LightspeedEVO. Please read this entire document before loading the update

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1 Release Notes LightspeedEVO Version 6.1 Please read this entire document before loading the update IMPORTANT! Rental billing changes require new account setup Action Required: Dealers using the rental module will need to create three new accounts and account assignments (if support has not already worked with you to set them up). It is also important to use the new Fix Rental Receivables button in Management Activities that automates clearing the Deposit account. Some reconciliation and correction may also be needed in the existing deposit account. See Rental Billing Account Setup and Conversion on page 27 for details. Note: Version 6.1 is available only for hosted systems. This release cannot be loaded for dealers on a stand-alone, dealership owned server (non-hosted). Note: Windows XP workstations are no longer supported. Contact Us: For comments or suggestions regarding these release notes, send to Lightspeeddocs@cdk.com or call CDK Global is a trademark of CDK Global, LLC. Lightspeed is a trademark of CDK Global, LLC. Microsoft Windows and Internet Explorer are either registered trademarks or trademarks of Microsoft in the United States and/or other countries. B27388 Dec 2014 CDK Global, LLC Printed in U.S.A. 1 of 29 *440956*

2 What s New in Version 6.1? Tip: The Technician Time Entry function, found on the Service menu, allows you to pull up all job labor from open repair orders to enter or adjust the credited hours and close out the labor lines. If you are entering or adjusting time for a number of technicians and jobs, the technician time entry function is more convenient than doing it in the individual repair orders. Note: New functions default to no security access, even for users who have full access already set in their previous security setup. You have to specifically add access to the new functions. See New Security Settings on page 7. New Logo The first thing you might notice with the 6.1 update is a new logo on the Lightspeed login screen. The ADP Dealer Services division, to which ADP Lightspeed belongs, has now spun off into a publicly traded standalone company called CDK Global. Lightspeed provides technology solutions to three of the key CDK Global markets: powersports, marine and RV, as well as smaller niche markets. To line up with our new company branding, our official name is now CDK Global Recreation, depicting our focus on markets that support recreational enthusiasts. We will still continue to market and support our products using the Lightspeed name, for example, LightspeedEVO, Lightspeed Websites, etc. Service Check-in Function in the LightspeedEVO App for Tablet You now have a service check-in function in the LightspeedEVO app to perform the check-in at the unit. Start from an existing service schedule item if available or with the customer lookup. Record the unit, job notes, customer signature, and even photos if needed. See Using the Service Check-In Function on page 19. Flooring Interest and Curtailment Amounts Update in the Unit Record from AP See Flooring Integration on page 16. Rental Accounting Changes The rental deposit account is replaced by rental receivables and rental deferred revenue. See Rental Billing Now Posts to Receivables Account on page of 29 Dec 2014 CDK Global, LLC B27388

3 TABLE OF CONTENTS GENERAL... 5 NEW MENU QUICK SEARCH... 5 CUSTOM REPORT EXPORT AND IMPORT... 5 EXTERNAL IMAGE STORAGE... 5 VIN CHECK AND AUTO-FILL... 5 SYSTEM FIXES... 6 Gift Card for Partial Payment Declined... 6 Tax Threshold Entry Limited... 6 Credit Card Transaction List had been Slow... 6 NEW SPREADSHEET REPORTS... 6 NEW SECURITY SETTINGS... 7 PARTS... 8 SELECT NUMBER OF COPIES TO PRINT AT INVOICING... 8 PARTS FIXES... 8 Part Added to the PO in Receiving Not Updating Totals... 8 Spell Check on Part Description... 8 Special Order Marked as Completed After Incomplete Pickup... 8 Mercury Ordering for MY Supplier Code... 8 Could Not Subscribe to Price Book Update Messages... 8 Refresh Button on the Ordering Screen... 8 Supersession Now Shows Full Chain, Forward and Back... 9 Already Saved Error when Running Parts Escalator... 9 Price to Four Decimals on Discount Entry... 9 Edit Cost in Ordering on Special Order Items... 9 Backdated Parts Invoice Not Found Under Transaction Date in Reprint... 9 Rescanning to Increase Quantity Left Cursor in Quantity Field... 9 Weighted Average Cost had Not Changed when Items Received at Zero Cost... 9 Parts Adjustment Report Missing Totals for Final Category... 9 PO With Wrong Quantity if Edited by Two Users... 9 Parts Custom Report Fixes... 9 SERVICE SERVICE CHECK-IN FUNCTION IN LIGHTSPEEDEVO APP NEW SERVICE IN-PROGRESS TRACKING FUNCTIONS DEALER-DEFINED TITLE ON REPAIR ORDER SERVICE FIXES Could Not Enter Warranty Claim Credit Amount for Taxes Not Paid Trade-in or Created Unit Deleted from Deal Not Removed from Inventory Unit Miles Shown on RO Updated to Current on Historical RO Part Transferred from EPC Filled in Quantity Without Part Number Job Miscellaneous Charge Subtotals Not Printing Error Accessing Service Manager Pro from Job with No Unit Could Clear Flat Labor Flag on Closed Labor Job Transfer on Internal RO Sometimes Blocked by Lock Standard Job Amount in RO Sometimes Differed from Amount on Job SALES B27388 Dec 2014 CDK Global, LLC 3 of 29

