FlexDMS Help has moved here. This site will close on November 18th.

July 2016 Tips & Tricks (July 15, 2016)

Autosoft -

Accounting Tip: 1099 screens updated. Use A/P Batch Check to avoid errors

Because of updates in the 1099 application, some Accounts Payable (AP), or Trade Payable, vendors may see an increased amount of detail if:

  • They are set up with a detail forward balance,
  • You have selected the Send 1099 box on the Vendor Information screen for the vendor, or
  • You are paying the vendors through the Miscellaneous Check feature.

If you are using the A/P Batch Check function in Disbursements, you will not be affected.

An additional update for 1099/Miscellaneous Check is in progress. Until then, we advise using the A/P Batch Check function to ensure all vendors that must receive a 1099 are on your 1099 list.

disbursements_menu_ap_batch_checks.jpg

 

Fixed Ops Tip: Provide a comprehensive service quote

Service Quoting allows you to create a quote that includes labor, parts, lubricants, and sublets, so you can provide a complete, comprehensive quote rather than an estimate.

The quote entry screens resemble the repair order entry screens, so you can record the important information from the start. Then, when the customer brings in the vehicle for service, you can simply dump the quote into a repair order, eliminating the redundant entry.

Service Quoting is available on the Service Writing main menu.

 

FLEX F&I Tip: Include previous month’s deals on F&I Dashboard

When viewing the FLEX F&I dashboard, the system will show you the deals for the current month. To change your view to include the prior month’s deals, you will need to have access to the Admin area of the program. If you have administrative rights, simply follow these steps:

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

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 uncheck the Use Deal List MTD field, which will pull deals with Start Purchase Dates that precede the current date by up to 30 days. When the box is checked, the deal list available on both the Dashboard section’s Home tab and the Deals section’s main screen default to those deals with Start Purchase Dates within the current month. 

 

IT Services Tip: Stop Windows 10 upgrade notifications

Windows 10 is a free upgrade for Windows 7 and 8 users, but NOT a mandatory one. If you don’t want to be nagged to update, here’s how to stop the Windows 10 upgrade notifications and continue to run Windows 7 or 8.

Remove update KB3035583 by taking these step:

Step 1. Access the Windows Control Panel from the Startup icon.

Step 2. Select Windows Update.

Step 3. Click View Update History.

Step 4. Select Installed Updates. Another tab will open, listing all previously installed updates. (The window will take a few moments to load.)

Step 5. In the upper-right corner of the tab, type the search term KB3035583.

Step 6. Right-click the search result and choose UNINSTALL.

Step 7. Follow the prompts and choose to restart your computer now.

Step 8. Once your computer has restarted, click Windows Update from the Control Panel and click Check for updates.

Step 9. Right-click the KB3035583 update and select Hide update.

Step 10. If you see Upgrade to Windows 10, version 1511, 1058 or Upgrade to Windows 10, right-click those options, as well, and hide them the same way.

Step 11. Restart your computer again. Once restarted, the upgrade icon will be gone from your system tray (near date/time).

Windows 7 will be supported until 2020 and Windows 8 until 2023. You must have the specified updates or service packs installed (see table below).

Windows_service_packs.png

 

BONUS TIPS: Fixed Ops

Speed up parts sales with fewer keystrokes
Using the enhanced counter parts sales workflow reduces keystrokes. To enable this feature:

Step 1. From the Parts Inventory main menu, select Setup & Updates. The System Setup & Updates menu will open. 

Step 2. Select More Operating Defaults.

Step 3. Enter Y in the Use Enhanced Counter Parts Sales Workflow field.

Step 4. Click Save to save your setup changes.

When you enter a part number in the Part Number field of the Counter Parts Sales screen or click on a part number within an active invoice, a pop-up will open at the bottom of the screen in place of the existing invoice information area. This pop-up screen will reduce the keystrokes necessary for entering parts in the invoice and will shorten counter parts point-of-sale transactions. Once the feature is enabled, the screen will pop up whether the user is manually entering a part number or using a barcode scanner to enter the part number.

