CRM

Add Associated Machine/Model to Transactions Created from CRM Lead-(Ticket #FD-2249)

Opportunity:

The “Lead Dashboard” page currently allows Flyntlok users to associate Machines and Models with the CRM Lead. Also, it provides the ability to create new Sales Quotes, Work Orders, and Rental Contracts for the associated/linked Customer. Salespeople have requested that any associated Machines/Models be added to the created transactions.

Solution:

Machines associated with a CRM Lead will be added to Sales Quotes, Work orders, and Rental Contracts generated from the Lead Dashboard; associated Models will only be added to Rental Contracts and Sales Quotes (and not to Work Orders.)

Service

Convert Part Orders to Quotes for Estimate Work Orders-(Ticket #FD-2335)

Opportunity:

Flyntlok currently allows users the option to convert a Work Order into “Estimate” status via the “Actions” button. Users can then send a request to the Customer to review the Estimate and Accept/Reject individual jobs. Service Managers have requested we automatically convert Part Orders associated with Work Orders in an “Estimate” status to a Quote to avoid accidentally processing Parts Orders on "Rejected" Jobs.

Solution:

We have added two new settings to the "Flyntlok Settings" page to improve the Estimate Work Order workflow "Quote Internal Parts Orders Linked To Work Order Estimates" and "Job Processing on Work Order's Status from Estimate to New."

Location Based Work Order Fees-(Ticket #FD-2130, 45197)

Opportunity:           

Service Managers of companies with multiple branch locations have requested the ability to configure Work Order fees based on the branch location.

Solution:

We updated the Work Order fees and user will now be able to specify different Work Order fees based on their different branch locations.

Work Order Machine Tag-(Ticket #FD-2229)

Opportunity:

Service Managers have requested the ability to print Work Order Machine Tags, which can then be attached to individual Machines associated with a Service Work Order. The Machine Tag needs to display information about the Machine and the associated Work Order.

Solution:

We have added a “Print Machine Tag” option to the Work Order button's drop-down menu, allowing users to print a “Machine Tag” that can be attached to Machines associated with the WO. The Machine Tag will display the Date Created, WO ID, Customer Name, and the Machine's ID Number, Model, and Serial Number, along with a barcode that references the WO. The Machine Tag is compatible with 62mm wide labels of variable length and "Brother" Q-series label printers.

 

       

Rental

Send Lease Agreement via SMS Messaging-(Ticket #FD-1377,929)

Opportunity:           

Flyntlok offers users an option to email a "Lease Agreement" to customer contacts to confirm the rates and values of a Rental Contract. Rental Managers have requested the ability to also send the “Lease Agreement” via SMS messaging.

Solution:

We have added an “SMS Lease Agreement” option to the drop-down menu of the Rental Contracts “Actions” button, which will allow users to search saved Customer Contact phone numbers and send the “Lease Agreement” via an SMS text message.

     

Point of Sale

Cash Tendered/Change Due -(Ticket # FD-2227, 45367)

Opportunity:

Sales people using the new "Emergepay" Gravity Payments System have requested we display the "Tendered Amount" and then "Change Due" when applying Cash payments to a Sales Order.

Solution:

We have added the amount "Tendered" and, when applicable, the change due to the details line of the Sales Order and Sales Order PDF for Cash payments.

Searching

Vendor Search Update -(Ticket #FD-2374)

Opportunity:     

Flyntlok users had requested that we create fewer steps for executing certain actions after looking up a Vendor. We recently updated the prefix searcher's Vendor search (V?) results page, to display an  button beside each returned result with several commonly used actions. Our next iteration is to add Vendor's available contact information to the results page.

Solution:

We have added three new fields to the "Vendor" search results page, which will display the Sales, Part, and Service department contact information (when applicable) associated with the "Vendor." We have also moved the ability to "Edit" to the button drop-down menu.

 

Machines

Comments Added to Machine "Sale Price"-(Ticket # FD-2221, 45362)

Opportunity:

Sales people have requested the ability to add a comment or note when setting the “Sale Price” on a Machine. Flyntlok allows users to set the sales price and sale start/end date on individual Machines, but currently does not offer a field to add a comment.

