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 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!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
This week we have continued to expand the functionality of the CRM Hub.
We have added an SMS Tab to the CRM Hub. We believe that this will become your go-to place to communicate with customers.
To save a text message templates, check the Save message as template box!
To use a template click the Templates button.
Do you message your customer base about upcoming promotions? Text message Campaigns were added to the CRM Hub to make sending out bulk texts easy!
To launch a new Campaign, click + New Campaign
Then name the Campaign and set a start and end date!
Now, add contacts to the Campaign. You can use the searcher to add customers, but you can also just add phone numbers.
Lastly, add a message and send it to your customers by clicking + New Message. You can send multiple messages in a Campaign. We provide a message timeline to know what has already been sent.
We have enhanced the reliability of the lead filtering section.
If you are using our text widget on your marketing site, you can set separate text responses for business hours and off-hours. Please submit a support ticket if you need this configured for you!
We have redesigned the Flyntlok Mobile page with field personnel in mind. We are trying to keep it simple by just showing you the relevant information needed to do your job! To get to Flyntlok Mobile, click the phone icon in the top bar.
We are rolling out 3 pieces of functionality. Clocking into work orders, updating machine information, and reserving machines.
After Clicking My Work you will be brought to a list of work orders that are assigned to you. Select the work order that you are working on, pick your job, and click Clock In.
Flyntlok mobile makes it easy to update information from your phone while you are looking at the machine in the field! Currently, the following information can be updated:
Machine Pictures
Update the machine serial number, miles, hours and customer unit number.
To leave a note on a machine, use the notes tab.
You can also reserve a machine using Flyntlok Mobile. After clicking the reserve button, you will see the same reservation form that is seen in Flyntlok Desktop!
We have made a new To Be Ordered board to accommodate company's that place orders through distributers. If you would like to combine parts from multiple vendors on one purchase order, please submit a support ticket and the consulting team will set you up.
Technical tweaks have been made to the parts receiving system that should result in better performance. If you notice a difference, please let us know!
We have an additional options for parts labels that are printed from a purchase order. If you would like one label to print for each line instead of one label for each part received, please let us know!
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.
The Work Order Scheduler has undergone a complete rebuild. Our new system is much easier to work with and will provide two options for scheduling. The first option is our calendar-based scheduler. This is a more rigid form of scheduling, and is better for businesses that schedule their days by the hour! Our Simple Scheduler is task-based and free form and a much better option for businesses that schedule the technicians on a less rigid basis.
If your business is looking to schedule technicians on an hour-by-hour basis, this is the option for you. When you open the scheduler for the first time, it will be empty. The first step is to make a group of technicians. Your business can have multiple technician groups.
The system provides a Day, Day(Techs), week, and Month view. For now, we will use the Day(Techs) view.
Next, click and drag work orders out of the backlog into position.
The calendar can be filtered by using the filter dropdown! Don't forget to click the triangle to expand the section!
If your business schedules technicians on a task by task basis then this may be a better option than the calendar. When you open the scheduler, you will be met with a blank page. The first step is to make make a new column.
Now that you can add columns, it is time to design your layout. The possibilities are endless, but here are a few that companies have been using.
Once you have created a layout, it is time to add work orders. Just drag the work order you want from the backlog to the column of your choosing! In the coming weeks you will also be able to add jobs and other tasks that are unrelated to a work order.
Also, we provide filters so you only see the jobs that you want to see. Remember, to expand this section you must click the small triangle.
Both schedulers are still in beta and are actively being worked on. Over the coming weeks we will continue to smooth this system out. If you would like to start using this feature while it is still in beta, please submit a support ticket!
Last week we released a beta version of the "Text Us!" button. If you are not using this feature but would like to, please submit a support ticket.
We expanded this feature and are ready to start implementations! When a message is submitted using the widget, it is brought into the new CRM Hub. The CRM Hub is still in its infancy. This is just the first step in building our final product.
Click on the lead, and you will be brought to the lead detail page. This is where you can fill out additional information after you have made contact with the customer.
The CRM Hub will continue to expand in the coming weeks!
February 16th, 2021 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 Pickup and Delivery option is now available on the work order creation screen.
An address or dollar amount is not required during creation and can be added later on the info tab.
Often on warranty work, vendor credits need to be attached to the work order after the fact. Then, the same paperwork must be emailed to the accounting team. We have expedited this process. If you add an attachment that needs to go to bill.com, check the "Send Attachments to Bill.com" box.
Discounts were "quietly" being added on the Estimate PDF. The layout has changed, allowing the customer to see the discounts that they are receiving.
Previously, files could only be attached to jobs. Now you can attach a file to the work order on the info tab. You can either attach it to the work order as a whole or you can assign it to a job.
You can add additional terms and conditions to a rental contract on the info tab.
The behavior of the Pickup/Delivery address has slightly changed.
When an invoice has been matched to a payment in QuickBooks, it will be marked paid in Flyntlok.
If you are quick adding an item with a vendor that has a default markup, input the MSRP then Flyntlok will calculate the List Price.
You can add a contact from the activity panel.
In order to better communicate discounts to your customer, we have added a discount column to the sales order PDF.
The customer searcher includes phone numbers. Customers with the same name are easier to tell apart.
