Purchasing

Auto Allocation, Take 2-(Ticket #FD-2845)

Opportunity:

In our last Release, we added an "Allocate" option to the Item Receiving Voucher, allowing users to automatically allocate an Item's received stock to outstanding Invoices containing Special Ordered or Back-Ordered Items. Our next iteration will be to group together multiple allocated lines on the Receiving Voucher and allow you to adjust the auto-allocation strategy manually.

Solution:

We have updated the Item Receiving Voucher to group together all of the Item’s individual allocations together for easier viewing and managing.  We have also added an “Allocations” column, which will display the allocation status of each item line of the voucher, and, finally, we made a slight change to the “Allocate” option from the button’s drop-down menu (which now displays as “Allocate All”). Finally, we have created the ability to prioritize the allocation of Received Items to a particular Sales Order.

All Allocated line items will be grouped together under a parent line of the Item. You can expand and collapse allocated sub-sections of the item line by selecting the "arrow" icon on the left-hand side of the line. We have also added an "Expand All"  and "Collapse All" option to the action icons list.

-This icon indicates that the line has been allocated. Selecting the icon will allow you to remove the allocation from the chosen Invoice.

-This icon indicates that the line has not been allocated. Selecting this icon will allow you to choose from a list of outstanding Invoices to assign the received quantity to.

Users can manually override an allocation by selecting the  icon. The user will then be presented with a drop down list of Open Orders to choose from. If there is not enough of the item to fully allocate to that item, it will allocate what is available and the rest will remain as back-ordered.

We have added a “Prioritize Special Order Receives” check box to the "Details" tab of the Sales Order page. When a SO is marked as a “Special Order Priority”, Flyntlok will automatically move this Sales Order to the top of the Outstanding Invoice queue, bypassing older, non-prioritized orders. Flyntlok will allocate an Item’s Received Quantity to the ”Prioritized” invoices before the oldest outstanding non-prioritized order. Prioritized Invoices themselves are then “prioritized” by oldest to newest before moving to non-Prioritized Invoices.

Service

Machine Moves Improvements-(Ticket #FD-2633)

Opportunity:

Service Managers have requested the option to create, schedule, and track Machine Transfers directly from the Work Order dashboard when Pick-up or Delivery is required for the associated Machine. They would like this option to be available for all Machines associated with the WO; both actual Machines known within Flyntlok and Virtual Machines.

Solution:

Flyntlok will now auto-generate a new Machine Move when pickup/delivery is scheduled for the associated Machine of a Work Order.

The generated "Move" will provide a link back to the Work Order in the "Comments" section.

Point of Sale

Harmonized Sales Tax -(Ticket #FD-2646)

Opportunity:

Flyntlok customers in Canada have requested the option to apply a Harmonized Sales Tax (HST) to their Sales Orders. HST is a combination of federal and provincial taxes levied on most goods and services sold for domestic consumption, which the customer pays.

Solution:

We have added a Harmonized Sales Tax (HST) option for companies operating in Canada. Please reach out to your friendly consultant if you would like any additional information about applying the HST to your Sales Orders.

Internal Labor-(Ticket #FD-47938 )

Opportunity:

Service Managers have requested the option to add a default "Labor Type" for a specific Customer, so that when the customer is added to a Work Order, Flyntlok will auto-set the Labor field for all jobs associated with a Work Order.This is most typically requested for “Internal Labor” Work Orders.

Solution:

We have added a "Default Labor Type" field to the Customer Dashboard's "Edit" page, allowing managers to set Work Order Labor Type for the specific customer. When the "Default Labor Type" is set, all associated Service Jobs associated with the Customer will be automatically set to the selected "Default Labor Type."

Inventory

Additional Alternates Displayed on Item Dashboard-(Ticket #IHK-48163 )

Opportunity:  

If an Inventory Item has alternate parts, Flyntlok will display those items on the Items Dashboard in the "Item Information" section. Salespeople have requested the option to display more than one alternate Item.

Solution:

We have updated the "Alternates" section of the Item Dashboard, and Flyntlok will now display up to four Alternates in the "Item Information" section. If the Item has more than four Alternates, Flyntlok displays the first four and indicates how many other alternate parts the item has available with an option to "Show All."

