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Autosoft DMS Release 7.5.4 (Sept. 20, 2018)

Autosoft -

The Autosoft DMS 7.5.4 release contains several enhancements designed to improve your efficiency. This release includes security enhancements to keep Mitsubishi dealers in compliance with manufacturer standards. Additionally, Autosoft has made enhancements to the Deposits/EFTs screen that allow users to process Accounts Receivable customer payments and late fees for multiple invoices at once. Additional improvements have been made to the Accounting, Service, and Parts modules. The release also contains a variety of minor bug fixes. 

 

Mitsubishi Dealerships

Autosoft DMS 7.5.4 Update mandatory to remain in compliance with Mitsubishi Motors North America dealership communications

Benefit:  Maintain compliance and connection to Mitsubishi Motors North America.
Detail:  To remain in compliance with Mitsubishi Motors North America (MMNA), Autosoft has made adjustments to its dealership-manufacturer communication interface as part of the 7.5.4 release. MMNA has updated its systems to increase the security and stability of their services, and the DMS update is required for Mitsubishi dealerships to maintain a secure connection between Autosoft DMS and MMNA. Your dealership must download this Autosoft DMS release prior to MMNA's Sept. 21 release.  

 

Accounting

Export to Excel functionality added to Print This List print criteria in both Trade Receivables and Trade Payables View Schedule screens

Benefit:  Easily export Trade Receivables and Trade Payables schedules to Microsoft Excel. 
Detail:  Autosoft has added an Export to Excel option to the print criteria accessible from the Print This List button on both the View A/R Schedule and View A/P Schedule screens. Users can print previous months' lists, as well as the current month's. 

To use this option, follow these steps:

A/R Schedule List

Step1. From the Dealership Accounting menu, select Trade Receivables. The Trade Customer Receivables menu opens.

Step 2. Click View Schedule. The View A/R Schedule screen opens.

Step 3. Click Print This List

Step 4. The system will prompt you to verify your printer is ready. Select your print criteria: To Printer to print the list, To Screen to view the list on the screen, or Export to Excel to create an XLS file in the ASIXL folder of your hard drive. 

Step 5. Click Print

If you selected Export to Excel, a pop-up alerts you that you can view the report in Microsoft Excel by accessing the ARScheduleList.XLS file in the C:\ASIXL folder (or K:\ASIXL folder if your dealership uses a hosted version of Autosoft DMS). Click OK to acknowledge and close the message.

A/P Schedule List

Step1. From the Dealership Accounting menu, select Trade Payables. The Trade Vendor Payables menu opens.

Step 2. Click View Schedule. The View A/P Schedule screen opens.

Step 3. Click Print This List

Step 4. The system will prompt you to verify your printer is ready. Select your print criteria: To Printer to print the list, To Screen to view the list on the screen, or Export to Excel to create an XLS file in the ASIXL folder of your hard drive. 

Step 5. Click Print

If you selected Export to Excel, a pop-up alerts you that you can view the report in Microsoft Excel by accessing the APScheduleList.XLS file in the C:\ASIXL folder (or K:\ASIXL folder if your dealership uses a hosted version of Autosoft DMS). Click OK to acknowledge and close the message.

 

Ability to select multiple invoices and late fees to be paid by AR customers added to Deposits/EFTs screen

Benefit:  Avoid having to change each document line manually to properly clear the detail for detail forward customer payments and late fees. 
Detail:  A "Customer Account Detail" button has been added to the Deposits/EFTs screen to allow users to clear Accounts Receivable customer detail and late fees by selecting the details to be paid. The system uses the selected invoices to automatically write the payment entry. 

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

If late fees apply to the invoices you select, the fees automatically pull to the Deposits/EFTs screen with the corresponding invoices. You can choose whether you want to apply those fees or remove them from the Deposits/EFTs screen. 

To pull transactions from a customer account for payment processing, follow these steps:

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

Step 2. Click General - Purchases - Receipts on the Journal Entries menu. 

