quote data that is created from today and on.
!!! info ""
If you have current pending quotes, turn them into a draft sales order, then turn them back into a quote to start the conversion tracking.
We will have more reports in the future, and are open to any requests of reports that would be valuable to you or your company! The current options are:
- My Quote Stats YTD: Your quotes' valuations, broken out by month and quote status.
- My Quotes Expiring: Your quotes that are expiring within a week.
- My Quote Conversion: Your quotes' acceptance and rejected amounts.
- Company Quote Conversion: Quote acceptance and rejection by store location.
- Quotes by Sales Person: Quote counts by salesperson. (Note: This will only show users who are set to be Sales for their user type. This is set in the Users admin editor.)
!!! warning ""
You will need to talk to your management team to help get your dashboard configured if you are interested in the reports.
!!! Note ""
All the dashboard grids are YTD(Year To Date) information except for My Quotes Expiring.
When you charge a CC fee, we now link that fee to the CC charge that it is associated with. If the CC charge z-out is approved, the fee will move with that charge to approved, likewise, when it is disapproved, the fee will be marked as disapproved. This allows for you to remove CC fees from being queued up to post to QuickBooks until you approve the CC charge.
Happy Veterans Day
From all of us at Flyntlok, to all the veterans out there… we salute you! Thank you for your service and sacrifice!
We are in the process of creating a new way to track quote conversions and save old versions of quotes within Flyntlok. This will include the ability to accept, reject, and modify quotes. When modifying a quote, we will take a snapshot of that quote before it is modified so that you can see what changed and potentially what made the deal! This week we are releasing a few smaller features of the new quote system to start tracking quote success and rejection rates. You can read more about this week's quote features below.
We've revamped our quoting system to now track when a sales order is converted to a quote, and when that quote is accepted or rejected. When a quote is rejected, we give the salesman the opportunity to explain why the quote was rejected. Rejected quotes will show on your wins/losses report as a loss.
!!! info ""
The wins/loss report should be located under the Company tab on your left-hand nav. If you have difficulties finding or adding that menu, please reach out to Flyntlok!
- Category: This will help to categorize the reasons for a quote rejection.
- Lost To: You can name who the customer went with if there was competing sale.
- Reason: Here the salesman can add more relevant information as to why the customer rejected the quote.
When a quote is converted to a sales order, we mark that date as the successful quote conversion date.
You now have the ability to take overpaid amounts on sales orders and apply that amount to the customer's deposit. Instead of issuing a return transaction for the excess amount, you can select the Customer Credit payment option on the sales order to put that amount into the customer's deposit. As with regular deposit transactions, that amount will not show on the customer's dashboard until that payment line is approved and posted by your accounting department.
!!! warning ""
This will only work for customers that do not have an account.
After marking a physical inventory plan as complete, you now have the ability to reverse that plan to make any necessary changes.
We have added more to the transaction lockdown feature when doing an inventory count. Previously, you could only prevent the *order* button from being clicked on the sales order. Now, you can also prevent parts from being received/returned on POs, inter-store transfers from being executed, and ERP work orders from being graded. If the lockdown is active, and there is an active plan being executed, the system will only lockdown for the location with the active plan. This allows for the rest of your company to continue working.
We recommend the lockdown to prevent transactions from happening while you are counting parts. If you don't lockdown, and transactions are created, it has the potential to negatively affect your reported QOH.
!!! info ""
To activate the lockdown, head to the admin editors->Flyntlok->Flyntlok Details. At the bottom of the accounting, section will be a check box called Lock Inventory During Counts.
The new Labor History report will give you a breakdown of your DMS work order clocked time vs billable time for the month. We give a summary at the top of the report that shows the hours by location with rates and costs of those hours.
You can schedule this report by going to the Report Scheduler within the Flyntlok admin editor.
We have added a new item type field that, when assigned to an item, will create a simple DMS work order to create the item. This can be used for selling predefined services like flat-rate service work, or for custom work with a set quoted price.
!!! tip "To utilize this feature, follow these quick and easy steps"
1. We have pre-generated a new item type for you called "Work Order Generator". (You can modify this on the item types editor)
2. Create a new item in Flyntlok. While filling out this form, ensure you set the item type to "Work Order Generator".
3. You will need to set the proper income, asset, and expense accounts on this item for recording purposes, but it is not required to test out the feature.
4. After creation of the item, create a new sales order and sell this item.
5. Once you have clicked order on the sale, a new DMS Work Order will have been auto-generated for you.
Upon closing this work order, we will update the cost of the item on the sale to be the sum of the parts costs on the work order. We will also update the MSRP of the item on the sale to the sum of the list price of the parts used on the work order. This is to give you an idea of how close you were to your set price for this work.