Solution:

We have added a new “Note” field to the "Sale Pricing" modal. Flyntlok will display comments added to the “Note” field in the “Sale Information” section of the Machine's "Finance Information." To set or edit a Machine’s “Sale Pricing,” navigate to the button and select “Sale Pricing” from the drop-down menu.

Mobile View

Email Work Order PDF From Mobile Work order Dashboard-(Ticket #FD-2368)

Opportunity:

Service Managers have requested the ability to send a Work Order PDF via email from the mobile Work Order dashboard.                 

Solution:

We have added an icon to the Mobile Work Order Dashboard, allowing users to email a PDF copy of the Work Order to any saved contacts of the WO customer. The Mobile Work Order email settings will retain the same functionality as the desktop version, providing the option to set  CC and Internal recipients, attach additional files, and send a custom message that will appear in the email's body. To preview the WO PDF, select the "Download" button located at the bottom of the email pop-up modal.

       

Machine Display ID on Reservation PDF-(Ticket #FD-2375, 45682)

Opportunity:           

The PDF document generated from a Machine Reservation currently reflects the Machine’s Internal ID number. Flyntlok users have requested we add the Machine's Display ID number in place of the Internal ID number.

Solution:

We have replaced the Machine ID with the Machine display ID number.

 

Machine Label QR Code redirects to the Mobile View-(Ticket #FD-2362, 45645)

Opportunity:

Flyntlok users have the option to attach QR codes to the "Machine Label" that will direct you to the Machine's Dashboard when scanned on a mobile device. Flyntlok users have requested that the QR codes scanned by a mobile device to redirect users to the mobile version of the Item Dashboard versus the desktop view.

Solution:

QR codes scanned via a mobile device will now redirect the user to the mobile version of the Item Dashboard.

Purchasing

Export PO for Grasshopper-(Ticket # FD-2230)

Opportunity:

Flyntlok users purchasing parts from Grasshopper require a specific CSV/TXT file extract in order to upload these parts to the manufacturer.

Solution:

We have added an "Export for Grasshopper" option to the button's  drop-down menu, allowing Users to extract a file that can then be uploaded to Grasshopper for parts ordering.                    

Add Vendor to Item Purchase Order/Receiving Voucher-(Ticket #FD-2358, 45642)

Opportunity:     

Purchasing Managers have requested we add the Item's Vendor as a column to the Item Purchase Order and Receiving Voucher.

Solution:

We have added a "Vendor" column to the Item PO and Receiving Voucher.


Issues Resolved This Sprint

Campaign Failed to Send SMS Message Indicator-(Ticket #FD-2207, 45345)

Complaint:

Salespeople had reported an issue where users were not being notified when SMS messages were not delivered to the recipient when sending a "Campaign" message from the CRM Hub.

Cause/Correction:

Fixed. Flyntlok will indicate there are unsent messages or invalid phone numbers associated with the sent message via a red "Error" text from the "Sent messages" section of the Campaign Tab. Selecting the Details button will display the invalid phone numbers/ unsent messages.

Unable to Access List View of Customer Owned Machines-(Ticket #FD-2305, 45557)

Complaint:

Flyntlok users had reported an issue where they were unable to access the list view of “Customer Owned Machines” when selecting the “View All” button when on the dashboard of a customer that had an apostrophe (‘s) in the customer name.

Cause/Correction:

Fixed. (Yeah, this seems like pretty random thing to happen, but there are technical and computer nerdy reasons this was happening. But we fixed it.)

Over-Allowance Added to Sales Order Margin Calculation -(Ticket # FD-2219)

Complaint:

Sales Managers have reported an issue where the "Over Allowance" value (the margin between the trade-in value and the actual cost of the machine) taken on a "Trade-In" payment type was correctly accounted for on the "Journal Entries" submitted to QuickBooks Online, but was not being included when calculating the Sale Orders margins within Flyntlok.

Cause/Correction:

Fixed. Over Allowance will now be treated as a cost to the business and is included when calculating internal pricing information on the invoice page (via the icon.)

