John Deere-Hitachi Integration
We are working directly in partnership with John Deere-Hitachi to stay on the cutting edge of their upgrades to the JDPoint, JDQuote, and JDWarranty services. As a result, you may notice some changes on those features in Flyntlok in the coming days, but we will do our best to keep you up to speed so you can continue to take advantage of those features.
JD’s upgraded system means Flyntlok no longer has to store your John Deere username and password in our system. This results in an overall more secure integration. This will also resolve the issue when an out-of-date JD-Hitachi password in Flyntlok results in your JD-Hitachi account getting disabled.
You cannot share JD-Hitachi credentials in our system. Every JD-Hitachi username/password pair may only be tied to one Flyntlok user.
We hit the drawing board on our logging system. We took this opportunity to shift gears and change how we handle logging on the back end. That should give you a much smoother experience loading extensive logs, and improve application performance overall.
You may notice a delay of up to 30 seconds before actions on a page will show up in the logs. Have no fear, the logs will appear!
Price File Notifications
We will now send out emails when we up date your parts prices from a vendor price file. If you would like to receive the emails, please reach out to your management team who can add you to the list.
Managers, to add users to the price file notification list, go to your wrench on the top right of Flyntlok, go to Flyntlok, and then click Flyntlok Details. Here you can add the user’s email to the ‘‘price_update_notify’ field. Please separate email addresses with a comma.
Flyntlok currently receives price files from over 40 vendors, and we use these to keep your parts data up to date with the most current information from the vendor!
Popovers were added to the service dashboard to help explain each column. To get to the Service Dashboard go to your left-hand navigation, open the management drop-down, then click Service.
When using the purchase request feature, the newly generated PO will respect the cost the requester enters on the form. This should prevent duplicate data entry and keep your purchasing department rolling like a well-oiled machine.
Accounting Logs *Accountants and CEOs*
We have added more logging to all processes that happen on the Flyntlok QuickBooks page. Next to the title of the transactions box, you will see a View All Logs link. This takes you to a report of all those processes, the time they were executed, and who executed them. This is still a work in progress. We do not show the logging for Sales Receipts, Invoices, Refund Receipts, or Credit Memos yet.
This page may take some time to load, there are a lot of logs to report!
Price File Updates
We will now be sending emails when vendor price files get updated. If you would like to be notified when those get updated, please reach out to Flyntlok.
Accounting Accountants and CEOs
Accountants now have the ability to lock out sales orders from being reversed when they are ported into QuickBooks. This can be set up within the Flyntlok Details. If you need help with this, please contact us!
We have implemented a way for certain users to be able to reverse a sales order no matter the restrictions. Please contact Flyntlok to get this setup.
We have also added a button to the Accounting page that will load customer balances from QuickBooks into Flyntlok.
Point of Sale
Split invoices will now retain the same salesperson as the original invoice.
Item Purchase orders
If an item is special ordered, we will show the reserved quantity on the receiving voucher.
We've done a performance upgrade on the vendor information section of the vendor dashboard and added some new statistics. Also, we have added descriptions of the vendor dashboard statistics in our FAQ section. Follow this link to read about them! Vendor FAQ
We've revamped the access control page. This should be easier to understand now with a new layout and descriptions about each permission. If you would like help creating a new role or adjusting users' access, please contact Flyntlok.
The 'CTRL+S' search function will perform like the search field on the point of sale. The search results will now indicate if an item has been superseded and show the parts it was superseded by. We will also show you alternates of the item you searched here as well.
Inactive items will now be included in the search results when using 'P?' in the top-left search field.
Lastly, the search field in Sparks was updated to function like the point of sale item searcher! This way Sparks customers can also see superseded and alternative items.
We updated the logic behind item transfers. Please take a look below to better understand this new process.
All transfers that are in transit at the time of this release will use the updated process.
Also, you can no longer delete a transfer that has been "received".
We now validate the name selected when the Account type is payable/receivable.
DMS Work Order
You now have the ability to add a new job when creating a work order! The job will not have any estimated hours, work requested, or labor type. You will have to set those on the work order.
