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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Learn More at Flyntlok Dealer Management System

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Record 360

Generate "Record 360" One-Time User-(Ticket #FD-2836)

Opportunity:

Flyntlok customers integrated with "Record360" have requested the ability to generate a “one-time user authorization code” within Flyntlok, which can then be sent to their customers and will grant the recipient temporary access to the Record 360 mobile application to complete necessary Machine inspections on the company's behalf.

Solution:

The Flyntlok development team has added a "Generate One Time User" option to the Rental Contract’s “Actions” button’s  drop-down menu, which will allow companies integrated with "Record360" to create and send a "One Time User" authorization code to their customers via email or SMS message.

 

The “Generate O.T.U.” form requires users to add their customer’s contact information and the branch location of the Rental Contract. Flyntlok will automatically display the associated Machine’s Serial Number in the field. When the CREATE button is selected, Flyntlok will immediately generate and send the O.T.U. authorization link to the specified customer. Note: Flyntlok will default to SMS messaging if a phone number is added.

 

Recipients will receive an SMS message/email containing a link to the Record360 mobile application. If they do not have the application previously downloaded to their device, they will be prompted to download it. From here, they will be able to complete the machine inspections.

Purchasing

Auto Allocation of Orders-(Ticket #FD-2845)

Opportunity: 

Purchasing Managers have requested the option to allocate an Item Purchase Order’s “received quantity” to outstanding Special Ordered or Back-Ordered Invoices. They would like the ability to auto-allocate the stock upon receipt to outstanding Invoices awaiting Special Ordered or Back-Ordered Items and for Flyntlok to allocate based on the date ordered (fulfilling oldest Invoices first).

Solution:

We have added an "Allocate" option to the Item Receiving Voucher. When selected, Flyntlok will search for all Part Requests and allocate the Items received and their quantity to outstanding invoices. This will greatly improve receiving efficiency and allow inventory to be disbursed quickly to the appropriate Invoices with the click of a button.

Point of Sale

Agco Import from Epsilon-(Ticket #FD-2847)

Opportunity:

Salespeople of Agco parts have requested the ability to export Orders from Agco’s Epsilon platform’s “Shopping Cart” as a flat file that can then be imported into the Flyntlok Point of Sale system.

Solution:

We have updated the Sales Order importer to handle Agco files, and users can now import Agco CSV files into a Flyntlok Sales Order by hitting the import button at the top of the POS page.

Selecting the icon will allow you to upload saved files on your device. Once the CSV file is loaded, Flyntlok will run a search to match the uploaded items' ID numbers with your Flyntlok Inventory. Only items matching Item Numbers within Flyntlok will be added to the Sales Order. Flyntlok will then display a list of all the Items from the file, the Item’s order quantity, and an indicator of whether the item was matched with an Item in Flyntlok.

 

Rental

Rental Hours-(Ticket #FD-2844)

Opportunity:  

Rental Managers have requested that we allow their rental schedule to account for rentals based on an hourly schedule versus the current functionality based on a daily schedule. This will allow for Machines to be rented multiple times in a 24 hour period.

Solution:

The Flyntlok development team has updated the Rental Contract settings, and Administrators can now request to have their rental schedules and billing structures calculated based on hourly use. When this setting is activated, Flyntlok will allow hours to be logged from the "Dates Reserved" field on the creation page & contract details section of the contract.

Once saved, the "Billable Duration" field will display on the Rental Contract in the "Details" section. On each machine line, Flyntlok will respect and display exact hours.

To incorporate hours in the billing calculations, we have updated the Rental Schedule and added two new fields: "Hourly Utilization Allowed" and "Overage Charge (Per Machine HR)."  This will allow users to set a custom rate to charge for Machines checked in late.

“Account Customer” Indicator-(Ticket #47874)

Opportunity:

Rental Managers have requested a quick way to determine whether a Rental Contract’s associated customer is an “Account Customer”.

Solution:

We have added Account Customer icons to the “Customer field of the Rental Contracts “Details” section to indicate to users whether the contract’s associated Customer is set as an Account Customer.

