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February Tips and Tricks (Feb. 20, 2020)

Autosoft -

Accounting Tip: Sort The Financial Statement

The financial statement now includes a column in Scan and Verify Statement Parameters called "Multiple Hit Locations." If there are two or more hits during scan and verify, this column will show the parameters the account is included in.



Financial Statement Out Of Balance

13th Month Financial Statement Availability


Sales and F&I Tip: Making Notifications Work For You

Autosoft knows that running a successful dealership keeps you busy. It's not easy keeping track of every little development while you're selling cars and keeping the service bay humming. That's why Autosoft added the notifications feature to Sales and F&I. You can set notifications to help you monitor ongoing dealership matters. When a notification is triggered, it will be delivered to your Collaboration panel.  

You can set notifications for three areas of Sales and F&I: Customer, Sales, and Vehicle. You can set them to receive updates about watched customers, like if their appraisal is completed. You can set them to receive updates about watched deals, like when a trade is added to a deal or an appraisal has been completed. Finally, you can set them to receive updates about watched vehicles, such as when a vehicle is added to inventory or a service has been added for a vehicle.

Taking advantage of the notifications features of Sales and F&I means you can automatically and easily be informed of a host of important developments at your dealership. 



Establishing Notification Settings
Viewing Notifications
Using the Collaboration Center (Chat & Notifications)
Understanding the Collaboration Center


Fixed Ops Tip: Creating a Parts Kit

The Enter Parts Kits screen is used to build parts kit lists. The kits are used to group parts that are used together for a particular service. A parts kit can contain up to 29 parts, and the parts may be from multiple inventory sources. While the parts kits are similar to pre-built lists you create on the Parts Queries screen, parts kits allow you to control the pricing for the kit and allow you to set a time frame for the kit usage. Parts kits are used for customer pay and internal sales. 

Parts kits are used for customer pay and internal sales. You can create multiple parts kits that are used for the same service but set different pricing for each pay type, as needed. At the time of sale, you would pull the corresponding pay-type kit to the document. 

The parts kits you create are available throughout the Parts Inventory module. You can pull parts kits directly to counter slips and repair orders from the Counter Sales and Service Sales screens. In addition, you can pull parts kits to the Parts Queries screen. Once pulled to the Parts Queries screen, you can "dump" the list to a counter slip, repair order, quote, or order queue. You'll establish a Part Kit ID when creating the parts kit. This ID will appear on all documents to which you assign the parts kit. 

To create a parts kit, follow these steps:

Step 1. On the Parts Inventory main menu, click Special Inventories. The Special Inventories & Maintenance menu opens. 

Step 2. Select Parts Kits. The Enter Parts Kit screen opens. 


Step 3. Type the ID you want to assign the kit in the Part Kit ID field. This field holds up to six alphanumeric characters. The kit ID appears on all documents to which you assign the parts kit.

Step 4. Use the Description field to type a description for the list. 

Step 5. Type the Customer Class and Discount Level for the kit. If you will not be setting a specific price for the kit, these fields allow you to control the kit pricing based on the pricing set for the selected customer class and discount level. 

Step 6. In Update Cost Automatically, indicate if you want the part cost to be automatically updated based on the current price tape information. If you type Y for yes, the cost automatically updates when you run the monthly inventory update. If you type N for no, you will have to use the Update Cost for Kit button to manually update the cost as needed.

Step 7. Specify the Start Date and End Date for the kit. This is an optional entry. If you set a time frame for the kit, the system will prompt you if you try to use a kit after the set date. You will still be able to use the kit outside of the specified time frame.

Step 8. The Ovr/Sale field allows you to override the total sale so you can create a kit with a pre-set sales value, regardless of the accumulated sales values of the individual parts. Type Y in this field, and specify the sale price in the Total Sale field. The sale amount you set also overrides any pricing that would have applied if you assigned a customer class and discount level.

Step 9. In the Part Number field of the entry line, type the part number for the part you want to add to the kit. The Description, Cost, List, C (Core), S (source), and Loc (Location) fields automatically fill in with the information from the part's master inventory record.

Step 10. In the Qty field, type the quantity of the part number for the part you want to add to the kit. For example, if you were building a list of parts used for a particular service, you could use this field to indicate the quantity of each part used during the service. 

Step 11. If you selected to use the accumulated sale for the kit rather than specifying a sale total, you can edit the Price for each part as you add it to the kit. If you set an overriding sale amount, the Price field will be unavailable for editing. 

Step 12. Press ENTER until the part line appears in the part list on the bottom of the screen. 

Step 13. Continue to add parts to the kit as needed. The Total Cost, Total Sale, and Gross Profit fields at the top of the screen will automatically update as you add parts to the kit. Note that the gross profit amount does not include cores. 


Step 14. Click Save to save the kit.



Adding a Parts Kit to a Counter Slip
Crediting a Parts Kit on a Counter Slip



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