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June 2016 Tips & Tricks (June 13, 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.



Fixed Ops Tip: 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.


FLEX F&I Tip: Default a name when creating a new deal

In the Admin tool, you have the ability to turn off the requirement to name new deal tabs. Instead, when you click the New button on the Deal dashboard to begin a new deal, the system will default the deal tab to New Quote. If you go to Admin, then click on the Setup link on the

To set this default:

Step 1.

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 the Suppress Deal Name Prompt checkbox if you would like to assign generic names to deals upon deal creation. If this box is checked, when a new deal is created, the tab will be named “New Deal.” Once you assign an applicant to the deal, the name on the deal tab will be changed to the applicant’s last name.

Step 4. Click Save to save the information. A green “Success” message verifies the information has been saved.


BONUS TIPS: Accounting

NACHA file enhancement
Some banks are starting to require the Corporate ACH routing code. Now, you can enter the Corporate ACH routing code in the Payroll module by following these steps: 


Step 1. From the Dealership Accounting main menu, select Payroll.

Step 2. The Dealership Payroll menu will open. Select Setup.

Step 3. Click Printer Setup.

Step 4. Enter your dealership's corporate ACH routing code in the Corporate ACH Routing field at the top of the screen. 


What is the second Debit line on the Vehicle Purchase screen?
The second Debit line on the vehicle purchase screen is reserved for advertising. If you use this line on a vehicle purchase, it will appear on the vehicle information screen as Advertising.


Easily correct duplicate deal errors
We’ve made an enhancement to keep a simple error in F&I from becoming a larger issue in Accounting and vehicle inventory.  This improvement ensures that if an F&I user accidentally submits a deal for a second time after Accounting has already processed the deal, a message will appear when an Accounting user deletes the duplicate deal.

The duplicate deal is allowed to be deleted while the original deal posting is protected from any changes. This safeguard prevents the clearing of the deal status and changing of the timestamp, and ensures the vehicle is not placed back into inventory.


Payroll issue? Call support ASAP.
Contact support as soon as possible if you have an issue with payroll. The earlier in the process you catch a problem, the easier it is to correct.


View a document while making a journal entry
You can view a document without exiting out of the journal entry screen by clicking Schedules on the button bar across the top of the journal entries screen and then clicking on the Documents button at the bottom of the screen that pops up.

If you have a schedule that has offsetting entries under different controls, follow these steps to clean them out:

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

Step 2. Select General-Purchases-Receipts.

Step 3. Click General. The General Journal Entries screen will open.

Step 4. Enter the document information as normal. When you get to the Control field, click the Schedules button at the bottom of the screen.

Step 5. You will see a screen with all the controls. Check each offsetting control number, and it will bring the entry forward to the journal entry screen.


Did you know your Accounting module runs a system check every other day?
The first person who goes into the Accounting module in the morning should see the results of the system check from the night before displayed on the screen. This check ensures that all the major files are not corrupt, and verifies your A/R, A/P, Detail Forward schedules, and General Ledger. If, during the course of this check, it discovers a problem, it will display a message that tells you to call Autosoft.


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