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.

• Note that once the Order is processed, the blue Payment (3) tab is renamed to Actions (3) 
• Also, after processing, there are limited functions in the Actions tab and only include Reprint, Reverse, Return, and Copy
  • The Sale Order will need to be reversed first before changes with Payments are made

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

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

 

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

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

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

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

 

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

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

 

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

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 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.

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

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

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

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

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. 

How to have a customer electronically sign an invoice?

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

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
   • The bottom of the sheet will contain a signature on the Acceptance line 
   • For further instruction on Electronic Signatures, go to the article: How can a customer electronically sign an invoice

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.

• Notes
• Part Adding and Removing
• Creating and Removing a Case
• Checking in and Checking out a Work Order
• Changing the Machine
• Adding, Updating, and Removing Labor
• Displaying the Decisiv case information
• Invoicing

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

• The banners in the upper right hand corner have been moved to prevent from hiding the buttons.

Voucher Reversing Permissions

• Users will need special permissions to reverse a voucher

Machine ID Permissions

• Users will need special permissions to edit a machine ID.

Work Order Job Defaults

• Job Type will default to on request
• Job Category will default to the work order category

Forget to Clock out?

• If you forget to clock out of Work Order A, then clock into Work Order B. The billable time on Work Order A will no longer be set to a negative value. You will be clocked out of Work Order A and into Work Order B

Quickly View Machines Owner

• We added a button to quickly view the owner of a machine on the info tab of work orders.

Draft Sprint Cancelation

• If a sprint is in draft status you can cancel it. Sprint management just got easier.

 

Last Release Notes

October 6th, 2021 Release Notes

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Learn More at Flyntlok Dealer Management System

Youtube

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