CRM

Microsoft Office 365 Email Integration-(Ticket #FD-2378)

Opportunity:                     

Flyntlok Administrators have requested the ability to send emails from Flyntlok using their company email, rather than having emails come from a Flyntlok address. Many recipients were confused when they got an email from Flyntlok rather than from their dealer.

Solution:

We have added a "Microsoft" setting to the "Integrations" page that will allow Administrators to connect a company’s Microsoft Office 365 account within Flyntlok. Once connected, your emails will come from that that address rather than from a Flyntlok address.

This feature is available when emailing:

The Office 365 email address will not be included in emails sent from the “Quick Hit” link on the Lead Dashboard. (This feature is limited to one Microsoft email account per tenant.)

Sales Quote Updated to Sales Order on Lead Dashboard-(Ticket #FD-2420)

Opportunity:                     

From the "Actions" drop-down menu of the "Lead Dashboard" page  users are able to create new linked transactions, such as Sales Quotes, Rental Contacts, and Work Orders. Sales people have requested the "Sales Quote" option be replaced with a "Sales Order" because our workflow does not allow for orders to go straight to quote status.

Solution:

We have replaced the "Create Sales Quote" option with "Create Sales Order" on the buttons drop-down menu.

Purchasing

Pending Stock Allocation Strategy-(Ticket #FD-2119, 45315)

Opportunity:           

Purchasing Managers have requested the ability to choose whether to include “Pending Stock” quantity (the order quantity of Items on the “To Be Ordered” board) with the "Flyntlok Recommended Quantity" when creating new Purchase Orders from the Draft PO page. They also would like the "Pending Stock" quantity from "To Be Ordered" and Stock from "Recommended Quantity" to be displayed on separate lines on the Purchase Order.

Solution:

We have added a new setting to the “Flyntlok Settings” page, allowing Administrators to apply alternate allocation strategies to the “Draft Purchase Order” page. Administrators will be able to choose from three options; “Do Not Allocate Pending Stock,” “Allocate All Pending Stock From Recommended QTY,” and “Add Pending QTY to Recommended QTY.”

This is the original behavior and will serve as the default Allocation Strategy. Flyntlok will only use the Recommended QTY.

Quantity of "Pending Stock" on the "To Be Ordered" board is fulfilled from the Flyntlok Recommended Quantity. Example-"To Be Ordered" shows a quantity of 3, "Flyntlok Recommended Quantity" is 5. You still only order 5, and the 3 others are pulled off of the "To-Be-Ordered" board.

Example-"To Be Ordered" shows a quantity of 3, Flyntlok "Recommended Quantity" is 5; Quantity of 8 is ordered.

"Scan Mode" Added to Item Receiving Voucher -(Ticket #FD-2458)

Opportunity:

Purchasing managers have requested the ability to scan Item via a barcode scanner when receiving Items on a Receiving Voucher.             

Solution:

We have added a "Scan Mode" to the "Item Receiving Voucher." When "Scan Mode" is activated Scanning items via a UPC, EAN, or Item Number will open the Voucher’s Receiving modal for that item. Flyntlok will display a "Duplicate Items Found" error message if an item is scanned more than once. Note- During scan mode other inputs are disabled except for the Receiving modal window.

"Scan Mode" Added to Machine Receiving Voucher for Serial Number Scanning-(Ticket #FD-2457)

Opportunity:

Purchasing Managers have requested the ability to use a barcode scanner to enter Machine Serial Numbers when receiving Machines on a Machine Purchase Order.

Solution:

We have added a "Scan Mode" to the Machine Receiving Voucher, which will allow users to quickly scan Machine Serial Numbers via a barcode scanner based on the Model. "Scan Mode" can be activated by selecting the icon.

"Split" Machine Purchase Order Message added to "Notes" Section-(Ticket #FD-2393)

Opportunity:

Machine Purchase Orders in a "Partially Received" status are eligible to be "spilt", which takes the received Machine(s) and moves them to a new PO. Flyntlok Purchasing Managers have requested we add a message to the original Purchase Order to indicate a "Split PO" action has been taken.

