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Mar. 2019 Tips and Tricks (Mar. 18, 2019)

Autosoft -

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

Did you know you can import journal entries in the form of a .csv (comma delimited) file into Autosoft DMS? Follow the instructions below to learn how. 

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

post_daily_entries_to_journals_menu.jpg

Step 4. The Imports menu opens. Click General Import

imports_menu.jpg

Important:  The system will search the ASImport folder for the 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. 

general_import_pop-up.png

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: Using the Assign SubSource Utility to move parts to a Subsource

Did you know you can use the Assign SubSource utility to easily assign parts to a subsource without having to manually edit the part file? If you use SubSource management, this is useful as you create subsources and need to move parts between subsources. A part must meet all the criteria you specify in order to be assigned to the subsource.

When the transfer is complete, the system will print a report showing all the parts that qualified to be changed. If the part line displays *** on the far right, the part was moved from one subsource to the new subsource. If the part line does not display ***, the part qualified for the move but was already in the specified subsource.

Step 1. Click Setup & Updates on the Parts Inventory main menu.

Step 2. Click Miscellaneous Maintenance.

Step 3. Click Miscellaneous Data Movement.

Step 4. Click Assign Subsource.

Step 5. Specify the criteria a part must meet to be assigned the subsource. Only parts that meet all the criteria you specify will be assigned the subsource.

SubsourceCriteria.jpg


Step  6. If you are moving parts between subsources, type the current subsource in the Current SubSource field.

Step 7. Type the subsource you want to assign the parts to in the Change SubSource field.

Step 8. When prompted to verify your printer is ready, click to select To Printer to print the information or To Screen to view the information on your screen.

Step 9. Once you select your print type, click Print.

 

 

BONUS TIPS

Creating a Subsource
Editing a Subsource
Viewing Subsource Detail

 

Sales and F&I Tip: Manage Forms Using Forms Menus

Did you know you can easily organize your forms to make printing quicker and easier? You can create Forms Menus that allow you to group forms by deal type, financial institution, or any criteria you want, and you can then select to view only those forms on the Forms page of the deal. To create and use Forms menus, follow the steps below.

Step 1. Click Setup.

Step 2. From the Sales menu, select Forms.

ClickSetupForms.jpg


Step 3. Click Menus on the Forms page.

Step 4. Click New Menu. The Forms Menu modal will appear.

Step 5. Give the menu a name. For example, if you are creating a menu that contains all of your DMV forms, you could name it, "DMV Forms."

Step 6. Use the Type list to select if the menu is for prospect forms or deal forms.

Step 7. The Available Forms window displays all your available forms for the selected form type. Click on a form to select the form. You can select multiple forms by holding down the SHIFT key on your keyboard.

Step 8. Once you select the forms, click the right arrow icon.

ClickRightArrow.jpg

Step 9. This will add the forms to the Selected Forms window. Add more forms as needed. To remove a form, click the form in the Selected Forms window and click the left arrow icon.

Step 10. Click Save when you are finished adding forms. The menu you created will show in the Forms Menu list.

Step 11. When you are on the Forms page in a deal, select the menu from the Forms Menu list. The screen will display only the forms assigned to the selected Forms Menu.

DealMenu.jpg

Step 12. Print the forms as needed.

 

BONUS TIPS

Setting Default Deal Disclosure Forms
Rearranging and Renaming Forms

 

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