Purchasing

Machine Purchase Order Importer-(Ticket #FD-2863)

Opportunity:  

Flyntlok users purchasing equipment from an alternate system have requested the option to import these orders into Flyntlok’s Machine Purchase Order system.

Solution:

We have added an "Import" option to the button's drop-down menu on the Machine Purchase Order page. Selecting this option will open the "Import MPO" modal allowing you to choose a file from your device to import into the Purchase Order. Flyntlok will then display the Machine information pulled from the imported file, allowing you to review the information and map columns accordingly. Selecting "Submit" will add recognized Machines from the import to the Purchase Order.

The “Import MPO” will accept CSV, TSV, XLS, XLSX, ODS file formats that contain, at minimum, a column with the desired Machine’s “Make” and a column with the Machine’s “Model.” User must check the prompted box if the imported file contains a first-row header.

  1. Make (Required):  Text field that must match exactly the “Make” field from the Model dashboard.
  2. Model (Required): Text field that must match exactly the “Model” field from the Model dashboard.
  3. Quantity (Optional): Number of machines. In the absence of a quantity column, or a zero value, Flyntlok will default the order quantity to 1.
  4. Description (Optional): A textual column for informational purposes for viewing on import.
  5. Unit Price (Optional): Cost of the Machine.

Image from the Model Dashboard. Values from import file must match these from Dashboard.

Sample File.

Note: Only Machines recognized within Flyntlok will be added to the Purchase Order. Both the Make and Model fields within the file must match the fields in the Model dashboard within Flyntlok. Non-matching records will not be imported.

Customers

Model Specific Pricing-(Ticket #FD-2867)

Opportunity:

Salespeople have requested the ability to set a custom discounted List Price on a Model for specific customers so that each time that customer buys a Machine of that Model, 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:

To incorporate Model Specific Pricing on the customer level, we have added a “Model” option to the "Customer Discount Pricing" modal located on the Customer Dashboard page. While this modal was previously only for Item Discounts, we have renamed the option from "Item Discounts" to "Item/Model Discounts" and have added a toggle option to search Items or Models. Once you have selected "Search Models", you can add and edit individual Model discounts and set a specific expiration date for the discount.

 

We have also updated the discount structure of the Point of Sale to incorporate the Customer Model discounts so that you can save a new discount directly from this screen back to the Customer record. When adjusting/discounting the list price of a line item from the POS, Flyntlok will now give you the option to save that discount to the associated Customer's records.

Service

Warning for Missing Machine Information-(Ticket #IHK-400)

Opportunity:

Service Managers that require their technicians to log the Hours and Miles of the associated Machine when checking-in to a Work Order Job, have requested we add a warning message to the Work Order's dashboard to indicate if the associated Machine is missing the meter history.

Solution:

We have added a new setting to the "Flyntlok Settings" page titled “Warn if Missing Machine Details”. When this setting is enabled Flyntlok will display a large warning at the top of the screen if the Work Order’s associated Machine is missing information.

More Machine Moves Improvements-(Ticket #FD-2633)

Opportunity:

In our last Release, we updated the Work Order settings to auto-generate a "Machine Move" when Pick-Up/Delivery is required for the associated Machine of a WO. Our next improvement for this feature is to add an indicator of the Machine Move to the Work Order dashboard and allow for edits to be made to the WO to be reflected on the associated Move.

Solution:

We have added a "Machine Move" field to the Pick/Delivery section of the Work Order’s "Info Tab”, and Flyntlok will display the associated Move’s ID Number in this field when available. Selecting the ID Number will open the "Machine Move." We have also updated the settings of the Moves System, and Moves generated from a WO will respect all edits made to the Work Order's associated Customer, Machine, or Pick-up/Delivery schedule.

   

Point of Sale

Sales Order Required Fields-(Ticket #IHK-891)

Opportunity:

On the "Customer" Tab of the Sales Order page, Flyntlok provides several fields where users can log additional Sales Order information.  Sales Managers tracking the Sales Order "Source" and "Type" have requested we make these fields required.

