Customers

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

Opportunity:

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

Solution:

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

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

 

Rental

Company Logo-(Ticket # FD- 798)

Opportunity:

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

Solution:

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

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

Purchasing

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

Opportunity:

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

Solution:

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

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

Opportunity:

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

Solution:

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

CRM

Lead Age-(Ticket # FD-1429)

Opportunity:

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

Solution:

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

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

Opportunity:

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

Solution:

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

               

Machines

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

Opportunity:

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

Solution:

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

Point of Sale

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

Opportunity:

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

Solution:

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

Tax

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

Opportunity:

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

Solution:

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

       

Issues Resolved This Sprint

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

Complaint:

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

Cause/Correction:

Fixed.

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

Complaint:

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

Cause/Correction:

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

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

Complaint: 

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

Cause/Correction:

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

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

Complaint: 

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

Cause/Correction:

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

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

Complaint: 

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

Cause/Correction:

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

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

Complaint: 

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

Cause/Correction:

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

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

Complaint: 

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

Cause/Correction:

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

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

Complaint: 

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

Cause/Correction:

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

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

Complaint:

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

Cause/Correction:

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

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

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

Complaint:

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

Cause/Correction:

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

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

Complaint:

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

Cause/Correction:

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

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

Complaint:

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

Cause/Correction:

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

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

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

Complaint:

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

Cause/Correction:

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

Last Release Notes

August 2nd, 2023 Release Notes

Not yet a Flyntlok Customer?

Learn More at Flyntlok Dealer Management System

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Payment Tab 

The blue Payment Tab (3), accessible at the bottom of the Point Of Sale or by pressing the hotkey 3 when on the Point Of Sale homepage, allows users to access all necessary payment options in order to complete the Sale Order. Payment options include Cash, Credit, Debit, Check, Trade-in, Text2Pay, Use Deposit, Cash on Acct, and multiple other payment methods.  The tab also allows users to create Quotes, or make Copies of the SO.

Payment Tab

How to add payment with Cash

Users can add payment with cash by clicking the cash button, or pressing C, on the Payment tab. 

  1. After clicking, a tab to add payment to sales order pops-up with cash selected as the payment method
  2. Fill the rest of the payment tab with the correct information such as the reference number, authorized user, mobile notification number, amount tendered, and amount applied to transaction
  3. Review the change due and then click apply payment or apply payment & process

Cash

Pay via Cash

How to add payment with Credit Card

Users can add payment with pre-saved Credit Cards by clicking the Credit Card button, or pressing R, on the Payment tab.

  1. After clicking, a tab to Add Payment to a Sales Order pops-up with Credit as the selected payment method
  2. Fill the rest of the payment tab with the correct information such as the reference number, authorized user, mobile notification number, customer card, option for store card, credit machine, and amount applied to transaction
  3. Check the appropriate box if there is a card fee
  4. After entering and reviewing all credit card information, press initiate payment, or initiate payment & process
  5. If the credit card needs to be manually entered, click the Key-in Card button at the bottom of the pop-up menu
  6. Once Initiate Payment is clicked, the Gravity Payments credit card portal will populate creating a card token, and credit card information will be securely stored within Gravity Payments if Store Card was selected

Credit

 

Pay via Credit

How to add payment with Keyed-in card

Users can add payment by manually entering a credit card using the Keyed-in Credit button, or by pressing K, on the Payment tab.

  1. After clicking, a tab to Add Payment to Sales Order pops-up with Keyed-in Credit as the selected payment method
  2. Fill the rest of the payment tab with the correct information such as the reference number, authorized user, mobile notification number, all credit card information, and amount applied to transaction
  3. To save the credit card information to the customer’s records, select the Store Card box
    • The customer’s credit card information can now be seen on their customer dashboard
  4. Check the appropriate box if there is a card fee
  5. If a credit card machine is used, click the use machine button
  6. After reviewing, click the initiate payment & process button
  7. Once Initiate Payment is clicked, the Gravity Payments credit card portal will populate creating a card token, and credit card information will be securely stored within Gravity Payments if Store Card was selected

Keyed-In Credit

Pay via Keyed in Credit

How to add payment with a Debit Card

Users can add payment using debit by clicking the Debit button, or by pressing D, on the Payment tab.