Rental

Model QR Code on Lease Agreement-(Ticket #IHK-480)

Opportunity:  

Rental Managers have requested the option to add additional Model information to the Rental Contract's Lease Agreement. They would like the ability to link a website to the Lease Agreement, where the recipient can be directed to the webpage in order to review information on the associated Model of their Rental Contract (for example, a YouTube video demonstrating how to operate the equipment).

Solution:

We have updated the Lease Agreement as well as the Model Info page and you will now have the option to save a website’s URL to a specific Model. We have added two new fields to the Model Information section of the Model Dashboard titled "Primary Support URL" and Secondary Support URL" which will allow you to input the URL of the support website(s) you'd like customers directed to. Once the support URL is saved to the Model’s information, Flyntlok will automatically add a QR Code for the website(s) to the Lease Agreement when a Machine of that Model is added to a Rental Contract.

Flyntlok will display the QR code(s) on a second page, with a message prompting the recipient to scan the code to learn more about the Model.

Note-Please contact your friendly Flyntlok consultant if you would like this feature set up. 


Issues Resolved This Sprint

Rental Billing Error When Invoicing Machine Replacement-(Ticket #2719)

Complaint:

Rental Managers had experienced issues when attempting to invoice a Rental Contract when the associated Machine had been replaced with an alternate Model. While the user could swap the associated Machine on the Rental Contract's Dashboard, the Invoice generated was incorrectly charging for both the replaced Machine and the new Machine.

Cause/Correction:

Fixed.

Default Curser Into Text Box (WO Parts Request Note)-(Ticket # IHK 47985)

Complaint:

Service Technicians requesting parts to complete Service Jobs directly from the Work Order Dashboard requested that we default the cursor to the text box when the add note button is clicked.

Cause/Correction:

Fixed. When requesting parts from the Work Order Dashboard, Flyntlok will auto-focus the curser into the text box when the button is selected. Yeah, another two-second item, but when you ask, you shall receive! (Plus, I think our developers like to 'pad their stats' with items like this...)

Unable to add Items to "Quick Order" if Vendor is Set as a Distributor-(Ticket # IHK 47985)

Complaint:

Purchasing Managers had reported an issue where they could not add Items to a Purchase Order when attempting to create a "Quick Order" for Vendors set as "Distributors." The Item Searcher inside the "Quick Order" modal of the Vendor Dashboard was not populating the alternate Vendors’ Items distributed by the Vendor.

Cause/Correction:

Fixed. The Item searcher of the Vendor Dashboard "Quick Order" option will populate all Items that the Vendor distributes.


Last Release Notes

January 31st, 2024 Release Notes

Not yet a Flyntlok Customer?

Learn More at Flyntlok Dealer Management System

YouTube

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We would like to keep you up to date with the happenings here at Flyntlok. Take a look at some of the recent articles written about Flyntlok and our esteemed founder and CEO Sean McLaughlin!


Service

Improved Parts Request Workflow on the Work Order System-(Ticket #FD-2557)

Opportunity:

Service Managers have requested that their Service Technicians have the ability to request parts needed to complete Work Order Jobs directly from the Work Order without having to separately create and process a new Internal Parts Order Invoice. This will streamline the process and remove the responsibility of processing Internal Part Orders from Service Technicians.

Solution:

We have updated the Parts Request settings of the Service Work Order, and Service Techs will now have the option to request Items directly from the Work Orders Jobs tab, removing the need to create an Internal Parts Invoice. Techs can now simply select the ADD/EDIT button from the Parts section, and choose to either create a Parts Request or a Request Note.

When the button is selected, Flyntlok will display a Part Searcher where Technicians can add Items and the requested quantity needed to complete a Service Job. Once the “Save” button is selected, Flyntlok will then generate an “Internal Parts Order Invoice” in "Quote Status" for the requested items. Subsequent parts requested will be allocated to a new Internal Invoice.

When the button is selected, Flyntlok will display a text box where users can add notes that will be attached to an Internal Parts Invoice and delivered to the Parts Department via internal notifications to process. At this point, the Parts Department will need to manually fill and allocate the parts request, relieving the Tech of the responsibility of filling out the details for the Internal Parts Order.