4 FLOORING INTEGRATION FILTER THE UNIT LIST TO SHOW CREATED DEAL UNITS ADD ATTACHMENTS TO FINALIZED DEAL CALCULATE PACK AMOUNT AS PERCENTAGE SET EXTRA LINE TAX CATEGORY DEFAULTS IN THE UNIT TYPE F&I AFTERMARKET PRODUCT INTEGRATION TO SEND DEAL INFORMATION SALES FIXES Category on Selected Option Not Shown after Selection Applying Menu Selling Cleared Other Extra Line Entries Changing the Unit Type on Unpurchased Trade Created Journal Entries For AP Check with Offsets to Two Stores Bank Rec Showed Both for Each Store Deal List Not Showing Most Current in Sort by Date Dealers without Accounting Could Not Add Major Unit Sales Categories RENTAL ACCOUNTING CHANGE FOR RENTAL BILLING ACCOUNTING FLOORING INTEGRATION Flooring Interest Linked from AP to Major Unit Curtailment Linked from AP to Major Unit RENTAL BILLING NOW POSTS TO RECEIVABLES ACCOUNT FINANCIAL REPORTS ALLOW SELECTING SPECIFIC STORES Reports Also have Store Selection ACCOUNTING FIXES Paid Out to AR Charge Could Not Exceed Credit Limit Could Not Make AR Payment to Customer Account on Hold Profit & Loss Report Dates Wrong for Non-Calendar Fiscal Year Fiscal Year Budgets Moved to Calendar on Recalculate Could not Default Store for Payroll Plus Journal Entries APPENDIX USING THE SERVICE CHECK-IN FUNCTION ON A MOBILE DEVICE Setup (first use only): Install or update the LightspeedEVO app About the Service Check-In App Accessing and Using the Service Check-in App MANAGING SERVICE IN-PROGRESS Set Up Categories for Managing Service In-Progress Set Up Estimates & Repair Orders List Screen Managing the Repair Order List RENTAL BILLING ACCOUNT SETUP AND CONVERSION About the Rental Accounting Conversion Running the Fix process and integrating the new accounts of 29 Dec 2014 CDK Global, LLC B27388

5 GENERAL New Menu Quick Search There is a new search field at the top-right (or accessed by pressing F9) that lets you quickly find any menu selection on the system. Don t remember where to find the parts escalator setups? Just type escalator in the search field. The search results are displayed with the menu path. Just select the one you want from the search results. Assign to button You can also right-click an item in the results list to assign it to one of the speed buttons below the menu bar. Custom Report Export and Import You now have the ability to save a custom report layout that you have created and share it with another dealer. Using the Custom Report Export and Import Functions There are Export and Import buttons on each custom report list screen. These are active only if the user has security access to use them. See New Security Settings on page 7. Export Highlight the report you want to export and click the Export button. Then select the location and save. The report is saved with a.rpt extension. Import Place the.rpt file that you want to import in a directory that you can access on or from your workstation. Then in Lightspeed go to the equivalent report list and click the Import button. In the dialog that is displayed click the File to Upload field to locate and select the report to import. The system automatically appends (Imported) to your report title. Note The report will be filed in the same report category from which it was saved, regardless of what report list screen is used to do the import. We recommend importing to the same reporting list screen because the import automatically filters the list to show the imported report. If you are not in the correct list, it will not be seen until you go to the correct menu or show all reports. Using the System All Custom Reports list to do the import ensures that it will be displayed after importing. External Image Storage With the addition of more image storage capability images posted as Attachments will now be stored and backed up separately from the dealership database. We allocate 50 Gb per dealer at no charge. The amount of storage used is displayed for you at the bottom of each Attachments page. Note that when using the Lightspeed Mobile app any photos attached to repair orders are automatically optimized for file size. If more storage is needed it can be purchased, currently at the following monthly rates: 0-50 GB Free, GB - $75, GB - $150, GB $250 Caution: It is recommended that you never store PII with an attachment. VIN Check and Auto-Fill When a VIN is entered in a new Customer Unit or Major Unit Inventory record, click the button in the VIN field to do the VIN check. The entry is then checked for VIN Logic validity and if the VIN is recognized the Year, Make, and Model fields are populated. The fields remain open-entry and can be edited and filled out manually as well. (Applies to 17-digit VIN.) B27388 Dec 2014 CDK Global, LLC 5 of 29

6 System Fixes Gift Card for Partial Payment Declined When a gift card with available amount less than the transaction amount was processed it had been declined instead of accepting the partial payment if an available amount was not pre-entered. This has been fixed. The balance of the gift card is now applied as a partial payment when applied to a larger balance at invoicing or when cashiering a repair order. Tax Threshold Entry Limited The system had not allowed entering a tax threshold on a tax detail line of more than $ It now accepts any amount. Credit Card Transaction List had been Slow The credit card transaction list (System Lists Credit Card Transactions) had taken a long time to display. This has been fixed. New Spreadsheet Reports There are no new spreadsheet reports included in this release. Tip Refresh the spreadsheet as Final Step: After populating a spreadsheet report, open the report in Excel and click anywhere in the spreadsheet. To refresh and perform calculations press and hold keys to complete this key sequence: Ctrl+Alt+Shift+F9. Then save changes. 6 of 29 Dec 2014 CDK Global, LLC B27388

7 New Security Settings The following security settings may need to be modified on individual user s security access settings. Go to the System Security menu to edit user security detail. System Lists Credit Card Transactions. Security has been added to control access to the Credit Card Transactions menu. Parts Lists Web Order Taxes Reports tab Custom Reports Functions Import Custom Reports and Export Custom Reports Setting this security allows the user to access the Import and Export buttons on custom report list screens to export and import report layouts. New Fields in Custom Reporting Go to the System Security function, select the user, and then in the user detail record select the Reporting tab. Headings with gray checkboxes have new fields in their detail list. Check the header level to allow all, or check the individual lines with empty checkboxes to allow access to specific report fields. Most of the selections are self-evident. Custom Reports Datasets All Options Note also that the users will need to log out and then log back in for security changes to take effect. B27388 Dec 2014 CDK Global, LLC 7 of 29

