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Nov. 2018 Tips and Tricks (Nov. 1, 2018)

Autosoft -

Accounting Tip: Printing Schedules to Microsoft Excel 

Did you know you can easily export your Trade Receivables and Trade Payables schedules to Microsoft Excel? The option is available to you as one of the print options when viewing the schedule.

To export the schedules, follow the steps below: 

Step 1. Select either Trade Receivables or Trade Payables from the Dealership Accounting menu.

Step 2. Click View Schedule.

 AR_menu.png AP_menu.png

Step 3. On the View Schedule screen, click Print This List on the bottom right side of the screen.


Step 4. When prompted to verify your printer is ready, select Export to Excel, and click Print. 


Step 6. A pop-up alerts you that you can view the report in Microsoft Excel by accessing either ARScheduleList.XLS or APScheduleList.XLS (depending on which schedule you exported) 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.




Fixed Ops Tip: Working with the Active R/O List 

Did you know that there are several different ways to display your Active R/O list? By default, all repair orders display in the Active R/O List and are sorted by R/O number. You can use the following tips to search, filter, and view information!

To quickly filter the list, you can type the first letter of the customer’s last name. The list will display the customers whose last name begins with that letter.

The tabs at the top of the screen allow you to filter the repair order list based on the repair order type, status or current user. By default, the All Active tab is selected and display all active repair orders. 


Use the My R/O's tab to display just the repair orders for the current user ID/writer number.

Use the Service, Body Shop, Contracts, and Quicklane tabs to view just those types of repair orders. 

Select the Waiting tab to display just the repair orders flagged W for waiting in the When Finished field in the Start Repair Order screen.

The Closed tab will list only the repair orders that have been closed. 

Use the last five tabs on the top of the screen to filter the Active R/O list based on the repair type: customer pay (C/P), warranty (W/C), internal (I/R), or quick lane (Q/L). If there are multiple repairs on the repair order with multiple repair types, the system uses the repair type for the first repair added to the repair order to determine the sort.


The Status column identifies the R/O status under any column header. The status changes as repairs are closed. There are multiple codes that can display:


  • Open: The repair order is open. No repairs have been closed.
  • Printed: The repair order is open but has been printed.
  • WC Open: The warranty claims are open. All customer pay and internal repairs have been closed.
  • Reclose: The customer copy was printed, but the R/O was not closed. The R/O still needs to be closed on the screen to sort the list by the R/O number, job number, customer's name, etc.
  • Open/Fin: The repair order has been finalized but has not been closed and printed.  The status is set using the R/O Is Finalized But Remains Open field on the Review & Print screen. This serves as an indication as to whether the R/O is ready to be closed.  
  • Parts: The repair order requires parts that are not yet available. This status is set using the Enter R/O Status Code option in the Repair Order Utilities.
  • Authz: The repair order requires authorization and is on hold until it is received. This status is set using the Enter R/O Status Code option in the Repair Order Utilities.
  • Tech: The repair order is being worked on in the shop. This status is set using the Enter R/O Status Code option in the Repair Order Utilities.
  • Hold: The repair order is on hold for some reason not reflected by another status. This status is set using the Enter R/O Status Code option in the Repair Order Utilities.



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Sales and F&I Tip: Setting Notifications 

Do you want to track when a vehicle is added to a deal, be aware every time a deal is created, or know right away when a deal is lost? You can set notifications in Autosoft’s Sales and F&I to alert you of events or changes to information you want to know about.

To set notifications, follow the steps below:

Step 1. Click on your username in the top-right corner of the page, and select Notifications from the menu that displays. 


Step 2. You are taken to the Notifications screen. It displays all the notifications you can select to receive. Click to select the notifications you want to set.

Tip:  You can also see any specific deals or vehicles you’ve individually watched by clicking Watched Deals or Watched Vehicles on this same screen.


Step 3. Click Save when you are finished selecting the notifications.

Step 4. Notifications will show up in the notifications panel on the right side of any Sales and F&I screen. If the panel is closed, the caret icon will display red to indicate you have active notifications. Click the caret icon to expand the notifications panel as needed. 


Step 5. The bell icon will identify the number of notifications you have. Click the icon to view the notifications. Hover over the notification to display options to favorite, share, view, or delete a notification.




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