Check out the latest updates to the Flyntlok Equipment Dealer Management System.

Work Order Updates

Work Order Machine Assignment

In the past, only one machine was allowed per work order. This worked great until a customer dropped off a chain saw, pole saw, and weed wacker. Now you can add multiple machines to a work order. To do this, click "Multiple" on the work order creation screen. Then add machines to each job.

 

Then, you will be able to add a machine to each individual job.

Clocked in list

Click the Info Tab to see a list of people that are clocked into a work order.

 

Technician Notes

The customer will not see any notes that are added in the "Notes" section.  However, after the notes have been reviewed, you can add them to the correction section by clicking the "Add to Corrections" button.

Work Order Sections Stay Closed

When you minimize a section on the info tab of the work order page, it will remain closed until you open it again.

Parts Transfers

Parts invoices can be transferred between jobs. The jobs can even be on different work orders. Click the transfer button on the management tab to preform transfers.

Work Order Permissions

Certain work order actions only need to be available to select users.  Below is a list of actions that can be limited. The limits can be set on the Authorized Users tab by your company Flyntlok administrator.

Add Job

Change Status

Revert To Estimate

Delete Job Note

Edit Labor Line

Edit General Fields

Create WO From Estimate

Add Files to Jobs


Check In

Delete Job

Edit Job Billing Style

Edit Job Labor Type

Edit Machine Fields

Send Customer SMS

Add Forms to Jobs

Check Out

Remove File From Job

Edit Job Category

Change Job Machine

Mark Job Complete

Start Paccar Warranty Claim

Add Labor Lines to Jobs

Clock Into Job

Remove Form From Job

Edit Cause

Edit Job Name

Mark Job Incomplete

Transfer Job Between WO's

Add Parts Invoices to Jobs

Clock Out Of Job

Delete Labor Lines

Edit Complaint

Change Job Technicians

Create Partial Invoice

Update Customer & Contacts

Add Recommended Jobs

Create Template From Job

Delete Text Expansion

Edit Correction

Edit Job Type

Post Comment

Delete File From WO

Cancel Work Order

Create Text Expansion

Add Job Note

Edit Job Estimate

Edit Customer Fields

Reorder Jobs

Delete Form From WO

Setting Permission Access

New Rental System Updates

If you are interested in upgrading to the new rental system, please reach out to consulting@flyntlok.com.

Rental Contract E-Signing

From a rental contract, select "Request Signature" from the actions dropdown.

Then input the customers' email on the pop-up.

The customer will receive an email prompting them to e-sign the contract.

Then, the customer can sign the contract.

 

Rental Kits

Beta users can configure Kits from the Models page. To create a Kit from scratch, first, create a Model. Then edit the model and scroll down to the recommended items section.

 

Remember, only items that are marked rentable will show in the searcher.

Delivery And Pickup Information

If you leave the box blank, the rental delivery fee will show TBD instead of $0.  This allows you to bill the customer after the delivery has occurred.  In this case, we recommend having your rates listed in the terms of the contract.

Associated Salespeople

You can now associate more than one salesperson to a Customer. This can be helpful if a customer has a salesperson and a PSSR.

Flyntlok Surveys

You can now see the last time a customer was surveyed on the customer's dashboard.

Vendor Searching

We have updated vendor searching from the search bar. It should be faster and show better results than before!

 

Last Release Notes

August 11th, 2021 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!

Check out the latest updates to the Flyntlok Equipment Dealer Management System.

Allocation on Receipt

When stock orders are received, Flyntlok will help find where they will be used best. If you have outstanding special orders for the same part; you will be able to move the stock order part onto the special order from the receiving pop-up.

Required Drivers License Information

Flyntlok now automatically checks to see if your rental customers' licensing is up to date. You can continue with the rental on a case-by-case basis.

 

To implement this check at your business go to the Wrench->Flyntlok->Flyntlok Details. Then under the rental section make sure "Require Valid License for Machine Checkout"  is selected.

Duplicate Item Warning

Flyntlok now displays a warning if you add a duplicate item to a sales order. Choose to either combine the item with an existing line item or create a new line item.

Updated End Of Day Report

We expanded the End of Day report to further break down the data. We Added 2 columns in the parts sold section:

Don't receive this report? Reach out to consulting@flyntlok.com to get it set up.

Fleet Price Verification(PACCAR)

Flyntlok will now verify fleet pricing on work orders. Add the customer's fleet number during work order creation or from the edit screen to take advantage of any discounts. We are continuing to further automate this process.

Change Discount

When a customer is changed on an existing sales order, any discounts will be recalculated. This will ensure every customer is charged the correct amount.

ERP Voucher Inspection Fix

When inspecting parts on ERP vouchers the below error would occur. This has been fixed on all vouchers created after 6/30/2021.

Voucher Lock on Close

After a Voucher has been closed it will be "locked down". Users will not be able to add or delete attachments, edit attachment values, or make changes to fees and credits. We remove the buttons altogether, see below!

Rental Duration Default

Flyntlok will assume you are inputting days when a number is typed into the rental duration text box. You can still use "w" after a number to set weeks and "m" to set months.

Rental Contract Default Salesperson

Flyntlok had been setting the default salesperson to the first person shown in the dropdown; which is ordered alphabetically. The default first salesperson will now automatically be set to the user that is signed in.

Sales Order Beta Contact Email Fetching

The beta work order dashboard was not filling the Recipient(s) dropdown with customer emails. Flyntlok will automatically fetch emails associated with the company listed on a sales order. The system will then show the emails in the Recipient(s) dropdown on the "Email Report" page. This will make it faster to email quotes and receipts to customers.

 

Last Release Notes

June 23th, 2021 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!

Printable Link: QOH Cheat Sheet

 

Make sure you turn on landscape print!








Printable Link: PO vs. RO QOH Cheat Sheet

 

Make sure you turn on landscape print!

 










Printable Link: Work Order Status Cheat Sheet

 

Make sure you turn on landscape print!

 

Release Notes 2020 Q4


December 16th, 2020

New 🆕

Quick Item Transfers

You now have the ability to transfer an item directly from a sales order! Previously, this could only be done from the item dashboard. After adding an item to the sales order that needs to be transferred to your location, you will see a truck icon next to the QOH of the item.

