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Autosoft DMS Release 7.5.2 (May 14, 2018)

Autosoft -

The Autosoft FLEX DMS 7.5.2 release contains several enhancements, including a number of changes to the Accounting and Service modules, among them a new Service Schedule Shop Setup parameter to allow Web appointments to be automatically placed on the Service Schedule. The release also contains several minor bug fixes.

Accounting

Adjust General Journals option added to the Journals menu

Benefit:   Easily edit posted journal entries for the current and post-ahead months. 
Detail:   Autosoft has added an Adjust General Journals option on the Journals menu to allow users to edit posted documents in the current month or a post-ahead month, eliminating the need to reverse and recreate general journal entries to make a correction.

This option allows users to adjust the general ledger account, control, and the debits and credits of any entries made in 30s, 70s, and 80s journals, but only if the adjusted entries balances. However, this feature cannot be used to reverse or void checks (journal 40s and 60s) or adjust vehicle sales (journal 10s and 20s). Click the link below for more information.

Adjusting General Journal Entries


 

Ability to select invoices to be paid to vendors added to Deposits/EFTs screen

Benefit:   Avoid having to change each document line manually to properly clear the detail for detail forward vendors. 
Detail:   A "Vendor Account Detail" button has been added to the Deposits/EFTs screen to allow users to select individual invoices from a vendor's Vendor Account Detail screen for payment. The system will use the selected invoices to automatically write the payment entry. 

This button appears along with the Vendor box when a user enters an Accounts Payable vendor number in the Deposits/EFTs screen's Control field. When using this feature, only one vendor may be paid per transaction. The transaction must balance, or the system will not allow it to be posted. 

To pull transactions from a vendor account for payment, follow the steps in the article below.

Selecting Individual Invoices from a Vendor for Payment

 

Export to Excel feature added to the Print Lists & Labels 

Benefit:   Easily export customer and vendor data to Microsoft Excel, allowing you to access and manipulate the saved reports from your local hard drive. 
Detail:   The Export to Excel option has been added to several options within the Print Customer Lists & Labels and Vendor Payables menus accessible from the "Lists & Labels" option within the Trade Customer Receivables and Trade Vendor Payables menus, respectively.  When a user selects Export to Excel from the printer options pop-up, a pop-up notifies the user when the file has been created and lists the location and name of the file.  To use this feature, follow these steps:

Trade Receivables

Step 1. From the Trade Customer Receivables menu, select Lists & Labels

Step 2. The Print Customer Lists & Labels menu opens. The Export to Excel feature is accessible when you click the following menu options: Customer Address List, List of Customers With Credit Limits, Tax Exempt Customers, and Customer With Memos. Click one of the menu options listed above.

Step 3. On the printer options pop-up, click to select Export to Excel

Step 4. Click Print

Step 5. A pop-up opens, listing the name and location of the .CSV file that was created. Files will be named according to the list you print and will be saved in C:\ASIXL for dealers using a standard server setup or K:\ASIXL for dealers using a hosted setup. Make note of the location and file name and click OK.

Trade Receivables Files

The Customer Address List file is saved as ARCUSTOMERLIST.

The List of Customer With Credit Limits file is saved as ARCREDITLIMITS.

The Tax Exempt Customer file is saved as ARTAXEXEMPT.

The Customers With Memos file is saved as ARCUSTOMERMEMOS. 

 

Trade Payables

Step 1. From the Trade Vendor Payables menu, select Lists & Labels

Step 2. The Vendor Payables menu opens. The Export to Excel feature is accessible when you click the following menu options: Print Vendor List, 1099 Mailing List/Labels (list only), Vendors With Memos, Vendors With Yearly Purchases/Payments (both purchases and payments), and Vendors With Defined Terms. Click one of the menu options listed above. 

Step 3. On the printer options pop-up, click to select Export to Excel.

Step 4. Click Print

Step 5. A pop-up opens, listing the name and location of the .CSV file that was created. Files will be named according to the list you print and will be saved in C:\ASIXL for dealers using a standard server setup or K:\ASIXL for dealers using a hosted setup. Make note of the location and file name and click OK.

Accounts Payable

The Print Vendor List file is saved as APVENDORLIST.

The 1099 Mailing List file is saved as AP1099LIST.

The Vendors With Memos file is saved as APVENDORMEMOS.

The Vendors With Yearly Purchases/Payments files are saved as APVENDORPUCHASES and APVENDORPAYMENTS.

The Vendors With Defined Terms file is saved as APVENDORTERMS.

 

 

Note:  It may be necessary to format columns containing dollar amounts to accurately reflect correct decimal placement. 