  1.  After clicking, a tab to Add Payment to Sales Order pops-up with debit as the payment method that is selected
  2. Fill the rest of the payment tab with the correct information such as the reference number, authorized user, mobile notification number, credit machine, and amount applied to transaction
  3. Check the appropriate box if there is a card fee
  4. After reviewing, click the initiate payment & process button

Pay via Debit

How to add payment with Check

Users can add payment using check by clicking the Check button on the Payment tab

  1. After clicking, a tab to Add Payment to Sales Order pops-up with check as the payment method that is selected
  2. Fill the rest of the payment tab with the correct information such as the reference number, authorized user, mobile notification number, and Amount Applied to Transaction
    • *NOTE* Flyntlok recommends entering the Check Number in the Reference Number field
  3. After reviewing, click the Apply Payment, or initiate payment & process button

Check

Pay via Check

How to add payment with Trade-In

Users can add payment using Trade-In by clicking the Trade-In button on the Payment tab.

  1. After clicking, a tab to Add Payment to Sales Order pops-up with Trade-In as the payment method that is selected
  2. Fill the rest of the payment tab with the correct information such as the reference number, authorized user, and mobile notification number
  3. Also, fill in the trade item information such as the Make, Model, Serial Number, Location, Acquisition Type, Date Manufactured, Previous Machine, Trade-in value(Amount applied to transaction), and Overallowance
    • Overallowance is the margin between the trade in value and the actual cost of the machine
    • The True Value, displayed in the bottom left of this tab, will take into account the Trade-in Value, as well as the Overallowance
  4. If there is a Payoff Amount on the Trade-In machine, i.g., if the customer has a lien remaining on the machine, then you can include the remaining balance owed in the Payoff Amount
    • Also, enter the name and relevant information of who the debt on that machine is owed to in the Pay To section
    • NOTE that the Payoff Amount will subtract from the value which the customer receives from trading in the machine on the Sale Order
  5. Review all amounts listed at the bottom of the Trade-In Payment tab including the Net Trade Value to Customer, the Net Machine Cost, Payoff Liability, and the Overallowance Expense
  6. After reviewing, click the Trade Machine, or Trade Machine & Process button

Trade-In

Updated Trade-In

 

How to add payment with Text2Pay

Users can add payment using Text2Pay by clicking the Text2Pay button on the Payment tab.

  1. After clicking, a tab to Add Payment to Sales Order pops-up with Text2Pay as the payment method that is selected
  2. Fill the rest of the Text2Pay with the correct information such as the reference number, authorized user, mobile notification number, and either Contact Phone Number or pre-saved customer contact
  3. After reviewing the Amount Applied to Transaction, click the Sent Text Message, or Send Text Message & Process button
  4. A text, along with the displayed message, will be sent to the customer including the option to pay using an easy-to-use process on their mobile phone

Text2Pay

Pay via Text2Pay

How to add payment with Use Deposit

Users can add payment using a deposit by clicking the Use Deposit button on the Payment tab

  1. After clicking, a tab to Add Payment to Sales Order pops-up with Use Deposit as the payment method that is selected
  2. Fill the rest of the payment tab with the correct information such as the reference number, authorized user, mobile notification number, and Amount Applied to Transaction
  3. After reviewing, click the Apply Payment, or Apply Payment & Process button

Use Deposit

 

How to add payment with Cash on Account

Users can add payment using Cash on Account by clicking the Cash on Account button on the Payment tab.

  1. After clicking, a tab to Add Payment to Sales Order pops-up with Cash on Acct as the payment method that is selected
  2. Fill the rest of the payment tab with the correct information such as the reference number, authorized user, mobile notification number, and Amount Applied to Transaction
  3. After reviewing, click the Apply Payment, or Apply Payment & Process button

Cash on Acct

Other ways to add payment

Users can add other methods of payment by clicking the Other button on the Payment tab.

  1. After clicking, a tab to Add Payment to Sales Order pops-up without a preselected payment method
  2. Use the tabdown menu below Payment Method to filter and choose the desired payment method
  3. Fill the rest of the payment tab with the correct information such as the reference number, authorized user, mobile notification number, Amount Applied to Transaction and any other prompted payment information relevant to the chosen payment method
  4. After reviewing, click the Apply Payment, or Apply Payment & Process button

Other Other payment methods include but are not limited to Outside Debit, ACH check, JD Financial, Bobcat/Doosan Financial, Sheffield, Element, JD Revolving, Vendor Credit, and Government.

