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May 2016 Tips & Tricks (May 12, 2016)

Autosoft -

Accounting Tip: Give access to the screens needed to set up expanded passwords

You can easily give your parts and service managers access to only those screens they’ll need to set up their expanded passwords. (Note: To use this feature, you must currently be using Accounting Expanded Passwords.) To grant this access, follow these steps:

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

Step 2. Select Passwords from the Utilities menu.

Step 3. Click Accounting Expanded.

Step 4. You will be prompted to enter a master password. If you have established one, enter it in the Master Password field. If you have not set a master password, the screen will notify you that the password is set to “NONE.” In this case, press ENTER.

Step 5. The Operator Accounting Passwords screen will open. In the Password field, create a password for the FLEX DMS user you wish to grant access to the Passwords screen of the Accounting module. Be sure to make note of this password to share it with the person for whom you are establishing the password and access. . In the Name field at the top of the screen, enter the name of the employee for whom you are setting the password.

Step 6. In the Name field at the top of the screen, enter the name of the employee for whom you are setting the password.

Step 7. Enter a single-character user ID in the Operator ID field. The ID can be any letter of the alphabet. Be sure to make note of this operator ID to share it with the person for whom you are establishing the password and access.

Note:  Once an operator ID is assigned, the ID cannot be used for another user. If you attempt to assign an operator ID to a second user, an error message will notify you that the operator ID is already in use. Click OK to return to the Operator Accounting Passwords screen and assign an unused operator ID. 

Step 8. On the Main Menu tab, all the options will be checked. Click to uncheck all the options except Utilities. This will allow the user to access the Utilities menu only.

Step 9. Click the Utilities tab. This tab lists all of the options available on the Utilities menu. All of the options will be checked.

Step 10. Click to clear all the checkboxes except for the one next to the Passwords option.

Step 11. Based on the user’s needs, click the boxes to uncheck the respective Passwords menu options to which the user does not require access, leaving checked only the option or options that apply to the user. For this purpose, the user should be left with only access to the Service Expanded option, which is suitable for a Service Manager.

Step 12. Click Save.

To learn more about Expanded Passwords, see the article 10 Steps to Better Securing Your Autosoft DMS Access for Parts and Service Users.


Fixed Ops Tip: Use the Service Labor Flex Rates menu to view, generate, and print labor flex rates

The Flex Rate feature generates a flex rate schedule that provides competitive rates from the low-end average to the high-end average. This feature will help increase the effective rate of your service operations.

The Current Flex Rate Is field on the Service Labor Flex Rates menu displays the current flex rate. You can either generate the flex rate using the Generate Flex Rate option on the menu or manually assign one by selecting the Enter Flex Rate Without Scanning option on the menu and typing a labor rate amount in the Enter Desired Flex Rate field.

To apply the flex rate to repair orders, follow these steps:

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

Step 2. Select Tax Rates/Cost Codes from the System Setup menu.

Step 3. In the Default Customer Pay Labor Tier to Use field, type F for Flex.


FLEX F&I Tip: Customize how your reports are displayed

When viewing reports in FLEX F&I, you can customize how the information is displayed on your screen. The Change Parameters feature allows you to see the information in the format you prefer. To use this feature, take the following steps:

Step 1. Click the Reporting tab in the blue toolbar at the top of the screen.

Step 2. Use the drop-down menu at the top of the screen to select the type of report you wish to run. 

Step 3. A list of reports in that category will open. Click on the name of the report you wish to run. 

Step 4. The report will open. Click the Change Parameters button in the top left corner.

Step 5. Change settings such as date ranges, how the report is grouped (sorted alphabetically or by deal status, for example), etc.

Step 6. Set the Parameters to determine how the report data will be sorted and grouped.

Note: The fields in the Change Parameters window will differ based on report. Not every report's parameters will include start and end dates, for instance. 

Step 7. Click Set Parameters on the right side of the screen. 



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