 

Sorting feature added to List Sales and Active Sales list screens 

Benefit:   Sort vehicle sales data in the way that works best for you with one or two clicks.
Detail:   Functionality has been added to the List Sales and Active Sales screens to allow users to sort the vehicle sales data by column heading and print the lists as sorted. 

To use the sort feature, follow these steps:

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

Step 2. The Journal Entries menu opens. Click Vehicle Sales

Step 3. From the Vehicle Sales menu, select Sales Journal Entries to open the Vehicle Sales screen, where clicking Sales List opens the List Sales screen. Vehicle sales listed on this screen are comprised of Stock number, Delivery date, Customer, Year, Make, VIN, Last 6 character of the VIN, and Salesman columns.  

To open the Active Sales screen from the Vehicle Sales menu, click List Active Sales. The Active Sales screen opens. Vehicle sales listed on this screen are comprised of Stock number, Year, Make, Model, Delivery date, Customer, and Status columns. 

Step 4. To sort the data on the List Sales or Active Sales screens, click the column heading by which you'd like to sort the vehicle sales information. The information is then sorted in ascending order. Click the heading a second time to sort the information in descending order.

Step 5. In the Active Sales screen ONLY, print the list as sorted by clicking Print List. Select To Printer to send the list to the printer, To Screen to view it on your computer monitor, or Export to Excel to create and save a .csv version of the data on your hard drive. Click Print.   

 

Service

Auto-Add feature added to Enter Service Menu Operation screen

Benefit: Save time by setting menu operations to automatically be added to customer and internal vehicle repair orders. 
Detail:  
An area has been added to the Enter Service Menu Ops screen to allow users to set menu operations to be automatically added to customer and internal vehicle repair orders. Under the Auto Add on Customer Vehicle R/Os and Auto Add on Internal Vehicle R/Os boxes, users can select whether the menu operation will be added to Service, Contract, Body, or Quick Lane repair orders for customer or inventory vehicles. 

enter_service_menu_ops.png

Note:  If creating a repair order from a pre-write, the automatically added menu operation or operations will be the last repair or repairs on the repair order. If the user does not employ a scheduling application or pull pre-writes in the Start Repair Order screen, the automatically added menu operation(s) will be the first repair(s) on the repair order. Automatically added repairs can be edited or removed using the Start Conditions screen.

 

Printer setup available within ERO 

Benefit:   Fully control the ERO setup from within the application. 
Detail:   A Printer Setup feature has been added to the ERO application's Setup screen, allowing for the complete setup of the application without access to the full Autosoft DMS. 

ERO users can access and set up printers for the ERO application by following these steps:

Step 1. While in the ERO application, click the Setup button at the bottom of the screen. 

Step 2. The Setup screen opens. The screen is comprised of a QwikLines section and a Printer Setup section.

Technicians use the QwikLines section to create frequently used unique QwikLines that they can select instead of typing the same information each time they perform the operation. Each line holds up to 45 characters, and the information automatically saves when the screen is closed. 

Step 3. Use the Printer Setup section to set up the printers used for the ERO application.

Use the Default Printer Setup area to select the default printer for your workstation from the drop-down list. All available printers on the workstation appear in the list.

The Default Paper Bin field automatically displays a default paper bin for the selected printer. If necessary, use the drop-down list to select a different bin. 

Use the Printer Start Line Factor field to specify the top margin value. This determines how far down on the page the text starts printing. You may need to enter a negative number to raise the print on the page. These numbers are usually in the range of -1 to -6.

Use the Printer Left Margin Factor to specify the left margin value. This determines how far over on the page the text starts printing. You will need to enter large values to visually see a difference in the print.

ERO_Setup.png

Step 4. Use the Static Label Printer Setup area to select the thermal transfer printer that prints your service static labels. Service static labels require a Zebra GC420t thermal transfer printer and pre-printed labels from Autosoft's Dealermarket.com.

Step 5. Click Close to save the changes and return to the ERO main screen. 

 

"Schedule Web Appointments Automatically" parameter added to Service Schedule Shop Setup screen

Benefit:   Save time and prevent scheduling errors by automatically placing Web appointments.
Detail:   A parameter has been added to the Service Schedule Shop Setup screen that allows Web appointments to be automatically added to the Service Schedule for users with third-party or manufacturer Web appointment integration. 

Important:  To use this feature, your schedule must be set up to display appointments in 15-minute cells and to use advisor columns. 

Step 1. Open the Service Schedule application. To set this parameter, follow these steps:

Step 2. Click the Shop Setup button in the lower-right corner of the Service Schedule screen.

Step 3. On the Shop Setup screen under Preferences, click the checkbox to the left of Schedule Web Appointments Automatically to select the parameter if you wish to allow your manufacturer or third-party Web appointment application to automatically place appointments on your schedule.