8 PARTS Price Books Recently Added Oxford Products USA J&M Supply has resumed publication Select Number of Copies to Print at Invoicing On the parts invoice cashiering dialog next to the receipt checkbox there is now also a Print Copies selection counter to indicate the number of copies to print. The default entry is the number set in your dealership Parts Invoicing Defaults preferences. You can select a different number, including zero. If the Receipt checkbox is selected the print selection automatically goes to zero. Parts Fixes Part Added to the PO in Receiving Not Updating Totals If a part was added to the purchase order during receiving and marked as received while making the addition, the PO totals were not updated. This has been fixed. Spell Check on Part Description The spell check function had not been applied to the parts description field. It will now show misspelled words in the description field of the part detail record underlined in red. You can right-click an underlined word for spelling suggestions or to update the word to the spell check list. Special Order Marked as Completed After Incomplete Pickup If a special order pickup was initiated but the special order item was removed from the invoice before cashiering it with other parts, then the special order item was no longer available for pickup. The system now retains the special order in the pickup list a pickup is initiated but not completed. Mercury Ordering for MY Supplier Code The Mercury supplier code MY that is used with the Mercury No Prefix price book has been set up to produce a Mercury compatible parts order file. This enables a dealer using the MY source to submit the order file to Mercury. Could Not Subscribe to Price Book Update Messages When setting message subscription selections in System System Messages and making the selection for Price Book Update the selection was not retained. This made it impossible to subscribe to the price book update messages. You can now make the selection to receive the notice. Refresh Button on the Ordering Screen There is now a Refresh button on the ordering screen. In the past a new or canceled special order from invoicing processed while the ordering screen was open would be seen only if the ordering screen was 8 of 29 Dec 2014 CDK Global, LLC B27388

9 closed and re-opened. Now you can click the Refresh button while the screen remains open to ensure that it is current. Supersession Now Shows Full Chain, Forward and Back In the past, entering a part with supersession showed only the items the part was superseded to. Now the entire supersession chain is shown, including any items that had preceded the entered item. Already Saved Error when Running Parts Escalator It was possible when running the escalator to receive an error message saying The record you are trying to save has already been changed and saved by you or another user. This would occur if the data contained supersession chains had a part superseding back to itself. This has been fixed. The price file update now completes but skips parts in any circular supersession chain. Price to Four Decimals on Discount Entry Dealers trying to enter the discounted item price to four-decimal values, such as for gasoline sales, could not do so using the Line Item Discount entry. The discount price field in the line item discount dialog will now accept four digits past the decimal. Edit Cost in Ordering on Special Order Items In the ordering screen, cost had not been available to edit on special order items. You can now edit cost on special order items. Backdated Parts Invoice Not Found Under Transaction Date in Reprint When searching for a backdated parts invoice in the Reprint list, the invoice was found under the date it was created rather than the backdated invoice date. This has been fixed. Rescanning to Increase Quantity Left Cursor in Quantity Field Rescanning a part already on the invoice (or entering the same part number again) increased the quantity on the existing line, as expected. However, the cursor then remained in the quantity field so the next entry added to the quantity. This has been corrected. The cursor now move to the next available line after updating the quantity. Weighted Average Cost had Not Changed when Items Received at Zero Cost When using weighted average for inventory cost, receiving items at zero cost did not update the weighted average cost for the part. This has been fixed. Parts Adjustment Report Missing Totals for Final Category The Parts Adjustment report had been reporting category subtotals for all but the last category listed on the report. This has been fixed. PO With Wrong Quantity if Edited by Two Users If two users were working on the ordering screen and updated quantities on the same item, the user placing the order could get an unexpected result. A user attempting to create the order under these circumstances will now receive a message saying the record has been changed by another user and must be refreshed. If this message is displayed, click the Refresh button in the upper-right corner of the ordering screen. Parts Custom Report Fixes Discount Type and Rate Not Showing in Custom Reports B27388 Dec 2014 CDK Global, LLC 9 of 29

10 The Discount Type and Discount Rate fields had not displayed in reports. This has been fixed. Ext Price had shown the price for the quantity at retail, as does the Part Line Sold (now named Retail Price Extension field. Now the Ext Price field uses the adjusted price to show the price for the quantity with discounts applied. 10 of 29 Dec 2014 CDK Global, LLC B27388

11 SERVICE Service Check-in Function in LightspeedEVO App A mobile service check-in function is now available in the latest version of the Lightspeed app for your ipad or Android tablet. The check-in app is a fast and accurate replacement for paper notes. It saves time with the customer at the unit and spares you from time and errors transcribing notes to the RO later. The Service Check-In lets you start from work already scheduled on the Service Scheduler or start a new check-in with the customer while doing the walk-around at the vehicle. The check-in can be just a customer name with a few notes or as detailed as selecting their unit and standard jobs and taking their signature for approval. Either way, it is quick and simple. If the customer has been in before but has not pre-scheduled their service the check-in customer lookup lets you add them and their unit. You can also input customer and unit information in the app. For details see Using the Service Check-In Function on page 19. New Service In-Progress Tracking Functions It just got easier to manage your repair order list. You can now color-code by RO Category and filter the RO list to show only those categories that you have set up for service in-progress You can also change the RO Category selection and add or update notes directly on the RO List screen. For details see Managing Service In-Progress on page 24 RO Category definitions now have selections for whether you want to include the category in the service in-progress tracking and to color code the items on the RO list screen. There is a new checkbox on the RO list screen to Show Only In-Progress Categories. You can display and sort by the Category column on the list screen. To display the Category column, right-click the list header on the Estimates and Repair Orders screen. Then select the Category checkbox in the drop-down list that is displayed. This places the Category column in the list. You can then click-and-drag to change the position of the column if needed. The Category and Notes fields on the RO list can be edited directly from the list view, without opening the RO detail. Tip: Use the Text Wrap setting on the list to enable full view of the notes. To enable text wrap right-click the RO list header and check the Text Wrap checkbox at the bottom of the dropdown list. Dealer-Defined Title on Repair Order You can now change the default name from Repair Order to a title of your choosing. Note that the title entered applies to the system repair order, not separately selected forms. To enter a new title: 1. Go to the System Preferences menu. 2. On the Preferences screen select Service RO Print Options 3. At the top of the print options screen there is now a field called RO Printout Title. Enter the title that you would like to appear. Use a short title such as Work Order or Service Receipt as only about 15 characters will print. B27388 Dec 2014 CDK Global, LLC 11 of 29

