Check out the latest updates to the Flyntlok Equipment Dealer Management System.
In the past, the rental system has relied on the user to keep the billing and calendar dates in line. We are working to make the system smarter. Any of the durations that we calculate will be auto-filled. You will always be able to edit them if you find yourself in a special situation. In order to auto-fill recommendations, additional setup is required.
To add the additional information needed by the rental system. Go to the Flyntlok Settings page and click Go to new Rental Settings.
From here, click on the Durations Tab. You should see something that looks like this!
The number of days that are in a week. This will usually be set to 5 or 7
The number of calendar days are in a 1 month billing cycle. This is usually set to 28.
The number of days that can be billed before you stop billing days and instead bill for a week. This is usually set to 4.
The number of days / weeks that can be billed before you stop billing days and weeks and instead bill for a month. This is usually set to 22.
The number of hours that can be billed before you stop billing hours and instead bill for a day. This is usually set to 4.
This will allow customers to return machines prior to the early check-in time without getting billed. Customers will also be able to check-out machines after the late check-out time without being billed.
Setting this to yes will not bill for days your business was closed immediately prior to the check-in date.
The Check-in times, Check-out times, and the Grace Periods can all be set on the Store Hours Tab.
The new Date Selector makes the Billable Duration and Calendar Dates more clear. As always, you can change the Billable Duration without changing the Calendar Dates.
The date select will also accept free text.
The EST. Billable Durations field has been replaced with an Interim Billing Cycle field. Use this field to define the length of your billing cycles. Submit a support ticket to edit the default value(28 calendar days).
The location of the rental contract can be changed on the new rental page.
We have added a part dashboard to the mobile view! You can view the following information:
To help mobile salespeople, we have added a price calculator to the mobile machine dashboard.
We have added EAN and UPC fields to the item edit screen.
We have added a Scan Mode to the point of sale. This will work like a check-out system at a grocery store. Scan items and they will be added to the sales order. If two of the same item are scanned, the quantity will be increased on the original line. We are looking for exact matches between the barcode and the item number, EAN, or UPC fields.
To enter scan mode, click the scanner or with hot key: ALT + B.
Then Scan your items:
You can create a QuickBooks Customer in Flyntlok from the customer edit screen!
You can create a QuickBooks Vendor in Flyntlok from the vendor edit screen!
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We've made it easier to sort and filter the list of machines when adding machines to a voucher.
While adding new machines to the voucher, you can now designate a quantity of machines to create.
We have added label printing functionality to the bulk actions! Don't forget - Flyntlok consultants can customize these labels to your business needs. Just submit a support ticket!
We added permission that must be turned on if the user would like to complete vouchers. You can also designate a user to receive a notification and pending action when a voucher is submitted for completion.
We have removed the recalculate button and will recalculate the fees live.
If you add a date and leave the year blank, we will assume that you would like to use the current year.
If a machine received on a voucher has files attached to it, you will see a voucher files section on the machine's dashboard. Remember, files attached to a machine using the detail view will be attached directly to the machine.
If you track your payables through bill.com, we have added the ability to set up a bill.com machine clearing account. If this is set, we will offset the asset amount on the journal entry to this account.
If you log in from a phone, you will now be taken directly to the mobile view. If you want to return to the desktop version, click Return to Desktop at the bottom of the page!
The work order you are clocked into will display at the top of the page. The My Work button will show you all of the work orders you have assigned to you.
We've updated messages coming back from our card processor to make it more clear when a card has been declined or if there was an error during the payment process.
We will be beta-ing a new feature with pilot dealers that should make it much easier for us to properly calculate your billing durations given a date range on a calendar. This should allow you to set up contract data in a much easier format and reduce the number of dates you need to manage for a rental contract.
We will be beta-ing a new feature with pilot dealers that allows you to set a default interim billing cycle for a contract. This should greatly reduce existing date adjusting when trying to create an interim invoice. This will also let us notify you when you have a contract due for billing, and in the future, offer us the chance to generate these bills automatically for you!
You can now select a location during the rental contract creation. Previously, we only allowed you to change it once the contract was created.
While entering an address on a rental contract, you can now click the Save to Customer box to save the address to the customer address book.
Consumables can be configured in two different ways: Standard and Capacity-Based. Capacity-Based is better for fuel because fuel is measured in percentages, not quantities. Standard is better for renting out consumables that are measured in units. Tire wear, cutting edge wear, and other specifically measure consumables should be setup with the Standard style.
