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Autosoft DMS Release 7.5.3 (July 23, 2018)

Autosoft -

The Autosoft DMS 7.5.3 release contains several enhancements designed to improve your efficiency. In this release, you'll find that we've added the ability to track added repair lines, enhanced validations for customer numbers, enabled the import of CSV files into the DMS and the export of inventory reports to Microsoft Excel, and allowed for the use of alphabetical operator IDs in the Cashier application. We've also added a Toyota "Service Lane" button to several Service screens to allow for easier access to the Toyota Service Lane program. The release also contains a variety of minor bug fixes. 

 

Accounting

Imports menu created for the import of CSV files into Autosoft DMS

Benefit:  Easily import CSV (comma-separated values) files into Autosoft DMS for posting to the general ledger. 
Detail:  Autosoft has added an Imports menu to the Dealership Accounting module to allow users to import CSV, or comma delimited, files into the DMS, which then allows the user to post the data to the general ledger as a general journal entry. Use the links below to assist you with setting up and using the import feature. 

 

Creating the CSV General Import Folder and Saving a CSV File

Importing CSV Files into Autosoft DMS

  

Functionality added to create, save, and edit side-by-side schedule sets

Benefit:  Easily create, use, and edit saved sets of side-by-side schedules.
Detail:  Autosoft has made enhancements to the Side-By-Side Schedules screen to allow users to create sets of side-by-side schedules for easy retrieval and reporting.

The process to create a one-time use Side-By-Side Schedules report hasn't changed. You can manually choose up to six accounts to pull to the report. However, you'll now have the option to click the List Sets button to select an existing set of side-by-side schedules from the list of all sets established by you or other users. This action populates the set’s accounts to the screen. In both scenarios, the user will click Scan and respond to the prompts that follow, as usual. Use the links below to assist you as you work with the side-by-side schedules. 

Creating a Side-by-Side Schedule Set

Editing a Side-by-Side Set

Deleting a Side-by-Side Set
 
 

 

Cashier

Alphabetical operator ID functionality added

Benefit:  Have more flexibility when adding users to the system by creating both alphabetical and numeric operator IDs for the Cashier module. 
Detail:  The ability to create alphabetical operator IDs in the Operator Accounting Passwords screen's Cashier tab has been added. The Operator ID can now be 1 through 9 or a through z. (For alpha character IDs, you should use the user's initial as the ID when possible.) This will make it easier to assign and identify the ID. This greatly increases the number of operator IDs that can be accommodated for a dealership in the Cashier module.

  

Ability to print bar code on repair orders, counter slips, and cash receipts added

Benefit:  Easily scan a bar code on printed repair order, counter slip, or cash receipt to access and export cash receipt data for third-party integrations.
Detail:  A "Print Bar Codes" parameter set has been added to the Cashier Parameters screen to turn bar code printing on and off for various cash receipts. The parameter set includes checkboxes for repair orders (R/Os), counter slips (C/Ss), and Cash Receipts. By default, these checkboxes are checked, which will print the barcodes on repair orders, counter slips, and cash receipts. Unchecking a box will prevent the bar code from printing on that particular document type. 

Scanning a bar code transmits the document's Autosoft account number, cash receipt number, customer name, receipt date, and customer number.  

cash_receipts_setup.png

  

Service

Customer Number improvements made

Benefit:  Ensure the Customer Number field accurately reflects the customer name and VIN.
Detail:  Several changes have been made to the DMS to preserve data integrity. Logic has been put in place to ensure all customer numbers are generated and retain the desired format using the same criteria. The DMS verifies the customer number is a combination of the first three characters of the individual customer's last name or the business/organization's primary name and the last six characters of the VIN. 

Customer Number Formatting Modified for Last Name with Fewer than Three Characters

Modifications have been made to allow customer numbers to be created for customers with last (individual) or primary names with fewer than three characters. In this situation, if the customer's name contains two characters, the Customer Number is comprised of those two characters, followed by the last seven characters of the VIN. If the customer's name is a single character, the Customer Number is comprised of that one character, followed by the last eight characters of the VIN. 

Preceding Zeros Added

To ensure the Customer Number is correctly recorded, the system now adds preceding zeros when a VIN of fewer than eight characters is entered in the Start Repair Order, Start Quote, Schedule Service, Customer Information, and Service Prewrite screens. The zeros don't appear in the actual VIN. They're simply used as placeholders at the beginning of the VIN when creating the Customer Number to ensure the last six characters of the VIN appear as the second part of the Customer Number. 