If you’ve checked the Display Scheduled Appointments With Quoted Time box, you will receive a warning notifying you that appointments will now be displayed in 15-minute cells. If you wish to allow the change in appointment display, click Yes; your selection to Display Scheduled Appointments With Quoted Time will be unchecked and once the shop setup is complete, you will see all appointments as single 15-minute cells. Hovering over the cells will reveal the total quoted time for the repairs. If you select No on this warning, you will not be able to use automatic Web appointment scheduling.  

If your Service Schedule application is not set up using service advisor columns, when you click to select this option, a warning will appear, alerting the user that all column headers must be associated to active service advisors only. The warning pop-up includes a link to the Automatic Scheduling Setup Guide. Click OK to dismiss the message and make the necessary changes to the Service Schedule Column Setup and reschedule any future appointments to the appropriate advisor columns. 

Step 4. Click Close. Any changes will be saved. 

Web appointments automatically placed on your schedule by a third-party or manufacturer Web appointment application will be noted with an asterisk to the left of the appointment’s customer name, noting them as Web appointments.

 

Other Updates

Accounting

  • Modifications have been made to enhance the file copy of a payroll check reprinted from the Accounting module's View Check Register or Check History options within the Check Register menu. The file copy printed from the Check Register now contains the same information as a file copy printed in Payroll before updating the payroll to Accounting.
  • Updates ensure the delivery date of vehicle sales is written to ASC when vehicle sales are posted.
  • Changes ensure that the Save function in the Trade Information screen writes the last 6 characters of the VIN without the user having to ENTER or TAB through the VIN field. 
  • Adjustments have been made to prevent the Inventory Schedules screen (View Inventory Schedule option on Vehicle Inventory menu) from displaying repair orders if the document number entered happens to be the same as a repair order number. 
  • Updates ensure the GP % (gross profit percentage) column prints on the Daily DOC when printing the Daily DOC from all locations in the DMS.
  • Modifications have been made to present a user with a warning if a vehicle is purchased and no VIN is entered. The warning asks the user to verify the VIN. The user will click OK to dismiss the message, but it will continue to pop up if the user tries to ENTER through an empty VIN field. Mousing out of the VIN field will allow the user to continue without a VIN.
  • A change ensures hosted DMS users can use their mouse wheel to scroll through the View Account Data list. 
  • An issue has been resolved to prevent "stopped working" errors when running the Payroll and Department Totals report when a demo is present and the SUTA deduction in Miscellaneous Parameters is set to 01. 
  • Adjustments ensure that as details are added and saved in the Edits & Corrections screen for a vendor or customer account transaction, the transaction is updated. 

Cashier

  • Modifications ensure that when a credit card is set up in cashier parameters without a control and an RO is closed with that option, it will sow under Miscellaneous Controls on the daily summary. 
  • Updates ensure that after selecting invoices to pay for a detail forward vendor in cash receipts, clicking ENTER will advance to the Print button.
  • Changes ensure the repair orders and counter slips that are paid to a trade receivables general ledger account show in the AR column in the cash receipts list.
  • Adjustments have improved the printing of repair orders with continuations, including the continuation repair order number.

Desk Manager

  • Changes allow users to use the ENTER key to advance through the Vehicle Information screen. 

Parts

  • The part Name field on the Master Inventory screen has been expanded to accept up to 20 characters. The full 20-character part description also prints on customer copies for both Counter Sales and repair orders.
  • Updates ensure that 0 (zero) cannot be entered in the This station relieves stock from physical location 1 or 2 field unless N is entered for No in the Are there two physical inventories and sales locations for this Source? field on the System Setup/More Operating Defaults screen.
  • Modifications ensure orders flagged as "Prepaid" can only be pulled to an invoice once. 
  • An issue has been resolved to prevent errors from occurring when printing Sales & Restock Reports.
  • An issue has been resolved to ensure the Daily Sales Summary properly records the sale of the same part at different sale prices on separate repair lines of the same repair order. 
  • Changes ensure that tax calculates as it should when a non-taxable part is sold with a negative quantity. 
  • Updates have improved the export of the Daily Parts Sales Summary to Microsoft Excel. 
  • A modification ensures users of the enhanced workflow receive a warning when the selling price of a part calculated using a wholesale pricing level is below cost. 
  • Improvements ensure the Dump to Service Quote feature transfers parts added to temp lists to service quotes.
  • Update ensure the total in Queries calculates correctly (only the total for the kit) when the list includes a parts kit. 
  • Changes ensure that Lost Sales and Fill Rate display in the Hyundai Smartstock report. 
  • Adjustments have been made to ensure the totals for sales and receipts are accurate in the Hyundai Smartstock report. 