You also have the ability to add jobs directly from the work order dashboard.
Service managers can add parts, edit, and delete jobs from work orders whenever they need to. Technicians can add parts, edit, and delete jobs when the work order status is new or estimate. Technicians can also take these same actions when they are clocked-in and the work order is outside of these two statuses.
All changes to invoices, jobs, and labor will update without refresh.
We added the ability to transfer sales orders to different jobs and work orders.
Sales orders can only be transferred when they are in draft status.
Enhanced logging will be added to keep a timeline of all actions taken on the work order
Work Order Job Templates
Templates can now be attached to a vendor and are no longer attached to a model. For example, if you create a job template for the vendor Bobcat and make the job mandatory, every time you create a work order for a bobcat machine that job template will be attached.
You can also attach files to work order job templates that will show up on the work order the job template is used on.
On your left hand navigation go to Documents. When you upload a file, you have the option to "Broadcast" the file. This will allow you to send a banner notification to your business. This works great for informing your employees about S.O.Ps!
Here's an example of the banner notification.
Previously, the parts metric calculation only ran during our nightly process. Now, you can run this calculation on demand per vendor.
Previously, we allowed you to make a return for a part with 0 quantity on hand. Now, a part must have at least 1 on hand and we limit the max quantity allowed for return to the part's quantity on hand.
Point of Sale
We removed the item merging feature on the point of sale.
QuickBooks Journal Entries *Accountants and CEOs*
This week we are releasing a brand new feature that allows you to do the following:
To create a new journal entry go to your Admin Editors-> Accounting -> Journal Entries
You will have to log out and log back in to see this new menu item!
For those of you who use Bill.com to post bills to QuickBooks Online, we will now autosend all vendor credits that are uploaded in Flyntlok to Bill.com. These can then be turned into vendor credits in Bill.com and in turn QuickBooks Online.
Please reach out to Flyntlok for more information
When over receiving a dropship order, the over-received quantity doesn't hit your inventory.
The "Order" button is no longer disabled when the quantity on the sales order doesn't equal the ordered quantity.
We rolled out a major enhancement to inventory management. We no longer include special order quantities in the item's 'Stock On Order' quantity when creating a stock order. Let us know if you have any questions!
Machine Purchase Orders
You now have the ability to attach a file when adding a purchase request. The file will also be attached to the purchase plan as well as the purchase order!
You can also add model options to the machine purchase order!
For more information on model options Click here: Machines
The Vendor Invoice and Date Invoiced fields on the machine purchase order will now be transfered over to the machine dashboard!
Lastly, we added extra permissions around editing a machine purchase order. Please reach out to Flyntlok if you want to set this up!
DMS Work Orders
When filling out an Equipment Condition Report, the "Other Damages Additional Comments" will be added to the "Work Requested" field on the work order that's created to fix the damages listed on the Equipment Condition Report.
Point of Sale
We enhanced the log details when a purchase plan is deleted that's linked to a sales order. Previously we displayed the item's internal ID, now we show you the item's name!
Point of Sale
The invoice margin calculation now considers the discounts applied to the invoice.
Also, if an invoice is a Drop Ship, we will show you a "Dropship" badge on the invoice!
When requesting the purchase of the machine, if the model is created in the purchase request, we will now require a description of the model being requested.
When a machine is checked in on a rental contract, you now have the ability to reverse that machine back to a checked-out status.
The checked-in information will not be removed when the machine is checked back out. That information will need to be manually removed.
Stock Purchase Orders
You can now remove all items that have a recommended quantity of 0 when creating a stock order. Simply check the box on stock order creation to have all of those items removed.
Item searching on the point of sale has been completely revamped to help you find what you're searching for faster! The item searcher now does the following:
We will continue to refine this over the next week. Any and all feedback is welcome!
You can now control whether or not an item can be purchased! If the "Item can be purchased" field is un-checked, the item cannot be requested for purchase, and will not populate on recommended stock orders.