12 Service Fixes Could Not Enter Warranty Claim Credit Amount for Taxes Not Paid The Claim Credits section on the Warranty Claim screen had not allowed an entry for the amount not paid on the Tax line. This has been corrected. You can now enter the amount of tax not paid. Trade-in or Created Unit Deleted from Deal Not Removed from Inventory Removing a trade-in unit from a deal did not remove the unit record from the major unit inventory. Units created in the deal and then deleted also showed in inventory reports. Now when a trade is removed from the deal or a created unit deleted the record is also removed from inventory. Unit Miles Shown on RO Updated to Current on Historical RO When there was one or more previous ROs for a unit and the mileage was updated on a current RO, the mileage when viewed or printed on the old RO would show the current figure. That has been corrected. Part Transferred from EPC Filled in Quantity Without Part Number If the cursor was in the RO part field the part number was not filled in when the line information was transferred from the EPC. This has been fixed. Job Miscellaneous Charge Subtotals Not Printing The subtotals by job for miscellaneous charges had not been printing on the RO printout even though the preference was set for them to do so. They now print if set to do so. Error Accessing Service Manager Pro from Job with No Unit Attempting to access Service Manager Pro from a job with no unit caused an error to display. A unit is now required to enable access to Service Manager Pro. Could Clear Flat Labor Flag on Closed Labor It had been possible to clear the Flat Labor override on closed labor. The line would then revert to the calculated labor charge even though the labor was closed. This has been fixed. Job Transfer on Internal RO Sometimes Blocked by Lock Occasionally, when trying to transfer a job from an RO for an internal stock unit the system would display a message that the RO is locked and could not complete the transfer. This has been fixed. Standard Job Amount in RO Sometimes Differed from Amount on Job Standard jobs with labor hours that included some fraction of an hour were not calculating the job cost correctly. This has been fixed. 12 of 29 Dec 2014 CDK Global, LLC B27388

13 SALES Flooring Integration Flooring integration has been added. See Flooring Integration in the accounting section on page 16. Filter the Unit List to Show Created Deal Units There is now a checkbox on the unit list to filter to units that were created in a deal using the Create button without entering a status (status 8). This allows you to review the units that were entered into deals without committing to order (entering a status) at the time the unit was created. Add Attachments to Finalized Deal You can now add attachments (such as scanned documents) to finalized deals. Adding attachments had been available only before finalizing in the past. Caution: We recommend that you never store images of customer personally identifiable information. Calculate Pack Amount as Percentage When entering a pack amount in the unit record you can now click the % button next to the pack field to enter a percentage. You then choose the Pack Amount Base upon which to calculate the percentage (invoice amount, DSRP, or MSRP) and enter the percentage you wish to use. To manually enter pack, simply type the amount in the field as before. Set Extra Line Tax Category Defaults in the Unit Type You can now specify default tax categories for each user-defined extra line within the Unit Type setup. Since the tax category overrides that had been manually selected on the extra line items in the deal were usually the same on every deal for the same type of units, we have enabled setting the tax overrides within the Unit Type definition. To set the extra line tax overrides per unit type: 1. Go to the System Lists Unit Types menu. 2. On the Unit Types screen go to the Extras / Fees tab. 3. On the Extras / Fees tab, in addition to the Tax Group there is now a Tax Override selection. The selections you make here become the default entries on the unit when added to the deal. F&I Aftermarket Product Integration to Send Deal Information There is a new function to transfer deal information to third parties that you might use for F&I products such as GAP insurance, service contracts and so on. When you click the new F&I Integration button in the sales deal a screen is presented where you can select the participating vendor and submit the information. Note that vendors you are licensed to access show in bold. Others are grayed out. To enroll a vendor you must call the vendor, not Lightspeed sales. B27388 Dec 2014 CDK Global, LLC 13 of 29

14 Sales Fixes Category on Selected Option Not Shown after Selection When selecting an option for a unit the option category was visible on the selection screen. However, after saving the category was not shown. This has been fixed. Applying Menu Selling Cleared Other Extra Line Entries When values had been entered into extra line fields in the deal that were not involved with menu selling, applying a menu selling selection cleared those lines anyway. This has been fixed. Changing the Unit Type on Unpurchased Trade Created Journal Entries Journal entries were being made when the unit type was changed in the inventory record for a trade-in unit that was still unpurchased in an open deal. This has been fixed. For AP Check with Offsets to Two Stores Bank Rec Showed Both for Each Store When an invoice had offsets in two different stores the check had shown two entries for each store. This has been fixed. Deal List Not Showing Most Current in Sort by Date If a dealership had a very large volume of quotes and deals it was possible for the most current to not display when the deal list was using sort by date. With no additional search filter the list could reach the maximum number to display before reaching the most current. The search now starts from the most current when populating results. Dealers without Accounting Could Not Add Major Unit Sales Categories Dealers not licensed for GL were not able to add sales categories without support assistance. This was because the needed sales categories were not available to select in the Unit Categories lines. The sales categories will now all appear there for dealers without accounting. 14 of 29 Dec 2014 CDK Global, LLC B27388