Step 3. The Journal Entries menu opens. Select Deposits/EFTs

Step 4. The Deposits/EFTs screen opens. 

deposits_efts_screen.jpg

Step 5. The system automatically assigns a document number. You can use the default document number or type the document number you want to use in the Document field. The document number begins with “D” to indicate it is a deposit.

If the document number you enter is a duplicate of an already posted document, a warning will alert you that duplication of documents within the same journal may result in posting errors if reversed. Select Clear to clear the document or journal and enter a new document or Continue to carry on.

Step 6. The Journal field defaults to 50—Cash Receipts. You can edit this field if necessary. Use the Deposit To list to select the account for the deposit.

Step 7. In the working line, enter the general ledger account number in the G/L field. When the cursor rests in this field, the field description reads, “G/L List.” Click the field description to view a list of general ledger accounts. Use the drop-down list at the bottom of the list screen to filter the account list as needed. Click on the account you want to select

Important:  If the account number entered in the G/L field does not match the check register selected in the Select Register - Deposit To field but matches one of the other register numbers in the field's drop-down menu, a warning will alert you to the discrepancy and allow you to decide how you would like to proceed. If you click Continue, no entry will be made in either check register. If you click Clear, the entry will be cleared so you may enter the correct account information.

Because this warning will not appear if your check register and account numbers are the same, pay special attention when dealing with your Payroll Checking account, which can use the same account number as the General Checking account. If so, you'll have to select the Payroll Checking Register from the Select Register - Deposit To field's menu.

Step 8. Press ENTER to advance through the Document field. The document number auto-populates this field.

Step 9. If the general ledger account you selected in Step 7 is for Accounts Receivable (AR), enter the customer's control number in the Control field. Use the Schedules button to search for the existing AR customer and their control. When you enter a control, the top of the screen displays the AR customer account information. Once you enter a control, you can use the HOME key on your keyboard for the subsequent lines to default to the same control.

Upon choosing or entering the AR customer control in the Control field, the Customer box will appear on the screen, containing the customer's information. Additionally, the Customer Account Detail button will appear above the Print Cash Clearing List button.

customer_account_detail_button.jpg

Step 10. Click the Customer Account Detail button to open the Customer Account Detail screen.

Step 11. Click the invoices the customer wishes to pay. The system will use those lines to automatically write an entry. Selected invoices will be highlighted in orange, and the total of the highlighted lines populates the Total Selected field. 

customer_account_detail_selected.jpg

Step 12. Click Done.

Step 13. The selected invoices populate the Deposits/EFTs screen as individual lines, and the Total Credits line reflects the total of the invoices you selected.

Note:  If a late fee applies, the late fee will automatically be added to the last line of the transaction after invoices are selected from the Customer Account Detail screen. If the late fee is not being paid, open the late fee line, delete the account from the line's G/L field, and press ENTER to delete the late fee line.

Create a line for the payment, entering the dollar figure from the Total Credits field into the Debit field. ENTER to add the line.

debit_line.jpg

Step 14. Once the transaction is balanced, click Save Transaction or Post Transaction. The button description changes based on the posting method you selected. (You can also press ENTER in a blank G/L Credit Account field).

post_selected_AR_customer_payments.jpg

Step 15. If you selected to post directly to the general ledger and schedules, click to select to post to the current month or next month, or select to batch the entry.

If you selected to batch post, click File It! when prompted to verify you want to file the entry. 

 

Number of Accounts Payable invoices payable with a single check doubled

Benefit:  Pay more vendor invoices for a vendor on a single check for miscellaneous and batch payments.
Detail:  Autosoft has doubled the number of Accounts Payable vendor invoices that can be paid on a single check from 55 to 110. This applies to both miscellaneous checks and batch checks. Invoices are sorted alphanumerically on the check and file copy, and the bank detail line is only printed on the file copy. 