If the item type still allows this item to be sold, we do not prevent you from creating special orders for this item.
You can now choose the item's quantity that is used in an item group. This can be done when editing the item. To learn more about item groups checkout our FAQs.
Item Purchase Orders
When using the purchase order exception feature, you can select 'MinQtyOverride' to enter a minimum quantity that can be ordered. We will add the exception to the description on the purchase order as well as update the item's settings!
The purchase order exception feature will now notify the user who requested the purchase by sending an orange banner on the user's dashboard. If the purchase order is linked to a sales order the salesperson who created the sales order will be notified of the exception! Here's an example of what the notification looks like:
Chosing the PO exception reason "Discontinued" will break the link to the sales order. After discontinuing the item, the item's description on the sales order will be updated with the following message: "Order cxld from PO". The salesperson who created the sales order will also receive the following notification:
The PO exception feature will not alter a "Delivered" sales order on substitution. To close out a sales order you must reverse or remove the line from the sales order.
The 5 most recent notes are now included on the receiving voucher PDF.
There's a new Invoice Date field on the receiving voucher that we will use to post to QuickBooks. If this date is not set, the most recent receive date will be used.
Stock orders can now be used to fulfill special orders. If there is a stock order already created with the item that's on the "pending" sales order, then we give you the option to "Merge" on the "To be Ordered" page.
You will only be able to do this one time per line on a stock order.
Point of Sale
The ability to refund a customer's deposit has been added to the point of sale. First, create a sales order then add a negative amount payment line.
Now you can click the "Refund Deposit" button to refund the customer's deposit.
The customer's deposit balance will not reflect the refund until the refund is processed by accounting.
For more information on how to create a refund checkout Point of Sale.
We added the following message to the rental PDF: "Fees below reflect estimated rent costs. Actual cost will be determined at check-in." This should help clear up some confusion for your rental customers.
DMS Work Orders
The work order job name is now visible in the Public Message text box of the internal sales order linked to the DMS work order.
You can now change the date sold when editing a machine.
Machine Purchase Orders
You now have the ability to add a machine comment that will be added to all machines on the purchase order when placing the order.
You can now upload files directly to the machine dashboard from the machine purchase order. To do this, click on a machine line, click edit, then click the 'Add New' link next to "Attached Files".
The machine's serial number can be seen on the machine purchase order, specifically on the machine's link.
Why can't I see my S/N's on the main machine PO page?
Since you can now have multiple quantities per line, we can only show you the serial number by clicking the gear icon, and opening up the details of the line.
We added a notes section on the bottom right of the machine purchase order!
These notes will not show up on the machine purchase order PDF. All fields lockdown after machine PO is closed, you still have the ability to edit the machines from the machine dashboard.
You can now control whether or not files attached to receiving vouchers are sent to Bill.com.
Head to your company's Flyntlok settings (Wrench -> Flyntlok -> Flyntlok) to configure your Bill.com settings if you are using that service to manage your payables.
When accepting a customer deposit/account payment, the Credit Card Service Charge is not included in the dollar amount that hits the customer's deposit/account. The Credit Card Service Charge will book separately.
The item used to book Credit Card Service Charges must have an Income and Expense account assigned to it in order for us to book these charges properly.
The "Most Recent Purchase Orders" list on a vendor's dashboard will now include both machine and item purchase orders!
When clicking view all orders, there is now a section to filter by the customer's PO number.
Point of Sale
When adding an address the state is no longer required for shipping addresses, unless the United States is the country chosen!
You can no longer enter a fulfilled quantity that's greater than the quantity ready on the sales order.
Machine Purchase Order
We now auto set the vendor to the model's vendor when converting a purchase plan to a purchase order. Previously, you had to manually update the vendor!
DMS Work Orders
When a workorder is in invoiced status, the internal parts orders can not be reversed or returned. You must roll back the final invoice for the work order to make any changes to the internal parts orders.
When transferring an item that has a core the core will be automatically added to the transfer list with the item. If the transfer is linked to a sale, both the core and the main item being transferred will be linked appropriately.