Solution:

We have added an informational message to the "Notes" section of the Machine Purchase Order to indicate the PO has been split. Flyntlok will display a "Split To" message on the original Purchase Order and a "Split From" message on the New PO. This message will provide a link to the referenced order.

       

Service

Added Filters to "Upcoming Maintenance" Report-(Ticket #FD-2489)

Opportunity:                     

We recently added the "Upcoming Maintenance" report to the "Machines" Tab of the Left-Hand Navigation Menu. This report displays a list of upcoming scheduled Machine maintenance and provides information on the Machine and upcoming service. Service managers have requested we add additional categories to the report to track the Customer Name and Customer Unit Number.

Solution:

We have added columns to display "Customer Unit Number" and "Machine Owner", when available, to the "Upcoming Maintenance" report.

Mobile View

Show Work Orders Assigned via the Service Calendar in "My Work"-(Ticket #FD-1768)

Opportunity:                     

The “My Work” tab of the Mobile View displays Work Orders assigned to individual Technicians from the Work Order. Service Technicians have requested we also include the Work Orders assigned via the Service Calendar to the “My Work” tab.

Solution:

We have incorporated Work Orders assigned to Service Technicians via the Service Calendar into the "My Work" tab of the Mobile View. The "My Work" tab will now be broken into two sections: "My Assigned Work" will display Work orders assigned to techs directly from the WO, and "My Scheduled Work" which will display WO assigned from the Service Calendar.

Point of sale

"Copy" Option Added to Work Order Final Invoices-(Ticket #FD-2433, 45817)

Opportunity: 

Flyntlok currently provides users the option to create copies of Sales Orders by clicking the "Copy" button from the "Payment" tab. Salespeople have requested the ability to also copy invoices associated with Service Work Orders.

Solution:

We have added the "Copy" option to "Final" invoices generated for a Work Order.


Issues Resolved This Sprint

New Item Accounting Information-(Ticket #FD-2397)

Complaint:

Flyntlok users had experienced an issue where accounting information was prefilled on the "Item Creation" page before selecting the item's "Vendor".

Cause/Correction:

Fixed. The Accounting section of the Item Creation page will remain blank until a Vendor is selected. Flyntlok will then display the accounting information for the selected Vendor. If no accounting information is saved for the selected Vendor, Flyntlok will fall back to the "Vendor Default” settings set on the "Flyntlok Settings" page.

Items labels are not the same-(Ticket #FD- 2437)

Complaint:

Purchasing Managers generating Labels from the Item Purchase Order had noticed a discrepancy between Item Labels printed in bulk and Labels printed for an individual Item, where bulk labels were generated with a bar code and individual labels with a QR code.

Cause/Correction:

Fixed. All Items Labels will have the same display, whether printed individually or in bulk, from the Purchase Order or from the items Dashboard.

Work Order Forms not Saving Edits on Mobile View-(Ticket #FD-2450)

Complaint:

Service Technicians had reported an issue where Work Order forms were not saving information when edits were made from the Mobile View. In this scenario, the Technicians could add and edit Work Order Forms associated with Service Jobs, but when attempting to save (by clicking the  icon in the top right corner of the Form), the edits are not actually saved. (OK, that seems like an obvious thing. How did we miss that? Yeah, well pobody’s nerfect.)

Cause/Correction:

Fixed. Edits made to Work Order "Forms" associated to Service Jobs will persist when the Save button is selected.


Last Release Notes

November 8th, 2023 Release Notes

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Rental

Model/Class Based Reservations-(Ticket #FD-1457, FD-759)

Opportunity:

Rental Managers have requested the ability to reserve a Model or Model Classification for a Rental Contract and also have the ability to convert the Model/Class to an actual Machine at a later date.

Solution:

We have added Machine Models and Machine Classifications as selectable options to add to a Rental Contract on the rental creation page or the active rental. When a model/class is selected, that model or class is temporarily added to the contract that users can later change to a specific Machine.