Users will have the ability to add/remove items and edit the order quantity by selecting the button. Flyntlok will generate a return Invoice for Parts Requests that have already been processed then update it to a lower quantity.

The generated Internal Invoices will remain in "Quote" status until the button is selected. This will move the Invoice forward into a Delivered, or Pending status.

Upon completion of the Service Job, Techs can navigate back to the "Parts" section to log the quantity of Items used against the quantity that was requested.

Note- This new feature is currently Flyntlok controlled, please reach out to your Friendly Flyntlok consultant for assistance!   

Work Order Custom Default Status-(Ticket #FD-2595)

Opportunity:

Last release we implemented certain “Points of Action” within the Service workflow where users can now (with the help of their Flyntlok consultant) automate a Status change on a Work Order based on the WO's current Status. Our next iteration is to allow you to request custom “Estimate”, "In Process, and “Completed” status workflows and the option to replace the Flyntlok default statuses with a customized “Estimate”, “In Process”, or “Completed” status.

Solution:

We have implemented backend changes to support internal statusing, which in turn will allow for user-defined custom statuses in "Estimate", "In Process", and "Completed" internal statuses. You will need to work with your Friendly Flyntlok Consultant to get these workflows setup. Give them a call!

"Upsell" Service Jobs-(Ticket #FD-2774)

Opportunity:

Service Managers have requested we add a new Job-level Work Order field titled "Upsell" so they can track work by Service Technicians that was considered an “Upsell Job.”

Solution:

We have added a new Job-level WO field "Upsell Job" that will allow Service Managers to mark a WO Job as an Upsell job. We have also added an "Is Upsell Job" field to the column chooser of the "All Jobs" report where users can track “Upsell” WO Jobs.

Purchasing

Agco Online Solutions Integration-(Ticket #FD-2686)

Opportunity:  

Flyntlok users purchasing parts from Agco have requested the ability to export Item POs from Flyntlok that can then be uploaded into the Agco Online Solutions (AOSL) application.

Solution:

We have added an "Export to Agco" icon to the Item Purchase Order, located in the icon list below the PO balance sheet, which will allow users to extract an Agco-specific file from Flyntlok. This file can then be manually uploaded into the Agco Online Solutions (AOSL) application to complete the process for parts ordering.

Point of Sale

Consolidation of Kit items on Sales Order-(Ticket #FD-2681FD2707, FD2703)

Opportunity: 

Sales Managers have reported instances where their salespeople have had difficulties differentiating which lines of a SO are associated with the Inventory Kit items. This manifests itself when attempting to edit, remove or re-order “Inventory Kits” from the Point of Sale screen. They have requested that we eliminate the option to remove “sub-items” associated within a Kit, and to allow the “Parent” item to control actions of the associated Sub-Items.  They have also requested we make Inventory Kits and all the associated Sub-Items more apparent so salespeople can easily distinguish between main-level line items and sub-items.

 

 

Solution:

We have updated our Inventory Kit feature, and the Kit parent Item will now control most actions of the Kit sub-items. For example, if a salesperson wants to change the Kits order quantity, or remove it from the sale, they must perform the action from the parent item.  Changing the order quantity of the parent item will update the sub items accordingly based on the Kit's configuration. We have also Updated the Kits associated Sub-items Icon to make it more obvious which lines belong to the kit.

Convert Sales Order to "Quote" -(Ticket #FD-2738)

Opportunity:  

Salespeople have requested we move the "Convert to Quote" option, previously found on the "Actions" tab, onto the main Sales Order page.

Solution:

We have updated the “Convert Sales Order to Quote” feature on the SO page, and Flyntlok will now display the button in the bottom left corner of the page next to the "Process” button , removing the need to first select the "Actions" tab. The “Quote” option will only be displayed when the SO is in a “Draft” status.

This feature will retain all of its previous functionality where:

Mobile View

Machine Field Added to Mobile View(Ticket #FD-2735)

Opportunity:

Service Technicians using the Mobile View have requested the ability to add, edit, and remove the associated Machines on the Work Order job level from their mobile device.