Solution:

We have added two new settings to the Flyntlok settings page: "Require Source on Sales Orders before Processing" and "Require Type on Sales Orders before Processing." When enabled, these settings will prevent users from Selecting the "Process" button on a Sales Order unless the required field(s) are filled.  Administrators can access these settings from the Flyntlok Settings page by selecting the option from the icons drop-down menu. (Wrench-> Flyntlok-> Flyntlok Settings)

         

Rental

Unused Consumables-(Ticket #IHK-1071)

Opportunity:

Rental Managers have reported instances where unused Rental Consumables are still being represented on the contract's Invoice but with a quantity of 0. To alleviate customer confusion they have requested we remove unused Consumables from the Rental Contracts Invoice.

Solution:

We have updated the Rental Invoice settings and unused Consumables will no longer populate Rental Invoices.

CRM

Associated Machines -(Ticket #IHK-1087)

Opportunity:

When associating a Machine with a CRM Lead, Flyntlok auto-adjusts the searching function of the machine searcher from available "Inventory Machines" to the specific Customer’s "Owned Machines" when a Lead is associated with a Flyntlok customer. Salespeople have requested the option to edit the search function manually.

Solution:

We have added a filter to the CRM Lead Dashboard's machine searcher that will allow you to toggle the searching function from "Sellable", which will show a list of all Available and OnOrder machines, to "All" which will show a list of all machines that are customer-owned and available.

 


Issues Resolved This Sprint

Rental Contract “Reserved Dates” Not Respecting the Reservation Dates-(Ticket #48842)

Complaint:

Rental Managers had reported an issue where Rental Contracts created via a Machine Reservation were being generated without the requested dates from the reservation.

Cause/Correction:

Fixed. We resolved a bug that was not allowing Flyntlok to respect time-zone configurations. Rental Contracts created from a Machine reservation will generate with the Dates Reserved pulled from the reservation.

Technician List Not showing in Mobile View -(Ticket #-908)

Complaint:

Service Managers had reported an issue where the "Technician" field was not populating all their available Service Techs into the drop-down menu when accessed from the "Mobile View."

Cause/Correction:

Fixed.


Last Release Notes

February 14th, 2024 Release Notes

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Purchasing

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

Opportunity:

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

Solution:

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

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

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

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

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

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

Service

Machine Moves Improvements-(Ticket #FD-2633)

Opportunity:

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

Solution:

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

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

Point of Sale

Harmonized Sales Tax -(Ticket #FD-2646)

Opportunity:

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

Solution:

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

Internal Labor-(Ticket #FD-47938 )

Opportunity:

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

Solution:

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

Inventory

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

Opportunity:  

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

Solution:

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

Rental

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

Opportunity:  

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

Solution:

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

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

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


Issues Resolved This Sprint

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

Complaint:

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

Cause/Correction:

Fixed.

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

Complaint:

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

Cause/Correction:

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

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

Complaint:

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

Cause/Correction:

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


Last Release Notes

January 31st, 2024 Release Notes

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Samsara

Samsara Integration-(Ticket #FD-2635)

Opportunity:

Flyntlok customers managing their rental fleet via Samsara Systems (Samsara is a telematics provider that helps with safety, compliance, and efficiency) have requested the ability to display their Machine's meter history (miles and hours) tracked from their Samsara account within Flyntlok.

Solution:

We have created a programmatic link between Flyntlok and Samsara for displaying Samsara telematics data within Flyntlok. Once connected, Flyntlok will ingest Machine miles and hours tracked via Samsara and update any associated Machine’s information within Flyntlok. The miles and hours will be updated automatically on the associated Machine's Dashboard and the "Upcoming Maintenance" report.

Before you can connect your Samsara account with Flyntlok, you will need first to acknowledge and allow the sharing of Samsara data with Flyntlok and generate the API token from the Samsara application. Click HERE  to view Samsara's Integration documentation. We have added a Samsara setting to the "Integrations" page (->Flyntlok->Integrations) that will allow Administrators to connect their company’s Samsara account with Flyntlok. To connect your Samsara account with Flyntlok, select "View Samsara Settings," paste the aforementioned Samsara-provided API Token into the field, and save.