When auto-generating work orders at rental check-in, we were using the machine's last known hours, not the hours at check-in. That has been fixed, so work orders populate with the machine's hours at check-in.
We fixed a handful of bugs causing the work order error when you tried to save. Some of the most notable are:
Notification groups should now be more clear in which aspect of Flyntlok they tie to.
Along with adding more categories of notifications, we added a new notification you can receive if a CRM Lead gets assigned to you. You can configure how you would like to receive this notification by clicking your name in the upper right of Flyntlok and heading to preferences -> notifications.
We've added an option on the customer profile to decide if you keep the customer's accounting contact in sync with Quickbooks Online data or if the data you enter in Flyntlok should be the source of truth. This is the email we use to auto-send invoices and receipts. When this is on, we will always override what is in those fields with what is set in QuickBooks Online. When it is off, the contact and email will remain whatever you enter under the customer profile in those fields.
We were presenting you with some errors almost anytime you ran the end-of-day process to post customer payments. Those errors were erroneous in that the posting had gone through successfully. We prevented those unnecessary errors from displaying going forward. Actual errors still display!
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
You can add payment and click the order button at the same time. The Apply Payment button has a small triangle next to it. If you click the triangle, you will have the option to Apply Payment & Process. We will remember your selection for next time, so you will not need to click the triangle!
Models can be swapped out using the new machine purchase order vouchers. If a machine is incorrect, create a receiving voucher for the machine. From the detail view, click the Change Model button.
Using the search box, find the model that you would like to receive instead.
Then receive the machine as normal!
Vouchers can be used to book fees to a machine. If you would like to book fees, but not receive the machine, create a Fee Only Voucher. Fee only vouchers are just like receiving vouchers, but will limited functionality. You will not be able to receive machines or edit machine costing information from a Fee Only voucher.
If there is a QuickBooks error while trying to post a machine PO voucher, we will add the voucher to the failed list so that it can be fixed. If you click the link for the failed vouchers, it will include a column with resolution steps. We plan to do this with more postings in the future!
Rental Schedule templates can be added while you input pricing on a rental contract.
We have added a new address selector that should reduce entering addresses multiple times. You can choose from the customer's profile address, any of their shipping addresses, or search through your company address book.
If a vendor's markup is edited, all parts under that vendor will be updated to respect the new markup. Be Careful - this updates all of your item prices!
Adjusting the cost or MSRP on an item will automatically adjust the list price. This was previously working based on the vendor's default markup and now will factor in your pricing matrix.
Click on the job fields to edit!
Check-in work orders using your phone!
Change the status of a work order!
See the time remaining on each job!
Upload images to work orders using the upload button!
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
When you sell a model, we will recognize that a purchase request needs to be generated. The workflow is very similar to selling items.
First, click the rocket icon. Then select the Quote Model tab. Remember to click the Generate Purchase Request checkbox.
Lastly, after you click the order button, a machine purchase request will be created.
If you have a lot of taxes, it can be time consuming to configure them. We have added a select all and a de-select all function to the tax editor. This can be found on the point of sale and also on the customer dashboard.
We want to make work order creation easy. A wrench has been added to the top bar. Click the wrench and you will be brought to the work order creation screen.
You no longer need to have an existing work order to transfer a job. Instead, if you click the Transfer to New Work Order option, a new identical work order will be generated with that job on it.
Jobs can be configured to change color based on percentage of completion. We are calculating percentage of completion based on actual time / estimated time. Currently there are two colors that can be configured, yellow and orange. You can configure when the colors change. By default, work orders will change to yellow when 75% of labor has been added and orange when 90% of labor has been added.
The Estimates Tab has been put behind a permission. If you would like to simplify your technicians dashboard or limit the users at your business can send an estimate, you can head over to the Access Control Page and turn that tab off.
You can edit which columns you see and the order you see them by clicking the Gear icon!
The machine income, asset, and expense account can all be set on the machine purchase order voucher.
We added a bulk actions button to help fill the most common fields. We currently have the following bulk actions:
This is in addition to the corner drag and fill function.
Upcoming Bulk Actions:
If you are using Bill.com, you can check the Send To Bill.com box to automatically send the attachment to your Bill.com email.
The detail view is ready for use. This works the same as the list view, but looks like a form.
Rental contracts can be reopened! To reopen a rental contract, delete the final sales order and you will be redirected to the rental dashboard with the rental in checked in status.
We have added a Billed and an EST Billable column to the rental contract line. Billed will tell you the amount that the line has already brought in. EST Billable is the remaining amount that should be billed during the rental based on the billable duration set on the rental contract line. In the case shown below, $20 has been billed out of the $200 expected total.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We have added model information to the machine selection page.
