We have added notifications to more actions on the Service Scheduler. The assignee of the appointment will now receive a notification when a new appointment is created, an appointment is edited , or if the assignee has changed.
You can now unlink a sales order from a work order if the sales order is in draft status.
We have added a new field for Engine Model to the machine section found in the Info Tab of the Work Order.
We also added this information to the work order PDF.
You can now select multiple jobs to be transferred to different work order. Previously you could only transfer a single job at a time.
Serialized part numbers will now display the serial number when the work order PDF is printed.
We added status filtering on the mobile view of the work order list.
We have added additional information to the list of estimates. You will now see the a timestamp and the total of the estimate.
Service history is now visible from the mobile view of a machine.
On the sales order PDF, we updated the summary table to better represent what customers need from a receipt. We now show your lines subtotal, discounts, shipping and roll that all up into a taxable subtotal.
You will now be able to add new vendors and models directly from the point of sale while accepting a trade in.
We have added a new "Created By" field to the Purchase Order PDF. This new field will be located, left of created date and display the creators name, email and phone number. This should help provide your vendors a good point of contact when the purchase order is emailed.
You will now be able to reverse a Purchase Order that is in Ordered status. This will set the Purchase Order back to New status and remove the date ordered.
Note: This does not affect any 3rd party systems for integrated ordering.
Flyntlok will now update the minimum order quantity when reporting a minimum quantity override exception. Previously this had to be done manually.
You will now be able to flag a machine to require an equipment condition report (ECR) form on rental check-out and check-in.
We added validation on the hours field when checking in a machine from a rental. We will require you to input the hours if the line is a machine, previously this was auto-filled with the check-out hours. We will also warn you when the check-in hours are less than the check-out hours.
On the QuickBooks Journal Entry page we have add an option to post the journal entry as a vendor credit.
Flyntlok has always asked for the source of the new customer when created from the New-> Customer form. You will now be able to document the source of the new customer from all customer creation locations.
We have updated the SMS section of the customer dashboard to show all SMS communications with the phone numbers registered under the customer profile. Previously, Flyntlok automated SMS messages would not populate into this field.
Last Release Notes
February 15th, 2023 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
CRM is a major focus for dealers and that makes it a major focus for us! Look forward to more updates to this system in the coming weeks.
You can now access your SMS conversations from the mobile view of Flyntlok.
You can view a list of your conversations and search for any existing conversations or contacts.
Interacting with a conversation by sending a message will automatically subscribe you to the conversation. You can unsubscribe by clicking the star icon.
Responses will show up live so you can continue to interact with your customer. All of this interaction is logged under the customer profile in Flyntlok.
You can now create a linked rental contract from the actions dropdown on a lead.
We have updated the settings around the "Text Us" website widget. Now if a potential customer is trying to input a non-US phone number they will receive a prompt from Flyntlok to instead submit an email address.
We have added back order column to the sales order PDF. Backorder is any quantities not yet picked or received via a special order.
For better visibility, we have updated the item transfer icon to be highlighted green if there are any linked transfers! This will help prevent accidentally executing duplicate transfers to fill a sale.
When a substitution is made on an item purchase order, you now have the option to retain the substituted part if you have not received any. If you have received quantities against the substituted part, we will only substitute the remaining quantity, and the PO will retain the original line for the amount already received.
Voiding a line, or deleting an entire purchase orders, will now go out and mark the associated machines as "Deleted". Previously, this had to be cleaned up manually.
You can now transfer a single labor punch to a new work order and job by clicking the transfer icon found on the labor tab.
You can now add/edit customer contacts while creating a work order.
Flyntlok will automatically clock you out of work orders when logging out. This applies only when you choose to log out. If you close your tab, exit your browser, etc. you will remain clocked in. This applies to both ERP and DMS Work Orders.
Flyntlok will show you a warning when you try to invoice a work order that has quoted parts. Quoted parts will not be added to the work order invoice.
We have added this field as an option in all places you can create a customer in Flyntlok. Previously, you could only record the reason for a new customer from New -> Customer.
You can now set a default work category by customer. This new field is found in the "Other" section while editing a customer. Customer Dashboard-> Actions-> Edit
We have added rental as a source option in the win/loss report with a link to the rental contract in the source link.
You can now configure a vendor to record purchases or sales by machine. When the option is set to yes, you will get a single journal entry for each machine involved in the transaction when posting to QuickBooks Online.
Users will now see a warning message when they are about to delete a machine model, if that model is tied to active machines. The user will then be prompted to choose the new model those machines should be moved to.
