Check out the latest updates to the Flyntlok Equipment Dealer Management System.
In the past, the rental system has relied on the user to keep the billing and calendar dates in line. We are working to make the system smarter. Any of the durations that we calculate will be auto-filled. You will always be able to edit them if you find yourself in a special situation. In order to auto-fill recommendations, additional setup is required.
To add the additional information needed by the rental system. Go to the Flyntlok Settings page and click Go to new Rental Settings.
From here, click on the Durations Tab. You should see something that looks like this!
The number of days that are in a week. This will usually be set to 5 or 7
The number of calendar days are in a 1 month billing cycle. This is usually set to 28.
The number of days that can be billed before you stop billing days and instead bill for a week. This is usually set to 4.
The number of days / weeks that can be billed before you stop billing days and weeks and instead bill for a month. This is usually set to 22.
The number of hours that can be billed before you stop billing hours and instead bill for a day. This is usually set to 4.
This will allow customers to return machines prior to the early check-in time without getting billed. Customers will also be able to check-out machines after the late check-out time without being billed.
Setting this to yes will not bill for days your business was closed immediately prior to the check-in date.
The Check-in times, Check-out times, and the Grace Periods can all be set on the Store Hours Tab.
The new Date Selector makes the Billable Duration and Calendar Dates more clear. As always, you can change the Billable Duration without changing the Calendar Dates.
The date select will also accept free text.
The EST. Billable Durations field has been replaced with an Interim Billing Cycle field. Use this field to define the length of your billing cycles. Submit a support ticket to edit the default value(28 calendar days).
The location of the rental contract can be changed on the new rental page.
We have added a part dashboard to the mobile view! You can view the following information:
To help mobile salespeople, we have added a price calculator to the mobile machine dashboard.
We have added EAN and UPC fields to the item edit screen.
We have added a Scan Mode to the point of sale. This will work like a check-out system at a grocery store. Scan items and they will be added to the sales order. If two of the same item are scanned, the quantity will be increased on the original line. We are looking for exact matches between the barcode and the item number, EAN, or UPC fields.
To enter scan mode, click the scanner or with hot key: ALT + B.
Then Scan your items:
You can create a QuickBooks Customer in Flyntlok from the customer edit screen!
You can create a QuickBooks Vendor in Flyntlok from the vendor edit screen!
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
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.
We have added model information to the machine selection page.
Machine Purchase Order Vouchers now include machine options data. The cost and the list price of the model option will be added into the cost and list price of the machine.
Machine Purchase Order Vouchers support posting each machine on a separate bill in QuickBooks.
We have added more information to each line on a rental contract. Billable Duration is still the amount of time the machine will be rented. Est. Billable is the amount of income the line item is expected to earn. Billed, is the amount of income the line has generated so far.
We have added a way to switch the location of a rental contract during creation. After you have selected the machines that are going out on rent. The next page, will have a location selector at the bottom of the form.
We have added a "Same As" feature to the pickup and delivery inputs on the work order creation page. If you add a pickup address, then check the delivery box, we will use the same address that you put into the pickup field unless you change it.
When you add labor to a job, we will autofill the labor type that is on the job.
Along with receiving MFA Codes in your email, you can receive them on your phone. To set this up, go to Login & Security section on your Preferences page.
Then add/change your phone number.
We have added a way to search and filter your conversations!
If you have an account customer with terms, please set their terms on their customer profile in QuickBooks! Once you reload your customers in Flyntlok, customers' terms and due date will appear on their invoices.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We are introducing Machine PO Vouchers! This update will make it faster to receive large quantities of machines and give you more control over machine data.
First, create a Machine Purchase Order. This process has not changed. Once a PO has been created and the machines have arrived, you are ready to begin the receiving process. Click the dropdown, then Create Receiving Voucher.
The first screen is where you will decide which machines need to be received. Select the lines that need to be received, then click Add to Voucher.
You will be brought to the Machine Voucher Page.
The main sections of this page is the grid. You are able to edit information in the grid cells. In this case, lets add serial numbers to the machines.
Date fields will accept dates that follow any standard format. You can also click and drag the small box to auto-fill additional columns.
The accounting department will love this page because fees are much easier to handle. Add a fee with the correct amount. Then choose to either capitalize the fee to the machines or book the fee to an account. In this case, we will select Capitalize to Machines. Then click Allocate to choose the allocation method.
In the example below, we would like to evenly distribute the $750 freight charge. To accomplish this, select Equal Distribution from the drop-down, and pick all three machines. Each machine will receive a $250 capitalized expense.
The other fee strategies that are available are Cost-Relative and Manual.
To save the voucher so that you can edit it later, click the Green Save Button. To que the voucher up to go to QuickBooks, click the Complete Voucher button.
If you find a mistake, you can always reverse the voucher by clicking Actions then Reverse.
If you would like to participate in the beta release of this new feature please submit a support ticket. We are putting together a migration schedule for companies using the old system. Once out of beta, we will reach out to schedule your migration.
You may have noticed our new login page. This change was for more than just a new look. We now support Multi Factor Authentication(MFA) to help meet cyber insurance requirements. If you would like to enable MFA, please submit a support ticket.
If MFA is turned on, you will need to receive a login code. You can receive this code over email. SMS will be available in the coming weeks.
We will send you the code to input on the next page.
You can see if a job was rejected or accepted on the work order PDF.
If you click on a phone number, the conversations tab will show you the ongoing conversation with the customer.
When you click on a lead it will open in a new tab. We found this makes it much easier to navigate the page.
If the pricing changes for an item that is already on a sales order, we will display the gold icon below. Click the icon if you wish to update the pricing information to what is currently set on the item. This will update both list and cost.