![Flyntlok Equipment Dealer Management Software - transfer](img/transfer_button.png)

Clicking this will bring up the transfer information box. In this form, fill out how much, from where, your comments, your preferred shipping method (for the transfer) and whether or not this should be drop-shipped to the customer. This will initiate queue up a request to transfer the item to your location.
![Flyntlok Equipment Dealer Management Software - transfer](img/transfer_swal.png)

!!! tip "Quick Transfer"
The quick transfer button will move your inventory instantly from one location to the next. This means upon clicking this button the QOH is immediately removed from the source location and moved to the destination location (your invoice location). This by-passes all the current transfer workflows in place, but will still create a record of the transfer.

QuickBooks Online Customer Information *BETA*

Flyntlok will now keep your customer data from QuickBooks Online up to date in real time with Flyntlok. This ensures that things like the customers balance due stay in sync between the two systems with less clicks, and less human intervention.

!!! Tip "Loading QuickBooks Customer Data"
You can still sync the two systems by heading to the Wrench -> Accounting -> QuickBooks online and clicking the `Load Customers` button, but with this update, you really shouldn't have to do that ever again!

!!! danger ""
This is a beta feature. We will be monitoring its status over the next few weeks. We will be expanding on it during this time frame as well to incorporate all of the data between the two systems. Less clicks!

Enhancements 💪

Auto-Generating Work Orders

When an Equipment Condition Report is attached and completed on a work order, we will now generate a segmented work order for the needed repairs.

1. After adding an ECR in the Associated Forms section, selecting it will allow you to edit the form.
![Flyntlok Equipment Dealer Management Software - ECR](img/ECR.png)
2. Selecting **No, requires fix** will prompt the system to generate a work order for the repairs.
![Flyntlok Equipment Dealer Management Software - ECR](img/require_fix.png)
3. When all appropriate fields are filled out on the ECR, next to the form number, you will click the *Save* button and then the *Go to Work Order* button.
![Flyntlok Equipment Dealer Management Software - ECR](img/ECR_buttons.png)
4. The auto generated work order will be created after the machine is checked out from the work order.
5. On the new work order, for everything that was marked as needing a fix, there will be a job for that repair.

![Flyntlok Equipment Dealer Management Software - ECR](img/repair_jobs.png)

!!! danger ""
None of the jobs that are auto generated will have a labor type set. Be sure to set this before clocking into the job.

!!! tip "Rental Check Ins"
A reminder that Flyntlok can auto generate work orders when a rental unit is checked in. The work order will already have an ECR form attached. This allows for rental units to be checked in, have their condition reviewed, and then a work order generated for any repairs needed. We can also create new condition options on the ECR that will create a work order for the customer of the rental if you choose to bill them for repairs. Please reach out to Flyntlok to get this configured!

Issues Resolved 🐛

Payment Options on Internal Customers

We have removed alternate payment options when a customer type is internal. You can only use the Flyntlok generated payment in this case.


December 9th, 2020

New 🆕

Internal Work Order Document *BETA*

We have added an internal cost report for work orders. This report will break out your labor cost, parts cost, and labor entries by job.

![Flyntlok Equipment Dealer Management Software - labor](img/labor_lines.png)

With this data, we can also show you your profit, margin, estimated hours, and actual hours per job.

![Flyntlok Equipment Dealer Management Software - Cost](img/WO_cost.png)

If the work order is not in an Invoiced Status, you will go to the Actions drop-down and select Print Internal to access the report.

![Flyntlok Equipment Dealer Management Software - print](img/print_internal.png)

If the work order is in Invoiced status, there will be a red Internal button next to the Print and Email buttons, where you can access the report.

![Flyntlok Equipment Dealer Management Software - internal](img/internal_button.png)

!!! note ""
This document is currently in beta. Any feedback on layout or data would be greatly appreciated to help utilize this report!

!!! danger ""
The internal document only works for segmented work orders. You cannot view this report on simple work orders.

Quote Expiration Notifications

We now send notifications when a quote is set to expire. You will receive notifications when the quote is 7 days from expiring, 3 days from expiring, and the day of expiration. You will see a green notification that shows in the lower right of your screen.

![Flyntlok Equipment Dealer Management Software - noty](img/noty.png)

And you will get a red banner on your dashboard.

![Flyntlok Equipment Dealer Management Software - expiration](img/quote_expiration.png)

When a quote hits the expiration date, we will now mark it as expired with a message indicating that it was rejected due to expiration.

Enhancements 💪

Auto-Generating Work Orders

We made a few enhancements to the auto-generating DMS work order feature.

1. When setting the location on the work order, we will first check the default manufacturing location of the item, then the default manufacturing location set in the Flyntlok Settings page, and if neither of those are set we will set the location based on the sales order location.
2. The end date of the work order will now reflect the date that is set in the *Due Date* field on the sales order.
3. The description of the item on the sales order will be copied into the work requested section of the work order. This allows for that description to be set per sales order for custom work requests.

![Flyntlok Equipment Dealer Management Software - WOs](img/auto-genWO1-3.png)

4. The origin of the work order will be noted.
5. The public message on the sales order is set as a note on the work order.
6. The customer PO on the sales order is noted on the work order as well.

![Flyntlok Equipment Dealer Management Software - WOs](img/auto-genWO4-6.png)

Work Order PDF

On the work order PDF, we will now show the tag number and work station that have been assigned. We also removed the date that is associated with the hours and miles on the machine.

![Flyntlok Equipment Dealer Management Software - fields](img/tagWS.png)


December 2nd, 2020

New 🆕

Variance Journal Entries

From a variance report for a physical inventory sprint, you can create a journal entry for those item variances. When you are on a variance report, you will see a button in the upper right that will create the journal entry.

![Flyntlok Equipment Dealer Management Software - variance](img/variance_button.png)

This journal entry will contain a debit and credit for every item that had a variance. An increase will result in a debit to the asset account for that item, while a decrease will result in a credit to the asset account of the item.

We will automatically assign the correct asset and expense accounts. We will first look for the part's asset account, and if that isn't set, we will use the vendor's asset account for that item. For the expense account, we allow you to select an expense account to be used in the Flyntlok Details admin editor.