15 RENTAL Accounting Change for Rental Billing The way the accounting is handled for a reservation with periodic billing has changed. In the past no receivable was posted at billing, only the actual payments were recorded in accounting. There is now a receivable entry for the billing. Dealers that currently move all Rental balances to Accounts Receivable by using the Rental AR Batch Payment menu will still be able to do so and follow the same process they used on prior releases. All reports and desktop items referencing rental deposits have been removed as the rental deposit account has been replaced by rental receivables and rental deferred revenue. See Rental Billing Now Posts to Receivables Account on page 17. B27388 Dec 2014 CDK Global, LLC 15 of 29

16 ACCOUNTING Flooring Integration Flooring Interest Linked from AP to Major Unit There is a new checkbox in the GL account to indicate that it is a flooring interest account. When the Update AP button in the Major Unit Receiving or Inventory record is used the account selection is required, the AP invoice is created, and the flooring interest entry is updated in the major unit record. The fields in the inventory record are now updated from the AP invoice and not available for user entry. Clicking the lookup on the Interest field in the MU inventory record shows a list of invoices paid, with links to the detail. Similarly, when you select a designated flooring interest account in an AP invoice the system will prompt you to select the unit to which the interest is applied. Note that the flooring interest account is not set up as a schedule account, but the operation is similar in that the unit selection is requested. Setup Specify Flooring Interest Accounts In the General Ledger Chart of Accounts menu, go to any account used for flooring interest and check the new Flooring Interest checkbox. Specify Flooring Accounts in Major Unit Categories You can optionally go into each of your major unit sales categories to populate the new Flooring Interest Account field. This is optional because each time an AP invoice is created for a unit the MU Sales Category is checked and if the account has not been specified the user is prompted to select the account. Pre-setting these accounts may help to avoid user error in account selection later. Curtailment Linked from AP to Major Unit The Curtailment field in the major unit inventory record is now updated automatically when an AP invoice that is designated as a flooring invoice to the unit is paid. When using the Update AP button in the Major Unit Receiving or Inventory record there is now a Flooring Invoice checkbox that appears at the bottom of the AP Invoice dialog. When entering an invoice in Accounts Payable there is also a checkbox displayed if you select a Major Unit Inventory account. Best practice is to go into the unit record to create the invoices because it will always use the entries to create separate AP invoices for flooring and freight, even if the original vendor invoice included both. Doing the invoice from the Accounts Payable function allows creating a single invoice that distributes to flooring and freight, which will not integrate to the fields in the unit record. You must create one AP invoice per unit for the system to be able to update the Curtailment field correctly. (The issue is that when there are multiple journal entry lines in the AP invoice, for either freight or perhaps multiple journal entry lines for separate units, when the invoice is paid a partial payment might be submitted and the system doesn't know which unit to credit at the time of payment. If this has or does occur, there is an Edit button in the unit inventory record that allows you to update the curtailment figures manually as in previous versions.) Tip: If the original invoice includes the unit and freight you can create separate invoices for those amounts to automatically update curtailment every time a payment is made against the flooring invoice. If one invoice is used in AP and distributed to unit and freight, then you will need to use the Edit function in the unit record to enter the curtailment balance when you make payments against the invoice. 16 of 29 Dec 2014 CDK Global, LLC B27388

17 Rental Billing Now Posts to Receivables Account IMPORTANT! There has been a change to the rental billing that requires you to set up and assign three new accounts. Explanation In the past, rental billing did not create an accounting entry. The payment was recorded only when received and went to a deposit account. At the end of the month it was removed from the deposit account and recorded as revenue. Now, when billing takes place the billed amount is posted to a new Rental Receivables account and a new Deferred Rental Revenue account. When payment is received, the cash offsets the Receivables account. Then at the end of the month, the deferred revenue is moved to the revenue account. The Rental Deposit account is no longer used. The account setup is explained in the appendix section referenced under the Action Required heading below. To assist you in the conversion there is a new Fix Rental Receivables button in Management Activities that automates clearing the Deposit account. Upon first use you are prompted to assign the newly created accounts to their functions. Then run the Fix process to transfer the entries. If any imbalance remains support can help you to resolve them. There are also two new standard custom reports for rental receivables and rental deferred revenue. These are schedule reports that allow you to reconcile to the reservation. Action Required: Dealers using the rental module will need to create three new accounts and account assignments (if support has not already worked with you to set them up). It is also important to use the new Fix Rental Receivables button in Management Activities that automates clearing the Deposit account. Some reconciliation and correction may also be needed in the existing deposit account. See Rental Billing Account Setup and Conversion on page 27 for details. Note: Dealers that currently move all Rental balances to Accounts Receivable by using the Rental AR Batch Payment menu will still be able to do so and follow the same process they used on prior releases. Financial Reports Allow Selecting Specific Stores When running financial reports such as balance sheet or P&L, the selections had been limited to a single store or all stores. For example, if you had 3 stores under a single accounting umbrella, you could only select one or all 3, but not 2 of the stores. You can now select any combination of stores. When comparing across separate accounting entities, all stores selected must have the same chart of accounts setup to produce a valid report. Tip: You can run the General Ledger Reports COA Comparison report to check for differences Reports Also have Store Selection The 1099 Form screen now also includes a store field with a dropdown selection to choose the store to print. B27388 Dec 2014 CDK Global, LLC 17 of 29

18 Accounting Fixes Paid Out to AR Charge Could Not Exceed Credit Limit If a paid out was done to an AR Charge account the amount of the paid out to the account was not allowed if it exceeded the credit limit on the account. This has been corrected. You can now deposit unlimited funds into an AR account. Could Not Make AR Payment to Customer Account on Hold If the customer s AR account was on hold a payment could not be made to the account without first removing the hold. This has been changed to allow payments while the hold is in place. Bringing the account current does not remove the hold. You would still need to go to the account to remove the hold if the account is to be reinstated after payment. Profit & Loss Report Dates Wrong for Non-Calendar Fiscal Year When a dealership using a non-calendar fiscal year ran the P&L report for a month outside the current calendar year the wrong year would show in the date. The report now clearly shows the fiscal year and the correct date for the report period. Fiscal Year Budgets Moved to Calendar on Recalculate When using a non-calendar fiscal year, recalculating the chart of accounts caused the budgets to move to align with the calendar year (first month of fiscal year budget moved to January). This has been corrected. Could not Default Store for Payroll Plus Journal Entries In the security setup for a multi-store dealership with Payroll Plus you can select a store for the Payroll Plus journal entry. However, this store selection was not recognized. This has been fixed. 18 of 29 Dec 2014 CDK Global, LLC B27388