Warning Message Added

The Customer Information screen has been changed to include a warning message that alerts users when changes are made to the Name or VIN fields that will affect the Customer Number

Customer numbers are comprised of the first three letters of a customer's last name and the last six characters of the vehicle's VIN. If you edit or remove a customer's last name or change the VIN, a warning alerts you that the changes will result in a new Customer Number when you attempt to save the record. You can select Cancel to cancel the save and manually undo the changes you've made or Continue to make the change to the customer and vehicle record, thereby changing the Customer Number. 

Measures Added to Prevent Lowercase Letters in Customer Number

Safeguards have been added to prevent Customer Numbers from being created using lowercase letters (if they're used in a customer name that's been copied and pasted).

 

Functionality added to track and report added repair lines

Benefit:  Easily track upsells and warranty added operations on your repair orders.

Detail:  Autosoft has added the ability to track and report any repair lines added to repair orders after the repair order is created and printed. Any repair lines manually added after the initial repair order has been created and printed or dumped from a quote to the already printed repair order are flagged so when you click Print from the Enter Conditions screen, the print options include Add-Ons Only

Selecting Add-Ons Only prints the RO number, RO date, advisor, technician, customer, vehicle, added operation line details, pay type, and parts and labor amounts for the repair lines added after the initial repair order was printed. Use the links below to learn more. 

Tracking Added Repair Lines

Printing the Added Operations Report

 

Accounting, Cashier, Desk Manager, and Service

Updates made to Customer Information screen Customer Search functionality

Benefit:  Easily search for customer records by using the last eight characters of the vehicle's VIN or the vehicle's stock number. 
Detail:  Autosoft has made a variety of updates to the Customer Information screen accessible from the Customer quick tab at the top of several Accounting screens (Sales Journal Entries, General Journal Entries, Purchase Journal Entries, Receipts Journal Entries, Deposits/EFTs, Clean Schedules, Adjust General Journals, Vehicle Purchases, Vehicle Sales ancillary screen, Miscellaneous Checks, Factory Receivables, and Integrated Entries screens) and Cashier screens (Cash Receipts, Post Service Sales), as well as from the Desk Manager application menu's  Customer History button and the Service module's Customer Information option. These changes allow users to more easily access customer information using vehicle data. 

To access this new functionality, click the Customer History button on the Desk Manager menu, click the Customer quick tab in the upper-right corner of the Accounting and Cashier screens listed in the previous paragraph, or click Customer Information on the Service Writing menu. The Customer Information screen opens. Here, you can now search for a customer record by entering the last eight characters of a vehicle VIN in the VIN field and press ENTER. 

Note:  A roll-over tooltip has been added to alert users when hovering over the VIN field on the Customer Information screen that the search requires a minimum of the last eight VIN characters. 

The customer record associated with those last eight VIN characters populates the screen. 

We've also added new search fields to the Customer Search Criteria screen accessible from the Search Customers button on the Customer Information screen. You can now search for customer records on this screen using the Last 8 and Customer/Stock Number fields. Simply use these fields to type the last eight characters of the VIN or the customer number or vehicle stock number, respectively, to populate the customer record information on the Customer Information screen.

  

Dealer Principal, General Manager, Parts, and Service

Print and horizontal scroll functionality added to Daily DOC History Compare screen

Benefit:  Easily view and print your Daily DOC History data.
Detail:  Autosoft has added a Print button to the Compare screen (DOC History) accessible in the Dealer Principal, General Manager, Parts, and Service applications. 

Once you've clicked the History or DOC History button (depending on the application) and have selected the Daily DOC you want to view from the Daily DOC History list, the Compare screen will open. The horizontal scrollbar that's been added to the bottom of the screen allows you to scroll left and right to view all the data on the screen.

Click the Print button in the lower-right corner of the screen, select To Printer to send the DOC to your printer or To Screen to view the DOC on your monitor. 

 

Other Updates

Accounting

  • Preceding zeroes will be added to VINs with fewer than eight characters (but at least 1) when the user ENTERs, TABs, or clicks out of the VIN field, creating an eight-character VIN.
  • The Print command for several Vehicle Inventory reports has been updated to include an option to export the inventory report to Microsoft Excel. The reports affected are: Vehicle Inventory Schedules (Print One/All Accounts, Print Short List, and Verify Inventory options), Miscellaneous Inventory Reports (Print Inventory List For Line, Print Inventory By Last 6, Print Aged Inventory, Print Vehicles In Active F&I Deals, and Vehicles W/Outstanding Titles options), and Inventory FasTrial. The Print List button on the Vehicle Inventory screen (accessible from the Inventory List button on the Vehicle Information screen), also allows you to export the inventory list as an Excel file. The system notifies you when the file has been created and lists the location where it can be found and its file name.
  • Updates to the Financial Statement Software Update screen ensure the Land Rover option is listed and available to Land Rover franchise dealers. 
  • Changes to the Deposit/EFTs screen ensure the Vendor Account Detail button is only enabled upon entry to the Control field if the account selected is the Accounts Payable general ledger account number. 
  • Modifications ensure that ampersands (&) used in the Desc. (Description) field for a parameter in the Vehicle Purchase Parameters screen carry over to the Vehicle Purchases screen accessible from the Journal Entries menu. 
  • Updates ensure that the document number on a detail forward schedule displays on the View Schedule and Print Schedule correctly when the document is moved, whether it is posted current and moved to post ahead, or posted ahead and moved to current.
  • Updates to the Illinois Tax Report formatting ensure that the report will be accepted by Illinois without any changes to the existing process on the dealership's part. 