Filtering for Machines by ID Number Error -(Ticket #FD-2306, 45555)

Complaint:

Flyntlok users were experiencing an issue when attempting to filter for a particular Machine via the ID number in the “Customer Owned Machines” section of the Customer Dashboard. No results were returned.

Cause/Correction:

Fixed. The ID column of the "Customer Owned Machines" section of the Customer Dashboard will filter for the display ID Number  of the Machine.

 


Last Release Notes

October 25th, 2023 Release Notes

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Learn More at Flyntlok Dealer Management System

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Customers

Customer Level Discounting by Item-(Ticket # FD-1361)

Opportunity:

Salespeople have requested the ability to set up a temporary discount on an item for a customer so that each time that customer buys that item there is a default discounting rate set. This will save users time from having to re-add the discount from the Point of Sale and serve as a reminder that the customer has that discount available.

Solution:

We have added a new "Item Discounts" module to the Customer Dashboard that will allow users to add and edit individual item discounts and set a specific expiration date for the discount. This new module will be found in the Action Buttons drop-down menu.

We have also updated the discount structure of the Point of Sale to incorporate the Customer Item discounts so that you can save a new discount directly from this screen. When adjusting/discounting the list price of a line item from the POS, Flyntlok will now give users the option to save that discount to the customer. Item discounts saved via the POS will then populate the "Item discounts" module of the Customers Dashboard.

 

Rental

Company Logo-(Ticket # FD- 798)

Opportunity:

Flynlok offers users an option to email a "Signature Request" or "Lease Agreement" to customer contacts to confirm the rates and values of a Rental Contact. Currently, the email sent out is including our Flyntlok logo and mailing address. Because this can be confusing to recipients that are unaware of Flyntlok, our users have requested to have their actual company logo and address information added instead of Flyntlok's.

Solution:

We have added a new option to upload a custom Company Logo image on the Flyntlok Settings page.

To set a custom Company logo that will display on the Rental Signature Requests and Lease Agreement Emails, you will navigate to the "Admin Editor Wrench" icon in the upper right corner of the home screen and select the "Flyntlok Settings" option from the drop-down menu. From the "Flyntlok Settings" page select the "Company Logo" link and upload a custom Company image from your device. Once uploaded this image will be displayed on the Rental Signature Request and Lease Agreement Emails.

Purchasing

Create Separate Lines For Purchase Order/Special Order Merge-(Ticket # FD-1397 )

Opportunity:

We recently released a new feature that allows users to merge open Special Ordered quantities into an existing Purchase Order. The issue is when multiple Special Orders are merged into the same PO they are combined into one line item. This makes it unclear that the remaining quantity from the original Purchase Order is not related to the Special Order. It was also not possible for multiple Special Orders to be merged into the same PO for the same item.  Flyntlok users have requested that merged Special Orders populate the PO in individual line items.

Solution:

We have updated the Special Order merge functionality so that when merging a Special Order (or Orders) into an existing Purchase Order, the PO will display each Special Order as individual line items distinct from the original PO quantity.

Available Purchase Order Icon -(Ticket # FD-1410)

Opportunity:

Flyntlok now offers Users the ability to merge open Special Orders with regular Stock Orders when using the Flyntlok Draft Stock Order page. Purchasing Managers have requested a more obvious indicator when an item has open Special Orders available to merge with Purchase Orders.

Solution:

We have added a new " Has Mergeable PO" icon to the Special Orders column of the Draft Stock Order page. This new icon will be displayed with open Special Orders quantity only when there are available PO's to merge the Special Order quantity into.

CRM

Lead Age-(Ticket # FD-1429)

Opportunity:

Salespeople would like to see how many days or months an individual open Lead has been active. Flyntlok currently displays the Lead creation date on the Leads report but does not calculate a day's active "age".

Solution:

We have added a new "Age" field to the All Leads report which will display the individual Leads' age by days based on the creation date.

