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.
Customers visiting your website can send your team messages through Flyntlok. This feature requires our development team to implement. We are starting to build a backlog of interested customers and will begin scheduling implementations in the following weeks.
Again, this feature is in beta and slated for full release in the coming weeks. If you are interested in using this feature please contact consulting@flyntlok.com
Days Since Creation, Days Since Last Labor, and Days Since Last Comment have all been added to the Performance tab.
Our new work order system was missing the cost metrics found in the old system. We have added them back! To view cost metrics on the performance tab, click the incognito man! Sensitive cost information is always hidden by default in case you are presenting information to a customer.
When you invoice a work order, and the jobs have been marked as approved or rejected, we have added a line to the invoice stating who approved the job and the date it was approved.
Hot Keys have been added to the estimates, labor, and performance tabs. To set custom hot keys, click Actions -> Edit Keyboard Shortcuts.
When requesting a signature for an estimate, you can send the request to multiple recipients. You can also CC other interested parties! The internal field will send a notification to a Flyntlok user. Emails listed in the CC or Internal field will only be able to view the estimate. Remember, input boxes with tiles can have multiple selections! See the CC section below.
When creating a return of a sales order, we were setting the salesperson to whoever created the return. This caused errors on reporting. Going forward, when a return is created, the salesperson will be the same as the original invoice by default.
We updated the look of our customer searcher on the point of sale. This allows us to show more information, such as contact data, when searching.
The C? search result has more information. We have added the following columns:
Company name
First & Last name
Company Phone Number
Contact Phone Number
Email Address
Customer Contacts
Contact Name
Phone Number
Previously it was unclear what the volume section of the vendor dashboard was telling you and with a new year upon us, more customers were asking. We adjusted the header and “view more” links to say what it actually is; parts ordering volume over various timeframes grouped by order date (“show more” allows you to set a specific time range). We also changed the criteria for what it totals to include all purchase orders of any status as long as they have not been canceled. Previously, it only included “Closed” purchase orders.
This is a great place to keep up on your overall part ordering volumes. But it is also important to note that this will not foot with your financials as it shows orders that have not yet posted. Given the current climate with long lead times and back logs, these numbers are a better representation of overall volume for a given vendor than your financials – especially when talking in annual
Flyntlok has created a new customer type to facilitate interdepartmental billing where the dealer wants to record revenue as well as the costs of an internal transaction. These transactions are recorded as Sales Orders and Invoices in Quickbooks Online (QBO) allowing for revenue AND expense to be recorded into your financials for internals. The use case is a dealer who is using classes to represent different departments (parts, sales, service, etc.) of the dealership for internal goal and variable compensation purposes and wants to share the profit and not just the cost of certain transactions inside the dealership.
Note that this type of revenue recording is not GAAP and is usually not part of your final financial reporting. Nevertheless, it can be helpful to dealerships that want to go deep on the department-by-department performance reporting in their financials. Because this method will require a new payment type to be used which is fictitious and interdepartmental, we have also added support for different payment clearing accounts by type of customer account. The payment clearing account on these fictitious payment types should be pointed to the same clearing account you set for the interdepartmental billing customer type.
The use of this enhancement requires extensive business and change management on the part of both the dealer and flyntlok. If you are interested in using this feature, please contact our consulting team using the question mark in Flyntlok or email consulting@flyntlok.com
February 2nd, 2021 Release Notes
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Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
Flyntlok now integrates with a third-party equipment inspection company called Record 360. If you are signed up with Record 360, Flyntlok can create Equipment Condition Reports in Record 360 for rental equipment that is being checked in and out, or for Arrival Condition Reports for equipment being purchased. Please reach out to Flyntlok if you are interested in this integration and we can give you a demonstration!
Once Record 360 has been added, your reserve button will turn red
When reserving the contract you will prompted to add a workflow id and a user.
We are very excited about this feature and look forward to meeting with the interested companies.
We have brought back the banner that shows at the top of a machine's dashboard when it is reserved for rent or out on an active rental contract!
We now support taking fillable PDF forms, prefilling them with Flyntlok data, then downloading them to your computer. A use case for this is vehicle registration forms:
Please reach out to our consulting team if you would like a form added.
When making changes or editing time punches on a work order, we required you to put in the start and end times of the labor punch, then add in the billable hours of that labor punch. Now, there is a button to the right of the billable hours field that will prefill the billable hours with the hours set for the actual worked time.
When clicking the Order button on an internal parts order, we would immediately redirect you back to the work order. You can now set whether or not you would like to be redirected to the work order or remain on the internal parts order from your profile.
When changing the location of an invoice, we will not also update the custom ID of that invoice.
When adding an item to a sales order that had a package or minimum quantity, we were not alerting the salesperson. Now, when an item added to a sales order doesn't meet or exceed that minimum we will give you a warning.