 

Once connected, Flyntlok will daily ingest Machine miles and hours from Samsara and update all Machines within Flyntlok with matching VIN Numbers. The miles and hours will be updated automatically on the associated Machine's Dashboard.

To ensure Service Schedules are referencing the most current Machine data, Flyntlok will also update the miles and hours tracked on the "Upcoming Maintenance" report. (Left Navigation Menu-> Machines-> Upcoming Maintenance.)

 

Note- This Feature is Flyntlok controlled; please contact your friendly consultant if you want your Samsara account connected with Flyntlok. 

Rental

Rental Deposit-(Ticket #FD-2794)

Opportunity:

Rental Managers have requested the ability to accept a customer deposit from a Rental Contract that will be auto-applied to the contract's Final Invoice.

Solution:

We have added a "Collect Deposit" option to the button's drop-down menu, which will allow users to generate a new Deposit Invoice that will be applied to the contract's Final Invoice. (Note: A deposit taken on a Rental Contract must be fully processed and Z-approved by your accounting team before it can be applied to an Invoice.) Once a payment has been taken and the Deposit Invoice is processed, the Deposit will be displayed within the top banner of the Rental Contract. We have also added a "Deposit" field to the Details section of the Contract; this field will display the value and date of the deposit collected and provide a link to the Deposit Invoice.

As stated above, a customer Deposit must first be fully processed (approved on the “Z Detailed” report and then manually posted to QuickBooks Online) before it can be applied to an Invoice. To make it clear to users which deposits have been fully processed, we added a checkmark indicator to the "Deposits."

Deposits received but not yet processed will display a ,  hovering over the icon will display a "Collected-Not Posted" text box.

 

 

Deposits currently being processed will display a Yellow , and hovering over the icon will display a "Post Pending" text box.

Deposits that have been fully processed will display a Green , and hovering over the icon will display a "Posted" text box. Only Deposits displaying a Green checkmark icon will be applied to the Final Invoice of a Rental Contract.

Inventory

Add Models to Inventory Kits-(Ticket #FD-2682)

Opportunity:

Salespeople have requested the ability to add Models to their "Inventory Kits" to sell/quote Machines in a package deal with Inventory Items or Machine Attachments sold under a customized list price.

Solution:

We have updated the Item Type “Inventory Kit” to allow users to add Machine Models to their Kit configurations as sub-items.

We have added a “Search Models” option to the “Configure Kit” modal, allowing you to toggle the searching method between Items and Models. Once you have selected a Model, you can adjust the Order Quantity, and view the Model's cost and list price from the "Kit Details" section. When an Item’s “Item Type” has been set as "Kit,” Flyntlok will display the icon from the Items Edit page.

 

Once the Kit has been configured with a Model, you can add the Model Kit to a Sales Order. Model Kits will retain the same functionality as your Inventory Kits, and the parent Item will still control most actions of the Kit sub-items, such as Order Quantity and the ability to remove from the Sale’s Order.

Note: Models added to a Sales Order as Kit sub-items must be associated with an actual Machine before finalizing.

MFR Cost Added to Item Dashboard-(Ticket #FD-2792)

Opportunity:

Salespeople have requested we display an Item's most recent Price File "Manufacturer's Cost" on the Item’s Dashboard.

Solution:

We have added a new field titled "MFR Cost" to the Item Information section of the Item Dashboard, which will display the Item's most recent price file Manufacturer's Cost when available. To display the "MFR Cost", navigate to the Information Section of the Item Dashboard and select the button.

Machines

Edit Machine Miles and Hours from "Upcoming Maintenance" Report-(Ticket #FD-2794)

Opportunity:

Flyntlok users have reported instances where a Machine’s "Meter History" (Machine hours and miles) was logged incorrectly (by user error, not Flyntlok error!) and have requested the ability to edit the hours and miles of their Machines directly from the "Upcoming Maintenance" report. This will remove the need to edit each individual Machine by navigating to each Machine’s dashboard, thus streamlining the process.

