17.2 Release Notes. Dealertrack DMS Job Aid. Revised: 06/06/2017

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1 17.2 Release Notes Dealertrack DMS Job Aid Revised: 06/06/2017

2 Introduction The Dealertrack 17.2 Release Notes are designed to notify you of recent software enhancements and help you navigate through new features and changes. The Dealertrack DMS 17.2 Release will be added to the Dealertrack DMS beginning June You will receive an notification letting you know the specific date your system will be upgraded. Our goal at Dealertrack is to provide our users with transparency and the best knowledge related to unlocking all of the benefits you can enjoy from using our product. Many of you have asked us to enhance our Release Notes by adding documentation related to our most recent developments within our DMS (in addition to the new functionality we traditionally describe in the Release Notes). To that end, we are pleased to provide you with a comprehensive list of successfully resolved cases that were brought to our attention by Dealertrack DMS users. We strive for continual improvement and thrive on the feedback our user community provides. We hope that providing you with this list of revisions to the DMS helps you utilize our DMS using best practices, and encourage you to continue our dialogue related to how our DMS can continue to meet your needs. Please contact the Dealertrack DMS Support Center at if you have any questions. Icon Key Time Security Money Compliance Workflow Data Integrity Revised: 06/06/2017 Page 1 of 22

3 Table of Contents Business Office... 3 The process of adding a lease trade to a multiple trade deal is now more efficient Take advantage of Ford s Commercial Lease Program (TRAC) using the Ford TRAC Lease Payment formula Case Resolution... 7 General Ledger... 8 Save time searching for Account Comparison reports Case Resolution... 9 Payroll Case Resolution Parts Inventory and Invoicing Quickly view and filter your parts transaction history with new features in the New View screen Case Resolution Service Department Save time by launching the Toyota/Lexus Service Lane Portal within the DMS An enhancement to Customer Copy Invoices keeps you compliant in States requiring technician certification numbers Case Resolution OEM Quickly review your Nissan/Infiniti ASR controlled parts Case Maintenance Revised: 06/06/2017 Page 2 of 22

4 Business Office Business Office Dealertrack DMS 17.2 Release Notes New Features The process of adding a lease trade to a multiple trade deal is now more efficient. An enhancement to the Trade screen provides the ability to add a trade from a lease with other trades on the same deal. Note: Trade From Lease has been moved from the Payment Options screen to the Trade Entry screen. 1. Create a deal with a trade using your normal process. 2. Use function Trades. 3. Enter the VIN, or select the trade vehicle from the customer vehicle list. 4. Enter the vehicle and payoff information as usual. 5. In the Trade Entry screen, select Trade from Lease, then OK. Revised: 06/06/2017 Page 3 of 22

5 Business Office 6. Use function Trades again. The first trade vehicle displays on the Trade Entry screen. 7. Select Add, enter the second trade vehicle and payoff information as usual, and then select OK to save. 8. In the Trade Equity Allocation screen, enter the trade Allowance and Payoff amount for each trade vehicle. 9. Continue to enter additional trades as needed. 10. The Trade Vehicle list screen displays, indicating which vehicle was a trade from a Lease. Revised: 06/06/2017 Page 4 of 22

6 Business Office Take advantage of Ford s Commercial Lease Program (TRAC) using the Ford TRAC Lease Payment formula. A new Lease Payment formula has been added to support the new Ford TRAC Lease Program. For more information on TRAC leasing please see: Please contact a Dealertrack Forms representative to update any forms associated with the new Leasing Source. Setup: 1. Create Ford TRAC as a Leasing Source using your normal process. 2. Assign the Payment Formula as 012 Ford TRAC Lease. 3. Enter the Buy Rate (must be greater than 0). 4. Verify the Buy Rate Factor is set to Select 1, for ((APR-buy rate)/.017)*net capitalized cost in the Financial Res Meth field. 6. Select OK to save the new Ford TRAC Leasing Source. Revised: 06/06/2017 Page 5 of 22

7 Business Office Using the Ford TRAC Leasing Source: 1. Once setup is complete, create your lease deal using your normal process. 2. If it is determined the lease payment will be due at the end of the payment period, select Payment in Arrears in the Payment Option screen. 3. Complete the deal as usual. Revised: 06/06/2017 Page 6 of 22