Users will be able to specify an actual Machine to the Model/Class holding spot by selecting the "Associate Machine" button on the individual lines of the Contract. Flyntlok will then display a list of all Machines of that particular Class/Model for the user to choose from.

Users will have the option to generate Interim Invoices for Rental Contracts with reserved Models. When the Model is later replaced with an actual Machine on the Rental Contract, Flyntlok will then display an "Associate Machine To Invoice" dialog. Flyntlok will then suggest line items from the Invoice that the Machine could be associated with. Associating the Machine to the Invoice allows for its monetary value to be applied to the income statement of the Machine.

If the Contract and Invoice have a duplicate of the same Model (e.g. two lines in the invoice have the same model), users will have the option to choose which line item to associate the Machine with by clicking the Edit button.

 

Convert Active Rental to Demo Contract-(Ticket # FD-1509, 43690)

Opportunity:

Rental managers have requested the ability to convert an active Rental Contract to a “Demo Contract”. Converting a Rental Contract into a Demo Contract allows for the associated Machine(s) to be released on a trial basis. Demo Contracts will block the depreciation of the Machines and eliminate the need to report the Machine(s) as FID to the manufacturer.  Flyntlok gave users the option to generate a Rental Contract or a Demo Contract from the rental creation page, but did not allow active contracts to be converted to a "Demo".

Solution:

We have added the "Is Demo" field to the General section of the Rental Contracts "Info Tab" allowing users to convert active Rental Contracts to Demo Contracts.

Audit Log Update-(Ticket # FD-1534, 43789)

Opportunity:

Flyntlok users have requested additional information be added to the Rental Contracts Audit Log to make it more evident what Machines or Items have been added or removed from the contract.

Solution:

We have updated the Rental Contracts Audit Log to now display the ID Number of Items, Models, and Machines that have been added or removed from the contract.

 

Purchasing

Honda Interface-(Ticket # FD-998)

Opportunity:

Purchasing Managers working with Honda equipment have requested the ability to generate Item Purchase Order documents for Honda directly from Flyntlok which they can then upload to the Honda Portal.

Solution:

We have added a "Generate Document For Honda" link to the Actions button drop-down menu of the Item Purchase Order which, when selected, will automatically download an interface document onto your computer. Once downloaded you can upload the document to the Honda Portal as a Purchase Order.

Item Alternates Indicator-(Ticket # FD-1543, 43857)

Opportunity:

Flyntlok users have requested Item Alternate information be added to the individual line items of the Draft Purchase Order Page, allowing purchasers to more easily see whether an individual item has any alternates. Alternates are Items that can be purchased instead of the original item, as a substitute.

Solution:

We have added an "Alternates" icon to the Draft Purchase Order Page, which will populate to the left of the Item Number if the item has any Alternate Item associated. We have also introduced a new tab titled “Alternate Items” on the "Inventory and Order History" section of an Item, which is visible when an individual item row is expanded. Flyntlok will display a list of available alternates for the given Item in this new section and display a “No Alternates” message if no alternates exist.

   

Machines

Machine Hour History-(Ticket # FD- 1520, 43734)

Opportunity:

Last release, we added a mileage log capability on Flyntlok. Our next iteration was to add an "Hour History" section to the Machine Dashboard. This will display all Work Order and Rental Contract check-in hour logs as well as any direct edits to the Hours field of the Machines edit page.

Solution:

We have combined the Machine Hours with the Mileage logs and renamed the section "Meter History". This section will display ALL mileage and hour log entries for the specific piece of equipment via the following pages: WO creation and WO check-ins; on Rental Contracts as well as on Check-in/out of the rental; and on changes to the Machine Dashboard edit page. This new section will display the ten most recent entries as well as a link that will redirect users to an alternate view that will display ALL mileage/hour logs for that specific Machine. Flyntlok will display the date, the metric, and the user's name that performed the logging.

Customers

Marketing Checkmark-(Ticket# FD-1553, 43884)

Opportunity:

Flyntlok Users have requested a way to easily see if a specific Customer is properly set up with contact marketing information.