Cashier

  • Changes ensure the proper repair order status appears for all repair orders in the Active RO List.

General Manager

  • Modifications have improved the performance of the Inventory button.

Parts

  • A Print button has been added to the tool List screen (accessed from the View Tool List option on the Special Tool Inventory menu), allowing users to print the tool list to screen or send it to the printer. The list is less lengthy than the one that prints using the Print List of Tools option on the Special Tool Inventory menu. 
  • Changes ensure if the description is blank for a part number in Master Inventory but a description is entered in Line Parts/Counter Sales when the part is billed, the description from Line Parts/Counter Sales will print on the Customer Copy. 
  • A warning message has been added to verify that a user who attempts to exit the Counter Parts Sales screen without clicking Generate Order when issuing a credit would like to generate the order. The message offers two options: OK to generate the order, or Not Yet to cancel the credit, which enables them to credit the invoice at a later time.
  • Modifications ensure core returns and parts sales on counter slips with core returns display correctly in History (both QuickLook and Daily Sales History).
  • Updates ensure the Report Generator performs correctly when the part description is included in the report. 
  • To reduce the delay some users were experiencing when entering the Parts Queries screen, a message has been added to prompt the user to rebuild APPCQ.DAT when they select the Parts Queries, Counter Sales, and Daily Update of Finished Sales options. Once the rebuild is finished in any of the screens, the user is not prompted again. If the message is encountered during the end-of-day process, the process will complete as long as the file can be rebuilt. The user will not have to rerun the end-of-day process. 
  • Changes ensure the proper repair order status appears for all repair orders in the RO List.
  • An issue has been addressed to ensure the Daily Parts Sales Summary includes the total cost for Service repair orders.
  • Modifications ensure that clicking Close on the Parts Pricing Updates screen returns the user to the Setup & Updates menu.
  • Updates ensure all parts transfer from ERO to Parts, regardless of the number of parts requested in the ERO. Additionally, all parts pull to the repair order as long as the ERO request includes a numerical value in the Qty field.

Service

  • An adjustment has been made to ensure that during the conversion to Service Schedule from Schedule Xpress, any existing appointments (past, current, and future) scheduled for a tech who's been deleted from the system are placed in a custom column.
  • Improvements have been made to allow repair order numbers to be reused without any effect to the repair history of the original repair orders to which the number was originally assigned. The initial repair order history remains in the archives, where it's accessible when needed, while the dealership can view the history for the newly created repair order with that document number once it's updated to Accounting. 
  • Enhancements ensure that when creating repair orders from quotes, "auto-add" menu operations are included. 
  • A side-to-side scroll feature has been added to the Service Quoting Add Labor screen's labor list, allowing users to view items more fully. 
  • An update prevents repair orders from being printed and closed when nothing has been entered in the VIN field, even when "Y" has been entered in the "Allow an R/O to be Started Without a VIN" parameter on the Miscellaneous Parameters screen. 
  • Changes ensure if the description is blank for a part number in Master Inventory but a description is entered in Line Parts/Counter Sales when the part is billed, the description from Line Parts/Counter Sales will print on the Customer Copy. 
  • A Service Lane button has been added to the Enter Condition screen for repair orders, Customer Information screen, and ERO screen to allow dealerships with a Toyota DCS license to access the Toyota Service Lane application from the screen if a Toyota VIN has been entered.
  • Modifications have been made to the Subaru Warranty Entry screen to increase the Comment Line area from a single line capable of holding 75 characters to five lines, each capable of holding 75 characters. 
  • Updates have been made in compliance with Chrysler's Global Claim System updates. These updates include changes to screen line item numbers and sequence numbers, and the addition of the "X" in the LOP Narrative screen's Type table, which represents rear-end alignment measurement.
  • Changes ensure the Service Schedule application is accurately displaying technician lunch breaks as entered on the Column Setup screen. 
  • Adjustments ensure the Flagged Time Report is generated correctly for all dates.
  • In Service Schedule, updates ensure the Tech ID is applied to all repair lines when an appointment is assigned to a technician column, both initially and when editing lines after the appointment has been scheduled.   

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