 

 

CRM

Option to Require Note on Status Change-(Ticket #FD-2846, 47621)

Opportunity:

Salespeople have requested we require users to add a note when attempting to change the status of a CRM Lead, and would like for the note to be displayed on the associated Lead's dashboard in the timeline records.

Solution:

We have added a new setting to the "Flyntlok Settings" page (Admin Editor Wrench-> Flyntlok-> Flyntlok Settings) that will allow administrators the option to require notes when changing the status of a CRM Lead.

Variables Added to SMS Templates-(Ticket #FD-2846)

Opportunity:  

Salespeople have requested the option to create custom SMS templates that will autofill their customer's names and the associated Machine's information when sending messages via the "Conversations" tab of the Lead dashboard page.

Solution:

We have added two Variables to the CRM Lead dashboard's “SMS Templates Manager”, which will allow salespeople to create custom SMS templates that will be automatically filled with the customer contact’s name and the associated Machine’s make/model.

Email Logging in Lead’s History Timeline-(Ticket #FD-2846)

Opportunity:  

Flyntlok users have requested we log customer contact emails sent from the CRM Lead Dashboard in the Lead’s “History Timeline”.

Solution:

Flyntlok will now log Customer email actions taken on the CRM Lead Dashboard page. When the email option is selected from the Lead Dashboard, Flyntlok will now create a new timeline event with the name of the user who performed the action and a time stamp. The user’s standard email application (e.g. Outlook) is used to send the actual email and Flyntlok does not log the actual contents of the email.

Service

Default Work Order Customer-(Ticket #)

Opportunity: 

Managers overseeing Service Departments that only service their own equipment have requested the option to set a their "Internal Work Order Customer" as the default for all Work Orders.

Solution:

We have added a new setting to the Flyntlok settings page which will allow administrators to choose a Customer to set as the default for new Work Orders. Creating a new Work Order via the icon or from the Left Navigation Menu’s "New" tab will auto populate the “Default Customer” into the customer field. Users can access the Flyntlok Settings page by selecting the option from drop-down menu of the admin wrench. 

(->Flyntlok->Flyntlok Settings.)  

 

 

Assign Technician and Labor type in Bulk -(Ticket #47951)

Opportunity: 

Service Managers have requested the option to assign a Service Technician and Labor Type to all jobs of a particular Work Order. This will save time by removing the need to manually adjust each job.

Solution:

We have added a "Bulk Edit Jobs" option to the "Actions" button's drop-down menu, allowing Service managers to choose a particular Technician and Labor Type to assign to all jobs associated with the Work Order. Flyntlok will automatically apply the changes when selecting the "Save" button.

 


Issues Resolved This Sprint

WO Tag Number-(Ticket #47733)

Complaint:

Service Managers, who were reusing Work Order Tag numbers, had reported instances where the "Tag" field of the Work order creation page was giving a warning that the "Tag Number is in use." However, there was no open Work Order associated with the Tag Number.

Cause/Correction:

We have updated the "Tag" field on the Work Order creation page to remove the warning if the previous Work Order with the same Tag Number has been Invoiced and the sale is in a Delivered status.

File Attachment Not Sent To QuickBooks-(Ticket #47849)

Complaint:

Purchasing Managers were experiencing issues attempting to upload files to send to QuickBooks Online from the Machine Receiving Voucher. The file was able to be attached to the Voucher but it was not sent to QBO.

Cause/Correction:

Fixed.


Last Release Notes

January 17th, 2024 Release Notes

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Learn More at Flyntlok Dealer Management System

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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

Not yet a Flyntlok Customer?

Learn More at Flyntlok Dealer Management System

YouTube

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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

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Service

Warranty Tracking by Job-(Ticket # FD- 1323)

Opportunity:

Flyntlok users would like a way to better manage Work Orders that contain Warranty Jobs. It would save time if users could invoice both Warranty related and Non-Warranty Jobs on the same WO because currently, Flyntlok requires two separate Work Orders.