Solution:

We have added a new indicator titled "Has Contact" to the Customer's Dashboard, which will display a green check icon if the particular Customer has one or more contacts with Contact name, phone number, and email information saved. This new field will be added to the top bar of the Customers Dashboard next to the "Last Survey Send" field.

Accounting

QuickBooks  Services-(Ticket # FD-1536, 43804)

Opportunity:

Accounting Managers have recently inquired about where they can create new items as a Service in QuickBooks Online. Creating an item as a Service in QuickBooks allows Users to set a revenue account for the item to book to within QB. Currently, Flyntlok provides a link to add a new Service in QB from the Accounting section of the Item Dashboard's edit page, but does not clearly define what the link does.

Solution:

We have updated the styling of the "Add Service to QuickBooks Online" link on the Item Dashboards edit page and also added descriptive text.

Issues Resolved This Sprint

CRM: Removed Status Change "New to New" from Audit Log-(Ticket #FD- 1516, 43724)

Complaint:

Salespeople have requested to have the logging of the status change "New to New" be removed from the Lead Dashboards Audit Log. Flyntlok gives users the option to edit information surrounding the Lead from the individual Leads Dashboard, such as the status, estimated revenue,  contact information, and more. Currently updating any status of a Lead ( for example updating a lead status from "Open" to "Won") creates a log stating "Status changed from NEW to NEW" and then also states the correct status change.

Cause/Correction:

We have removed the logging for the status change (New to New).

QuickBooks Online Not Updating Paid Invoices-(Ticket #FD-1514, 43676)

Complaint:

Sales Managers had noticed the red "Paid" stamp, usually displayed on a Sales Order invoice that has been paid in full and moved to a Delivered status and has been processed in QBO, is no longer being displayed.

Cause/Correction:

Fixed.

Wrong Lost Sale Form-(Ticket #FD-1540, 43810)

Complaint:

Salespeople were experiencing issues when attempting to document a lost Machine Sale by selecting the icon of the item line from the Point of Sale. The "sad face" icon allows Users to generate a "Lost Sale" form for the Item or Machine of the line selected. Flyntlok will then generate the "Lost Sale Form" with the Item or Machine information and "Loss Type" prepopulated, in this scenario the generated "Lost Sale Form" form was incorrectly set as an Item and was not populating any Machine information onto the form.

Cause/Correction:

Fixed. Flyntlok will identify the Item or Machine associated with the specific Point of Sale line item and generate the Lost Sale Form with the correct "Loss Type" and Machine or Item information prepopulated onto the form.

Item Metrics Update-(Ticket # FD-1544, 43844)

Complaint:

Purchasing managers were experiencing an issue where Stock Items' recommended quantities were not successfully updated when users created a new Stock Purchase Order using the Flyntlok recommended quantity, and marked the PO as Ordered, but then deleted the PO. The recommended quantity was not being updated on the Recommended Orders Report or the Draft Purchase Order page.

Cause/Correction:

This was caused by a timing issue based on when Flyntlok updated recommended quantities (which is done in a nightly batch job). We have updated the metrics for inventory items, and we will now immediately update the recommended quantity when a PO with stock items is deleted.

Character Limit Error Message- (Ticket#FD-1570, 43932)

Complaint:

Flyntlok Users were experiencing an issue when trying to submit a Support Ticket when the description field exceeded 4,000 characters. The user would receive a generic error message and the ticket was not submitted.

Cause/Correction:

We have updated the error message displayed when the character limit is reached, and will now notify the User of the specific issue at hand and prompt users to shorten the description to 4,000 characters or less. (And, um, if the issue is that difficult to describe, you can always pick up the phone and call us for help. That’s what we’re here for!)

Last Release Notes

August 16th, 2023 Release Notes

Not yet a Flyntlok Customer?

Learn More at Flyntlok Dealer Management System

YouTube

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Service

Warranty Tracking by Job-(Ticket # FD- 1323)

Opportunity:

Flyntlok users would like a way to better manage Work Orders that contain Warranty Jobs. It would save time if users could invoice both Warranty related and Non-Warranty Jobs on the same WO because currently, Flyntlok requires two separate Work Orders.

