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Aug. 2018 Tips and Tricks (Aug. 13, 2018)

Autosoft -

Accounting Tip: Importing Journal Entries Into Autosoft DMS as a CSV File

You can now import journal entries in the form of a .csv (comma delimited) file into Autosoft DMS.

Create a new folder on your C:\ drive (K:\ drive if your dealership uses the hosted Autosoft DMS platform) and name it ASImport. Save the .csv file to this folder, also naming the file ASImport.csv.

Once you've saved the .csv file, you can easily upload it to your Autosoft DMS Accounting module, and the system will convert the file to a journal entry for you to post. To use this functionality, follow these steps:

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

Step 2. The Journal Entries menu opens. Select Post Entries to Journals to open the Post Daily Entries to Journals menu. 

Step 3. Click Imports

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Step 4. The Imports menu opens. Click General Import

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Important:  You must save the CSV file you wish to import into the DMS as ASImport.csv in a folder in the C:\ drive (or K:\ drive if your dealership uses a hosted Autosoft DMS) that you must name ASImport. The system will search this folder for this file when you click General Import. If the data within the file doesn't follow the proper format or is missing any information, the import will fail and an error message will appear. Click OK to dismiss the message and make the necessary changes to the saved file before attempting the import again. 

Step 5. The system searches the C:\ASImport (or K:\ASImport if using a hosted Autosoft DMS) folder for the CSV file. If the folder and CSV file are found, the General Import pop-up appears asking you to verify you wish to initiate the CSV validation process. 

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Click OK to proceed. The file will be imported as a single record or entry. 

Step 6. The system will verify that the file has been imported and will tally the number of successfully imported records. Click OK to acknowledge the message. 

Note:  If any of the information in the imported file is incorrect or missing, such as the general ledger number or document number, or if the entry doesn't balance, an error will alert you of the problem. Click OK to dismiss the message and make the necessary changes before re-attempting the import. 

Step 7. A pop-up will ask you to verify that you're ready to post the imports. Click OK to continue. 

Step 8. Depending on your Accounting setup, the system will either ask you to post the entry or to print and post the entry. Post the entry as you normally would.  

 

BONUS TIPS

Setting Up CSV Files for Import into Accounting
Creating the CSV Import Folder and Saving a CSV File

 

Fixed Ops Tip: Working with Service Menu Items

Create Service Menu items on the Enter Service Menu Ops screen (accessible from the System Setup menu in the Service Writing module) to save time by establishing menu items containing all the necessary information for your dealership's popular service conditions. These menu items can then be quickly pulled to prewrites, quotes, and repair orders. You are not required to use menu codes, but they make entering repairs much faster and simpler.

For example, you can create a menu item for a lube, oil, and filter job, and name it "LOF." When you are scheduling the service or creating a quote, you can simply click LOF in the Usage or Name tabs of the Service Menu, and the DMS automatically pulls all the necessary information to the prewrite or quote.

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Similarly, you can select service menu items when adding repairs to a repair order's Enter Conditions screen. Clicking the Menus button on this screen displays a list of all the menu items your dealership has created. Simply click a menu item from the list to select it (or manually type the menu code in the Menufield), and all of the information entered for the code automatically populates the repair order. 

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When setting up menu items in Service Writing System Setup, you can also use the Customer Presentation pop-up to enter suggestions or recommendations for additional service. This feature assists you with upsales, as it can be used to encourage customers to sign off on additional repairs that need to be completed while the vehicle is in for service. You can select to print the customer presentation text entered for any menu item on the hard copy of the repair order that you print from the Enter Conditions screen.

While viewing the customer’s service history on the Service History screen accessible from the Historybutton on the Enter Conditions screen, you can add to the repair order the customer presentation (or Service Menu Presentation) text for any menu item. This allows you to recommend a service to the customer. The hard copy of the repair order prints the customer presentation/Service Menu Presentation text, the price of the recommended service (based on the information entered for the menu item), and a line the customer must sign to authorize the repairs.

To add a menu item to the repair order as an upsale, follow these steps:

Step 1. From the Enter Conditions screen, click History. The history screen displays the repair orders in the customer’s service history.

Step 2. Click a repair order to view the repair order details. This allows you to research the customer’s history to see what services have been declined or might be due. 

Step 3. The right side of the Service History screen displays all of the menu items created from the Enter Service Menu Ops screen. Click the menu item in the list you want to add to the repair order.

Step 4. The R/O Data list on the right side of the Enter Conditions screen displays “Upsale Menu,” followed by the code for the menu item you selected.

 

BONUS TIPS

Creating a New Menu Code
Entering Service Menu Parts
Entering Customer Presentation Suggestions

 

 

Sales and F&I Tip: Changing Deal Defaults When Changing Deal Type

You can now adjust how Autosoft Sales and F&I (SFI) handles deal defaults whenever a deal type is changed. Formerly, SFI repolled your deal defaults whenever you changed a deal’s type, such as when changing from a cash to a retail deal.

While this is still the SFI default behavior, you can now change the default setting to prevent the system from refreshing the taxes and fees when you change the deal type. This will ensure any taxes and fees you customize in a given deal remain constant despite the deal type.

To set this default, simply follow these steps:

Step 1. From the Setup application, hover over the Sales option and select Deal Defaults from the menu that opens. The Deal Defaults setup screen opens. 

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Step 2. In the General Defaults card, use the Retrieve Fee Defaults on Deal/Veh Change toggle to determine how fee defaults will be handled when the deal type is changed.

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Click the toggle to No to prevent the system from pulling changing the deal defaults when a deal's Deal Type or Vehicle is changed. Click the toggle to Yes if you wish to allow the system to automatically change the deal defaults based on the new deal type or vehicle. 

Step 3. Click Save. A green "Success" message verifies your changes have been saved. 

 

BONUS TIPS

Setting Deal Defaults
Establishing Separate Fee Defaults by Deal and Vehicle Type

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