8 Business Office Case Resolution Case Number Case Resolution Trades are removed from deals that are purged Wisconsin tax looks at APR or money factor depending on what the leasing source uses GAP remains on the deal when the term is switched to or from Next and Previous button active when stocking in a vehicle Change VIN option displays when VIP is present Retail Price Adjustment pulls Pack/List Price The Salesperson name continues to display in Vehicle Information when the vehicle is brought in for service Business Office Analysis ignores all service contracts with a $0 sale price The unit count is included for the Salesperson in the Salesperson Analysis when using the Fast Path Deal Capping option Business Office Analysis includes after sales service contracts in the F&I Gross Updated required fields for Route One credit apps. Driver s licenses for both buyer and co-buyer, previous address, and marital status is no longer required to send from DT DMS to Route One Tax base calculation for NJ includes taxable AMO s into the tax calculation for NJ Supplemental Tax. Revised: 06/06/2017 Page 7 of 22

9 General Ledger General Ledger Dealertrack DMS 17.2 Release Notes New Features Save time searching for Account Comparison reports. The Account Comparison reports (Balance Sheet Accounts, Income Statement Accounts) list screen has a new smart Search function, allowing you to search your reports by Sequence #, Description, and Account Number. Revised: 06/06/2017 Page 8 of 22

10 General Ledger Case Resolution Case Number Case Resolution Managed Accounts Payable Stub displays the payee name in Bank Rec Invoice entry allows more than seven lines of detail All Vendor Types created in Application Environment display in Open Payables. Revised: 06/06/2017 Page 9 of 22

11 Payroll and Personnel Management Payroll Dealertrack DMS 17.2 Release Notes Case Resolution Case Number Case Resolution Changes to Georgia specific W2 submission to be in compliance The Payroll Register report prints the same way the names are sorted on the screen Deduction report prints in landscape format. Revised: 06/06/2017 Page 10 of 22

12 Parts Inventory and Invoicing Parts Inventory and Invoicing Dealertrack DMS 17.2 Release Notes Quickly view and filter your parts transaction history with new features in the New View screen. Continue to view the parts history based on the transaction date and time stamp through the New View screen. Additional features allow you to Position To a specific invoice or date, export parts history data to excel, and provide a cleaner look and feel. Note: The New View screen displays the parts history going forward. Once released on 17.2, the New View History displays 17.2 Unlock QO with the current on hand quantity of the part. Select Prior History to display the part history prior to the 17.2 release Revised: 06/06/2017 Page 11 of 22

13 Parts Inventory and Invoicing The following are the parts history New View screen enhancements: Note: Function Select View no longer displays. 1. The Type field includes details of Bin Changes, and Part Status updates. Note: If a change is made through an import, PU_ [type of change] displays in the Document column. 2. Sale Type indicates the transaction type, including: a. RT = Return b. NG = Negative on hand c. IN = Sold from Inventory d. LS = Lost Sale e. SO = Special Order f. HP = Held Part g. EP = Emergency Purchase 3. Export to Excel downloads the parts history data to an excel spreadsheet. 4. The smart Search function allows you to search for details that display in each column, and position to Transaction Date. Revised: 06/06/2017 Page 12 of 22

14 Parts Inventory and Invoicing Hover over specific fields to display information about the transaction. The Sale Type RT displays in orange when a part is returned on a counter ticket, but not returned to inventory. Not Returned To Inventory displays when you hover over the orange RT Sale Type. Hover over a charge customer to display the Customer Number. Part set to not updated cost displays when you hover over the orange LIFO amount. Revised: 06/06/2017 Page 13 of 22

15 Parts Inventory and Invoicing When a part is removed from an RO, Not Returned To Inventory displays when you hover over the orange QTY Removed. History for both clean and dirty cores are recorded. Clean cores display as a Ctr Sale type with no Trans QTY. When you hover on the 0 Trans QTY, Clean Core displays. When a part order is received, the type of order display in the Customer column: Stock Order, Forced Order, Special Order, or Receipt by Part Number. Revised: 06/06/2017 Page 14 of 22

16 Parts Inventory and Invoicing If a part is replaced, the replacement will show in history. History from the old part number is shaded orange. When an Invoice/RO is closed after the transaction date, the Date, which previously displayed in Red, now displays in Orange. Revised: 06/06/2017 Page 15 of 22