Last Release Notes
February 1st, 2023 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 added a new feature to easily view and organize Flyntlok notifications. You will now see a bell icon on the top right of your home screen next to your username. When this icon is clicked you will be able to view all notifications, organized by most recent. You will no longer see notifications on your dashboard or popup in the lower right of Flyntlok. You can access the last year of historical notifications by clicking the View All.
Sales Orders and Work Orders can now be created from a Lead in the CRM Hub. To do this, go from the Actions tab of the Lead view -> Create Sales Order or Create Work Order.
Leads will now be viewable under four new categories: My Leads, New & Open, Unassigned, All Leads. These categories allow for easy organization and quick referencing of new potential customers.
We have added a color coding scheme to status badges of the CRM Leads. This allows users to easily identify the status of their lead. The color coding is outlined below.
New-Navy
Open-Blue
Attempted Contact- Orange
Contacted- Orange
Quoted- White
Won- Green
Lost- Grey
Closed-Grey
We update the searcher to look across most fields in the lead list. Any fields we are not searching by can be filtered use the selections above the list.
We have added a new CRM Leads panel on the customers dashboard, this will track and display all leads created for this customer. This allows users to easily view basic information about each lead.
If you are using the VOIP integration with Flyntlok, when any unknown number calls, the user will be redirected to the Add New Lead form of the CRM hub while auto-populating the caller's phone number. This will let you easily create a lead and ultimately a customer!
Clearing up typos, and redundant tags can now be done by clicking the Actions -> Manage Tags from the CRM Hub.
If a scan fails to find an associated Item Number, UPC, or EAN, a note line will be created in its place to help prevent unnoticed missed scans. The note line will include the barcode number which was originally scanned. We also show a warning pop-up, but if you have hotkey functionality enabled on your scanner, the popup can be missed if you continue to scan.
We have added a new setting to allow managers to configure a default invoice source by user. Previously, this was done at the company level.
To set or edit the default invoice source for a user, navigate to Wrench->Users->Users. Locate the user you wish to set, click edit, and in the "Other" tab, assign a default invoice source.
To check your current company settings, navigate to Wrench-> Point of Sale-> Invoice Sources.
We have added a link to the mobile dashboard that will allow users to quickly create new Work Orders.
We have added a new icon to the Service Scheduler. When selected, you will be able to copy and paste the events of the group you have selected to a new date.
We will now be automatically applying work order deposits to the final invoice of a work order. Previously, you had to add these manually and the deposit was only accessible if the payment was posted to QuickBooks Online.
Updated user permissions now allows admins to limit users ability to make changes on the Service scheduler such as changing events, and modifying groups.
Flyntlok settings allow admins to adjust cutoff dates for transactions. This helps prevent unwanted reversals of invoices that have been posted during accounting periods already closed, as well as, backdating transactions into closed period. This should align with your QuickBooks Online Books Closed Date.
You can now restrict who is allowed to open a posted item voucher. This will add an internal control that stops users from requesting a reversal of a bill.
You will now see a red warning message if there is a duplicate bill number under the particular vendor. This message will be displayed in red, next to the QB Bill Number in the Voucher Details section.
We have added a new setting to the Machine Purchase Order. Users will now be able to print labels in bulk from the receiving voucher by selecting voucher lines, selecting printing action, then clicking Generate Labels.
We gave the Omnisearch results a freshlook. It now allows for quick referencing of item number, vendor/make, description and bin. Also displayed, includes QOH, QOO, and List Price, which are appropriately categorized by color.
A Recent Rentals section has been added to the Item Dashboard, which displays the fifteen most recent rental contracts of the item.
We have added machine hours and miles to the Sparks Request Service Form.
Last Release Notes
December 14th, 2022 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 received a record number of click reduction entries this sprint. Thank you for all of your feedback. We are still working through all of the ideas and will be announcing the winners two weeks from today.
Jobs can be added from Flyntlok Mobile. To add a job, go to a work order and click Add Job. Fill out the form.
If a work order has a pick up or a delivery specified, the work order will show that information in the header.
When clocking out of a work order, you will have the option to update the status.
Engine Model information has been added to the machine section of the Info Tab.
Old Sprints can be copied and used as a template. To copy a sprint click Actions -> Copy Sprint.
Item Number 2 and Item Number Manufacturer have been added to the stock order page to help make ordering easier.
You can always choose to hide or view columns using the column chooser:
Rental lines can be called off in bulk just like the bulk check in option by clicking Actions -> Call Off.
If a consumable is included on the final bill of a rental, we will include the the amount that was checked out and the amount that was checked in.
You probably noticed a that we asked for your role when you logged in this morning. This information will be used to customize your Flyntlok experience and provide context when submitting a support ticket.
Information has been added to the work order machine results. You can view the machine id, customer unit number, make, model, serial, status, and owner.