Solution:

We have added a job level Machine field to the Mobile Views Work Order dashboard. Users can now add/remove or edit the associated machine of a WO job.

Force Down Machines From Mobile View-(Ticket #FD-2651)

Opportunity:  

Service Technicians utilizing the "Mobile View" currently have no way of taking a machine out of service  and have requested the option to "Force Down" Machines from their mobile device.

Solution:

We have added a "Force Down" option to the  "Edit Machine" button from the WO dashboard which will allow users to taking a Machine out of service from their mobile device.

   

Customers

Authorized Users added to Customer Dashboard-(Ticket #FD-2740)

Opportunity:  

Flyntlok administrators have requested the ability to add/remove or edit a Customer’s "Authorized Users" from their Customer dashboard.

Solution:

We have added an "Authorized Users" option to the Actions drop-down menu. When selected it will allow users to add, remove, or edit the "Authorized Users" associated with the customer.

Users

Restrict Access to Modify tax Rules-(Ticket #FD- 2716)

Opportunity: 

Flyntlok Administrators have requested the ability to restrict a user’s ability to modify tax settings from the Point of Sale.

Solution:

We have added a new setting to the "Access Control" page that will give administrators the option to allow or restrict their users access to change tax settings from the Point of Sale. When the "Modify Tax Rules" is turned off users will no longer be able to access the icon.

 


Issues Resolved This Sprint


Inactive Items Showing in the Part Searcher-(Ticket #FD-2731, )

Complaint:

Salespeople had reported an issue where Items that had been marked as "Inactive" were still populating the Item searcher from the Point of Sale.

Cause/Correction:

Fixed. We resolved a timing issue that was causing inactive Items to be caught in the Item Genome. Inactive items will no longer populate search results from the Point of Sale.

Requested Completion Date-(Ticket #FD- 2729)

Complaint:

Salespeople had reported an issue where the "expected completion date" was cleared when a Sales Order had been converted to a Quote then modified back to a SO.

Cause/Correction:

Fixed. Flyntlok will retain the "expected completion date" manually set by users when the sale is modified from a SO to a Quote and also when converted back.

Shopify “Ship To/Customer Contact”/“Shopify ID Information” not Synching -(Ticket #FD-2810, 46972)

Complaint:

Flyntlok Managers using the new Shopify Integration have reported instances where their Shopify ID number was not properly synching between the two systems.

Cause/Correction:

Fixed. The Shopify ID number will populate the Customer PO field of the Flyntlok SO and SO PDF.


Last Release Notes

December 13th, 2023 Release Notes

Not yet a Flyntlok Customer?

Learn More at Flyntlok Dealer Management System

YouTube

Check out our Flyntlok YouTube channel for more highlights of the application!

Rental

Location Configuration-(Ticket #FD-1992)

Opportunity:                     

Rental Managers servicing multiple branch locations have requested the ability to configure and edit the "Billable Duration" of a Rental Contract based on the company's branch location. They asked that when a specific branch location is selected from the "Location" field of the Rental Contract, Flyntlok would automatically apply the "Billable Duration" based off the location's configuration.

Solution:

We have added a new setting to the "Rental Settings" section of the "Flyntlok Settings" page, allowing Users to set different customized billable durations for different branch locations.

 

From the "Durations" tab of the "Rental Settings" page Flyntlok will display, and allow users to edit, the current Duration settings of your primary location. To edit the Duration settings of an alternate location, click the "Change" button and select a specific branch from a list of all locations.

 

Users will also have the option to create a "Default" configuration that can then be applied to alternate branch locations by selecting the "Apply Default Settings" button. If no location configuration exists, Flyntlok will use the existing values set on the "Default" configuration from the "Rental Settings" page; if no values exist from "Rental Settings", the billable duration will fall back to the predefined “Flyntlok Default" duration of (28) calendar days per month and (7) calendar days  per week.

 

       

Internal Comments Field -(Ticket #FD-1980)

Opportunity:                     

Rental Managers have requested the ability for Users to create quick notes about a Contract that can only be viewed internally. Currently, any comments added to the “Notes” field of the Rental Contact can be seen by the Customer in printed reports.