!!! note ""
Go to the wrench in the upper right -> Flyntlok -> Flyntlok Details. You can find the Inventory Variance Expense Account field towards the bottom of the accounting section.
![Flyntlok Equipment Dealer Management Software - variance](img/variance_exp_acct.png)

If that default expense account is not set, we will first look for the parts expense account, and if that is not, set we will use the vendor's expense account of that part.

!!! warning ""
We do not restrict the creation of multiple journal entries for one sprint.

Payment Type Combinations

Flyntlok now supports adding an account payment type with any other type of payment! To use this feature you will need to add an Item Reference to your payment types that is different from the account payment type item reference. This item reference is a QuickBooks item that will be used to create the invoice in QuickBooks with the payment line.

You can edit your payment types by going to the admin editors, hovering over Point of Sale, and selecting Invoice Payment Types.

Annual Labor Rate Evaluation

We have added a field to your labor types that indicates if a labor type is active. This allows you to keep old labor types at their rates and cost so that they can still be accurately reported on. When doing a labor rate or cost change, you will need to create a duplicate of the labor type, adjust the cost and rate of that new labor line, then mark the old one as inactive. We will then remove that inactive labor type from being shown when selecting a labor type to clock into.

![Flyntlok Equipment Dealer Management Software - active](img/active_column.png)

Enhancements 💪

Volvo Integration

You can now review order confirmation and shipment information directly in Flyntlok. This data was previously only available on the Volvo Parts Online Portal. By line, you can review where the part is coming from, and get information such as the carrier and tracking number. This data is updated real-time from Volvo.

![Flyntlok Equipment Dealer Management Software - volvo](img/VolvoPhase2.png)

Internal Parts Order Quotes

We now exclude quote status internal parts orders from showing on work order PDFs. Internal parts orders must at least be in draft status for them to be seen on the PDF.

Tag and Work Station Editing

When you go to edit a work order, you can now add, change, or remove tags and work stations.

![Flyntlok Equipment Dealer Management Software - work order](img/edit_station.png)


November 18th, 2020

New 🆕

Quotes

Our quote system has been revamped to allow tracking of quote conversions and their reasoning. Through this we will be able to report on how many of your quotes are accepted vs rejected and your valuation of open quotes.

When you are on a quote, in the Payment tab you will now see three new options:

![Flyntlok Equipment Dealer Management Software - quote](img/quote_options.png)

- Modify Quote: This will allow you to turn the quote back into a draft sales order and make changes.

- Reject: If a customer rejects the quote, clicking *Reject* will mark the current date as the date of rejection, and we will give you the option to categorize and explain the reason for the rejection.

- Accept: When the customer accepts the quote, selecting *Accept* will mark the current date as the date of acceptance and you will have the option to attribute that sale to a category.

!!! warning ""
When you turn a sales order into a quote, you can set the date of expiration. When this date is reached, we will mark the quote as expired.

![Flyntlok Equipment Dealer Management Software - quote](img/quote_accept.gif)

!!! warning ""
When a quote is accepted, you will not be able to turn it back into a quote.

![Flyntlok Equipment Dealer Management Software - quote](img/rejection.png)

!!! warning ""
When a quote is rejected, it cannot be reopened.

Quote Reporting

We have created a few dashboard grids that report on the quote conversion statistics. These dashboards WILL NOT have legacy data. They will only contain quote data that is created from today and on.

!!! info ""
If you have current pending quotes, turn them into a draft sales order, then turn them back into a quote to start the conversion tracking.

![Flyntlok Equipment Dealer Management Software - quote](img/quote_reports.png)

We will have more reports in the future, and are open to any requests of reports that would be valuable to you or your company! The current options are:

- My Quote Stats YTD: Your quotes' valuations, broken out by month and quote status.

- My Quotes Expiring: Your quotes that are expiring within a week.

- My Quote Conversion: Your quotes' acceptance and rejected amounts.

- Company Quote Conversion: Quote acceptance and rejection by store location.

- Quotes by Sales Person: Quote counts by salesperson. (Note: This will only show users who are set to be Sales for their user type. This is set in the Users admin editor.)

!!! warning ""
You will need to talk to your management team to help get your dashboard configured if you are interested in the reports.

!!! Note ""
All the dashboard grids are YTD(Year To Date) information except for My Quotes Expiring.

Enhancements 💪

Credit Card Fees

When you charge a CC fee, we now link that fee to the CC charge that it is associated with. If the CC charge z-out is approved, the fee will move with that charge to approved, likewise, when it is disapproved, the fee will be marked as disapproved. This allows for you to remove CC fees from being queued up to post to QuickBooks until you approve the CC charge.


November 11th, 2020

Happy Veterans Day

From all of us at Flyntlok, to all the veterans out there… we salute you! Thank you for your service and sacrifice!

Upcoming 🔮

Quote System

We are in the process of creating a new way to track quote conversions and save old versions of quotes within Flyntlok. This will include the ability to accept, reject, and modify quotes. When modifying a quote, we will take a snapshot of that quote before it is modified so that you can see what changed and potentially what made the deal! This week we are releasing a few smaller features of the new quote system to start tracking quote success and rejection rates. You can read more about this week's quote features below.

New 🆕

Quotes

We've revamped our quoting system to now track when a sales order is converted to a quote, and when that quote is accepted or rejected. When a quote is rejected, we give the salesman the opportunity to explain why the quote was rejected. Rejected quotes will show on your wins/losses report as a loss.

!!! info ""
The wins/loss report should be located under the Company tab on your left-hand nav. If you have difficulties finding or adding that menu, please reach out to Flyntlok!

![Flyntlok Equipment Dealer Management Software - quote](img/reject_quote.png)

- Category: This will help to categorize the reasons for a quote rejection.

- Lost To: You can name who the customer went with if there was competing sale.

- Reason: Here the salesman can add more relevant information as to why the customer rejected the quote.

When a quote is converted to a sales order, we mark that date as the successful quote conversion date.

Customer Credit

You now have the ability to take overpaid amounts on sales orders and apply that amount to the customer's deposit. Instead of issuing a return transaction for the excess amount, you can select the Customer Credit payment option on the sales order to put that amount into the customer's deposit. As with regular deposit transactions, that amount will not show on the customer's dashboard until that payment line is approved and posted by your accounting department.

![Flyntlok Equipment Dealer Management Software - Credit](img/cust_cred.png)

!!! warning ""
This will only work for customers that do not have an account.