Solution:

We have made the "Machine Miles" and "Machine Hours" fields of the "Upcoming Maintenance" Report editable. Users can now click into the Miles or Hours cell of the Machine they want to edit and manually enter the correct miles/hours; clicking out of the cell will auto-save the new information to the report and the Machine’s Dashboard.

Because editing a Machine's Miles or Hours could cause the “Next Due” columns to be out of sync with scheduled service and may require a refresh, we have added a “Refresh” button that will display in the top left corner of the report when changes are made.

Machine Serial Number added to QuickBooks Bill Memo Line-(Ticket #FD-2811)

Opportunity:

Flyntlok allows users to turn on or off the "Post All Machines Sales Individually" company setting, which creates a separate QuickBooks bill for each Machine contained on a Machine Purchase Order, versus posting all machines of a PO to the same QB bill. Accounting managers with the "Post Machine Sales Individually" setting enabled have requested we add the Machine Serial Number to the associated QB bill's memo line. This will make it more evident to accounting users working off a list of unpaid bills of the actual Machine related to the bill. Flyntlok users with administrator permissions can access the Flyntlok settings page by selecting the option from the Wrench Icons drop-down menu. ( ->Flyntlok->Flyntlok Settings.)

Solution:

We have added the Machine Serial Number to the QB bills memo line. Note: This feature will ONLY be applied if the "Post Machine Sales Individually" feature has been enabled from the Flyntlok Settings page. 

 

CRM

Add "Created By" category to "All Leads" Report-(Ticket #47456 )

Opportunity:

Sales Managers have requested we add a "Created By" Category to the "All Leads" report to track and display the user who created the CRM Lead. This will allow users to filter for themselves and see a list of all CRM Leads they have personally created.

Solution:

We have added a "Created By" column to the "All Leads" report, which will display the Flyntlok user who created the CRM Lead.

 

Shopify

Shopify Weight-(Ticket #47359)

Opportunity:

Sales Managers using our integration with Shopify E-Commerce have requested we edit the field titled "Shipping Dimensional Weight" and change the title to "Shopify Weight."

Solution:

We have updated the "Shipping Dimensional Weight" field on the Item Dashboard's "Edit" page, and it will now be titled "Shopify Weight". (I think this change took us a whopping 15 seconds to make. But we aim to please!)


Issues Resolved This Sprint

Unsaved Changes Error on Work Order-(Ticket #FD-2821, 47399)

Complaint:

Service Technicians had reported an issue where they could not invoice Work Orders with associated fees. In this scenario, the user would receive an error message when attempting to invoice, stating the WO failed to be invoiced due to unsaved changes. Users were then unable to edit the WO information, causing the WO to be stuck.

Complaint:

Fixed. We have corrected a data issue causing Item Fees to not be recognized.

Can't Delete Quote With No Associated Customer-(Ticket #FD-2766, 47063)

Complaint:

Sales people had reported instances where they were unable to delete Quotes that had been created without an associated Customer. In this scenario, they were unable to access the “Actions Tab” to delete or modify the Quote if there was no customer associated.

Cause/Correction:

We have disabled the Quote option from Point Of Sale when it doesn’t have a Customer associated with it and Flyntlok will now prompt users to add a customer when they hover over that button.

Customer Balance Error when Trying to Close Rental Contract-(Ticket #FD-2822)

Complaint:

Flyntlok users had reported an issue where they were unable to close Rental Contacts successfully. When attempting to close the contract, they would receive an error message stating, “Deposits cannot exceed customer’s deposit balance of $0.00,” and the contract would remain in a “Checked In” status.

Cause/Correction:

Fixed. We have resolved a small issue that was caused by the development of our new Rental Deposit Feature. Sorry!


Last Release Notes

January 3rd, 2024 Release Notes

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Learn More at Flyntlok Dealer Management System

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