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July 2017 Tips & Tricks (July 14, 2017)

Autosoft -

Accounting Tip: Viewing Default GL Posting Accounts for ROs 

You can easily view default general ledger posting accounts for Service repair orders.

Viewing Accounting Posting Parameters

Step 1. From the Autosoft FLEX DMS startup menu, select Accounting. The Dealership Accounting menu will open.

Step 2. Select Setup.

Step 3. Click Integrated Service Sales.

Step 4. From the Integrated Service Sales Posting Setup menu, select Service Labor Sales.

Step 5. On the right side of the Integrated Service Posting Parameter menu, the posting parameters will be listed. The parameters are comprised of a letter representing the parameter set, and a number representing the line number. B represents Body Shop, C signifies Contracts, S is for Service, and Q represents Quick Lube. This allows you to see the subgroups for each different type of repair and the different GL accounts for each.

Assigning the Posting Parameters in Service

Your Service team will use the posting parameters by following these steps:

Step 1. From the Autosoft FLEX DMS startup menu, select Service. The Service Writing menu will open.

Step 2. Click Repair Orders.

Step 3. Select Start Repair Order.

Step 4. When filling the Start Repair Order screen, choose the type of repair using the Service/Body/Contract/QuickLube field. Enter S for Service, B for Body Shop, C for Contract, or Q for Quick Lube. 

Step 5. On the right side of the Start Repair Order screen, enter the appropriate line associated with the established General Ledger accounts. This number should match the parameters you established in Accounting Setup.

If Service enters a number that is not set up in Accounting, the system will default it to the first parameter (ex. S0 or S1).


July Fixed Ops Tip: Assuring Effective Repairs Using the Service Come Back Report

A satisfied customer is a return customer. But a customer who must return to your dealership multiple times because a repair wasn't done properly the first time is probably anything but satisfied. Service come backs may indicate that you have a quality problem in your Service Department and that your technicians may require additional training. 

You can keep an eye on your come backs by generating Service Come Back Reports, which list customers who have returned for a duplicate repair during a specific date range. This report is generated based on the Comeback field on the Close Service screen when the repair order is being generated. The report lists the original repair order number and the comeback repair order number. For each repair order, the printout lists the customer’s name, service performed, writer, technician, and sale amount. You can use this information to follow up with the writer and technician and to reach out to the customer to tend to the relationship.

Important:  On the Close Service screen, the Comeback field must contain Y for yes to ensure that the Service come back report pulls a repair's information. After entering Y in the Comeback field, be sure to enter the repair information into the Comeback Data pop-up that opens. 

Step 1. To generate Service Come Back reports, click Reports & Updates on the Service Writing main menu. 

Step 2. Select Miscellaneous Service Reports on the Service Reports/Updates menu.

Step 3. On the Miscellaneous Service Reports menu, click Print 'Come Back' Report.

Step 4. The Enter Dates For Reports window opens. Using the From and To fields, enter the date range for closed repair orders you would like to include in the report.

Step 5. When prompted to verify that your printer is ready, select To Printer to print the report or To Screen to view a PDF version of the report on your screen. 

Step 6. Click Print


July FLEX F&I Tip: Changing the Order of Deal Forms 

Every car deal requires the printing of many forms, but some forms are more important than others. By default, your Deal Forms list will show forms in the order in which they are added, but you can easily change the display order to place the most frequently used forms at the top of the list.  Here are the steps:

Follow these steps to rearrange the order of forms:

Note:  Only users with administrator permissions can change the order of forms.

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

Step 2. In the navigation panel on the left side of the screen, click the Forms option. The forms list will open.

Step 3. To re-order a particular form, simply click on the six dots to the left of the form record and drag it to the desired position. You can also re-order forms by typing a new number in the Rank field.  and clicking Save.

Step 4. Click Save to save the changes.

That’s it! Now your forms will appear in that order when you access them within a deal.


July Sales and F&I Tip: Robust Search Capabilities

Autosoft’s Sales and F&I application has robust search capabilities that include filters to help you quickly find deals, vehicles, and customers. 

By default, Sales search results are filtered to show only active deals, allowing you to quickly see the deals you’re currently working. You can easily remove this filter by clicking the Clear button next to the search field, which will remove all filters from the search. The Clear button also works to clear any of the filters you have used in previous searches, as well.

Note that the search filters will reset to defaults whenever you navigate between modules in the application (e.g. between the Sales module and the Customer module).


July IT Tip: Setting a Default Printer in Windows 10

To set a default printer in Windows 10, follow these steps:

Step 1. Click the Windows Start icon in the lower-left corner of your computer screen.

Step 2. Click Control Panel.

Step 3. Click Devices and Printers.

Step 4. Right-click the printer you want to set as the default.

Step 5. Select Set as default printer.


To change the default printer via the Settings app, follow these steps:

Step 1. Click the Windows Start icon in the lower-left corner of your computer screen.

Step 2. Click the Settings icon to open the Windows Settings screen.

Step 3. Click Devices

Step 4. Select Printers & scanners. The Printers & scanners list will open.

Step 5. To change the default printer or set a printer as your default, you must stop Windows 10 from automatically managing your default printer. To do this, uncheck the box next to Let Windows manage my default printer.

Step 6. Click the printer you wish to set as the default. Several buttons will appear for that printer.

Step 7. Click the Manage button. 

Step 8. Click Set as default


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