If you have multiple lines that need to be updated, click the icon in the button bar at the top.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
We want to help you set the customer contact on sales orders, rentals, and work orders. The primary customer contact will solve this problem! Notice that the contacts editor has changed. If a contact is marked as primary, it will have a green check beside it.
To set a contact as primary, edit the contact and check the Primary Contact box.
Remember, there can only be one primary contact assigned to the customer. Once a primary contact has been selected, we will auto-fill that contact on all sales orders, rentals, and work orders. This is only a default and can be changed if needed.
Models can be added to a sales order, quoted, then easily swapped for a machine.
To add a model to a sales order, click the Rocket and select the Quote Model tab.
Next, type in the model that you would like to add. We will autofill as much information as possible, but you can always edit any information as needed. Then click Quote.
At this point, lets say that a quote has been given to the customer and they have accepted. Its time to associate a machine to the model. Instead of the Fulfill button you will see a Rocket.
Click the Rocket, and search for the machine that you would like to link to the sale.
Once you click Associate Machine, the machine will be added to the sales order and the model will be removed automatically. At this point, you can sell that machine following your normal workflow!
You can customize the Terms & Conditions on individual sales orders.
From a sales order, Click the details tab:
Then, Click Settings:
Make any changes needed to the Terms & Conditions
Click close
When you select Multiple on the work order creation page we will hide unnecessary information like machine hours and miles.
If a machine has miles and/or hours, we will auto populate that information on the work order.
When you update a labor type on a job, you will have the option to update all previous labor on the job to the new type.
We have updated the estimate email to contain the view/sign option and a PDF copy of the estimate. Previously, these came in separate emails.
Over the past couple of weeks have been adding links to Google Maps within Flyntlok, specifically in the work order and rental systems.
If you click this icon 
you can go directly to google maps where you will be given directions to your destination.
If you have a large amount of open work orders, you can use the new filter button to consolidate the list.
We are making it easy to import lead lists that you have purchased or built. When you are ready to import a list, head over to the CRM Hub!
Click actions then Import Leads.
From the modal, you can download the template needed to import the lead list. Once you have converted your list to our format, you can add the file and click Import.
We have added two additional permissions to the Access Control page.
When a new model is created, Allow Rent and Allow Sale can be defaulted to the value you choose. The default value is no for Allow Rent and yes for Allow Sale for both fields. The default values can be changed on the Flyntlok details page.
March 16th, 2021 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Check out the latest updates to the Flyntlok Equipment Dealer Management System.
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.
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
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.
When stock orders are received, Flyntlok will help find where they will be used best. If you have outstanding special orders for the same part; you will be able to move the stock order part onto the special order from the receiving pop-up.
Flyntlok now automatically checks to see if your rental customers' licensing is up to date. You can continue with the rental on a case-by-case basis.
To implement this check at your business go to the Wrench->Flyntlok->Flyntlok Details. Then under the rental section make sure "Require Valid License for Machine Checkout" is selected.
Flyntlok now displays a warning if you add a duplicate item to a sales order. Choose to either combine the item with an existing line item or create a new line item.
Don't receive this report? Reach out to consulting@flyntlok.com to get it set up.
Flyntlok will now verify fleet pricing on work orders. Add the customer's fleet number during work order creation or from the edit screen to take advantage of any discounts. We are continuing to further automate this process.
When a customer is changed on an existing sales order, any discounts will be recalculated. This will ensure every customer is charged the correct amount.
When inspecting parts on ERP vouchers the below error would occur. This has been fixed on all vouchers created after 6/30/2021.
After a Voucher has been closed it will be "locked down". Users will not be able to add or delete attachments, edit attachment values, or make changes to fees and credits. We remove the buttons altogether, see below!
Flyntlok will assume you are inputting days when a number is typed into the rental duration text box. You can still use "w" after a number to set weeks and "m" to set months.
Flyntlok had been setting the default salesperson to the first person shown in the dropdown; which is ordered alphabetically. The default first salesperson will now automatically be set to the user that is signed in.
The beta work order dashboard was not filling the Recipient(s) dropdown with customer emails. Flyntlok will automatically fetch emails associated with the company listed on a sales order. The system will then show the emails in the Recipient(s) dropdown on the "Email Report" page. This will make it faster to email quotes and receipts to customers.
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.
From a rental contract, you can now directly email a signature request to the customer! They will receive the request to sign it from their device. Once signed, a copy will be sent to the customer and salesperson and shown on the rental dashboard.
When transferring an item from a sales order, you could not quickly see if other store locations' parts were stale. We now show if a location's items are stale so that you can prioritize transferring those.
On the item dashboard, we were not logging when a bin location for an item was changed. Now, we will log the bin location change and the user who changed it. You can access the logs by clicking the "View Logs" link in the "Notes" section.
When an item is loaded into Flyntlok with a stock class, we will show that class on the item's dashboard. This is specifically for Peterbilt dealerships.
If an item is loaded into Flyntlok with an alternate vendor, we will display that vendor on the item's dashboard. This is currently just for Peterbilt dealerships. However, we will be looking to expand on this concept in the future. As of now, it's purely informational.
We were not allowing comments from an MRP work order when an item was being scrapped. Now, you will have a comment box to associate information when scrapping an item.
We have changed the naming of the browser tab for rental contracts. The tab will now show the customer name instead of the rental ID.
To fulfill fuel on a rental sales order, you had to click the Fulfill All button. We will now fulfill the fuel when the machine it is linked to is fulfilled.
You can now use the S search and be taken directly to a split sales order. Before, you could only find split sales orders using the S? search.
If your company has terms for work performed on customers' machines, you can now have that print at the bottom of your work order PDFs. Please reach out to Flyntlok, and we can get the terms added to your company account.
We were allowing users to be created without an email, first name, and last name. We will now show an error when a user is being created without adequate information.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