The Metric Override data can now be removed when editing an item. This can be found under the "Store Specific Information" at the bottom of the item edit page. Sorry!
Machine Purchase Order
This week we released our new machine purchase order system! Please check out the video below for more information.
Machine Purchase Order
The order quantity on the machine purchase order will default to a model's "Minimum Order Quantity". If the order quantity is below the "Minimum Order Quantity", Flyntlok will display a red box "Below Min".
From the sales order, under the details tab, you can now generate a pick list of all unfulfilled items on the sales order.
When creating a trade-in machine from the sales order, there is now a field to link that trade into a previous machine in Flyntlok. Linking these machines will give you a link on the previous machine's dashboard to the newly traded in machine.
When inputting a customer on a sales order, if the customer is marked as Problem Customer, we will give you a warning.
QuickBooksOnline Default Accounts
You can now see the default accounts that are connected to QuickBooks Online within Flyntlok.
Rental Machine Hours
When checking a machine out on a rental, updating the hours out will update the total hours on the machine.
Flyntlok will be releasing a new machine purchase order feature next week. Be on the lookout for a video explaining the new feature!
We created a new user permission that manages who can edit the customer's account and primary salesperson.
Machine PO - BETA
You can now edit machine details directly from the purchase order.
The tax calculator has been revamped to handle return sales orders.
Duplicate items on POS
When you add the same item that has already been added to a sales order, we will update the quantity of the original item added.
Issues on Vendor PO Page
All issues on the vendor purchase order should be fixed after this release!
New Vendor Stock Order
Flyntlok has a new stock order page! This will replace the old stock order page. Please check out our new Release Radar video to learn more.
We made some small changes to the Item Information section on the Item Dashboard. You will see most of the item's information without having to go to the item edit page. Click the to view more information related to that section.
Item's Average Cost
On the item dashboard, under the Location and Quantity On Hand section, you will now see an item's average cost for each store location.
Cost of Labor and Parts on Work Orders
DMS work orders now also show the cumulative parts and labor costs at the top of the work order.
Work Order Invoice Number
We now show the final invoice number on the blue banner of invoiced work orders.
There are many clickable links across Flyntlok, some of them open in new tabs, and others open on your current tab. We are currently working on making all links open in the same tab to keep it consistent across the board. When you see next to a clickable link, that link will open in a new tab. If you want to open a link in a new tab that doesn't have the icon next to it Ctrl+Left Click on the link.
We now support the workflow for when you are shorted parts or are sent damaged parts. The shortage scenario is when a vendor doesn't send the total amount of requested parts but they still bill you for the total amount. They then send you a credit for the parts that weren't sent and require you to reorder the part or wait for a new one to be sent. The damaged scenario is when the vendor sends you a damaged item, which requires you to return that item, then wait to receive a new one, or create an order for a new one.
These two scenarios will need to be set up as PO exceptions. If your company runs into either of these situations, please reach out to Flyntlok, and we can help get you set up.
When you have the exceptions set up, this is what the exception report will look like:
Flyntlok can now restrict discounts down to the item division, item department, and vendor levels or any combination of these. This allows for specific groups of parts to be discount at a certain rate for a customer.
We also support margin as a discount basis. When this is selected, it will calculate using cost/(1-%) (% = being the percentage of margin for the sale).
To edit or add these discount structures, head to the admin editors in the upper right, then Point of Sale -> Discount Structures.
Next week we will be releasing the editor that allows you to assign multiple different discount structures to a customer!
We took another stab at how we are handling journal entries on the back end. This should correct issues where Flyntlok becomes unaware that a transaction has been deleted, and you get stuck in a dead-end.
When billing out a DMS work order, we now group the labor lines by the type of labor used and the job that it was billed on. Along with the technician names, we will show the job name the labor was clocked for.
Only the first page will show the header with your company name, logo, and work order information. The information can be found in the footer on all pages. This helps reduce paper waste and gives more space for the details of the work order. Save the trees!
In the transactions for an item, we now distinguish regular item transfers from quick item transfers.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!