"Text Us" To Include Location and Department -(Ticket # FD-1429)

Opportunity:

Flyntlok offers customers the ability to have a "Text Us" widget on their company website, which allows potential customers to submit inquiries to the company. Flyntlok then takes these incoming messages and generates a new CRM Lead for this potential customer. Salespeople have requested that the associated location and department be added to the new Lead's name.

Solution:

If you have Branch Locations and Department fields set up on the "Text Us" widget, Flyntlok will now apply this information to the new Lead's name.

               

Machines

Mileage Log History-(Ticket # FD-1325, 43111)

Opportunity:

Flyntlok offers users multiple different ways to edit and document the mileage from a Machine's odometer through the course of a Service Work Order. Users have requested a new report that will display a history of mileage logs for a specific piece of equipment.

Solution:

We have added a new "Mileage History" section to the Machine Dashboard which will display all Work Order check-in mileage logs as well as any edits to the Miles field of the Machines edit page. This new section will display the ten most recent entries as well as a link that will redirect users to an alternate view that will display ALL mileage logs for that Machine. Flyntlok will display the date, the mileage, and the user's name that performed the logging.

Point of Sale

Text2Pay Billing Information-(Ticket # FD-1418, 43327)

Opportunity:

Sales Managers using the new Gravity Payments emergepay system have requested billing address fields be added to the Text2Pay payment type. Gravity Payments offers additional discounts for enabling fraud protection steps, such as billing address fields, on the Text2Pay payment option. Flyntlok currently does not provide the billing address details over to Gravity for address verification.

Solution:

We have added the billing address details to the Text2Pay settings. Default billing information (pulled from the Customer's Dashboard) will auto-populate into the payment system when the Text2Pay option is selected, but Users will also have the option to edit this new field. N.B. Editing the address fields here does not update the original contact record.

Tax

Municipality of Anchorage Vehicle Rental Tax- (Ticket#FD-1374)

Opportunity:

Rental managers in Anchorage, Alaska would like the option to apply a Municipality-specific tax charge on the rental of motor vehicles. Anchorage requires the collection of an 8% tax on the rental of motor vehicles with a 30-day cap of $240 for trucks, vans, and RVs or a $120 cap on all other motor vehicles.

Solution:

We have added a“Charge Municipality of Anchorage Tax” field to the Model Dashboard's edit page, which allows users to associate the specific MOA tax charge to all Machines of that particular model. We have also added a new “Charge Municipality of Anchorage Tax” check-box on a Rental Contract, that when selected, will charge the specific tax rate on the Rental Contract. This box is auto-selected when a contract is created but can be overridden by the user.

       

Issues Resolved This Sprint

Email Error-(Ticket #FD- 1412, 43338)

Complaint:

Flyntlok users were experiencing an issue when trying to email Sales Order PDF documents to customers where the contact record contained an email address but no contact name. In this scenario, the Flyntlok user received an error and the email was not sent.

Cause/Correction:

Fixed.

Rental Date Error-(Ticket #FD-1392, 43317)

Complaint:

Flyntlok users were having an issue when trying to manually type in the start date of a Rental Contract, rather than using the date picker. In this scenario, the page would error out and users were then redirected to an error page.

Cause/Correction:

Fixed. Flyntlok users will be able to type out dates without having to break the keyboard stride.

Fixed Asset vs Rental-(Ticket #FD-1409, 43350)

Complaint: 

Users were experiencing issues where sold Machines were able to be added to a Rental Contract via the "Actions" button of the Machines Dashboard.

Cause/Correction:

Fixed. We have removed the ability to select the "Rental Contact" button from the Machines Dashboard when the machine is in a "Sold" status.

Point of Sale PDF Page Spacing-(Ticket #FD-1424, 43411)

Complaint: 

When an item's description is lengthy, the generated PDF document from the Point of Sale moves the entire item line to a new page, creating an awkward formatting issue. Flyntlok users have requested that the unnecessary extra spacing be removed from PDF documents generated from the POS.

Cause/Correction:

We have updated the Point of Sale PDF allowing item descriptions to be broken up between two pages.