Solution:

We have added a new setting that your Administrator can set which will then create multiple invoices for each Work Order that contains Warranty and non-Warranty related Jobs. We have also added a new field on the Job level called Warranty Customer which will default to the Vendor of the Machine associated with that job.  If a WO has multiple Warranty jobs associated with different Vendors, Flyntlok will generate a separate invoice for each of the different Vendors. The invoice for the final Customer will show zero cost for any Warranty related jobs.

To relate a Vendor to a Warranty Customer, we have added a new field to the Customer edit page where you can specify the Vendors related to a Warranty Customer. (A Warranty Customer is a customer record in Flyntlok to which you would invoice work completed on a Warranty for a Vendor.) You can only set Warranty Vendors if the Customer type is set to Warranty.

Mobile View Changes

Switch Users (Ticket # FD-1167, 42563)

Opportunity:

Service managers have requested the ability for techs to be able to switch users from within the Mobile View on a single shared device. Currently, Flyntlok allows only administrators the ability to switch between alternate users' Flyntlok profiles within the company and only when in the Desktop View.

Solution:

We have added the Switch User feature to the Mobile view. You will now see the Switch User icon in the top right corner of the Mobile View's home page, and we will display the name of the now-current user below the navbar, making it clear who is logged in. This is a client-based setting. Please reach out to the Flyntlok support team if you would like this set up!

Work Order Creation from Mobile View-(Ticket # FD-1167, 42563)

Opportunity:

Service managers have also requested the ability for technicians to create new Work Orders directly from the Mobile View on a single shared device. Currently, the new Work Order button of the Mobile View takes you to the Desktop Work Order creation page.

Solution:

We have created a mobile version of the Work Order creation page.

Purchasing

Merge Special Order with Stock Order on Draft Stock Order Page-(Ticket # 43069, FD-1322)

Opportunity:

Flyntlok Purchasing Managers would like the ability to combine Special Orders along with regular Stock Orders when using the Flyntlok Draft Stock Order page. This will save time by allowing users to combine these orders with fewer steps than before. There is currently no way to combine quantities from the Draft Stock Order.

Solution:

We have added a column that will display the Special Order amount that is contained on a Special Order PO located next to the recommended quantity, in addition to the existing Order Qty field. If the user clicks on the drop-down arrow on the part, under the “Open Special Orders” there is a “Merge” button that allows for the combining of the Special Order with this Stock Order. Flyntlok then “reserves” the Special Order quantity.

 

Purchasing Hub-(Ticket # FD-1321)

Opportunity:

Flyntlok users have requested a centralized Purchasing Report that shows the value of demanded items with the ability to generate a purchase order based on the demand.

Solution:

We have added a new "Purchasing Hub" report that will summarize the value of demanded Special Order and Stock Order items by Vendor or Distributor. From the report, you will be able to generate a Draft Purchase Order to purchase the Special Order items, Stock Order items, and any other items under that Vendor or Distributor.

Flyntlok Administrators will have the option to add this new report to the Left-Hand Navigation Menu by navigating to the "Admin Editor Wrench" icon in the upper right corner of the home screen, then select the "Navigation" option from the drop-down. The Purchasing Hub report can be added to either the Parts or Purchasing tabs of the Navigation Menu.

CRM

Allow Text/Email - (Ticket#FD-1319, 43104)

Opportunity:

Flyntlok users would like to specify whether a contact can be included in email or SMS text messages directly from the Contact's Dashboard. Currently, if the contact is not set up to allow SMS/email correspondence, users will have to navigate to the Customer Dashboard to edit this setting.

Solution:

We have added the "allow email/text" flag to the Customer Contact Dashboard.

                             

Point of Sale

Add Link Directly to Machine Edit Page-(Ticket # FD-810)

Opportunity:

Salespeople have requested the ability to edit a Machine directly from a Sales Order. Currently, when a Machine is added to a new Sales Order, Flyntlok supplies a link to the Machine's Dashboard. However, there is no option to click on a link that brings users straight to the Edit Machine Information page.