Solution:

We have added a new setting that your Administrator can set which will then create multiple invoices for each Work Order that contains Warranty and non-Warranty related Jobs. We have also added a new field on the Job level called Warranty Customer which will default to the Vendor of the Machine associated with that job.  If a WO has multiple Warranty jobs associated with different Vendors, Flyntlok will generate a separate invoice for each of the different Vendors. The invoice for the final Customer will show zero cost for any Warranty related jobs.

To relate a Vendor to a Warranty Customer, we have added a new field to the Customer edit page where you can specify the Vendors related to a Warranty Customer. (A Warranty Customer is a customer record in Flyntlok to which you would invoice work completed on a Warranty for a Vendor.) You can only set Warranty Vendors if the Customer type is set to Warranty.

Mobile View Changes

Switch Users (Ticket # FD-1167, 42563)

Opportunity:

Service managers have requested the ability for techs to be able to switch users from within the Mobile View on a single shared device. Currently, Flyntlok allows only administrators the ability to switch between alternate users' Flyntlok profiles within the company and only when in the Desktop View.

Solution:

We have added the Switch User feature to the Mobile view. You will now see the Switch User icon in the top right corner of the Mobile View's home page, and we will display the name of the now-current user below the navbar, making it clear who is logged in. This is a client-based setting. Please reach out to the Flyntlok support team if you would like this set up!

Work Order Creation from Mobile View-(Ticket # FD-1167, 42563)

Opportunity:

Service managers have also requested the ability for technicians to create new Work Orders directly from the Mobile View on a single shared device. Currently, the new Work Order button of the Mobile View takes you to the Desktop Work Order creation page.

Solution:

We have created a mobile version of the Work Order creation page.

Purchasing

Merge Special Order with Stock Order on Draft Stock Order Page-(Ticket # 43069, FD-1322)

Opportunity:

Flyntlok Purchasing Managers would like the ability to combine Special Orders along with regular Stock Orders when using the Flyntlok Draft Stock Order page. This will save time by allowing users to combine these orders with fewer steps than before. There is currently no way to combine quantities from the Draft Stock Order.

Solution:

We have added a column that will display the Special Order amount that is contained on a Special Order PO located next to the recommended quantity, in addition to the existing Order Qty field. If the user clicks on the drop-down arrow on the part, under the “Open Special Orders” there is a “Merge” button that allows for the combining of the Special Order with this Stock Order. Flyntlok then “reserves” the Special Order quantity.

 

Purchasing Hub-(Ticket # FD-1321)

Opportunity:

Flyntlok users have requested a centralized Purchasing Report that shows the value of demanded items with the ability to generate a purchase order based on the demand.

Solution:

We have added a new "Purchasing Hub" report that will summarize the value of demanded Special Order and Stock Order items by Vendor or Distributor. From the report, you will be able to generate a Draft Purchase Order to purchase the Special Order items, Stock Order items, and any other items under that Vendor or Distributor.

Flyntlok Administrators will have the option to add this new report to the Left-Hand Navigation Menu by navigating to the "Admin Editor Wrench" icon in the upper right corner of the home screen, then select the "Navigation" option from the drop-down. The Purchasing Hub report can be added to either the Parts or Purchasing tabs of the Navigation Menu.

CRM

Allow Text/Email - (Ticket#FD-1319, 43104)

Opportunity:

Flyntlok users would like to specify whether a contact can be included in email or SMS text messages directly from the Contact's Dashboard. Currently, if the contact is not set up to allow SMS/email correspondence, users will have to navigate to the Customer Dashboard to edit this setting.

Solution:

We have added the "allow email/text" flag to the Customer Contact Dashboard.

                             

Point of Sale

Add Link Directly to Machine Edit Page-(Ticket # FD-810)

Opportunity:

Salespeople have requested the ability to edit a Machine directly from a Sales Order. Currently, when a Machine is added to a new Sales Order, Flyntlok supplies a link to the Machine's Dashboard. However, there is no option to click on a link that brings users straight to the Edit Machine Information page.