Solution:

We have added an "Internal Comments" field to the Rental Contract's left bar, located under the existing “Note” section, which will allow Users to log internal notes relating to the contract. Flyntlok will display the most recent comment and provide a button that will open the "Activity Tab" and allow users to view all internal comments.

                   

 

Custom Value Rental Consumable-(Ticket #FD-2126, 45178)

Opportunity:

Flyntlok allows Users to add “Consumable Items” to the Rental Invoice for items such as fuel, oil, batteries, and fluid and to apply a cost based on the quantity used. Rental Managers have requested the ability to set the quantity of the Consumable upon the Check-In of the associated Machine rather than having to manually calc the Consumable Charge based on the quantity consumed at Check out/in.

Solution:

We have added a new Consumable “Measurement Style” for (Quantity-Based) billing, which will allow Users to charge based on the amount consumed, which is entered at “Check-In”.

Consumables can be added to a Rental Contract by first adding a "Default Consumable" to a Machine from the "Model Dashboard" (Machine Dashboard->Actions->View Model Info->Default Rental Consumables) or by manually adding to the Contract via the button drop-down menu "Edit Consumables" option. From here, you can also remove any current consumables associated by clicking the button.

 

                                                       

 

 

   

Point of Sale

Add Custom Attachments to Flyntlok Emails-(Ticket #FD-1673)

Opportunity:                     

Sales People have requested the ability to attach additional files to the Flyntlok Email report when sending a PDF document. This will optimize the process, as Users currently must download the invoice and manually email it separately if additional files are required.

Solution:

We have added an " Attachment" field to the Email Preview screen, allowing users to select files from their device to be included along with the Sales Order PDF attached to the sent email.

Collect Signatures via Clover Device-(Ticket #FD- 2111, 45065)

Opportunity:

Sales Managers, using the new Gravity Payments Emergepay system, have requested we require a signature for all credit card payments.

Solution:

We have added a "Collect Signature" check box to the "Credit/Debit" payment type on the Gravity Payments Emergepay system, which will allow Users the option to require a customer signature for credit/debit card payments.

         

 

Print Name Field on Sales Packing Slip-(Ticket #FD-2200, 45317)

Opportunity:

Sales People have requested we add a field to the Sales Order "Packing Slip" PDF for the Customers printed Name.

Solution:

We have added a "Print" field next to the customer signature on the Sales Order Packing slip PDF.

Process Button - (Ticket #FD-1234)

Opportunity:

Sales People and Technicians have given feedback stating that the terminology of the Order button on sales orders is confusing.

Solution:

We have changed the terminology to Process. This button still functions the same.

Display Discount Reasons-(Ticket #FD-2176, 45236)

Opportunity:

Sales People have requested we display the "Discount Reason" on the Sales Order page when an item has been sold at a discount. Currently, Users cannot reference the Discount Reason given to the Customer on the Sales Order page and must go to the "Discounts Given" report to view all the Discount Reasons given for each sold Item.

Solution:

We have added the "Discount Reason" to the item line for discounted Items on the Sale Order page. Flyntlok will now display the "Discount Reason" when hovering over the symbol. Flyntlok will also show the "Discount Reason" when adding or adjusting the line price.

Remove "Backordered" Zero Quantities from PDF -(Ticket #FD-2066, 44992)

Opportunity:

Sales People have requested that the Items lines with no backordered quantity (in-stock items) be displayed with a blank space versus a (0) quantity on the Sales Order PDF, making it easier to identify which parts are on backorder.

Solution:

We have removed (0) quantity Items from the "Backordered column of the Sales Order PDF.

Machine Location Warning-(Ticket #FD-2180, 45276)

Opportunity:

Sales People have requested a warning message be added to the Point of Sales to alert Users when a Machine's location does not match the location of the Sale Order.

Solution:

We have added a "Not at This Location!" warning message to the icon's "Sell Machine" searcher; that will display when a Machine's "Responsible Location" does not match the location of the Sales Order.

Inventory

Region Specific Distributor Interface-(Ticket #FD-2046)

Opportunity:

Purchasing Managers located in Kansas, Missouri, Nebraska, and South Illinois have requested a parts ordering interface with the local Stihl distributor Crader.