When creating a sales order, the customer field will be set to your business's "Sales Order Default Customer". You can change this setting on the Flyntlok Details page. This will help business's that use a "Cash Customer" to handle most of the sales.
We were misplacing a comma in the address on the sales order PDFs. We have fixed this comma placement!
When splitting a sales order, if the customer was tax-exempt, we were still charging tax on the split. Now, we will respect the customer's tax rules when splitting their sales orders.
In the past, the payment date on invoices were always adjustable. Now, if the invoice has been posted to your books, you cannot edit the dates.
If you use Flyntlok to help generate your monthly equipment depreciation, we now support using a percentage of your monthly rental revenue to be depreciated against the piece of equipment.
When requesting the purchase of a model from the model page, we will prefill the form with as much model information that we can!
When looking at the location and quantity information of an item's dashboard, you will notice that your location will be highlighted. This will make finding your location and the information about your location easier.
Setting a primary salesperson on the customer dashboard use to require 4 actions. We have lowered this to one. If your customer has one sales person, Flyntlok will assume that he/she is primary.
December 15th, 2021 Release Notes
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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.
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!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
Just in time for inventory counting season, we have made enhancements to Flyntlok's inventory sprint system! Our new sprint dashboard provides a better user experience, the ability to create new sprints, and view all old sprints all in one location. Links for sprint reporting can be found here as well.
The functionality of the sprint system is still the same. You create a sprint, then create plans per location with the bins to be counted, then you assign that plan to an employee for counting. One of the highlighted new features is allowing for the sprint to be a blind count. The blind count will not show the employee the quantity of the item that Flyntlok says you have. Click the following link to check out our updated sprint documentation that will walk you through using our sprint system. (Sprint Documentation)
To make adding items to a sales order easier, when on a Flyntlok sales order, you can scan an item's barcode, and have that item populate the search with the item number. This will allow you to set the quantity and add them item without having to type in the item number!
When a transfer was requested from your location, Flyntlok would not tell you that someone had sent this request. Now, if your profile is set to receive the transfer notifications, you will be notified when a part transfer is requested from your location, when a transfer to your location has been accepted, and when a transfer to your location has been moved to Transit status.
Our original wording for indicating whether or not an item was linked to the vendor's price file was confusing. We now express this in simpler terms.
Previously, the finance sections of work orders were adding pricing of items on quote internal parts orders. Quotes will not be considered when calculating the finance sections.
When an internal parts order quote has been rejected, we will indicate this in the Parts Invoices section and on the part within the job.
An item's vendor shortcode will now be in parenthesis before the item's description on sales order PDFs.
On the final bill out of a work order, we will show the associated work order on the sales order PDF.
If there has been a contact assigned to a rental or work order, we default set that contact on any sales order created for billing and show the contact information on the PDF.
We have brought back the asterisk that appears next to an item's description on the sales order PDF to indicate if a part was special ordered.
When selling a machine, we default populate the description on the sales order with the description of the machine. We can now set you up to have the long description of the machine default to what shows on the sales order. This will show any options or default configurations that you have associated with the machine to the customer.
September 22nd, 2021 Release Notes
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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 begun an upgrade to make IDs for things like Machines, Work Orders, Sales Orders, Rentals, and Purchase Orders increment on a per-customer basis. We expect this full update to be completed by year-end.
Flyntlok now supports customer-specific machine IDs! While editing a machine, you will have the option to that machine's ID to any string of characters you would like. You will be able to view this machine ID on all reports and dashboard reports. We also support using the "m?" search in the upper left to find the machine with the specified ID. If you do not want to use the custom IDs, Flyntlok will still generate a machine ID for you.
When you set or update an item's metric override, we will now go out and update the metrics of that item so you can immediately see what Flyntlok recommends you order or return! We will continue to add this update to any place an item is transacted so your stocking recommendations and sales history become "live."
If you are not already using this new PDF, please reach out to consulting@flyntlok.com so we can get you set up!
Inder the Wrench-> Point fo Sale -> Edit Customer Relationship Types you can now add your own custom relationships. This is used when adding multiple sales reps to a customer account.
If you are not using the new rental system yet, please have your management team reach out to consulting@flyntlok.com to schedule your migration.
If you are using the new rental system, you can now view a list of the most recent rental actions on a machine.
When attempting to rent machines, we will give you more detail into what is causing that conflict if it has conflicting actions.
We now support customizable hotkeys on the new rental dashboard! These hotkeys behave just like the ones on the work order dashboard. Some of the supported hotkey actions are:
Flyntlok will set each of those lines to be fulfilled on the invoice to reduce the number of clicks necessary to close out an invoice when generating rental invoices.
You can now add up to 10 files at a time while uploading a file to the new rental system.
We have brought back the ability to transfer internal parts orders to different jobs or different work orders.
When transferring an internal parts order to a different work order, we will recalculate the discount on the items to match the discount given to the new work order's customer.
When there are pending parts on a job, we will indicate that with a new icon in the jobs list.