19 APPENDIX Using the Service Check-In Function on a Mobile Device Setup (first use only): Install or update the LightspeedEVO app. A tablet device with internet access is required. Supported devices include: Apple ipad 2,3, & 4, 5.0 IOS version and above. Any Android device with Ice Cream Sandwich or above on 7 inch and 10 inch devices The LightspeedEVO app will need to be installed (or updated if already installed) to include the Service Check-in function. 1. Go to the app store for your device and select the LightspeedEVO app. 2. After install you will see a Device Authorization screen where you need to enter credentials for a one-time authorization of your device to use the app. The Dealership ID and Remote Authorization Password are found in LightspeedEVO under the Help System Info menu. Under Dealer Information there is a Dealership ID and Remote Authorization Password shown. To find your Device Authorization credentials go to the Lightspeed Help System Info menu and then enter the Dealership ID and Remote Authorization Password into the app. After the one-time setup of the device the normal user login is displayed. You will enter your Lightspeed user id at that login. B27388 Dec 2014 CDK Global, LLC 19 of 29

20 About the Service Check-In App Any user with security access to create an estimate can do so using the check-in app. No additional license is needed. Having the user logged in to the app and to Lightspeed together consumes only one of your user licenses. When you access the Service Check-In app on a tablet you can start with either the customer lookup or pull an existing entry from the Service Scheduler. The check in can contain as much or as little detail as you choose. You can check in with just the customer with a few notes, or you can include their unit info and also select standard jobs to detail the work. The mobile check-in app allows you to work with the customer in the lot or shop, away from the counter. You can gather the customer and service information while doing the walk-around at the unit. With the mobile device you can also conveniently include photos to document the unit and record damage as needed. There is an estimate figure on the check-in screen. This can be used as an actual estimate or as a ballpark number. Your Check-In message is defined in system preferences and may include a disclaimer that the check in estimate is approximate and the actual service estimate will be done later. If that is the case, then the signature at check-in is just to confirm the unit hand-off to the shop for the estimate. With the app you can: Select customers already on the service scheduler to create new check-in. Select an existing customer from EVO or add a new customer to EVO. Select customer units already attached to the customer in EVO or add new customer units. Start blank jobs and enter title, description & price. Select standard jobs. Enter RO notes. Enter total $ amount (if overridden from jobs). Take photos and add them as attachments to the RO. Take the customer s signature on the tablet. Display a separate mobile check-in disclaimer on customer signature screen. View price or not on customer signature screen. Save a check-in on the device and come back later to existing check-in s. Create an estimate once check-in is completed. 20 of 29 Dec 2014 CDK Global, LLC B27388

21 Accessing and Using the Service Check-in App 1. On your mobile device, launch the LightspeedEVO app and log in using your usual Lightspeed credentials. Also make sure the correct store is selected on the login screen if you have multiple locations. 2. The Lightspeed app on your mobile device now includes the new Service Check-In icon. When selected, the check-in function includes three methods of access. Tap Service Check-in to display the available selections for check-in. Start with Customer lets you easily select an existing customer and unit, or enter the customer and unit from the tablet. Start from Scheduler is used if the customer already has a scheduled service. The schedule list is displayed so you can just select the scheduled service to automatically populate the check-in screen with the customer and unit info from the scheduler. Access Existing lets you pull up a check-in that is in-progress on your tablet. Tip: If there are incomplete check-ins listed that you will not be completing you can swipe sideways to remove them. 3. Start from Scheduler If you choose Start from Scheduler the scheduled items for the current day are displayed. (You can click the lookup icon to change the schedule date if the customer was scheduled for a different day.) Select the customer s scheduled service to populate the check-in screen. Note that if the customer and/or unit on the scheduler were entered on-the-fly without reference to a customer or unit record in Lightspeed then the information from the scheduler appears only in the Notes section of the check-in. Start With Customer If you choose Start with Customer the customer lookup is displayed so you can begin typing in the search field to locate the customer record. If the customer has not been in before, you can tap the New Customer icon (green + symbol) above the lookup field. When the customer is selected the customer and unit detail are displayed. Customer Units If the customer has units recorded in Lightspeed they are displayed. Select the unit that will be serviced (even if only one is shown you must tap to select it). If the unit to be serviced is not present, click the + on the Units heading to add the unit information. Then select it. B27388 Dec 2014 CDK Global, LLC 21 of 29

22 In the customer screen you can click the Take Picture button to take a customer photo with your mobile device. Click the Pencil icon to edit. Take Picture You must tap to select any unit you want to include. Then tap Start Check-In When the customer and unit information is present, tap the Start Check-In button at the bottom of the screen. This displays the Check-in screen. (Android version shown below.) Android users tap the arrow to expand the selection. Scroll as needed. Tap + to add units or jobs. Tap the hourglass to search. Take a signature. Standard Jobs include an amount. Check the Override box to change the amount as needed. Jobs are not required. You could enter just notes to create the estimate later. Tap Create Estimate when done. 4. Enter Notes The Check-In screen opens to the Notes section with the keyboard active. Enter notes about the service as needed. If the actual estimate will be created after check-in and no further detail is needed you can return to the check-in screen for a customer signature if needed, or select the Create Estimate button after completing your notes. 22 of 29 Dec 2014 CDK Global, LLC B27388