If you are searching for a sold machine using the M, search, we will include the date sold in the search results.
September 14st, 2022 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 are holding a click reduction contest. If you have ideas that could reduce clicks and speed up your workflow in Flyntlok, please submit them using the rabbit button! We will pick the two most impactful ideas, and the winners will receive a $25 Visa gift card. Winners will be announced in the September 28th release notes.
Stihl equipment can be registered with Stihl through Flyntlok. When you view a machine that has been registered, you will get product information that is provided by Stihl.
To register a machine, go to that machine's dashboard and click the New Registration button. Then fill out the product registration form.
The work order creation form can be customized to show only the information needed. The default form is on the left, and a customized version is on the right.
If you would like to edit your work order form. Please submit a support ticket and the Flyntlok consulting team will help you out!
We have added the efficiency metric to the header of the performance tab. Efficiency is calculated by taking the work order Actual Hours / Billable Hours.
This metric is also calculated per job and displayed in the Job Finance section.
Each job on a multi machine work order can be assigned its own tag.
Tags are displayed on each job tab.
Machine creation on the new work order form has a description field.
We have added a margin column while selling machines from the point of sale.
You can update a customers licensing information while creating a rental contract. If you would like to save this information back the customer make sure to check the Save License to Customer box. License information can also be updated from the Info Tab.
This feature will help keep customer licensing information up to date.
August 31st, 2022 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, 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.
We've made it easier to sort and filter the list of machines when adding machines to a voucher.
While adding new machines to the voucher, you can now designate a quantity of machines to create.
We have added label printing functionality to the bulk actions! Don't forget - Flyntlok consultants can customize these labels to your business needs. Just submit a support ticket!
We added permission that must be turned on if the user would like to complete vouchers. You can also designate a user to receive a notification and pending action when a voucher is submitted for completion.
We have removed the recalculate button and will recalculate the fees live.
If you add a date and leave the year blank, we will assume that you would like to use the current year.
If a machine received on a voucher has files attached to it, you will see a voucher files section on the machine's dashboard. Remember, files attached to a machine using the detail view will be attached directly to the machine.
If you track your payables through bill.com, we have added the ability to set up a bill.com machine clearing account. If this is set, we will offset the asset amount on the journal entry to this account.
If you log in from a phone, you will now be taken directly to the mobile view. If you want to return to the desktop version, click Return to Desktop at the bottom of the page!
The work order you are clocked into will display at the top of the page. The My Work button will show you all of the work orders you have assigned to you.
We've updated messages coming back from our card processor to make it more clear when a card has been declined or if there was an error during the payment process.
We will be beta-ing a new feature with pilot dealers that should make it much easier for us to properly calculate your billing durations given a date range on a calendar. This should allow you to set up contract data in a much easier format and reduce the number of dates you need to manage for a rental contract.
We will be beta-ing a new feature with pilot dealers that allows you to set a default interim billing cycle for a contract. This should greatly reduce existing date adjusting when trying to create an interim invoice. This will also let us notify you when you have a contract due for billing, and in the future, offer us the chance to generate these bills automatically for you!
You can now select a location during the rental contract creation. Previously, we only allowed you to change it once the contract was created.
While entering an address on a rental contract, you can now click the Save to Customer box to save the address to the customer address book.
Consumables can be configured in two different ways: Standard and Capacity-Based. Capacity-Based is better for fuel because fuel is measured in percentages, not quantities. Standard is better for renting out consumables that are measured in units. Tire wear, cutting edge wear, and other specifically measure consumables should be setup with the Standard style.
When auto-generating work orders at rental check-in, we were using the machine's last known hours, not the hours at check-in. That has been fixed, so work orders populate with the machine's hours at check-in.
We fixed a handful of bugs causing the work order error when you tried to save. Some of the most notable are:
Notification groups should now be more clear in which aspect of Flyntlok they tie to.
Along with adding more categories of notifications, we added a new notification you can receive if a CRM Lead gets assigned to you. You can configure how you would like to receive this notification by clicking your name in the upper right of Flyntlok and heading to preferences -> notifications.
We've added an option on the customer profile to decide if you keep the customer's accounting contact in sync with Quickbooks Online data or if the data you enter in Flyntlok should be the source of truth. This is the email we use to auto-send invoices and receipts. When this is on, we will always override what is in those fields with what is set in QuickBooks Online. When it is off, the contact and email will remain whatever you enter under the customer profile in those fields.
We were presenting you with some errors almost anytime you ran the end-of-day process to post customer payments. Those errors were erroneous in that the posting had gone through successfully. We prevented those unnecessary errors from displaying going forward. Actual errors still display!
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 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 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!