 

Accounting and Desk Manager

Updates made to Customer Information and Customer History Data screens 

Benefit:  Easily search for customer records, correct the Customer Number and Last 8 fields when changes are made to the customer vehicle's VIN, and mark a customer as an individual or business.   
Detail:  Autosoft has made a variety of updates to the Customer History Data screen accessible from the Vehicle Sales menu and the Customer Information screen accessible from the Vehicle Sales Reports menu in Accounting and the Desk Manager main menu. These changes allow users to more easily access customer information using vehicle data and to ensure any changes to customer data are properly reflected in the Customer Number. 

To access this new functionality, follow these steps:

Accessing the Customer History Data Screen

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

Step 2. Select Vehicle Sales. The Vehicle Sales menu opens.

Step 3. Click Customer History Data. The Customer History Data (Vehicle Sales) screen opens. 

customer_history_data_screen.jpg

Accessing the Customer Information Screen In Accounting

Step 1. From the Dealership Accounting menu, select Reports & DOCs. The Reports menu opens.

Step 2. Select Vehicle Sales to open the Vehicle Sales Reports menu.

Step 3. Click Customer History. The Customer Information screen opens. 

vehicle_sales_customer_info_screen.jpg

Accessing the Customer Information Screen In Desk Manager

Step 1. From the Autosoft DMS startup menu, select Desk Manager. The Desk Manager menu opens.

Step 2. Click Customer History. The Customer Information screen opens.

Desk_Manager_customer_info_screen.jpg

Enhancements to the Customer History Data and Customer Information Screens 

On both the Customer History Data and the Customer Information screens (in both Accounting and Desk Manager), you'll find that the Customer Number and VIN fields are now read-only. You can now use the VIN field to search for a customer record by entering the last eight characters of the VIN. A roll-over tooltip has been added to alert users when hovering over the VIN field that the VIN-based search requires a minimum of the last eight VIN characters. Once you've entered the last eight characters of the VIN, the customer record associated with those characters populates the screen. 

The Customer History Data and Customer Information screens (in both Accounting and Desk Manager) have also 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 or Last 8 fields.

Because 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, when you click Save, a warning will alert you that the changes you've made will result in a new Customer Number. 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.

customer_number_warning.png

Additionally, if any changes are made to the VIN field is the Sales Journal Entries screen, those changes are written to the VIN field in the Customer History Data screen. 

Enhancement to the Customer Information Screen Only

An Individual checkbox has been added to the screen to allow users to signify whether a customer is an individual or a business. Click to check the box if the customer is an individual. The individual customer's name then populates the fields to the right of the Individual checkbox and the Name field. Unchecking the Individual box allows the user to enter a business representative in the fields to the right of the Individual checkbox and a business name in the Name field. 

 

Accounting, Service Schedule, Schedule Xpress

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. 

When a user adds characters in the Customer (customer number) field when creating a repair order, service quote, prewrite, or service appointment in Service Schedule or Schedule Xpress, the customer number logic overwrites the data in the Customer field. This ensures that the customer number accurately combines the customer name and their vehicle's VIN. 

 

Parts 

 

Active purchase order source filter added

Benefit:  View purchase orders awaiting receipt based on source.
Detail:  Changes to the Receipt Stock Orders menu ensure purchase orders listed when users click the Update ALL Items From P.O. and Update EDITED Items From P.O. options are exclusive to those that were created in the set source. 

Users are now required to change the parts source to view purchase orders for a different source in the lists accessible from the Update ALL Items From P.O. and Update EDITED Items From P.O. options. 

To change the source, simply click the header of the Receipt Stock Orders menu where the current source is displayed (hovering over the header will reveal the message, "Click here to change source"), and click to select a different source from the list that opens.

 

Service

Create PDF button added to View R/O screen accessible throughout repair order screens

Benefit:  View PDF versions of repair orders on screen and easily email, print, or relocate PDF files as necessary.
Detail:  PDF writing functionality has been added to the View R/O screens accessible throughout the Repair Orders menu options containing the View R/O button to allow users to create PDF versions of repair orders for easy storage and sharing with customers. The PDFs will include the Next Service Date (if the controlling parameter in the Miscellaneous tab of Miscellaneous Parameters is set to Y) and barcode (if the controlling parameter in the Miscellaneous Parameters RO Printing tab is set to Y). The PDFs will exclude any cost amounts (if the controlling parameter in the Miscellaneous Parameters' Miscellaneous tab is set to Y) and total summary after the repair lines.