Payroll

  • Modifications have been made to enhance the file copy of a payroll check reprinted from the Accounting module's View Check Register or Check History options within the Check Register menu. The file copy printed from the Check Register now contains the same information as a file copy printed in Payroll before updating the payroll to Accounting.
  • Changes ensure an additional .9% Medicare withholding is being calculated off adjusted gross, if set for adjusted, even when the employee has one or several cafeteria plans.
  • Updates ensure the full column headers display when the Payroll Custom Data Report is exported to Microsoft Excel. 

Service

  • ERO-only access has been added for hosted Autosoft DMS dealerships, allowing dealerships employing a hosted DMS rather than an on-site server-based version of Autosoft DMS to allow users who only require access to the ERO application to do their jobs without accessing the rest of the DMS.
  • Updates ensure that the Customer Presentation prints correctly on View RO and repair order copies. 
  • A third status has been added for repair orders listed in the Flagged Time Report to better clarify which repairs should be included in the compiled time flag data. An "Open" status indicates that the repair order is still open, a "Closed" status indicates the repair order has been closed in Service, and an "Accounting" status indicates the repair order has been updated to Accounting. 
  • A warning has been added to the ERO Dispatch and Dispatcher screens to alert users when switching a repair from one technician to another if time has already been flagged on the repair for the first technician.
  • Updates ensure the actual time in ERO Dispatch displays the actual minutes logged on a repair. 
  • Improvements have been made to the Review and Print and Active R/Os screen to display "Printed" for the repair order status if the repair order has been printed.
  • An update ensures that prior to deleting a service technician from Autosoft DMS, a warning is displayed if the technician has repairs assigned to them in future appointments within the Service Schedule application. The warning alerts the user that the technician must first be removed from Service Schedule (reassign any appointments assigned to the technician) before being deleted from the technician list in the Technician Information screen. 
  • An issue has been resolved to ensure the proper extended sale value is recorded in the parts sales history when the same part is sold on separate repair lines of the same repair order. 
  • A modification ensures that the tax is reduced by tax on the discount if a discount of less than $1.00 is applied to a repair order's parts in the Review & Print screen. 
  • Adjustments ensure the deductible amount, if applicable, prints on the repair order copy when using the Print Memo option in the Review & Print screen's Print Dialog.
  • Changes ensure the repair order Close Date only populates once the user advances to the Review and Print screen and clicks Print
  • Updates have been made to improve the alignment of the technicians list on the Dispatcher screen.
  • Adjustments ensure the maximum of 12 time punches per technician is displayed on the Dispatcher screen and can be edited in the Corrections screen.
  • Updates ensure the eVIP Report prints completely. 
  • An adjustment ensures the default labor rate in the Start Conditions screen reads for Kia Warranty Parameters if the user has saved the Kia Warranty Parameters in System Setup.
  • Changes ensure that a service quote's Complaint, Cause, and Cure data saves correctly.
  • Modifications ensure the technician ID on a repair line in the Enter Complaints screen populates correctly or displays as 00 (for custom/advisor) when using Trouble Codes while scheduling a Service Schedule appointment.  
  • Adjustments have improved the printing of appointments for a single technician from the Details screen within Service Schedule. 
  • Updates ensure details print correctly when users organize Service Schedule by technician columns but choose to print schedules for an advisor.
  • Adjustments have been made to ensure Service Schedule appointments scheduled by first selecting the customer and then the date and time show as open when their prewrites are pulled to repair orders. 
  • Modifications ensure that low tech ID numbers do not create issues within Service Schedule.
  • Updates ensure the Tech ID is automatically changed when an appointment is rescheduled from one technician to another. 
  • Changes ensure the technician number displays in the schedule details if a technician ID is added to an appointment scheduled in an advisor column.
  • Contract Mileage is disabled along with the rest of the fields when using the "View Only" feature in Service Schedule.
  • An improvement to Service Schedule allows users to leave the Schedule Details screen open for long periods of time without the scheduler refreshing. 
  • Modifications have improved the Edit feature for scheduled appointments in Service Schedule. 
  • Improvements ensure that the correct technician number displays on the Print Schedule/No Shows report after an appointment's carry over time is scheduled and the carryover appointment is rescheduled to a different technician. 
  • Changes prevent the system from becoming unresponsive when users enter start times on the Service Schedule Shop Setup screen for a day for which no start or quit times had been entered originally. 
  • Adjustments ensure that when a repair order has a customer pay line and a Subaru Warranty line, a sublet amount applied to the customer pay repair applies only to the customer pay line.

System-wide

  • A feature has been added to shut down any open DMS modules when an update begins, thereby avoiding any errors while performing the update installation. 

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