We have amped up the reporting of costs on MRP work orders. You will see more fields that report on costs within the details tab of work orders. Many of the new labor cost calculations will depend on the labor time and labor type being set on a per-item basis. (The labor time was released last week, check out the information below!)
??? info "MRP Labor Averages"
If you are an MRP customer, when editing an item, you will now see averages under the Labor Time input. These averages will show actual and billable times of the 10 most recent closed work orders for that item.
Just above the Labor Time field is the Labor Type field. This field will allow you to select one of your current labor types as a default for this item. The cost of the labor type selected and the labor time that is input will be used to find estimated labor times and cost or sub labor times and costs on work orders.
Here is an explanation of all the cost fields and how they are calculated:
- Expected Parts Cost: This will be the current cost of the item being built multiplied by the quantity being built.
- Actual Parts Cost: This is the cost of all the items on the BOM being multiplied by their needed quantity and summed together.
!!! warning ""
Your expected part cost should equal the actual parts cost. This will help to accurately reflect the cost of that item.
- Expected Labor Cost: We calculate this by taking what is set in the *Item Labor* field for the item being built, multiply it by the quantity being built, and then multiply it by the cost of the labor type that is set for that item.
- Actual Labor Cost: This will be the billable time that is set on the work order, multiplied by the labor types' cost that is used to record the billable time.
- Sublabor Cost: Using the labor time and labor type that are set for all item's on the BOM, we multiply the quantity needed of the item by the set labor time, and then multiply that result by the cost of the labor type.
- Misc.Cost: A miscellaneous cost can be set by item. This cost will include anything that is not a labor cost or subpart cost when building or purchasing the item. This will field will take the miscellaneous cost of the item being built and multiply it by the quantity being built.
- Subparts Misc. Costs: This will take all item's on the BOM, multiply the needed quantity to build by the amount set for Misc. cost of that item, and sum this result from all the items.
- Total Costs: This will sum subparts, sub labor, labor, and all miscellaneous costs to show how much this or these items cost to build.
- Expected Labor Time: This will be the time that is set in the *Labor Time* field of the item, multiplied by the quantity being built.
- Actual Labor Time: This will be the time that is clocked in on the work order.
- Sublabor Time: This will be the labor time that is set on each item of the BOM, multiplied by the quantity of that item needed to build.
Along with the new reporting, you can now update the cost and labor time of an item when the final grade is submitted.
When the final grader goes to sign off on the work order, they will get two comparisons.
- Unit Cost: will show what is currently set as the cost (Expected) vs what the subparts cost is per item (Actual).
- Unit Labor: will show what is currently set in the item labor field for the item (Expected) vs how much time was clocked on the work order per item (Actual).
Below both comparisons are checkboxes that default to not checked. Checking these will update their respective field for the item being built. If the work order is linked to a sales order, we will go out and update the cost of that item on the sales order.
We have added notifications when submitting electronic POs. We find this necessary on a few of the integrations we currently have as they do not provide an immediate response to the PO. Starting with our Volvo integration, when you submit a PO, you can expect a notification to come via the lower right pop-up and blue banners on your dashboard. You no longer should have to wait on the PO and constantly refresh the page hoping for a response from the vendor.
Just a reminder that we are still in the process of migrating over Flyntlok customers to the new Gravity portal. A Flyntlok consultant will reach out to you when we are ready to migrate your company onto the new keyed-in transactions system. If you have any questions, please reach out to Flyntlok if you have any questions!
We have released a new feature that allows you to create, edit, view, and schedule work orders on a calendar page at the week- and month-level. You can also filter by five separate criteria to find the exact set of work orders you're looking for.
Dragging and dropping is enabled, allowing work orders be moved around freely. This makes scheduling much quicker and more efficient.
To get to the work order scheduler, go to the *Service Overview* tab and select *Work Order Scheduler*.
!!! note ""
Please check out document to learn more about this feature!
[***Work Order Scheduler***]
!!! attention ""
This feature is being released in beta. Please let us know any issues you run into. Feedback is always welcome!
We have added the ability to lockout all sales order from moving out of draft status when your company is performing an inventory count. This will prevent the *Order* button from being clicked. If you would like this enabled when performing your count, please reach out to Flyntlok!
You now have the ability to make a PDF version of your variance reports for inventory counts. When you are on a variance reports page, click the pdf icon in the upper right!
We've added the ability to print PDFs of inventory plans. This allows you to print the plan, take the count, and log the adjustments later if you are not able to take the inventory count on a mobile device. You can find the link to print the PDF on the *Physical Inventory Sprints and Plans* report, next to the plan's name.
We now allow you to duplicate journal entries.