Solution:

We have added a new icon to the Machine item line in the Point of Sale, which will redirect users to the machine edit page when selected. This will save users extra clicks!

Apply Payment and Process-(Ticket # FD-1203)

Opportunity:

In the original Payments screen, Flyntlok offered an "Apply and Process" option that would auto-order the associated Sales Order, removing the additional step of manually clicking the Order button after processing payment. The new and updated payment screen lacked this "Apply and Process" option. ( This new payments screen is only currently only available to users of the new Clover Payment devices. If you wish to upgrade your payment devices, please reach out to your friendly Flyntlok consultant or a Gravity Payments representative.)

Solution:

We have added the "Apply and Process" option to the new Payments screen. 

Date Field on the Payment Line of PDF-(Ticket # FD-1333, 43130)

Opportunity:

Salespeople have requested that the payment date displayed on the item line in the Sales Order be added to PDFs generated from the Point Of Sale.

Solution:

We have added the payment date to the details of the payment lines on the PDF copy.

Note- This will not backfill on existing payment lines.

Machines

Machine Class Displayed on Dashboard-(Ticket # FD-1339, 43124)

Opportunity:

Flyntlok users have requested Machines that have been set with a Primary or Secondary class have this information displayed within the Machine's Dashboard. This information is also displayed within the information display of a Machine when adding to a Work Order.

Solution:

We have added a new "Class"  section to the Machine's Dashboard and to the information display of a machine on the Work Order creation page.

 

Inventory

Item Searcher Stale Parts Indicator-(Ticket # FD-920, 41976)

Opportunity:

Salespeople have requested an indicator of Stale Parts be added to the item searcher of the Point of Sale.

Solution:

We have added a Stale parts indicator to the item searcher results. If there is QOH of an item at a different location, Flyntlok will show an asterisk in the QOH box of the searcher to indicate that the item is on hand at another location. If there is QOH in another location and the part is stale, it will indicate as such by red text and the asterisk. Hovering over the QOH box will show the status and the QOH in alternate company locations

 

Issues Resolved This Sprint

Item Dashboard Showing Incorrect On-Order Quantity(Ticket #FD-1287, 42985)

Complaint:

The Item Dashboard was displaying incorrect On-Order Quantities when there were still Receiving Quantities on open Voucher/Purchase Orders. The On-Order Quantity shouldn't include Received Quantities, even if the Voucher/PO was not closed.

Cause/Correction:

On-Order Quantities now reflect Received Quantities regardless of the status of the PO.

Invoice Reversal While Still Processing-(Ticket #FD- 1312, 43059)

Complaint:

Users could reverse a Sales Order while it was still posting to QBO.

Cause/Correction:

Fixed. Our development team was able to update the QBO settings to block a reversal if the transaction is still processing.

TAXABLE SUBTOTAL ON INVOICE BUG-(Ticket #FD-1336 ,43134)

Complaint: 

Flyntlok users have been experiencing an issue where the printed invoice of a split Sales Order did match the invoice on the Flyntlok screen.

Cause/Correction:

Fixed. This issue was caused when one of the split invoices was deleted. In that instance, the master invoice was not removing the details from the deleted invoice. The printed master invoice will no longer include the deleted split invoice details.

Duplicate Serial Number Warning With Quick-Create of Machines-(Ticket # FD-800)

Complaint:

Flyntlok should display a warning message to users when attempting to create a new Machine if the Serial Number is associated with another Machine in your inventory. Currently, this message is only displayed when creating new Machines via the Left-Hand Navigation's “New Tab.” Flyntlok users have requested this message also be displayed when using the Machine Quick-Create functions from the Point of Sale and the Work Order creation page.

Cause/Correction:

We have added a Duplicate Serial Number warning to the machine quick create features.

Save Model with no Vendor Associated-(Ticket #FD-1353, 14215)

Complaint:

Flyntlok users were able save the Model without a Make.

Cause/Correction:

The Make field is now required when creating/saving a Model.

Last Release Notes

July 19th, 2023 Release Notes

Not yet a Flyntlok Customer?