Enhancements 💪

Reversing Physical Inventory

After marking a physical inventory plan as complete, you now have the ability to reverse that plan to make any necessary changes.

![Flyntlok Equipment Dealer Management Software - Labor](img/reverse_plan.png)

Inventory Lockdowns

We have added more to the transaction lockdown feature when doing an inventory count. Previously, you could only prevent the *order* button from being clicked on the sales order. Now, you can also prevent parts from being received/returned on POs, inter-store transfers from being executed, and ERP work orders from being graded. If the lockdown is active, and there is an active plan being executed, the system will only lockdown for the location with the active plan. This allows for the rest of your company to continue working.

![Flyntlok Equipment Dealer Management Software - Labor](img/lockdown.png)

We recommend the lockdown to prevent transactions from happening while you are counting parts. If you don't lockdown, and transactions are created, it has the potential to negatively affect your reported QOH.

!!! info ""
To activate the lockdown, head to the admin editors->Flyntlok->Flyntlok Details. At the bottom of the accounting, section will be a check box called Lock Inventory During Counts.


November 4th, 2020

New 🆕

Labor History Report

The new Labor History report will give you a breakdown of your DMS work order clocked time vs billable time for the month. We give a summary at the top of the report that shows the hours by location with rates and costs of those hours.

![Flyntlok Equipment Dealer Management Software - Labor](img/labor_history.png)

You can schedule this report by going to the Report Scheduler within the Flyntlok admin editor.

![Flyntlok Equipment Dealer Management Software - Labor](img/report_scheduler.png)

DMS Work Order Item Type

We have added a new item type field that, when assigned to an item, will create a simple DMS work order to create the item. This can be used for selling predefined services like flat-rate service work, or for custom work with a set quoted price.

!!! tip "To utilize this feature, follow these quick and easy steps"
1. We have pre-generated a new item type for you called "Work Order Generator". (You can modify this on the item types editor)
2. Create a new item in Flyntlok. While filling out this form, ensure you set the item type to "Work Order Generator".
3. You will need to set the proper income, asset, and expense accounts on this item for recording purposes, but it is not required to test out the feature.
4. After creation of the item, create a new sales order and sell this item.
5. Once you have clicked order on the sale, a new DMS Work Order will have been auto-generated for you.

Upon closing this work order, we will update the cost of the item on the sale to be the sum of the parts costs on the work order. We will also update the MSRP of the item on the sale to the sum of the list price of the parts used on the work order. This is to give you an idea of how close you were to your set price for this work.

Enhancements 💪

MRP Work Order Costs

We have amped up the reporting of costs on MRP work orders. You will see more fields that report on costs within the details tab of work orders. Many of the new labor cost calculations will depend on the labor time and labor type being set on a per-item basis. (The labor time was released last week, check out the information below!)

??? info "MRP Labor Averages"
If you are an MRP customer, when editing an item, you will now see averages under the Labor Time input. These averages will show actual and billable times of the 10 most recent closed work orders for that item.

![Flyntlok Equipment Dealer Management Software - avg](img/avg_times.png)

Just above the Labor Time field is the Labor Type field. This field will allow you to select one of your current labor types as a default for this item. The cost of the labor type selected and the labor time that is input will be used to find estimated labor times and cost or sub labor times and costs on work orders.

![Flyntlok Equipment Dealer Management Software - avg](img/labortype.png)

Here is an explanation of all the cost fields and how they are calculated:

![Flyntlok Equipment Dealer Management Software - MRP](img/ERP_costing.png)

- Expected Parts Cost: This will be the current cost of the item being built multiplied by the quantity being built.

- Actual Parts Cost: This is the cost of all the items on the BOM being multiplied by their needed quantity and summed together.

!!! warning ""
Your expected part cost should equal the actual parts cost. This will help to accurately reflect the cost of that item.

- Expected Labor Cost: We calculate this by taking what is set in the *Item Labor* field for the item being built, multiply it by the quantity being built, and then multiply it by the cost of the labor type that is set for that item.

- Actual Labor Cost: This will be the billable time that is set on the work order, multiplied by the labor types' cost that is used to record the billable time.

- Sublabor Cost: Using the labor time and labor type that are set for all item's on the BOM, we multiply the quantity needed of the item by the set labor time, and then multiply that result by the cost of the labor type.

- Misc.Cost: A miscellaneous cost can be set by item. This cost will include anything that is not a labor cost or subpart cost when building or purchasing the item. This will field will take the miscellaneous cost of the item being built and multiply it by the quantity being built.

- Subparts Misc. Costs: This will take all item's on the BOM, multiply the needed quantity to build by the amount set for Misc. cost of that item, and sum this result from all the items.

- Total Costs: This will sum subparts, sub labor, labor, and all miscellaneous costs to show how much this or these items cost to build.

- Expected Labor Time: This will be the time that is set in the *Labor Time* field of the item, multiplied by the quantity being built.

- Actual Labor Time: This will be the time that is clocked in on the work order.

- Sublabor Time: This will be the labor time that is set on each item of the BOM, multiplied by the quantity of that item needed to build.

Along with the new reporting, you can now update the cost and labor time of an item when the final grade is submitted.

![Flyntlok Equipment Dealer Management Software - MRP](img/cost_updates.png)

When the final grader goes to sign off on the work order, they will get two comparisons.

- Unit Cost: will show what is currently set as the cost (Expected) vs what the subparts cost is per item (Actual).

- Unit Labor: will show what is currently set in the item labor field for the item (Expected) vs how much time was clocked on the work order per item (Actual).

Below both comparisons are checkboxes that default to not checked. Checking these will update their respective field for the item being built. If the work order is linked to a sales order, we will go out and update the cost of that item on the sales order.

Electronic PO Notifications

We have added notifications when submitting electronic POs. We find this necessary on a few of the integrations we currently have as they do not provide an immediate response to the PO. Starting with our Volvo integration, when you submit a PO, you can expect a notification to come via the lower right pop-up and blue banners on your dashboard. You no longer should have to wait on the PO and constantly refresh the page hoping for a response from the vendor.

Upcoming 🔮

Keyed-In Card Transactions

Just a reminder that we are still in the process of migrating over Flyntlok customers to the new Gravity portal. A Flyntlok consultant will reach out to you when we are ready to migrate your company onto the new keyed-in transactions system. If you have any questions, please reach out to Flyntlok if you have any questions!