Solution:

We have added a "Submit To " option to the Item Purchase Order's button drop-down menu, which will allow Users to search for "open" Machine Purchase Orders associated with the same distributor and submit the Order(s).

Service

Service Tech on Work Order PDF-(Ticket #FD-2019, 44935)

Opportunity:

Service Managers have requested the associated technician of a Work Order be added to the Work Order PDF.

Solution:

We have added the first associated technician's name to the Work Order PDF.

     

Add Work Order "Priority" Status to PDF-(Ticket #FD-2009, 44935)

Opportunity:

Service Managers have requested we add the "Priority" status of a Work Order when set to the PDF.

Solution:

We have added the Work Order's associated "Priority" status to the "Internal" copy of the printed Work Order PDF. Users can print an "Internal" copy of the Work Order by navigating to the button and selecting the "Print Internal" option from the dropdown menu.

     


Issues Resolved This Sprint

CRM Notification Link-(Ticket #FD-2094)

Complaint:

Users had noticed that the in-app notifications they received from Flyntlok which were associated to a CRM Lead were directing them to the old CRM HUB.

Cause/Correction:

Fixed. Links attached to notifications associated to CRM Leads will now redirect Users to the "Lead Dashboard" page.

Require Valid License Warning-(Ticket #FD- 2106, 45059)

Complaint:

Rental Managers, using the "Require Valid License on Check-Out" setting, were experiencing an issue where users were not receiving a warning message when a customer did not have a valid license associated with their record. They were still able to check out a Machine on a Rental Contract when they should have been restricted.

Cause/Correction:

Fixed. If the Flyntlok Setting "Require Valid License for Machine Check-Out" is activated, Users will receive a warning message on Contract creation and Machine Check-Out if the customer is missing the required license information or if the associated license is expired.

Work order Estimate List View missing the "Sent To" and "Reviewed By" Icons -(Ticket #FD-2162, 45182)

Complaint:

When generating a Work Order Estimate, Flyntlok allows Users the option to send Customers a PDF copy via email or SMS messaging and request they review and approve/reject the Estimate. Flyntlok will then mark the Estimate with a  icon (hovering over this icon will display a "Sent to Customer" message.) Once a customer has taken action on an estimate, the icon will change to  (hovering over this icon will display a "Customer Review Complete" message). Service managers had noticed that while the "Sent To" and "Review Complete" icons were still populating the individual Estimates, Flyntlok was no longer displaying the icons in the "Work Order Estimate List," which shows all estimates generated for the particular Work Order.

Cause/Correction:

Fixed. Work Order Estimates will display the "Sent to" and "Reviewed by" icons on the individual estimates as well as the Estimate list view.


Last Release Notes

October 11th, 2023 Release Notes

Not yet a Flyntlok Customer?

Learn More at Flyntlok Dealer Management System

YouTube

Check out our Flyntlok YouTube channel for more highlights of the application!

 

March 25th, 2020

Upcoming 🔮

*We anticipate these changes to be released in the next 10 days*

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.

More Security

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.

Warning

You cannot share JD-Hitachi credentials in our system. Every JD-Hitachi username/password pair may only be tied to one Flyntlok user.


Enhancements 💪

Logging

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.

Flyntlok Equipment Dealer Management Software - Logs

Warning

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.

Configuration

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!


Service Dashboard

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.

Flyntlok Equipment Dealer Management Software - service


Machine PO

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.

Flyntlok Equipment Dealer Management Software - PO


March 18th, 2020

Enhancements 💪

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.

Flyntlok Equipment Dealer Management Software - Logs

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.


March 11th, 2020

Enhancements 💪

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.

Flyntlok Equipment Dealer Management Software - reverse


We have also added a button to the Accounting page that will load customer balances from QuickBooks into Flyntlok.

Flyntlok Equipment Dealer Management Software - balance


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.

Flyntlok Equipment Dealer Management Software - reserved


Vendor Dashboard

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

Flyntlok Equipment Dealer Management Software - vendor


Permissions

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.

Flyntlok Equipment Dealer Management Software - perms


March 4th, 2020

Enhancements 💪

Item Searching

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.

Flyntlok Equipment Dealer Management Software - search

Inactive items will now be included in the search results when using 'P?' in the top-left search field.