23 5. Add job detail as needed If you wish to add job detail tap the + on the Jobs line to display the Job Details screen. On the job details screen you can add just a title and description or you can look up a standard job to include job parts and labor detail. Note that in order to select a standard job you must have at least one unit in the Unit list. If there is more than one unit on the check-in you must select the unit you want to use for the standard job lookup. The search within the standard job list finds jobs for the selected unit. There is an Estimated Price field that you can fill in if desired. If you use the lookup to select a standard job the job price is automatically entered. Note that taxes and other RO charges may apply in addition to the job cost. Tap Save Job to return to the Check-In screen. 6. Photos The Check-In Info heading bar on the check-in screen includes a camera icon at the right. If you need to attach photos tap the camera icon to take and save photos with your tablet camera. They become attachments when you create the estimate. The photos are automatically optimized for file size when transferred. Caution: We recommend that you never store images of customer personally identifiable information. 7. Review Check-in info and get Signature After completing the detail entries review the information and any entered estimate amount. Note that you can check the box next to the amount to change the estimate figure if it was derived from standard jobs. Signature: Tap on Capture Customer Signature to open the signature window. This window includes your disclaimer and a field where the customer can sign with a finger or stylus. Tap the Save Signature button to return to the check-in screen. This signature is stored as an attachment when the check-in is transferred to an estimate. 8. Create Estimate When the check-in is completed and signed tap Create Estimate to transfer the check-in information to Lightspeed and create a service estimate. If you exit at any time during the check-in process before creating the estimate the check-in is automatically saved. You can access it by using the Access Existing icon in the Service Check-in selections. Notes: Viewable Area Per Heading On Android devices there are arrow icons in each header to hide or expand the detail. On ipads detail is always displayed. For either device, if the detail doesn t all fit in the available view area you can scroll up or down to see the rest of the detail. Signature When the check-in is transferred to an estimate the check-in signature is found as an image in the Attachments screen on the estimate. Edits The Customer section has a pencil icon to access the edit screen. On list screens (units and jobs) press-and-hold on an item in the list to bring up the edit screen. Deletions You can remove extraneous unit or job entries by swiping sideways. B27388 Dec 2014 CDK Global, LLC 23 of 29

24 Managing Service In-Progress Sometimes service work is straightforward. You write up the RO, the tech does the work, and the customer comes in to pick up the unit. Other times there are delays and milestones for special orders, warranty approval, sublet work, and so on. Tracking the RO through these stages requires managing the service in-progress. Before the introduction of user-defined RO Categories and the new related visual cues and filtering, you had only system-generated status change to show the progression of repair orders. The addition of RO Categories and flexible note keeping lets you track and manage the work order progression directly from the Estimates & Repair Orders list screen. The system-generated status and user selected category are used in tandem to ensure that each repair order is getting the attention it needs, when it needs it. To assist you in this process, we have developed some best practice recommendations as follows. Set up RO Categories for each stage of the progression that needs to be managed. Use the RO List screen functions to list work orders that need attention, keep working notes, and update their category as they progress to completion. Set Up Categories for Managing Service In-Progress You should set up each of the categories listed here: OK to Schedule: These are items that need to be put onto the service scheduler for a tech to work on. Scheduled: These are items waiting for a tech to look at them. Tech Servicing: These are items the technician is working on now. Waiting: There are various reasons for waiting. Each one is different and requires different work. Wait SO Parts: Parts are on order but have not arrived. The service writer should be checking the Service SO Status monitor on the desktop for these to make sure any parts that come in push this from waiting to Ready to Schedule. Wait Sublet: Either the unit has been sent to a sublet company and waiting for it to come back, or waiting for the sublet company to come work on the unit. The service writer should make sure that a date has been scheduled with the sublet company, if not, he should schedule it. Wait Warr Approval: This is up to the writer to go get, or if he has a warranty person, he should be pushing him to get it. Wait Cust Approval: It s up to the writer to get this, he should be calling/ ing trying to get a hold of the customer for this approval. Wait Cust Unit: If work needs to be done and the customer has the unit, he should be trying to contact and get the customer back in. Completed: Everything is done, ready to cashier. Waiting for the customer to come and pick up the unit. 24 of 29 Dec 2014 CDK Global, LLC B27388

25 To set up your RO Categories: 1. Go to the Service Lists RO Categories menu. 2. Select a category to edit or click New to create a new category. 3. Enter the category title. 4. Check the Represents Service In-Progress checkbox if you want to include ROs in this category when using the Show only in-progress categories filter on the Estimates and Repair Orders screen. This would be true for all categories set up for RO tracking. 5. Click the Color field to select a highlight color for ROs under this category in the RO list screen. Set Up Estimates & Repair Orders List Screen Ensure that the Status, RO Categories and Notes fields are displayed on the list screen. Adding the Jobs column is also recommended. Set the Text Wrap function to enable the notes and job titles to fully display. 1. Right-click the list header on the Estimates and Repair Orders screen. 2. Select the Category checkbox in the drop-down list that is displayed. Repeat to check the Notes checkbox, Jobs checkbox, and the Text Wrap checkbox. This places the RO Category, jobs, and Notes columns in the list and allows the notes to display more than one line of text. The Status column should already be there by default. Add if not. 3. You can then click-and-drag the column headings to change the position of the columns if needed. Click-and-drag the column border in the heading to change the column width. Managing the Repair Order List The service manager uses the Service Scheduler, Desktop functions (Service SO Status, Internal Labor Requests, and Repair Order Work Schedule) and the status, categories, and notes fields on the Estimates & Repair Orders list screen to track service in-progress. Service Manager activities might typically include: Review Estimates Check for new estimates, including those that may have been created using the mobile Check-In App. Tip: Sorting by either the RO# column or the Status column will group estimates. Add detail if needed to complete the estimate for customer approval. If not yet approved by the customer, set the category to Waiting Customer Approval. Or, if the estimate write-up is completed call the customer for approval. Convert the estimate to a repair order. If not scheduled, set the category to Ready to Schedule, or add to scheduler and set the category to Scheduled. Review Desktop Information Go to the Desktop view (System Desktop) to check: Service SO Status Follow up on any special orders that need to be placed, tracked, or received and distributed to units. Update the RO Category on affected ROs as needed. Internal Labor Requests Ensure that ROs are set up for each labor request. Repair Order Work Schedule Ensure that scheduled items are done or in service. B27388 Dec 2014 CDK Global, LLC 25 of 29