Purchase Plan not Respecting Combined Item Quantity-(Ticket #FD-1428, 43376)

Complaint: 

Users reported an issue when they were adding an Item onto an existing Sales Order where that Item already had previously been added to the SO and where they merged the two line items into one. In this scenario, the Purchase Plan would only account for the original Line Items' order quantity and did not reflect the updated merged quantities.

Cause/Correction:

Fixed. Purchase Plans will respect the combined quantity set from the Point of Sale.

Work Order Deposit not Populating onto the Final Invoice-(Ticket #FD-1432, 43444)

Complaint: 

Service Managers were experiencing an issue when applying a deposit to a Service Work Order where, the deposit was not auto-populating onto the final invoice.

Cause/Correction:

Fixed. The deposit will auto-populate on the final invoice.

Customer Invoice showing Warranty Pricing-(Ticket #FD-1443, 43481)

Complaint: 

Users were experiencing an issue when trying to invoice a Work Order with both Warranty jobs and Customer jobs. The customer invoice that was generated displayed costs on items associated with Warranty jobs when they should show up as $0.

Cause/Correction:

Fixed. All the warranty jobs, parts, and labor are included on the customer bill at $0 cost and $0 list.

Rental Contract Final Invoice-(Ticket #FD-1455, 43507)

Complaint: 

Rental Managers were experiencing an issue when closing a Rental Contract, where the Contract had been fully paid for on a previous invoice including all fees and charges, Flyntlok was still generating a final invoice for $0.00.

Cause/Correction:

Fixed. Flyntlok will close the Rental Contract and no additional invoice will be generated.

Sold Machines Report-(Ticket #FD-1464, 43520)

Complaint:

Users were running into an issue when attempting to see how many of a certain Machine Model their company has sold, from the Sold Machines report. The report was excluding results due to a max capacity set at 15,000 results per page.

Cause/Correction:

We have increased the results limit of the Sold Machines report to 25,000.

(And kudos to you folks for selling more than 15,000 machines.)

Sparks Orders Are Not Showing Available Stock-(Ticket #FD-1460, 43549)

Complaint:

Salespeople were having issues with Customer Sparks Orders not displaying the Stock available to transfer from other branch locations.

Cause/Correction:

Fixed. Spark Orders will display available stock from other branch locations. This information will be indicated by the (*) icon in the item line's QOH box.

Deposit Discrepancies after Multiple Transactions -(Ticket #FD-1454, 43505)

Complaint:

Ok, bear with us here as this is a confusing bug: If a user took a Deposit (e.g. $50) on a Work Order then the Customer has a balance of $50 (since the WO is still in progress). Then you later go and sell a part to the Customer for $30 and you apply the payment using the “Deposit” payment type. The balance for the Customer should now be $20 since you just used part of their earlier Deposit for this sale. Later you go and finalize the invoice for that original $50 Work Order. The Customer should only have a balance of $20 now, but the invoice for the Work Order was still showing the original $50 deposit. Later you find out the Customer owes you $30!

Cause/Correction:

Fixed. The Work Order will now know if the deposit was partially (or completely) used on a separate transaction.

Inaccurate Time on Timecard Report-(Ticket #FD-1469, 43543)

Complaint:

Service Managers were seeing a discrepancy between the timestamps displayed on the service technicians' "Timecard" Report and the actual Work Order.

Cause/Correction:

Fixed. We have addressed a timezone error on the "Timecard" report. Flynlok was incorrectly displaying clock-in/out times in the Alaska standard time zone regardless of the company location.

(Lesson learned: World does not revolve around Alaska.)

CRM SMS Message Error-(Ticket #FD-1487, 43578)

Complaint:

Flyntlok users were receiving an "Error Sending Message, Contact Flyntlok for Assistance" notification when attempting to send an SMS text message from the CRM Hub when there is an invalid phone number.

Cause/Correction:

We have updated the message displayed when attempting to send SMS messages with invalid phone numbers. (N.B. Flyntlok does not know if the number used is in service or is capable of receiving SMS messages, simply that the number/format was not valid.)

Last Release Notes

August 2nd, 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!

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