Machine Purchase Order Vouchers now include machine options data. The cost and the list price of the model option will be added into the cost and list price of the machine.
Machine Purchase Order Vouchers support posting each machine on a separate bill in QuickBooks.
We have added more information to each line on a rental contract. Billable Duration is still the amount of time the machine will be rented. Est. Billable is the amount of income the line item is expected to earn. Billed, is the amount of income the line has generated so far.
We have added a way to switch the location of a rental contract during creation. After you have selected the machines that are going out on rent. The next page, will have a location selector at the bottom of the form.
We have added a "Same As" feature to the pickup and delivery inputs on the work order creation page. If you add a pickup address, then check the delivery box, we will use the same address that you put into the pickup field unless you change it.
When you add labor to a job, we will autofill the labor type that is on the job.
Along with receiving MFA Codes in your email, you can receive them on your phone. To set this up, go to Login & Security section on your Preferences page.
Then add/change your phone number.
We have added a way to search and filter your conversations!
If you have an account customer with terms, please set their terms on their customer profile in QuickBooks! Once you reload your customers in Flyntlok, customers' terms and due date will appear on their invoices.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
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.
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
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 restructured the customer panel to make it more space-conscious and moved the contact selector next to the customer selector. Previously, the contact was selected in the details panel at the bottom of the page.
You can now designate the type of invoice and use that for reporting.
The type and location can also be encoded into the ID. If you wish to enable this feature, please submit a support ticket.
We have made it easier to add/edit notes and send SMS's from the point of sale by adding an activity panel on the lower right of the page.
When a customer responds, you will get a notification in the lower right of Flyntlok, and on your dashboard.
You can reply from the notification, customer dashboard, or right in the activity panel on the invoice.
Previously when creating a return for a sale that includes cores, we were not populating the return sales order with the dirty core. We updated that so you no longer have to add that manually when the customer returns with the dirty core.
We have updated the sales order PDF to reflect the machine owner if it is different than the bill-to.
You can now customize your own templates for SMS's sent from the work order system! To configure your templates, please submit a ticket and a consultant will work with you to get them setup.
We have added an unread activity indicator on the activity panel. Once you open the panel, the notes will be flagged as reviewed and the indicator will be removed.
We have added icons to the estimate section to indicate when an estimate has been emailed to your customer, and when they respond. Look for more updates to this feature in the coming releases!
We have added an unread activity indicator on the activity panel. Once you open the panel, the notes will be flagged as reviewed and the indicator will be removed.
Based on your company's settings, we will automatically create a work order at the first rental, and every subsequent check-in of a rental. We updated this functionality to create these work orders as segmented. In the coming release, you should be able to designate one or more job templates to be added to this style of work order.
We moved the bulk printing of labels from the PO to the voucher. This lets you print off a barcode label for each item you are receiving.
Previously we were updating the Accounting Email and Auto-Send setting on the customer when you re-loaded them. That caused confusion when QuickBooks Online had different data than what was set in Flyntlok. We will no longer automatically update those fields.
November 17th, 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.
We have added a simple way to create estimates in the work order system. The first step is to create a work order with all of the parts and estimated labor. Then, switch to the Estimates Tab and click Create Estimate.
You can create as many estimates as you need. Each estimate is a snapshot of the work order and cannot be edited. If an adjustment is needed, adjust the work order, then create a new estimate. To send this information to the customer click Actions -> Send Request
Here is what the PDF looks like!
We have a section on the Info Tab for Files and Forms. Both the Files and Associated Forms section will show all files and forms that are on the work order, organize by job.
Previously, you had to leave the work order to create a new model. We have added the ability to create a new model from the info tab of a work order.
Line item description on sales orders are important, and should be shown on the work order. The subheading of the parts section will be the line description on the sales order. Instead of the description from the item dashboard.
If a job has labor or parts it cannot be deleted. To delete the job you must move the parts and labor to a different job.
We have added a caution sign to rental contract lines with accounting problems. Helping you to identify configuration issues before they happen. In this case, the contract will not bill because it is missing the rental income field. Caution signs will not stop your rental department from checking out a line! Accounting settings should be set on the vendor dashboard or the machine/item dashboard.
If you overlook the caution sign and click Create Interim Invoice, you will get another popup to help identify the problem.
If you close a rental contract, and no further billing is needed, we will not generate a final invoice. Be sure to check that your line item billing duration matches what has already been billed.