26 Review Service Scheduler Review the scheduled work and make assignments and adjustments as needed. Manage Service In-Progress on the Estimates & Repair Orders List The repair order list includes two fields that relate directly to RO progress. One is the Status column which displays the system-assigned status. This is updated by changes made in the RO, such as entering a parts request or invoicing a special order item to the RO. The other is the user-defined Category that you can update to identify progress on ROs you are tracking. The Category fields include color codes to make it easy to see items that need attention. There is a Show Only In-Progress Categories checkbox that lets you view only the repair orders you have categorized in the list. In addition, there is a notes field where you can type reminders and information. Using the Estimates & Repair Order List Functions Click the Status column to sort by status. Check for outstanding part requests. Follow up with the Parts department to get the parts. Check for special orders. Set the Category entry to Wait SO Parts if it isn t already, and enter any notes as needed (backordered, expected arrival, etc.) Check for Completed waiting warranty status. Follow up to ensure the claim has been submitted. If waiting for approval, set the Wait Warr Approv category for follow-up. Check for new repair orders with no activity. Ensure that they are scheduled and assign to techs as needed. Check for Completed repair orders. Set the Category to Completed. Call the customer to pick them up. Enter any notes about the call as needed. (Date and time, reached or not home, etc. Check the Show Only In-Progress Categories checkbox to filter to items being tracked by category. Then click the Categories column to sort by category. Compare the selected categories to the system Status to see if any category changes need to be made. Check notes and do follow-up as needed for each RO to progress from the current category. Then enter follow-up or resolution notes and update the category as needed. 26 of 29 Dec 2014 CDK Global, LLC B27388

27 Rental Billing Account Setup and Conversion About the Rental Accounting Conversion In versions prior to 6.1, no accounting entries were created when a rental billing took occurred. Now: Rental receivables are recorded at time of rental billing Rental deferred revenue is recorded at time of billing The Rental Deposit account is no longer used. For example, if a reservation was created for Bill Jones on January 1st that was a monthly storage reservation, billing $100 a month (with $5 tax), when the first billing was created, no accounting entries took place. However, accounting did take place for rental payments and rental postings. So when Bill paid $100 on January 15 th the following entry would occur: DR CR Cash 105 Deposit 105 Then at the end of the month, a rental posting would record the revenue. So on January 31 st, the following entry would occur: DR CR Deposit 105 Revenue 100 Tax Holding 5 We have made a major change with the 6.1 version; the system will now create entries for rental billings. Back to the same example, in the 6.1 version, if a reservation was created for Bill Jones on January 1st that was a monthly storage reservation, billing $100 a month (with $5 tax), when the first billing is created, accounting entries will now take place. The entries on January 1 st will look like this: DR CR Rental Receivable 105 Rental Deferred Rev 100 Rental Deferred Tax 5 The entry now offsets a rental receivable account and a deferred revenue account. The deferred revenue account is a liability account. Now, when Bill paid $100 on January 15 th the following entry will occur: DR CR Cash 105 Rental Receivable 105 So now, instead of offsetting a deposit account with Cash, the entry will offset the original Receivables account that was offset when the billing took place. B27388 Dec 2014 CDK Global, LLC 27 of 29

28 Similar to before, at the end of the month, a rental posting would occur, recording the revenue. So on January 31 st, the following entry would occur: DR CR Rental Def Revenue 100 Revenue 100 Rental Deferred Tax 5 Tax Liability 5 Instead of reducing the deposit account, this entry is now reducing the Deferred Revenue account that was originally offset when the billing entry took place. In summary, we are now creating accounting entries when rental billing takes place. In order for the this take place, for the transition from 6.0 to 6.1, the rental deposit account will no longer be used and there will be 3 new accounts needed, a rental receivables account, a rental deferred revenue account and a rental deferred tax account. The rental receivable account is scheduled to Rental Receivables The rental deferred revenue account is scheduled to Deferred Rental Revenue The rental deferred taxes account is not scheduled If Lightspeed support has not already worked with you to set up these accounts, please call them at Running the Fix process and integrating the new accounts Once these accounts are set up, you could input them in either System Preferences or in Management Activity, or just enter them as you run the Fix process as explained below. If you have any reservations that were converted on the 6.1 release, a new button will appear in management activity called Fix Rental Receivables When you click on this button, the following dialogue will appear: 28 of 29 Dec 2014 CDK Global, LLC B27388

29 You can then select the newly created accounts, similar to the example shown below, and then click Retry. When you click Retry, the system looks through all the Management Activity documents marked as Rental Receivable Conversion and update them with these accounts, mark all the documents as successful at the same time and update the General Ledger. The net result is that the old deposit account will zero out. You will want to verify this by going to the old deposit account under General Ledger - Chart of Accounts and make sure the ending balance is equal to zero. After you convert to 6.1, if the ending balance on the old Deposit account is not equal to zero, you will need to reconcile the account. The Lightspeed support group can help with this reconciliation. B27388 Dec 2014 CDK Global, LLC 29 of 29