Flyntlok Equipment Dealer Management Software - search

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.

Flyntlok Equipment Dealer Management Software - search

Transfers

We updated the logic behind item transfers. Please take a look below to better understand this new process.

Flyntlok Equipment Dealer Management Software - transfer

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".


Journal Entries

We now validate the name selected when the Account type is payable/receivable.

Flyntlok Equipment Dealer Management Software - Journal Entry


February 26th, 2020

Enhancements 💪

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.

Flyntlok Equipment Dealer Management Software - New Job

You also have the ability to add jobs directly from the work order dashboard.

Flyntlok Equipment Dealer Management Software - New Job

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.

Flyntlok Equipment Dealer Management Software - Job

We added the ability to transfer sales orders to different jobs and work orders.

Flyntlok Equipment Dealer Management Software - Job

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

Flyntlok Equipment Dealer Management Software - Job


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.

Flyntlok Equipment Dealer Management Software - Job

You can also attach files to work order job templates that will show up on the work order the job template is used on.

Flyntlok Equipment Dealer Management Software - Job

Flyntlok Equipment Dealer Management Software - Job


Broadcast

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!

Flyntlok Equipment Dealer Management Software - broadcast

Here's an example of the banner notification.

Flyntlok Equipment Dealer Management Software - broadcast


Parts Metrics

Previously, the parts metric calculation only ran during our nightly process. Now, you can run this calculation on demand per vendor.

Flyntlok Equipment Dealer Management Software - Job


Issues Resolved 🐛

Parts returns

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.


February 19th, 2020

New 🆕

QuickBooks Journal Entries *Accountants and CEOs*

This week we are releasing a brand new feature that allows you to do the following:

Flyntlok Equipment Dealer Management Software - Journal Entry

To create a new journal entry go to your Admin Editors-> Accounting -> Journal Entries

Flyntlok Equipment Dealer Management Software - Journal Entries

You will have to log out and log back in to see this new menu item!


Enhancements 💪

QuickBooks Bills

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


Issues Resolved 🐛

Dropshipping

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.


February 12th, 2020

Enhancements 💪

Item Inventory

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!

Flyntlok Equipment Dealer Management Software - inventory


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!

Flyntlok Equipment Dealer Management Software - request


You can also add model options to the machine purchase order!

Flyntlok Equipment Dealer Management Software - request

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!

Flyntlok Equipment Dealer Management Software - Vendor Info


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.

Flyntlok Equipment Dealer Management Software - ECR


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!

Flyntlok Equipment Dealer Management Software - POS


February 5th, 2020

Enhancements 💪

Point of Sale

The invoice margin calculation now considers the discounts applied to the invoice.

Flyntlok Equipment Dealer Management Software - item

Also, if an invoice is a Drop Ship, we will show you a "Dropship" badge on the invoice!

Flyntlok Equipment Dealer Management Software - drop


Machine Purchasing

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.


Rental Reversal

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.

Flyntlok Equipment Dealer Management Software - Rental

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.

Flyntlok Equipment Dealer Management Software - RecQty


January 29th, 2020

Enhancements 💪

Searching

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:

Flyntlok Equipment Dealer Management Software - item

We will continue to refine this over the next week. Any and all feedback is welcome!


Items

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.

Flyntlok Equipment Dealer Management Software - item

Danger

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.

Flyntlok Equipment Dealer Management Software - item


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!

Flyntlok Equipment Dealer Management Software - Exception


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:

Flyntlok Equipment Dealer Management Software - notify


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:

Flyntlok Equipment Dealer Management Software - Notify


Tip

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.

Flyntlok Equipment Dealer Management Software - Note


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.

Flyntlok Equipment Dealer Management Software - date


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.

Flyntlok Equipment Dealer Management Software - merge

Tip

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.

Flyntlok Equipment Dealer Management Software - payment

Now you can click the "Refund Deposit" button to refund the customer's deposit.

Flyntlok Equipment Dealer Management Software - refund

Tip

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.


Rentals

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.

Flyntlok Equipment Dealer Management Software - rental


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.

Flyntlok Equipment Dealer Management Software - work


Machines

You can now change the date sold when editing a machine.