Solution:

We have added a new icon to the Machine item line in the Point of Sale, which will redirect users to the machine edit page when selected. This will save users extra clicks!

Apply Payment and Process-(Ticket # FD-1203)

Opportunity:

In the original Payments screen, Flyntlok offered an "Apply and Process" option that would auto-order the associated Sales Order, removing the additional step of manually clicking the Order button after processing payment. The new and updated payment screen lacked this "Apply and Process" option. ( This new payments screen is only currently only available to users of the new Clover Payment devices. If you wish to upgrade your payment devices, please reach out to your friendly Flyntlok consultant or a Gravity Payments representative.)

Solution:

We have added the "Apply and Process" option to the new Payments screen. 

Date Field on the Payment Line of PDF-(Ticket # FD-1333, 43130)

Opportunity:

Salespeople have requested that the payment date displayed on the item line in the Sales Order be added to PDFs generated from the Point Of Sale.

Solution:

We have added the payment date to the details of the payment lines on the PDF copy.

Note- This will not backfill on existing payment lines.

Machines

Machine Class Displayed on Dashboard-(Ticket # FD-1339, 43124)

Opportunity:

Flyntlok users have requested Machines that have been set with a Primary or Secondary class have this information displayed within the Machine's Dashboard. This information is also displayed within the information display of a Machine when adding to a Work Order.

Solution:

We have added a new "Class"  section to the Machine's Dashboard and to the information display of a machine on the Work Order creation page.

 

Inventory

Item Searcher Stale Parts Indicator-(Ticket # FD-920, 41976)

Opportunity:

Salespeople have requested an indicator of Stale Parts be added to the item searcher of the Point of Sale.

Solution:

We have added a Stale parts indicator to the item searcher results. If there is QOH of an item at a different location, Flyntlok will show an asterisk in the QOH box of the searcher to indicate that the item is on hand at another location. If there is QOH in another location and the part is stale, it will indicate as such by red text and the asterisk. Hovering over the QOH box will show the status and the QOH in alternate company locations

 

Issues Resolved This Sprint

Item Dashboard Showing Incorrect On-Order Quantity(Ticket #FD-1287, 42985)

Complaint:

The Item Dashboard was displaying incorrect On-Order Quantities when there were still Receiving Quantities on open Voucher/Purchase Orders. The On-Order Quantity shouldn't include Received Quantities, even if the Voucher/PO was not closed.

Cause/Correction:

On-Order Quantities now reflect Received Quantities regardless of the status of the PO.

Invoice Reversal While Still Processing-(Ticket #FD- 1312, 43059)

Complaint:

Users could reverse a Sales Order while it was still posting to QBO.

Cause/Correction:

Fixed. Our development team was able to update the QBO settings to block a reversal if the transaction is still processing.

TAXABLE SUBTOTAL ON INVOICE BUG-(Ticket #FD-1336 ,43134)

Complaint: 

Flyntlok users have been experiencing an issue where the printed invoice of a split Sales Order did match the invoice on the Flyntlok screen.

Cause/Correction:

Fixed. This issue was caused when one of the split invoices was deleted. In that instance, the master invoice was not removing the details from the deleted invoice. The printed master invoice will no longer include the deleted split invoice details.

Duplicate Serial Number Warning With Quick-Create of Machines-(Ticket # FD-800)

Complaint:

Flyntlok should display a warning message to users when attempting to create a new Machine if the Serial Number is associated with another Machine in your inventory. Currently, this message is only displayed when creating new Machines via the Left-Hand Navigation's “New Tab.” Flyntlok users have requested this message also be displayed when using the Machine Quick-Create functions from the Point of Sale and the Work Order creation page.

Cause/Correction:

We have added a Duplicate Serial Number warning to the machine quick create features.

Save Model with no Vendor Associated-(Ticket #FD-1353, 14215)

Complaint:

Flyntlok users were able save the Model without a Make.

Cause/Correction:

The Make field is now required when creating/saving a Model.

Last Release Notes

July 19th, 2023 Release Notes

Not yet a Flyntlok Customer?

Learn More at Flyntlok Dealer Management System

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