17 Parts Inventory and Invoicing Case Resolution Case Number Case Resolution The Parts at Cashier section is included in all printouts when printing the Unrealized Sales report An inactive counterpersons are unable to authorize A/R charges in the cashier screen A record is not written to parts history when canceling out of a Repair Order In Use The return analysis provides data within the dates selected when running the report The Inventory Aging report s the report when printing.csv The printer override displays when sending an internal invoice to cashier The On Special Order screen displays all records that are on order for the part Price Levels display in the Price Level Selection screen from the company it is for The redesigned Parts History screen displays the Ext Cost on every transaction with a Trans QTY More than 20 comments can be added to a repair order The Assign Bin option displays on every yellow pad part The Pre, Trans and Post QOH displays when selling parts on a repair order from a catalog Parts History displays correctly when moving the same part to a different RO A record is not written to Parts History when deleting a comment When a bin is updated during an open physical inventory, the QOH of the part updates when the count is posted When a quote is retrieved to a repair order, the part defaults to lost sale if there is no QOH When a Core for multiple parts is sold the Pre, Trans, and Post quantity display 0 in the history for the sale of the core Selection to a different customer not allowed displays when filling multiple customer orders on a single counter ticket or repair order A record is written to history showing the removed quantity for the primary part, clean and dirty core when the primary part is deleted A bin on a part can be deleted if it is right or left justified When a primary part with a clean core is returned, the QOH remains transactions are written to history when a part is placed on a repair order and changed to another sale type. Revised: 06/06/2017 Page 16 of 22

18 Service Department Service Department Dealertrack DMS 17.2 Release Notes New Features Save time by launching the Toyota/Lexus Service Lane Portal within the DMS. Selecting the Service Lane link within the DMS launches the Toyota/Lexus Service Lane Portal. Once launched simply log into the website as usual. Note: When launched you need to Accept Terms of Use each day, unless already signed into the website. The Service Lane Portal link displays on the following screens: Warranty Claim Appointments Repair Order Labor Time Guides Service Price Guides Revised: 06/06/2017 Page 17 of 22

19 Service Department An enhancement to Customer Copy Invoices keeps you compliant in States requiring technician certification numbers. The entire 10-digit Technician State Certification number now displays on customer copy Pre-Invoice, Final Invoice, and Reprint from History invoices. When assigned in the Technician Record, the invoice displays as: Tech: - Technician Name (previously labeled Work performed by) (Technician ID) Certification Number - 10-Digit Certification Number Revised: 06/06/2017 Page 18 of 22

20 Service Department Case Resolution Case Number Case Resolution The RO number displays in the purchase order screen when a purchase order is created Labor hours over are accepted when closing a repair order A negative service fee can be entered The discount total will be for the service type(s) selected when running the Labor Profit Analysis Discounts display in totals section when Customer Pay totals are displayed Tax calculates when charging negative shop supplies. Revised: 06/06/2017 Page 19 of 22

21 OEM OEM Dealertrack DMS 17.2 Release Notes New Features Quickly review your Nissan/Infiniti ASR controlled parts. The Manufacturer Controlled Parts Report allows you to review which parts in your inventory are controlled by Nissan/Infiniti ASR. 1. From the Parts application, select Reports. 2. Choose Manufacturer Controlled Parts from the Report Selection list screen. Revised: 06/06/2017 Page 20 of 22

22 OEM 3. Select Manufacturer and choose the desired manufacturer. 4. Select OK to print. 5. Enter the Printer ID and number of Copies to print, or select Output Type to the report. The report displays the following information: MF Part Manufacturer Part Number Part Description QOH Quantity on Hand Last Sold Date Last Sold Date of the Part ASR Indicates the part is ASR controlled BSL Best Stocking Level BRP Best Reorder Point Revised: 06/06/2017 Page 21 of 22

23 OEM Printed Report: Case Maintenance Case Number N/A N/A N/A N/A N/A N/A Case Maintenance Subaru length of accepted Serial Numbers updated from 12 to 30 characters. GM RIM When RIM numbers from the previous year is in the Stock Order screen, the old order number is renamed (Example: EX R0214 to R021416). Submit Subaru warranty claims with the sublet correction code. Jag/Land Rover Warranty claims transfer when parts and service amounts are over 100K. Volvo VR Orders When a part is not in Parts Master but is sent into the DMS the part number populates. Chrysler Weekly claim statements match what displays in the DMS. Revised: 06/06/2017 Page 22 of 22

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