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Aug. 2016 Tips & Tricks (Aug. 12, 2016)

Autosoft -

Accounting Tip: Did you know that you can check to see if there are any un-posted journal entries sitting in the system?

You can check for un-posted journal entries at the end of the month or any time you need to. To do this:

Step 1. From the Dealership Accounting main menu, select Journal Entries.

Step 2. The Journal Entries menu will open. Select View All Active Journal Data. The Active Journal Data screen will show you any entries that have been entered but not posted to the general ledger. From here, you can determine if these entries should be posted or not.


Fixed Ops Tips: Using the “Total” Feature on Parts Queries
From the Queries screen, you can total the D/N, List, Retail, and Estimate Pricing Level columns for all parts entered in the current list by typing T in the Part Number field and hitting the enter key.

"Total" will display in the Description column, and the four pricing columns will display the sum of all parts entered above the total line.

You can change the far right pricing column between Estimate, Trade, and Service pricing structures. The total will change according to the pricing level that is currently pulled.


Sales and F&I Tip: Unlocking a User Account
User accounts can be locked when either the administrator has chosen to lock the account or the user has accidentally locked the account as a result of three unsuccessful login attempts.

To unlock an account, the administrator will need to access the employee's record in the Setup application. Follow these steps:

Step 1. Click the Setup App button in the left navigation panel.

Step 2. Click the Employees button in the horizontal button bar at the top of the screen. The Employee Search screen will open.

Step 3. Use the Employee Search screen to search for the employee whose account you want to lock. Click the View icon to open the employee's record.

Step 4. In the employee record, click the Account button. The Account Options page of the record opens. 

Step 5. Click the Account Locked toggle to select No. When the background of No is blue, the account is locked. 

Step 6. Click Save. A green "Success" message verifies that the change has been made. The employee will now be able to log in to their account.



Alternate Tax
When setting up Front Options, Back Options, or Coverage Providers in the Setup application, the system allows you to select Use Alternate Tax from the Tax Type options menu. 

Once this option is selected, the alternate tax rate set for the taxing state will be used to calculate the tax for the item instead of the standard tax rate.


Outside Lien for Cash Deals
Adding a bank as an outside lien allows the bank to be selected on cash deals. If a bank is used for financing and as an outside lien, they will need to be entered into the Banks section of the Admin area twice to differentiate the two.

Step 1. Click the Admin link in the upper-right corner of the screen.

Step 2. From the options panel on the left side of the screen, select Banks.

Step 3. Click Add New under the bank list.

Step 4. The Type field defaults to Finance Company. You cannot edit this field for the first entry of the bank, as all bank entries require information for the finance company.

Step 5. Use the Bank ID field to type the ID number for the bank.

Step 6. Type the bank name in the Name field. This is a required field and the minimum information required to add a bank.

Step 7. The Display Name field defaults to the name entered in the Name field. You can edit this field to contain the name you want to appear in the bank selection list in the deal. The Display Name can be used to help differentiate.

Step 8. The address is optional, but if you select to add address information for the bank, the State field is required.

Step 9. Type the work and fax numbers for the bank. (These are optional entries.)

Step 10. Use the Outside Lien box to flag the bank as the lien holder.

Step 11. Click Save to save the information.


Deleting a Vehicle
Users with permission to delete inventory items may delete vehicle inventory records out of FLEX F&I. This deletion has no effect on the record in Accounting. If a deleted vehicle is updated within Accounting, the vehicle will be re-added to FLEX F&I during the normal inventory synchronization.

To set the necessary permission for a FLEX F&I user, follow these steps:

Step 1. Click the Admin link in the upper-right corner of the screen.

Step 2. Select Employees under the Dealership heading in the left navigation panel. A list of employees added to the program displays at the top of the screen.

Step 3. Click an employee from the list. The employee's information displays at the bottom of the screen.

Step 4. Click the Roles & Permissions tab.

Step 5. In the Permissions Management section of the tab, click to check the Delete Inventory Item box.


Form Preview
When printing forms, the system gives you the option to view a preview of the print information before printing. This option can be turned on and off from within a deal by clicking the checkbox Show Form Preview in the upper-right corner.

Also, this can be defaulted in the Admin section, by following these steps: 

Step 1. Click the Admin link in the upper-right corner of the screen.

Step 2. Click the Setup option under the Finance header in the left navigation panel. The Finance Defaults Setup screen will open.

Step 3. The General Defaults section allows you to set default information that applies to all deals. Click to check the box next to Show Form Preview.

Step 4. Click Save to save the setting. A green "Success" message will verify the information has been saved. 


Customize, Export, and Print Reports
FLEX F&I comes equipped with numerous reports to meet your dealership’s needs, including Dashboard, Traffic, Inventory, and Sales Reports. Most reports can be customized by clicking on the Change Parameters button in the upper-left corner of the report screen.

This button allows you to change date ranges, deal types, inventory types, and other parameters to make sure you are getting the information you need from the report.

You can change how the reports are sorted and how information is grouped as well. Once you have set the report to pull the information you need, the report can be printed or exported to various file formats, such as Microsoft Word, Microsoft Excel, CSV, and PDF.


Total Book Override
You can use the Override checkbox on the Gross screen within Deal Recap to identify and choose whether the Total Book field is manually entered or system-calculated. This feature must be enabled in the Roles and Permissions area of a user's profile in Admin. 

To set the Total Book Override permission for a FLEX F&I user:

Note: Only users with the Dealer Principal role in FLEX DMS F&I can alter employees' roles and permissions. 

Step 1. Click the Admin link in the top right corner of FLEX DMS F&I.

Step 2. Click the Employees option in the left navigation panel. 

Step 3. In the Employees list, select the employee for whom you would like to grant total book override rights. 

Step 4. Click on the Roles & Permissions tab for the employee.

Step 5. Click to check the Edit Deal Total Book box.

Note:  Only users with Dealer Principal, Finance Administrator, and Finance Restricted access rights can edit the Total Book value. This checkbox will not be accessible unless the Show Dealer Pack and Show Holdback boxes are checked in the user's profile.

Step 6. Click Save.

To use the Total Book Override feature:

Step 1. You will need to log out of FLEX DMS F&I and log back in for the permissions to take effect.

Step 2. Within a deal, click Recap in the left navigation panel.

Step 3. Click the Gross option under Recap in the left navigation panel. 

Step 4. In the Cost area of the Front Gross section, click the Override box.

Step 5. Enter the book value of your choosing in the Total Book field.  


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