Previously, we locked down any action on the new work order when it was in Invoiced status. However, we know that there can be additional information files that come in after the work order has been closed, so we have opened up the ability to attach files no matter the work order's status!
We use icons to indicate certain actions or statuses of a job, but this can sometimes be missed. For example, if a job is completed, we will highlight that job green.
When adding start and end times to a labor line, we calculate the billable time off of those time punches.
On the new work order dashboard, there wasn't a way to tell if a quote for an internal parts order was rejected or not. So we will now show that internal parts order with a Rejected badge.
We have added the ability to support the complaint, cause, and correction on the new work order dashboard, but those three fields were not showing on the work order PDFs. So if you have those three fields filled out, we will now show them in the WO PDF. Since the Cause field is not required, we will only show the complaint and correction fields if it is not filled out.
If an item on the work order is associated with a PO, when you click on that item in the list, we will show the list of POs that the item is associated with.
We added a list of technicians clocked into the work order on the Info tab in the last release. We took this one step further and have added the work order jobs where we will show a list of technicians clocked into that job.
When submitting a PACCAR parts warranty claim, we were not allowing users to input the end date of the claim. Therefore, we have added the end date as an optional field when creating the parts claim.
From the new work order dashboard, if the work order is eligible, we will show the option to create a PACCAR warranty claim from the work order.
August 25th,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.
In the past, only one machine was allowed per work order. This worked great until a customer dropped off a chain saw, pole saw, and weed wacker. Now you can add multiple machines to a work order. To do this, click "Multiple" on the work order creation screen. Then add machines to each job.
Then, you will be able to add a machine to each individual job.
Click the Info Tab to see a list of people that are clocked into a work order.
The customer will not see any notes that are added in the "Notes" section. However, after the notes have been reviewed, you can add them to the correction section by clicking the "Add to Corrections" button.
When you minimize a section on the info tab of the work order page, it will remain closed until you open it again.
Parts invoices can be transferred between jobs. The jobs can even be on different work orders. Click the transfer button on the management tab to preform transfers.
Certain work order actions only need to be available to select users. Below is a list of actions that can be limited. The limits can be set on the Authorized Users tab by your company Flyntlok administrator.
If you are interested in upgrading to the new rental system, please reach out to consulting@flyntlok.com.
From a rental contract, select "Request Signature" from the actions dropdown.
Then input the customers' email on the pop-up.
The customer will receive an email prompting them to e-sign the contract.
Then, the customer can sign the contract.
Beta users can configure Kits from the Models page. To create a Kit from scratch, first, create a Model. Then edit the model and scroll down to the recommended items section.
Remember, only items that are marked rentable will show in the searcher.
If you leave the box blank, the rental delivery fee will show TBD instead of $0. This allows you to bill the customer after the delivery has occurred. In this case, we recommend having your rates listed in the terms of the contract.
You can now associate more than one salesperson to a Customer. This can be helpful if a customer has a salesperson and a PSSR.
You can now see the last time a customer was surveyed on the customer's dashboard.
We have updated vendor searching from the search bar. It should be faster and show better results than before!
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.
Before, when searching for a customer, you had to know the customer's name and exactly how to spell it. This was a tedious process that resulted in customers being duplicated. Now, searching for a customer will behave more like searching on Google! We will show results that are close to or sound like what you are searching for. This will provide faster searches and return more results for those searches giving you a better chance of finding the customer you are looking for. Please let us know how this enhancement works for you!
We are releasing the initial beta of our re-designed rental dashboard. Some of the new features that we would like to highlight are duration-based billing, QR/Barcode support for checking in/out machines, allowing items to be rented, and custom rent schedules.
With the rental re-design, we have created a new Lease Agreement PDF!
We were not showing a machine's warranty information on the new work order dashboard. We now show warranty information within the Machine section of the Info tab. Clicking View on the far right will show the warranty notes for the machine.
On the Info tab of the new work order dashboard, we now show other active work orders for the machine.
When navigating to a work order, we always put you on the Jobs tab. Now, when you load or refresh a work order, we will remember your previous tab.
A list of emails sent for the work order is now viewable in the Info tab.
Before, you could click and hold anywhere on a job to rearrange. Now, you will click and hold the icon on the left job to move it around.
At the bottom of the Job Finances section, there will now be a Total row.
Previously, we were requiring you to input a machine's hours or miles on check-in. We now pre-fill that data based on what is currently on the machine's record.
When creating a new job, we will default the technician of the job to be the technician that is assigned to the work order.
In the footer of a work order estimate, the terms set for your location or company will show.
On the packing slip PDF, we will now show the shipping type that is set on the sales order.
Before, you had the option to add a sold machine to a sales order from the machine's dashboard. We have removed that ability!
Bin locations were not properly being sent to PACCAR on submitted POs. We have implemented a fix for this.
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Check out our Flyntlok YouTube channel for more highlights of the application!