Other Payment Methods

How to create a Quote

Users can create quotes by clicking the Quote button on the Payment tab.

  1. After clicking, a tab to Convert to Quote pops-up
  2. Enter the correct expiration date and click Submit
  3. After clicking Submit, the sales order will save as a quote
    • As a quote, the blue Payment (3) has changed to an Actions (3) tab and only allows limited features, such as Reprint, Modify Quote, Reject, Accept, and Copy
  4. By clicking Modify Quote, the Quote will be converted back to a Sale Order
  5. By clicking accept or reject, the quote will either convert back to an accepted SO or be marked as a rejected quote
    • NOTE that once the quote has been accepted, the Sale Order can-not be turned into a Quote again

Quote

How to Reprint a Sale Order

Users can Reprint a Sales Order they wish to Reprint by following these steps:

  1. Once when the Sale Order is in delivered status, open the Payment tab and click Reprint
  2. Once Reprint is clicked, a tab will pop-up asking to either email or print the Sale Order
  3. Click either of these two options to go to a new email or print page

Reprint

Reprint Sale Order

How to Reverse a Sale Order

Users can Reverse a Sales Order they wish to Reverse by following these steps:

  1. Once when the Sale Order is in delivered status, open the Payment tab and click Reverse
  2. Once Reverse is clicked, a notification will confirm, and the page will be redirected to the Reversed Sale Order
  3. This new Sale Order will be changed to Draft status, ready to be edited and then pushed through again

Reverse

How to create a Return

Users can create a new Return Order from the Sales Order they wish to make the Return Updated Trade-In from by following these steps:

  1. Once when the Sale Order is in delivered status, open the Payment tab and click Return
  2. Choose what percentage the restock fee, if you are wanting to charge the customer a certain percentage for the return, and press Return to confirm
  3. This will create a new return sales order, though with negative quantities, which means if inventory item, is returning to Quantity On Hand
  4. Click the X on unwanted items' item lines to delete them off of the Return Order
    • Items and machines that are being sold to the customer can also be added to this Return Order, i.g., if parts or machines are being exchanged
  5. Then, choose how to give payment to the customer in the Payment tab and then click the order button to complete the return
  6. All items and machines from the machine automatically return to inventory
    • NOTE, check returned machines to make sure that their machine dashboards display the appropriate status, i.g., Down/Available/Sold

Return

How to create a copy of a Sale Order

Users can create copies of a SO by clicking the Copy button on the Payment tab. After clicking, the page redirects to a copy of the Sale Order in a new page. 

copy

How to have a customer electronically sign an invoice?

Users can have their customers electronically sign an invoice by clicking the signature hub icon

Signature

  1. After clicking, use the search bar to look up and select the customer’s name to open the signature box 
  2. The customer can use the mouse, or other connected devices such as touch screens to sign their name
  3. Click the Page Icon in the top right to open up the external Sales Order sheet

Signature Hub

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

Text2Pay

We added an easier way for your customers to pay. Send bills to your customers via SMS! This allows customers to pay before they enter your dealership. Saving time for both customers and employees behind the counter. Here is how it works:

Create a sales order like you normally would

Then, add a payment. If your business is using Text2Pay you will see a new option:

A payment modal will appear. You can either send the payment request to a new phone number, or pick a number out of the contacts.  Lastly, add the amount that you are requesting from the customer.

   

The customer will receive a text asking for payment

Then, once the customer clicks the link, they will be prompted to add a credit card to pay their bill!

Decisiv

We have continued to work on the integration with Decisiv. We have supported some communication between the two systems in the past. Now the communication is bidirectional and completely automatic. If you make the following updates in Flyntlok, they will reflect in Decisv.

If your location has Decisiv enabled, you will see the below tab on work orders.

Custom Sales Order ID's

Similar to custom machine ID's we now support custom sales order ID's. You could use this feature to easily differentiate between part and work order sales.  We can also add a location identifier, which would make it easy to identify which location a sales order was created at. If you are interested in implementing this feature please reach out to the consulting team and they will set you up!

Here is an example of a parts invoice with a location code:

Here is the same example but with part shortened to:

Other Improvements!

Work Order Notifications
Voucher Reversing Permissions
Machine ID Permissions
Work Order Job Defaults
Forget to Clock out?
Quickly View Machines Owner
Draft Sprint Cancelation

 

Last Release Notes

October 6th, 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!

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