Flyntlok Equipment Dealer Management Software - date


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.

Flyntlok Equipment Dealer Management Software - comment


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".

Flyntlok Equipment Dealer Management Software - file


The machine's serial number can be seen on the machine purchase order, specifically on the machine's link.

Flyntlok Equipment Dealer Management Software - SN

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!

Flyntlok Equipment Dealer Management Software - Note

Tip

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.


Accounting

You can now control whether or not files attached to receiving vouchers are sent to Bill.com.

Flyntlok Equipment Dealer Management Software - bill.com

Important

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.

Flyntlok Equipment Dealer Management Software - bill.com

Important

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.


Vendor Dashboard

The "Most Recent Purchase Orders" list on a vendor's dashboard will now include both machine and item purchase orders!

Flyntlok Equipment Dealer Management Software - po list


Sparks

When clicking view all orders, there is now a section to filter by the customer's PO number.

Flyntlok Equipment Dealer Management Software - list


Issues Resolved 🐛

Point of Sale

When adding an address the state is no longer required for shipping addresses, unless the United States is the country chosen!

Flyntlok Equipment Dealer Management Software - pos


You can no longer enter a fulfilled quantity that's greater than the quantity ready on the sales order.

Flyntlok Equipment Dealer Management Software - pos


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!

Flyntlok Equipment Dealer Management Software - 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.


Core Transfers

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.


Items

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!

Flyntlok Equipment Dealer Management Software - item


January 22nd, 2020

New 🆕

Machine Purchase Order

This week we released our new machine purchase order system! Please check out the video below for more information.

Enhancements 💪

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".

Flyntlok Equipment Dealer Management Software - below


Invoice Picklist

From the sales order, under the details tab, you can now generate a pick list of all unfulfilled items on the sales order.

Flyntlok Equipment Dealer Management Software - pick


Trade-Ins

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.

Flyntlok Equipment Dealer Management Software - trade


Problem Customers

When inputting a customer on a sales order, if the customer is marked as Problem Customer, we will give you a warning.

Flyntlok Equipment Dealer Management Software - Problem


QuickBooksOnline Default Accounts

You can now see the default accounts that are connected to QuickBooks Online within Flyntlok.

Flyntlok Equipment Dealer Management Software - QuickBooks


Issues Resolved 🐛

Rental Machine Hours

When checking a machine out on a rental, updating the hours out will update the total hours on the machine.


January 15th, 2020

New 🆕

Future Feature

Flyntlok will be releasing a new machine purchase order feature next week. Be on the lookout for a video explaining the new feature!

Flyntlok Equipment Dealer Management Software - machine po


Enhancements 💪

User Access

We created a new user permission that manages who can edit the customer's account and primary salesperson.

Flyntlok Equipment Dealer Management Software - permissions


Machine PO - BETA

You can now edit machine details directly from the purchase order.

Flyntlok Equipment Dealer Management Software - Edit


Issues Resolved 🐛

Tax Calculations

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.

Flyntlok Equipment Dealer Management Software - Dupe


Issues on Vendor PO Page

All issues on the vendor purchase order should be fixed after this release!


January 8th, 2020

New 🆕

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.

Enhancements 💪

Item Dashboard

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 Flyntlok Equipment Dealer Management Software - arrow to view more information related to that section.

Flyntlok Equipment Dealer Management Software - info

Flyntlok Equipment Dealer Management Software - minfo


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.

Flyntlok Equipment Dealer Management Software - acost


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.

Flyntlok Equipment Dealer Management Software - cost


Work Order Invoice Number

We now show the final invoice number on the blue banner of invoiced work orders.

Flyntlok Equipment Dealer Management Software - WOI


Clickable Links

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 Flyntlok Equipment Dealer Management Software - icon 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.

New 🆕

Shortage or Damaged PO Scenario

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:

Discount Methods

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!


Enhancements 🙌

Flyntlok Journal Entry

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.

Jobs on Labor Lines

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.

DMS Work Order PDF

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!


Issues Resolved 🐛

Quick Transfer Logs

In the transactions for an item, we now distinguish regular item transfers from quick item transfers.

 

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