Use the Daily Service DOC to know where you stand
The Daily Operating Control (DOC) screen within the Service module allows the service manager to view the Service and Body Shop daily DOC. The DOC will show the service manager where the service department stands with respect to the general ledger figures on each day the DOC is compiled. The DOC must be compiled in the Accounting module before you can view the DOC in the Service module.

You can view the Daily Service DOC by following these steps:

Step 1. From the Service Writing main menu, select Reports & Updates. The Service Reports/Updates menu will open.

Step 2. Select Daily Service DOC. The Daily Operating Control screen will open. 

Create parts kits for more efficiency
Create pre-built parts kits for specific services, control the pricing for each kit you create, and set a timeframe for a kit’s usage. The parts kits you create are available throughout the Parts Inventory module. You can pull parts kits directly to counter slips and repair orders from the Counter Sales and Service Sales screens,  or you can pull parts kits to the Parts Queries screen and from there, dump the list to a counter slip, repair order, quote, or order queue.

You can create multiple parts kits for the same service but set different pricing for each pay type as needed. At the time of sale, you would simply pull the corresponding pay-type kit to the document. This feature is especially useful for customer pay vs. internal sales.

The Setup screen is located in Special Inventories, accessible from the main Parts Inventory menu.

Get parts pricing and stocking information quickly with parts queries
The Parts Queries screen provides quick access to parts pricing and stocking information from inventory and the master price tape. On this screen you can:

  • Create nine temporary lists. The parts numbers entered on these lists will be saved for this client station until cleared.
  • Save the temporary lists to create pre-built parts kits that can be recalled as needed on this screen.*
  • Create customer quotes and view the order queue.
  • Dump a parts list to a counter slip, repair order, or order queue.
  • Pull the parts kits on the Parts Queries screen to view parts pricing and stocking information for all of the parts on the list.

The F1 on the query screen will link you to the parts queries documentation to be reviewed.

*While you can create and save parts kits on the Parts Queries screen, we suggest adding them to Special Inventories before you use parts queries so they are already in the system. Taking the time to create parts kits in Special Inventories saves you time when you are working on the Parts Queries screen.

Save time by using Service Menu Operation Codes
Wouldn’t it be great to save time and not have to manually enter repair information and bill parts on commonly sold services? With Autosoft FLEX DMS and Service Menu Operation Codes, you no longer have to! Service Menu Operation Codes allow you to store all necessary information on your most popular services (e.g., Oil Changes) and add them to appointments, quotes, and repair orders by simply selecting the code. You don’t need to manually add the information.

How to create the codes:

  • Use the Enter Service Menu Operations screen to create menu items. To to this:

Step 1. From the Service Writing main menu, select System Setup. The System Setup menu will open.

Step 2. Select Enter Service Menu Operations. The Enter Service Menu Op's screen will open. 

  • From the Enter Service Menu Op's screen, you can create, edit, and delete menu items. To do so:

Step 1. In the Menu field, type a code (up to 5 alphanumeric characters) that will be used to select the menu item (e.g., “LOF” for an oil change).

Step 2. In the fields to the right of the code you just entered, type the text that will be displayed for the menu item.

  • Designate menu item parameters, including:
    • Labor time and rate
    • Shop supplies preferences
    • Special labor pricing and discounts
    • Tax and G/L information
    • Labor operation, complaint code, and trouble code designation (if necessary)
  • Add Parts information
    • Add up to 18 different parts numbers (and quantities) to accompany the menu item
    • Update parts pricing information from the price tape
    • Set parameter to send ERO Parts request at time of dispatch

  • Customer Presentation
    • Set text for the Customer Presentation
    • To print this text on the repair order hard copy, enter a menu item on the Service History window while entering conditions in the repair order

For more information, reference the F1 Help screen in the Enter Service Menu Operations screen.

Contact us if you have questions on any of these tips. Call 800.473.4630.

0 Comments

Please sign in to leave a comment.