Rental Invoicing has been made into a two step process to improve transparency. When you click Create Interim Invoice you see the first modal. Here, you will set the Billing Period and Billable Duration that will show on each line of the next screen.
On the second screen, you can adjust each line as needed. Now you will know exactly what information will be on the invoice. The information on this screen shouldn't need to be edited unless an item on the contract was checked in early! Also, you can specify which contract you apply the delivery/pickup fee to.
If you have a large amount of QuickBooks customers, you may have noticed a long load time when linking them from the customer dashboard. We have made it much faster and easier. Just type the first 4 letters and we will search for a match!
We added the bulk item label printing option to receiving vouchers. This button will only print labels for the items that were received on the voucher.
When new customers are added to Flyntlok, you can send them a welcome email! Check the Send Welcome Email to New Customers box in Flyntlok details and be sure to add a Contact Email to the customer profile. This will only apply to newly added customers.
To offer custom sales order ID's, there had to be a small number of sales orders with overlapping ID's. If you search for an id that was duplicated, a modal will display both sales orders. This modal will appear less and less as these sales orders are closed out. Below, I searched S846625.
For a short period of time, Text2Pay was not recording the time that payments were received. We are now recording the time when a customer pays using the Text2Pay link!
We introduced a tax item searcher on the tax editor. Also, instead of using the item internal id, you can use the item number. This searcher will only find items with Tax in the item number.
Editing custom machine ID's now requires special user permissions. This will prevent unauthorized people from accidentally changing the machine ID. If you see a greyed out box, you do not have permission!
You have permission!
You do not have permission!
November 3rd, 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.
When changing the status of a work order, you now have the option to notify the contact! When checking in, checking out, updating the status, and invoicing a work order you will have the option to send a text to the customer informing them of the status change. On the info tab of the work order, there is a checkbox in the General section that will default send these text messages. On check-out and invoicing we will send out a pre-configured message to the contact.
When checking in the machine and changing the work order status, the message will be prefilled with a company default, but you can edit what you send them.
If you click on the Activity tab in the lower right, then go to the SMS section, you will see all correspondence with the selected contact! Every text sent to the customer will come from the same phone number. This allows the customer to save this number as a contact in their phone and send texts to your store when they have questions!
We have added a few other SMS options for contacting your customers!
After a work order has been created, you can now take a deposit for the work. Under the Actions button in the upper right of the work order dashboard, there is an option to create a deposit invoice. This will create a sales order, linked to the work order, that payment can get applied to and deposited into the customer's deposit balance. You can then use this deposit amount later to pay for the final bill of the work order.
We have continued to work on the integration with Decisiv. We have supported some communication between the two systems in the past. Now, Flyntlok can create a case in Decisiv and continually update that case with Flyntlok data! Some of those data points include:
If your location has Decisiv enabled, you will see the below tab on work orders.
From this tab, you will be able to view all the data of the case in Decisiv.
From an item purchase order, there is now a button to print a label for every part on that purchase order.
We have made a few changes to the machine searcher when creating a rental contract:
On a rental contract, you can now associate consumables with a rented item.
We have removed inactive items from showing in the consumables searcher.
When using the bulk check-out and check-in, if a machine has consumables associated with it, you will be able to add the out and in values.
When a contract has been canceled, we were still showing the bulk check-out and check-in buttons. We have removed these buttons from showing.
If a machine had a conflicting reservation or work order, we would not allow you to check it out. Now, we will warn you of the conflicting actions but will allow you to check them out if you wish to. There is still a hard stop on checking out machines that don't have a completed Equipment Condition Report.
If an item had never been linked to a vendor price file, we were showing that it was linked. We have fixed this to show these items as not linked.
Next to the cost of an item, we will show the expected total cost of that item that includes all labor, miscellaneous, and sub costs.
There is now a section to filter the plans in a sprint. This will allow you to see unassigned plans or a certain status of the plans!
We have added a progress bar and completion percentage to each plan when viewing a sprint's progress.
When configuring a machine, we prevented users from adding attachments to a machine that was on order. We have removed this restriction to allow those configurations to be planned out before the machines have arrived at your store!
We have added customizable hotkeys for going to the Management tab and for opening up the Comments or SMS section of the Activity bar.
When adding a job to a work order, we now default the assigned technician to the technician who is assigned to the work order.
We have adjusted how the last phone call and last sale date appear on the customer dashboard.
You can now assign a commission rate to each customer relationship type. This will allow Flyntlok to report estimated commissions to you based on that relationship for an employee.
October 20th, 2021 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