![Flyntlok Equipment Dealer Management Software - Gravity](img/gravity_cc.png)


October 28th, 2020

New 🆕

Work Order Scheduler

We have released a new feature that allows you to create, edit, view, and schedule work orders on a calendar page at the week- and month-level. You can also filter by five separate criteria to find the exact set of work orders you're looking for.

![Flyntlok Equipment Dealer Management Software - scheduler](img/WO_scheduler.png)

Dragging and dropping is enabled, allowing work orders be moved around freely. This makes scheduling much quicker and more efficient.

![Flyntlok Equipment Dealer Management Software - scheduler](img/WO_drag.gif)

To get to the work order scheduler, go to the *Service Overview* tab and select *Work Order Scheduler*.

!!! note ""
Please check out document to learn more about this feature!

[***Work Order Scheduler***](https://flyntlok.com/documentation/WO_Scheduler/)

!!! attention ""
This feature is being released in beta. Please let us know any issues you run into. Feedback is always welcome!

Enhancements 💪

Point of Sale Lockout

We have added the ability to lockout all sales order from moving out of draft status when your company is performing an inventory count. This will prevent the *Order* button from being clicked. If you would like this enabled when performing your count, please reach out to Flyntlok!

Variance Report PDF

You now have the ability to make a PDF version of your variance reports for inventory counts. When you are on a variance reports page, click the pdf icon in the upper right!

![Flyntlok Equipment Dealer Management Software - pdf](img/variance_pdf.png)

Inventory Count Plan PDF

We've added the ability to print PDFs of inventory plans. This allows you to print the plan, take the count, and log the adjustments later if you are not able to take the inventory count on a mobile device. You can find the link to print the PDF on the *Physical Inventory Sprints and Plans* report, next to the plan's name.

![Flyntlok Equipment Dealer Management Software - pdf](img/plan_print.png)

Journal Entry Copying

We now allow you to duplicate journal entries.

![Flyntlok Equipment Dealer Management Software - avg](img/duplicate_JE.gif)

Copying a journal entry will retain all data except for the journal date, journal number, and any attachments.

MRP Labor Averages

If you are an MRP customer, when editing an item, you will now see averages under the Labor Time input. These averages will show actual and billable times of the 10 most recent closed work orders for that item.

![Flyntlok Equipment Dealer Management Software - avg](img/avg_times.png)

!!! attention ""
In the near future, we will use this field to estimate your sub-labor costs per work order.

Issues Resolved 🐛

Comments on Pending Actions

Now, when you add a comment to a pending action, that comment will be added for all associated actions as well.


October 21st, 2020

New 🆕

Inventory Sprints

We have added a new feature that will make doing your monthly, quarterly, or yearly inventory counts a breeze! This feature gives you the ability to create what we call an inventory sprint. Within a sprint, you can:

- Create plans that can have specific bins or ranges of bins assigned to them.
- Assign an employee to execute a plan.
- Set a date that the plan is due by.

![Flyntlok Equipment Dealer Management Software - rangedrag](img/bin_drag_range.gif)

Along with this, we have created reports that will show you how much inventory has been adjusted and how your inventory valuations have changed.

!!! note "None of the adjustments will affect inventory until all the plans have been marked complete and the sprint is marked complete"

We prioritized making this feature mobile friendly to give employees the opportunity to carry a smart phone or tablet through the warehouse and execute the counts.

![Flyntlok Equipment Dealer Management Software - phonegif](img/phone_count.gif)

!!! danger ""
We have a guide on creating, executing, and closing out these inventory sprints.

[**Inventory Sprints Guide**](https://flyntlok.com/documentation/IS/)

Enhancements 💪

Keyed-In Credit Card Transactions Upgrade

Flyntlok has been working in the background with Gravity Payments (previously referred to as Charge It Pro) to upgrade keyed-in credit card transactions to the newest and most secure platform provided. If you are currently utilizing Gravity as your payment processor, a Flyntlok consultant will be reaching out to you within the next two months when you are slated to upgrade.

!!! primary ""
[**Keyed-In Credit Transactions Upgrade**](https://flyntlok.com/documentation/GravityUpdate2020/)

Searching for Splits

Now when using the S? search action, you can search for split sales orders.

![Flyntlok Equipment Dealer Management Software - "split"](img/split_search.png)

Vendor Part Sourcing Date Range

From the vendor dashboard, you can now access a date range report for the vendor's part order sourcing. This will show you the selling price of items from this vendor that are sold over the counter and on a work order between the dates that you input.

![Flyntlok Equipment Dealer Management Software - "vendor"](img/view_more.png)


October 14th, 2020

Enhancements 💪

Labels

We have revamped the old labels and added new ones! All of these labels now contain QR codes. When you scan the QR code with a smartphone camera, you will get a notification that will take you to the entity that the label was printed for. There are five different locations that these labels can be found:

1. On the item dashboard, under the actions drop-down, there is a Print Label option. This label will contain the item number, bin location, vendor, and list price, along with a QR code that takes you to the item's dashboard.

![Flyntlok Equipment Dealer Management Software - "label"](img/item_label.png)

2. On the item purchase order, the far-right column has a printer icon that, when clicked, will generate a label. This label will contain the PO number, item number, quantity received, and if the item is a special order, you will see the sales order number and customer. The QR code on this label will take you to the purchase order when scanned.

![Flyntlok Equipment Dealer Management Software - "label"](img/ItemLabelPO.png)

3. From a sales order, there is a new barcode icon in the upper right that will generate a sales order label. This label will contain the sales order number, customer PO, ready date of the sales order or the date that the label was printed, customer of the sales order, and the selected contact information or the contact information for the customer. The QR code here will take you to the sales order.

![Flyntlok Equipment Dealer Management Software - "label"](img/SO_label.png)

4. From a DMS work order, in the Actions dropdown, the bottom option of the *Informational* section is Print Label. This will print a label for the work order that will have the work order number, machine, customer, and contact info for the customer. This QR code will take you to the work order.

![Flyntlok Equipment Dealer Management Software - "label"](img/WO_label.png)

5. From an ERP work order, in the Actions dropdown, the second to last option is Print Label. This will print a label for the work order that will have the work order number, item, department, priority, due date, quantity, and reference if it is linked to a sales order. This QR code will take you to the work order.