When machines are traded in, they are automatically marked as a machine that can be sold.
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.
The Management tab has been split into two tabs, Labor and Job Performance. The Labor tab contains all of the labor associated with the job. Job Performance contains the financial information.
On the info tab, we have added a fees section. This will show all of the fees that are being charged on the work order by default. It will also allow you to delete and add fees. Any default fees will remain in place.
If you already using fees, they have been added to the new system. If you would like to start using fees, or if you would like to add additional fees, please submit a ticket. The consulting team will configure this for you!
Sometimes, mistakes are made on work order estimates. We have added the ability to delete estimates that have not been emailed. You will find this option under the Actions dropdown.
We found that users that send a large number of estimates were having problems finding the signed copy in their inbox. In response, we added the work order number to the email subject. This will make it much easier to search your inbox for a signed estimate.
Certain users prefer to search for customers using the customer number. We added this ability to the work order creation screen.
Instead of putting the Work Order Notes in the Sales Order External Note section. We will add the note as a line item.
Some users have received the below warning after they entered a long note. We now support notes up to 64,000 characters.
In order to bill a work order, all deposit invoices must be in delivered status. This is also the case with parts invoices.
Job templates now support fractional quantities. Making it easier to bill for consumables.
You can add an automated equipment condition report to your rental process. Once a machine is checked in, Flyntlok will automatically generate a preconfigured equipment condition report in the form of a work order. This features is in addition to our Record360 integration. You can choose which feature set fits your company process best!
To take advantage of this system, you will need to create job templates for the jobs that will be on the condition report. You can have multiple job templates on the same report.
Once you have created all of the jobs that you want on the report. Submit a ticket to the consulting team referencing the job templates. They will take care of the rest! Once configured, every time a machine is reserved or checked in, an equipment condition report will be generated and can be assigned to a technician or rental associate for completion.
In the past, models had to be quoted one at a time. A new system has been added that allows for multiple models to be quoted at the same time. To start this process, go to the model dashboard and click Create Quote. You will be brought to our new page. Select a customer, add as many models as you need, then click Generate Quote.
Customers in Washington State have a long list of tax codes that need to be filtered though at the time of sale. We have added a search bar to the tax modal and made it faster to select the tax type.
We wanted to make editing the consignment location as easy as changing the physical location. So we added a consignment selector to the invoice top panel.
We have move the Copy Invoice button to the payment tab. You can no longer copy invoices from the details tab.
We have changed the look of our actions menu!
The Audit Logs have moved to the Activity Panel!
We require less information when quick adding a customer from the invoice screen. Just input the company name, if you would like to add additional information, click the Advanced button.
January 5th, 2021 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.
Flyntlok now integrates with a third-party equipment inspection company called Record 360. If you are signed up with Record 360, Flyntlok can create Equipment Condition Reports in Record 360 for rental equipment that is being checked in and out, or for Arrival Condition Reports for equipment being purchased. Please reach out to Flyntlok if you are interested in this integration and we can give you a demonstration!
Once Record 360 has been added, your reserve button will turn red
When reserving the contract you will prompted to add a workflow id and a user.
We are very excited about this feature and look forward to meeting with the interested companies.
We have brought back the banner that shows at the top of a machine's dashboard when it is reserved for rent or out on an active rental contract!
We now support taking fillable PDF forms, prefilling them with Flyntlok data, then downloading them to your computer. A use case for this is vehicle registration forms:
Please reach out to our consulting team if you would like a form added.
When making changes or editing time punches on a work order, we required you to put in the start and end times of the labor punch, then add in the billable hours of that labor punch. Now, there is a button to the right of the billable hours field that will prefill the billable hours with the hours set for the actual worked time.
When clicking the Order button on an internal parts order, we would immediately redirect you back to the work order. You can now set whether or not you would like to be redirected to the work order or remain on the internal parts order from your profile.
When changing the location of an invoice, we will not also update the custom ID of that invoice.
When adding an item to a sales order that had a package or minimum quantity, we were not alerting the salesperson. Now, when an item added to a sales order doesn't meet or exceed that minimum we will give you a warning.
When creating a sales order, the customer field will be set to your business's "Sales Order Default Customer". You can change this setting on the Flyntlok Details page. This will help business's that use a "Cash Customer" to handle most of the sales.
We were misplacing a comma in the address on the sales order PDFs. We have fixed this comma placement!
When splitting a sales order, if the customer was tax-exempt, we were still charging tax on the split. Now, we will respect the customer's tax rules when splitting their sales orders.
In the past, the payment date on invoices were always adjustable. Now, if the invoice has been posted to your books, you cannot edit the dates.
If you use Flyntlok to help generate your monthly equipment depreciation, we now support using a percentage of your monthly rental revenue to be depreciated against the piece of equipment.
When requesting the purchase of a model from the model page, we will prefill the form with as much model information that we can!
When looking at the location and quantity information of an item's dashboard, you will notice that your location will be highlighted. This will make finding your location and the information about your location easier.
Setting a primary salesperson on the customer dashboard use to require 4 actions. We have lowered this to one. If your customer has one sales person, Flyntlok will assume that he/she is primary.
December 15th, 2021 Release Notes
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