Learn More at Flyntlok Dealer Management System

YouTube

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Point of Sale

Paying for Multiple Outstanding Sales Orders

You will now be able to accept a single payment to cover the cost of several different Sales Orders for a customer. This will help streamline the experience for collecting payments as well as saving your business transaction fees. To pay off outstanding Sales Orders you will want to navigate to the customer's dashboard. In the customer information section, you will see a new field titled, outstanding Sales Orders. This new field will display the number of orders still requiring full payment. You can then select the (pay icon) to review and select from a list of outstanding orders to pay off.

A list of outstanding Sales Orders will then display on your screen. From this list, you can review the date, status, and outstanding balance. You can then choose which order(s) to pay off. Once selected you will be able to customize the amount applied to each individual order and generate the new pay-off Sales Order by selecting the Create Invoice button.

From the pay-off Sales Order, you can now add a payment type and select the order button.  

Enhancement

Default Salesperson

When adding a machine to a new Sales Order and selecting the (Add and New) option, the previously selected salesperson will now default into the field when adding additional machines.

Parts

New Feature

Kit Parts

We have added a new item type, titled (KIT). This new item type will give you the ability to sell a group of parts at a set list price.

 

To set up a kit,  you will first need to create a new item. This new item will be the placeholder for the kit items. When creating the kit item you will also be able to associate different items from your inventory to the kit and set a list price on the kit item. When you add the new kit item to a transaction all associated parts will also populate on the transaction but Flyntlok will only set the list price on the kit.

Machine Purchase Orders

New Feature

We have added a new section to the machine receiving vouchers for associating a machine with a quoted model. If there is a quoted model on an open sale, you will see an Associate button in the Associate Invoice field. Once clicked a list of open sales orders, ordered from oldest to most recent, will display on your screen. Once an invoice is selected, the machine will be allocated to the sale.

Associated Invoice

Machine PO Export

You will now be able to export Machine Purchase Orders to an Excel spreadsheet so that they can be imported into OEM ordering systems.

Rental

Enhancement

Expand All

We have made an update to the rental creation page. When searching for available machines to add to a rental, if the expand all option is selected, all new search results will be default expanded. Previously when you search for a machine all the info was defaulted to the collapse all view.

Service

Enhancement

SMS Templates

We have added an editor for updating the work order status change automated text message templates. This editor can be found on the Flyntlok Settings page under the Service SMS Templates section.

 

Model Description

When creating a new machine to associate with a Work Order, you will now see the model's description populate in the drop-down menu of the model searcher.

Accounting

Enhancement

Journal Entry Account Mismatch Notification

When creating a new journal entry, Flyntlok will now notify you if there are mismatched account types and line types. CAP lines can only have asset accounts associated with them; COS lines can only have expense accounts. When types and accounts do not match on a given line, you will see an error icon to the right of the account name. Hovering over this icon will show a pop-up explaining why it is displayed/ what is mismatched.

You will also see a new message populate your screen if you are trying to submit a journal entry with mismatched lines.

Last Release Notes

April 19th, 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!

 

 

Activity Tab

The Activity tab, which opens when the hotkey A is pressed on the Point Of Sale, gives users access to Notes, SMS, and Audit Logs.

Activity Tab

Creating Notes

Once in the Activity tab, use the text box provided to write notes and then click Add Note to create. Notes appear in the space below with the most recent first. Notes are editable by clicking the pencil right of each note. 

Create Notes

How to create SMS

To create an SMS, click the SMS tab at the top of the Activity tab, and use the tab down menu to select the desired contact. To create a new contact, click Add New Contact and enter the name, as well as their phone number, along with any message before clicking Send SMS.

SMS from Activity Tab

How to access Audit Logs

To access, click the Audit Logs button at the top of the Activity tab. The logs page for the invoice will populate in a new page and will include the users, messages and timestamps of all actions made in the sale order. Users include the Flyntlok System as well as each person altering the sales order. Messages will include created, changes, processes, calculations, invoice information, quantities, and more. These log entries are ordered most recent timestamp to latest.    

Audit Logs

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