![Flyntlok Equipment Dealer Management Software - "label"](img/ERPLabel.png)

Vendor Account Number

When you print a purchase order, if there is an account number associated with that vendor, it will show in the Vendor box of the purchase order pdf.

Strategic Sourcing

On the strategic sourcing report, we have updated it to follow our rules of only being able to set metric override or metric override date when the other is also being set or is already set. We have also added the ability to update the metric override type on this report!

??? info "What is the strategic sourcing report?"
Strategic Sourcing is used as a quick view for vendor stock orders. At the top of the page, you can select a location and vendor that you want to pull the stock order report for. This makes it easier for viewing multiple different vendors' suggested stock orders instead of creating draft stock orders for each vendor. We also allow you to update an item's reorder point, metric override, metric override date, and metric override type from the report. Strategic Sourcing will be located under the purchasing tab on your left nav. If you don't see the report there, please reach out to Flyntlok to get it added!


October 7th, 2020

New 🆕

Received Items

On the vendor dashboard, we have added a link to a report that lets you view all items that were received for the vendor between a specified date range. The link is located at the top of the Most Recent Purchase Orders box, next to the View All option.

![Flyntlok Equipment Dealer Management Software - "Vendor"](img/Vendor_Received.png)

MRP PO Links on WO

We have added a hotlink for purchase orders on manufacturing work orders. This link will take you directly to the Flyntlok purchase order that is input.

![Flyntlok Equipment Dealer Management Software - "Link"](img/PO_Link.png)

Enhancements 💪

Sold/Used 180

On vendor purchase order drafts, we have added sold 180 and sold 180i columns.

!!! warning ""
- Sold 180: This will be the quantity of the item sold in the last 180 days.
- Sold 180i: This will be the total number of sales documents that the item was sold on in the last 180 days.

![Flyntlok Equipment Dealer Management Software - "180"](img/sold_180.png)

Warranty Customer Machine Searching

When a warranty type customer is set as the customer on a sales order, the machine search field will now search through all machines associated with your company.

![Flyntlok Equipment Dealer Management Software - "warranty"](img/Machine_Warranty_Search.png)

Standard and Tax-Exempt Customer Machine Searching

When a standard or tax-exempt customer is set as the customer on a sales order, the machine searcher will now search through machines owned by the customer and machines that are part of the company's machine inventory.

Account Numbers on Vendor Edit

When editing a vendor, you can now search for revenue, asset, and expense accounts by account number and view the number of each account.

![Flyntlok Equipment Dealer Management Software - "vendor"](img/Vendor_Numbers.png)

Septemeber 30th, 2020

New 🆕

Weekly Sales Report

We have revamped the weekly sales report that is sent out on Saturdays. This report recaps the past week for your salespeople and provides them with data on their weekly sales, top 10 customers, machine sales for the week, reservations, work orders, and more! If you're interested in seeing the report and getting it sent to your salespeople, please contact Flyntlok.

Flyntlok Equipment Dealer Management Software - "Sales"

Escalated Issue Emailing

We recognize that sometimes its tough for the help desk to communicate to users that don't spend a lot of time in the application (looking at you Management & Accountants). Email notifications will now be sent out to users when an issue gets assined to them and the status gets updated to EscalatedOnHoldAccountingHold, or ManagementHold.

Flyntlok Equipment Dealer Management Software - "Support"

New Tag Field

You can now add a tag number when creating a work order Please submit an issue if you need this added to any reports!

We are working on adding this to the work order editor still

Flyntlok Equipment Dealer Management Software - "tags"

Effective Labor Rate and Cost

We have enhanced the Service Dashboard (Management -> Service) by adding some metrics around your labor rates. You can view your utilization, effective billable cost, and effective billable rate.

What is the effective rate?

The effective rate is the (billable hours X rate) / clocked hours.

What is the utilization rate?

The utilization rate is the billable hours / clocked hours.

This data comes from time entries on DMS Work Orders and the work labor types you have configured.

Enhancements 💪

Bulk Data Exports

We have relocated the button for doing bulk exports. It is now next to all the other buttons on reports. Previously, there was a button that said download dump.

Flyntlok Equipment Dealer Management Software - "Big Dumps"

What is the difference between bulk exports and regular exports?

Regular exports will only export the data you have on your screen. When you see a bulk export, it is often the full data set for whatever entity you are looking at. For example, if you head to the customers (all) report, you will see the button to do a bulk export. This will include the entire dataset Flyntlok houses for customers.

Vendor Volumes

We have added a View More option to the Volume section on the vendor dashboard. This report can be used to look at a specific vendor's volume between a set date range.

Flyntlok Equipment Dealer Management Software - "Volume"

Reports

Most reports in Flyntlok have been adjusted to fit data to the screen better and prevent unreadable crammed columns. Some things you may notice:

  1. Columns will auto adjust their width to properly fit all data in a column to the screen.
    • Please note that the columns will continue to adjust as you scroll down the report.
  2. If there is not a color scheme on the report, we have added alternating line colors to help keep track of the row that you are trying to follow.
  3. The last thing to keep an eye out for, if you have a smaller screen size or there is a large number of columns on the report, you will be able to scroll horizontally through the report.

Upcoming 🔮

Work Order Scheduler

We have created a highly requested feature to schedule work orders. Soon, you will be able to view your work orders on a calendar where you can plan, filter, and edit them! Stay tuned for the release date!

Flyntlok Equipment Dealer Management Software - "Scheduler"

September 23rd, 2020

Enhancements 💪

PO Location Changing

We have created a widget that allows you to change the location of an item purchase order. If you have access to the admin editors, you will go to the Flyntlok option, and then select the widgets tab. The bottom left widget will be the location changer. You will need to put the number of the PO that you want to change and the location that you want to change it to.

Flyntlok Equipment Dealer Management Software - "Change"

The PO must by in New or Ordered status to change locations.

Sales Order Signatures

When a customer provides a signature for a sales order, we now show the ledgible version of their name and the date that it was signed next to their signature on the sales order.

Flyntlok Equipment Dealer Management Software - "Signature"

Work Order Banner

When a work order is invoiced, you will see a new layout for the banner that appears on the work order.