When a PDF is created, it's automatically saved as "INVOICE.PDF" to the C:\ASITEXT folder (or K:\ASITEXT folder for dealerships using the hosted version of Autosoft DMS). If users want to save a copy of the invoice, the file must be moved from ASITEXT to another folder. The next PDF generated will overwrite the last, as all repair orders printed to the screen as a PDF are named "Invoice."

You can create the PDF version of repair orders using the Create PDF button on the View R/O screen (accessible from the View R/O button).

Note:  You can also print PDFs to screen using the Print function on the Repair Order History and Review & Print screens. These PDFs are NOT labeled as "Invoice" and are not intended to be customer facing.


Creating a PDF File

To create a PDF version of a customer-facing repair order, follow these steps:

Step 1. From the Service Writing menu, select Repair Order History or Repair Orders followed by any option on the Repair Orders menu that opens a screen including the View R/O button (Start Conditions, Close Lubricants-Sublet, Close Service, Close Parts, Review & Print, Active R/O List)

Step 2. Open a repair order by typing the repair order number in the R/O No. field or using the Search button to search for a repair order. 

Step 3. Click the View R/O button in the lower-right corner of the screen. 

Step 4. The View R/O screen opens, displaying the repair order. Click the Create PDF button in the lower-right corner of the screen. 

View_RO.jpg

The file is automatically saved to the C:\ASITEXT folder (or K:\ASITEXT folder for dealerships using the hosted version of Autosoft DMS) as INVOICE.PDF. 

Emailing the PDF file to a Customer

To send the PDF file via email, you can use two different methods (the processes may vary slightly based on the version of Adobe Acrobat you're operating):

  1. The PDF can be emailed directly from Adobe by clicking the Mail (envelope) icon while viewing the created PDF.

email_option.jpg

Select Send File from the menu that opens.

In the Send Email pop-up, select Default email application or Use Webmail. If the latter is selected, use the Select box to select or add the email address you wish to use to send the file. If adding a new email address, the Add New Account pop-up opens, where you'll type the email address you wish to use and click OK

Note:  If you wish to retain the email address for future use, click to check the Remember my choice box. 

Click Continue

If you're not logged in to your email server, follow the process to log in, find the email in your drafts, type the customer's email address and an appropriate message and click Send

2. The other option for emailing the file is adding it as an attachment. If your dealership uses Microsoft Outlook, open a new email in Outlook, click Attach File, and browse your computer's C:\ASITEXT folder (or K:\ASITEXT if your dealership uses a hosted Autosoft DMS) for the INVOICE.PDF file. Click the file to select it, enter the recipient's email address and a message and click Send

 

Modifications made in Service Schedule to better identify tagged time slots

Benefit:  Easily identify tagged time slots by color and description. 
Detail:   A custom setup has been added to the Shop Setup screen's Customize Schedule Colors box to allow users to further customize the Service Schedule appearance. These custom schedule colors are set per station. Additionally, while working in Service Schedule, you can change the color of individual tagged time slots and add/edit descriptions of tagged time slots. 

To use these new features, follow these steps:

Customizing Colors for Tagged Time Slots

Step 1. Open Service Schedule by clicking the Scheduling option on the Service Writing menu or by selecting Repair Orders to open the Repair Orders menu, from which you can open Service Schedule using the yellow Service Schedule button available on any repair order screen associated with the options on the left side of the Repair Orders menu. 

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

service_schedule_shop_setup.jpg

Step 3. Click the Tagged Time Slots button in the Customize Schedule Colors box, opening a color selector pop-up. 

Step 4. Use the color selector to choose a basic color or create a custom color using the color formulas or point-and-click options. For full instructions on selecting custom colors, see the Service Schedule user manual or F1 screen. 