Copying a journal entry will retain all data except for the journal date, journal number, and any attachments.
If you are an MRP customer, when editing an item, you will now see averages under the Labor Time input. These averages will show actual and billable times of the 10 most recent closed work orders for that item.
!!! attention ""
In the near future, we will use this field to estimate your sub-labor costs per work order.
Now, when you add a comment to a pending action, that comment will be added for all associated actions as well.
We have added a new feature that will make doing your monthly, quarterly, or yearly inventory counts a breeze! This feature gives you the ability to create what we call an inventory sprint. Within a sprint, you can:
- Create plans that can have specific bins or ranges of bins assigned to them.
- Assign an employee to execute a plan.
- Set a date that the plan is due by.
Along with this, we have created reports that will show you how much inventory has been adjusted and how your inventory valuations have changed.
!!! note "None of the adjustments will affect inventory until all the plans have been marked complete and the sprint is marked complete"
We prioritized making this feature mobile friendly to give employees the opportunity to carry a smart phone or tablet through the warehouse and execute the counts.
!!! danger ""
We have a guide on creating, executing, and closing out these inventory sprints.
Flyntlok has been working in the background with Gravity Payments (previously referred to as Charge It Pro) to upgrade keyed-in credit card transactions to the newest and most secure platform provided. If you are currently utilizing Gravity as your payment processor, a Flyntlok consultant will be reaching out to you within the next two months when you are slated to upgrade.
!!! primary ""
Now when using the S? search action, you can search for split sales orders.
From the vendor dashboard, you can now access a date range report for the vendor's part order sourcing. This will show you the selling price of items from this vendor that are sold over the counter and on a work order between the dates that you input.
We have revamped the old labels and added new ones! All of these labels now contain QR codes. When you scan the QR code with a smartphone camera, you will get a notification that will take you to the entity that the label was printed for. There are five different locations that these labels can be found:
1. On the item dashboard, under the actions drop-down, there is a Print Label option. This label will contain the item number, bin location, vendor, and list price, along with a QR code that takes you to the item's dashboard.
2. On the item purchase order, the far-right column has a printer icon that, when clicked, will generate a label. This label will contain the PO number, item number, quantity received, and if the item is a special order, you will see the sales order number and customer. The QR code on this label will take you to the purchase order when scanned.
3. From a sales order, there is a new barcode icon in the upper right that will generate a sales order label. This label will contain the sales order number, customer PO, ready date of the sales order or the date that the label was printed, customer of the sales order, and the selected contact information or the contact information for the customer. The QR code here will take you to the sales order.
4. From a DMS work order, in the Actions dropdown, the bottom option of the *Informational* section is Print Label. This will print a label for the work order that will have the work order number, machine, customer, and contact info for the customer. This QR code will take you to the work order.
5. From an ERP work order, in the Actions dropdown, the second to last option is Print Label. This will print a label for the work order that will have the work order number, item, department, priority, due date, quantity, and reference if it is linked to a sales order. This QR code will take you to the work order.
When you print a purchase order, if there is an account number associated with that vendor, it will show in the Vendor box of the purchase order pdf.
On the strategic sourcing report, we have updated it to follow our rules of only being able to set metric override or metric override date when the other is also being set or is already set. We have also added the ability to update the metric override type on this report!
??? info "What is the strategic sourcing report?"
Strategic Sourcing is used as a quick view for vendor stock orders. At the top of the page, you can select a location and vendor that you want to pull the stock order report for. This makes it easier for viewing multiple different vendors' suggested stock orders instead of creating draft stock orders for each vendor. We also allow you to update an item's reorder point, metric override, metric override date, and metric override type from the report. Strategic Sourcing will be located under the purchasing tab on your left nav. If you don't see the report there, please reach out to Flyntlok to get it added!
On the vendor dashboard, we have added a link to a report that lets you view all items that were received for the vendor between a specified date range. The link is located at the top of the Most Recent Purchase Orders box, next to the View All option.
We have added a hotlink for purchase orders on manufacturing work orders. This link will take you directly to the Flyntlok purchase order that is input.
On vendor purchase order drafts, we have added sold 180 and sold 180i columns.
!!! warning ""
- Sold 180: This will be the quantity of the item sold in the last 180 days.
- Sold 180i: This will be the total number of sales documents that the item was sold on in the last 180 days.
When a warranty type customer is set as the customer on a sales order, the machine search field will now search through all machines associated with your company.
When a standard or tax-exempt customer is set as the customer on a sales order, the machine searcher will now search through machines owned by the customer and machines that are part of the company's machine inventory.
When editing a vendor, you can now search for revenue, asset, and expense accounts by account number and view the number of each account.