Flyntlok Equipment Dealer Management Software - "Banner"

Machine List

At the bottom of the model information page, we will show a list of every machine that has been linked to the model. If the machine is sold, we will show the owner of that machine as well.

September 16th, 2020

Enhancements 💪

User Management

We now allow you to enable users that were previously disabled. This can be helpful if you have an employee return to your business.

Flyntlok Equipment Dealer Management Software - "Enable User"

Issues Resolved 🐛

Timecard Importing

We now let you import timesheets for employees that no longer work at your business.

Upcoming 🔮

Stock Take

We are putting together a fresh, new way to do a stock take (a.k.a. physical inventory count). Be on the lookout for this new feature in the coming weeks!


September 9th, 2020

New 🆕

Voiding Machine Purchase Order Lines

You can now void a machine on a purchase order line. This lets the purchase order continue down its lifecycle without requiring any other input about that machine. You must provide reasoning for the void. The reason provided is added to the audit log of the machine purchase order.

Flyntlok Equipment Dealer Management Software - "Void MPO Line"

This does not delete the machine from the system. That must be done manually by you.

Tip

You can still receive that machine, but you will no longer be able to use the quick editor. To edit the machine information, you must navigate to the machine dashboard and click Simple Actions -> Edit


September 2nd, 2020

Enhancements 💪

Special Order Link Warning

When a special order item is deleted from a sales order, we now show a warning on the purchase order that the part has been unlinked from its associated sales order. To fulfill these parts, the sales order will need to be reversed so the item can be pulled from QOH.

Flyntlok Equipment Dealer Management Software - unlink

Faster Item PO Posting

You may have noticed this week that posting item purchase orders is faster. We made a few optimizations earlier in the week, but will soon be releasing changes that will greatly increase the speed that item POs are posted. Be on the lookout!

MRP Work Order Quantity Change

When the quantity to build is changed on a work order, we will now reflect the updated quantity in the Ordered column on the item's dashboard.

Issues Resolved 🐛

MRP Work Order Transactions

We have resolved an issue with item transactions being created for all the items on the BOM of a work order that was edited. Now, when a work order is edited, we will only run transactions for the part being built, not for all items on the BOM.

Inventory Valuation Report

We were previously calculating the units for cost incorrectly. Cost is now calculated based on the units that the item is purchased in. Also, we fixed an issue of certain item's accounts not showing up on the report.


August 26th, 2020

Enhancements 💪

Secure

Volvo Purchase Orders

If a Volvo purchase order is rejected from Volvo, you will now receive a 'Revision Required' message. This message includes the error displayed on the purchase order page, either below the order status for document wide errors or in the comments field for errors about particular items.

We will also update the status of the purchase order to 'New', so you can re-submit.

Flyntlok Equipment Dealer Management Software - Volvo


Vendor Dashboard

We added a total row to all of the vendor widgets!

Flyntlok Equipment Dealer Management Software - Vendor


We also added a 'View More' tab to view more work orders for that vendor.

Flyntlok Equipment Dealer Management Software - Vendor


Consignment Locations

You can now search items when auditing a consignment location. This should speed up your audit process!

You can search using qty, bin, vendor, item no, description and whether or not the item has been audited.

Flyntlok Equipment Dealer Management Software - Consignment


Stock Orders

When creating a stock order from a vendor's dashboard and selecting the "Filter list down to items with an inventory history" option, we will show you items that have a metric override set even if they do not have inventory history.

Flyntlok Equipment Dealer Management Software - Stock Order


Reservations

You now have the option to reserve a machine for one day using the preset 'Day' button!

Flyntlok Equipment Dealer Management Software - Reservations


DMS Work Order

We used to make a note and a log every time a work order or work order job was edited which was causing some redundant notes on the work order report. Now, we only create a log when a work order or work order job is edited.


August 19th, 2020

Enhancements 💪

E-mail as Username

E-mail addresses can now be used as usernames for Flyntlok accounts. Current users can log in with their e-mail address or their username; however, new Flyntlok accounts created must use their e-mail address as their username.

Please reach out to Flyntlok if you are creating an account for a user who does not have an e-mail address, we can handle these on a case-by-case basis.

Flyntlok Equipment Dealer Management Software - login


Vendor Labor Rates

Labor rates can be set on a per vendor level. To set a labor rate for a vendor, go to the vendor edit page and scroll down to the 'Default Labor Type' field.

When a technician clocks-in to a work order linked to a machine, the machine's vendor labor rate will be used even if the technician has a labor type assigned to their account. Remember, the labor type can be edited when clocking-in to the work order.

Flyntlok Equipment Dealer Management Software - LaborRate


Inventory Reconciliation Report

The inventory reconciliation report will now be sent out at month-end.

This report can be scheduled using the Report Scheduler.

Flyntlok Equipment Dealer Management Software - Recon Report

Report Scheduler Refresher

Issues Resolved 🐛

Proposal Worksheet PDF

We fixed the naming convention of the proposal worksheet.

The file name will be much cleaner when saving and e-mailing.

Flyntlok Equipment Dealer Management Software - WorkSheet

We also fixed the issue with HTML leaking onto the worksheet.


Sales Order Searching

You can now find sales orders via the shipping tracking number using "S? tracking number".

Flyntlok Equipment Dealer Management Software - tracking

The tracking number must be exact!


August 12th, 2020

New 🆕

Volvo Electronic Purchase Orders

Secure

How do I submit a part purchase order to Volvo?

  1. Go to a "New" Volvo part purchase order and select "Submit to Volvo" under the "Actions" drop-down menu. Flyntlok Equipment Dealer Management Software - volvo
  2. Next, select the Order Type, Machine, Requested Ship Date, and Shipping Level. Click Submit. Flyntlok Equipment Dealer Management Software - volvo Flyntlok Equipment Dealer Management Software - volvo
  3. After submitting the purchase order to Volvo, you can see the Volvo status and document ID on the top left of the purchase order in Flyntlok. If the purchase order comes back with errors, the errors will be displayed in the PO page, either below the order status for document wide errors or in the comments field for errors about specific items. Flyntlok Equipment Dealer Management Software - volvo

Please allow 1-2 minutes for this order to be received by Volvo. After the 7 minutes, please log in to your Volvo account to review your purchase order.

You can now submit part purchase orders to Volvo! Click here for more information.