Adding or Editing Descriptions and Custom Colors for Tagged Time Slots

Step 1. Open Service Schedule by clicking the Scheduling option on the Service Writing menu or by selecting Repair Orders to open the Repair Orders menu, from which you can open Service Schedule using the yellow Service Schedule button available on any repair order screen associated with the options on the left side of the Repair Orders menu. 

Step 2. The Service Schedule opens. Right-click the tagged slot you wish to edit. A menu of options opens.

edit_tagged_time_slot.jpg

Step 3. To edit the tagged time slot's color, select Edit Color and use the color selector that opens to choose a basic color or create a custom color using the color formulas or point-and-click options. 

To add or edit the tagged time slot's description, select Edit Description and type the desired description in the text field. Click OK to save the change.

tagged_slot_description.jpg

The new description will appear in the tagged slot in place of the previous one or "Tagged."

  

Other Updates

Accounting

  • Updates ensure that users are able to view both old and new General Motors vehicle invoice formats that fall within the default date range of 30 days.
  • Modifications have been made for California dealers to ensure the Beginning Date on a pay stub correctly reads as the 16th of the month for employees who are set for semi-monthly pay, when Pay Through is the 31st of the month. 
  • Changes ensure that clicking out of the DOC setup screen and back in will not affect the Line box's formatting and create a duplicate/invalid line. 
  • Adjustments ensure FUTA/SUTA are excluded from the FICA/MED totals and are reported separately in Compiled Payroll.
  • Modifications ensure that memo lines posted from the General Purchases Receipts menu post to the GL detail and can be viewed using View A Document.
  • Updates ensure voided lines from journal entries made within the General-Purchases-Receipts menu are direct posted to the General Ledger and can be seen in the View A Document screen.
  • Changes have been made to ensure an error message does not appear when a user uses the Download To Excel option for a balance forward schedule that has no data. 

 

Cashier

  • Updates ensure the tax is the same in both the Review & Print and Cashier screens when a discount on parts applied in Cashier is less than $1.00.
  • Customer receipts that are printed using the paperless option no longer reappear in the Print Deposit Slip screen after the Update Daily Receipts process has been performed. 
  • Adjustments ensure that the Cashier menus open correctly upon entering cashier for the first time each day.

 

Parts

  • Modifications ensure the Daily Parts Sales Summary shows the PC name when a change is made to a part in a repair order's Close Parts screen affects pricing. 

Service

  • Improvements to the standalone ERO application ensure that ERO icons from multiple sets of books now function independently of each other, allowing workstations to be set up with ERO for multiple franchises for a single user. If the user wishes to create a different ERO icon for each franchise they service, the user will need to rename each ERO icon as it's created to name it for easy identification. 
  • An issue has been addressed to prevent a runtime error from occurring when a user with a wiADVISOR integration clicks Import on the Start RO screen but there is nothing in the list to import.
  • More specific rejection errors display when Hyundai Warranty claims are rejected.  
  • Modifications ensure the leading zero is not removed from the service writer number when displaying an appointment that's been deleted from the DMS in the Deleted Web Appointments list.
  • Updates ensure the closed date and contract information print correctly and that the file copy is perfectly aligned with the customer copy with all information included when printing copies of repair orders.
  • Adjustments ensure that all punch times print on repair order file copies.
  • Changes ensure that once a pre-write has been created for a customer through Service Schedule, if a user enters the last eight of the VIN associated with the customer/pre-write in the Start Repair Order screen, a warning appears, notifying the user of the existing pre-write and giving the user the chance to pull it. 
  • Modifications ensure that if a user attempts to create a new repair order in the Start Repair Order screen for a vehicle with an invalid VIN that already has an open repair order associated with it, a warning message appears, warning the user that there is an open RO for that VIN. 
  • Updates ensure that when a user enters a customer number on the Start Repair Order screen for which a pre-write already exists, the warning message appears without error. 
  • Adjustments ensure the Service History information is included on the bottom half of pre-writes physically printed from Service Schedule after a user schedules an appointment.  
  • Changes ensure that when a customer is set up to be non-taxable in Special Customer Parameters, that parameter pulls to the Start Repair Order screen when the repair order is started from a pre-write. 

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