Issues Resolved 🐛

ERP Work Order Report

We fixed an issue that prevented your company's logo and address from being displayed on the ERP work order report.


HTML

We are still finding HTML in a few places around Flyntlok. We can fix these issues rather quickly, so please let us know if you notice anything.

Please submit an issue report if you notice any HTML throughout Flyntlok.

Flyntlok Equipment Dealer Management Software - HTML


Upcoming 🔮

Inventory Reconciliation Report

We are updating the inventory reconciliation report. More information on the updates will be released in the coming weeks!


August 5th, 2020

Enhancements 💪

Security Upgrades

Once again, we are continuously improving Flyntlok's security system to meet industry standards. These updates will impact every page in Flyntlok, so please let us know if you notice anything odd.

Secure

This is the last security iteration.


July 29th, 2020

Enhancements 💪

Security Upgrades

We are continuously improving Flyntlok's security system to meet industry standards. These updates will impact every page in Flyntlok, so please let us know if you notice anything odd.

Please submit an issue report if you notice any HTML throughout Flyntlok.

Flyntlok Equipment Dealer Management Software - HTML

Secure


Invoice E-mails

  1. Auto-sent invoice e-mails now show the split invoice IDs.
  2. We also provide more information in the body of the e-mail (see below).

Flyntlok Equipment Dealer Management Software - email

This only impacts invoices with an account payment.


Issues Resolved 🐛

Invoice ID Issue

We apologize for the issue some of you experienced this morning regarding the invoices that began with '999'. Thank you for your patience while we fixed the issue!


Internal Asset Report

We fixed the issues with the "sold by" section and the warranty date section on the internal asset report found on the machine dashboard.

Flyntlok Equipment Dealer Management Software - machine

Flyntlok Equipment Dealer Management Software - machine


Packing Slip

We fixed the issue with the pack slip footer being being illegible.


July 22nd, 2020

New 🆕

File Attachments

You can now attach files to issue reports!

Screenshots and images can help consultants troubleshoot issues!

Flyntlok Equipment Dealer Management Software - issue

You can also attach files to issue reports from the issue dashboard!

Flyntlok Equipment Dealer Management Software - Issue


Microsoft Edge

You can now use Microsoft Edge as a web browser when using Flyntlok.

Flyntlok Equipment Dealer Management Software - Edge


Enhancements 💪

ERP Work Orders

We updated the layout of the new erp work order creation form.

Flyntlok Equipment Dealer Management Software - erp


Multi-file Uploads

You now have the option to upload multiple files at a once from a DMS work order dashboard.

Flyntlok Equipment Dealer Management Software - uploads


Bin Locations

Item receive vouchers retain the item's bin location at the time the item is received. This means that you can reference past receive vouchers to see what their bin location was at the time the item was received even if the item's bin location has changed.

Flyntlok Equipment Dealer Management Software - Bin


Scrapping Parts

You have the option to add comments when scrapping parts.

Flyntlok Equipment Dealer Management Software - scrap

These comments will be visible on various reports throughout Flyntlok, including the "Review Transactions" report.


Stock Orders

Stock orders now include the item's metric override types (min, max, exact).

Flyntlok Equipment Dealer Management Software - reorder


Issues Resolved 🐛

Salvage Percent

We fixed an issue that prevented the machine's salvage percent field from saving.

Flyntlok Equipment Dealer Management Software - Salvage


Date Manufactured

We no longer pre-fill the machine's date manufactured field with the machine purchase order's creation date.

Flyntlok Equipment Dealer Management Software - machine


Attached Machines

If you change the location or responsibility of a parent machine, the location and responsibility of the attached machines change as well.


July 15th, 2020

Enhancements 💪

Password Policy

We've made a number of upgrades to Flyntlok's password policy:

We upgraded our password policy to align with industry standards; furthermore, stricter password requirements protect your dealership's data from unauthorized access.

Password Reset Process:

  1. First, click the 'Click Here' link next to "Forgot Your Password". Flyntlok Equipment Dealer Management Software - Reset
  2. Next, enter your Flyntlok Username and click send.
  3. Flyntlok Equipment Dealer Management Software - Reset
  4. This will send an e-mail to your e-mail account linked to your Flyntlok account that includes instructions on how to reset your password. Flyntlok Equipment Dealer Management Software - Reset
  5. Here's an example of the e-mail you will receive.Flyntlok Equipment Dealer Management Software - Reset

    Please check your Spam folder if you don't receive the e-mail within 30 seconds

  6. Lastly, you can type your new password here.Flyntlok Equipment Dealer Management Software - Reset

    Please follow the new password policy explained above


Security Upgrades

We've made substantial security upgrades to the file upload system in Flyntlok.


Sidebar Menu Editor

You now have the option to copy sidebar menu templates. You can also assign sidebar menu templates to users.

Flyntlok Equipment Dealer Management Software - menu

To access this page: 'Wrench Icon'->'Flyntlok'->'Navigation'


PDF reports

We updated the part purchase order pdf report to display a cleaner look. We also support displaying terms and conditions on a separate page!

Flyntlok Equipment Dealer Management Software - Report

We updated the Internal Asset Report (BETA), which can be accessed by clicking the green 'Management' link on the machine dashboard.

Flyntlok Equipment Dealer Management Software - Report


Issues Resolved 🐛

Epiroc Part PO

We fixed an issue that prevented part purchase orders from being sent to Epiroc.


July 8th, 2020

Enhancements 💪

Searching

You can now find sales orders via the shipping tracking number using "S? tracking number".

Flyntlok Equipment Dealer Management Software - tracking

The tracking number must be exact!


Metric Override

You can now set the metric override to Exact, Min, or Max from the item dashboard.

Flyntlok Equipment Dealer Management Software - Metric


Item Purchase Orders

If you increase the quantity to an item that is being special ordered, the increased quantity will now be included on the "Stock on Order" column when creating a stock order.

This happens when the package quantity is more than what the customer ordered as well as when you receive more of an item than was ordered.

Flyntlok Equipment Dealer Management Software - Stock

This update will impact all changes to purchase orders going forward!


Pending Actions

Flyntlok now supports adding comments to pending actions.

Flyntlok Equipment Dealer Management Software - actions

© Copyright Flyntlok, Inc. 2019 - 2021