Release Notes LightspeedEVO Version 6.3 Please read this entire document before loading the update Note: Version 6.3 is available only for hosted systems. This release cannot be loaded for dealers on a stand-alone, dealership owned server (non-hosted). Note: Workstations running Windows XP or older versions of Windows are not supported. Contact Us: For comments or suggestions regarding these release notes, send email to Lightspeeddocs@cdk.com or call 1-800-521-0339. 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. B00000 Jul 2015 CDK Global, LLC Printed in U.S.A. 1 of 14 *000000*
What s New in Version 6.3? Tip: You can add Account Description to the Transaction lines in the Journal Entry screen. Rightclick in the list header to select the heading. Then drag it to the position you prefer, such as next to the GL Account number. 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 6. Better Sharing / Locking for RO and Sales Deal Accessing the Same Unit In the past the Service department could not have an RO open for a unit at the same time that sales had the deal open for the unit. Now both can be open at the same time as long as there are no conflicting changes made. When there are conflicts the system includes a function to send the other user a request to exit. See page 5. Quick-Key Ordering and Receiving On the ordering and receiving screens you can now type a part in the lookup and upon Enter the cursor moves to the part line in the quantity field so you can type the quantity. Pressing Enter after the quantity returns you to the lookup to enter the next part. See page 7. Parts Invoice Analysis A new function has been added to provide business metrics such as totals, salesperson and cashier stats for parts invoices. See page 8. 2 of 14 Jul 2015 CDK Global, LLC B00000
TABLE OF CONTENTS GENERAL... 5 MULTI-STORE SINGLE LOG-IN... 5 COPY AND PASTE... 5 UNIT SHARING AND LOCKING IN RO, QUOTES, AND DEALS UPDATED... 5 SYSTEM FIXES... 5 Model Name on Customer Units, Deal, MU Inquiry, and RO... 5 Email Issue Locked System... 5 NEW SECURITY SETTINGS... 6 NEW FIELDS IN CUSTOM REPORTING... 6 PARTS... 7 AUTOMATICALLY ESCALATE INVENTORY WHEN PRICE BOOK LOADS... 7 QUICK KEY ORDERING AND RECEIVING... 7 PART INVOICE ANALYSIS... 8 WEB ORDER UPDATES... 8 Fix an Incorrectly Mapped Web Order Customer... 8 Web Order Button Remains Active... 8 Additional Web Order Method of Payment Mappings... 8 CHANGE PART CATEGORIES ADDED TO INVENTORY UPDATING... 9 VIEW PART COST ON INVOICE SCREEN... 9 ADDED ABILITY TO DO A NEGATIVE MISCELLANEOUS RECEIPT... 9 SEARCH AND VIEW REPRINT PART INVOICE LIST BY CASHIER OR SALESPERSON... 9 DRILL-DOWN TO INVENTORY FROM PART ON INVOICE... 9 PARTS FIXES... 10 Special Orders Showing Not Picked Up after Pickup... 10 Changed Cost on Ordered Part Applied before Receiving... 10 Escalator Duplication Notification... 10 Handling Entry for Special Order Lost after Hold... 10 Notes Entered on Parts in the Supplier Return Function were Lost... 10 Tax Category Validation Error at Cashiering... 10 Special Order and Layaway on Same Invoice Not Clearing Pickup List... 10 Special Order Part Transferred from RO to Deal Caused Out of Balance... 10 SERVICE... 11 NEW FIELDS FOR ODOMETER/HOURS IN AND ODOMETER/HOURS OUT... 11 SERVICE FIXES... 11 Overwriting Part Entry on RO Could Create Inconsistent Entries... 11 Service Scheduler Monthly Calendar was Slow to Display... 11 Tax-Exempt Customer Charged Tax for Miscellaneous Charges on RO... 11 Future Date Error on RO with Sublet... 11 SALES... 12 NEW FIELDS AVAILABLE IN UNIT, DEAL, AND INQUIRY SCREENS... 12 Model Name Available on Deal General Screen... 12 Search by Model Name in Major Unit Inquiry... 12 Color Available on Unit Inventory List and Unit Inquiry List and for Search... 12 Odometer Added to Major Unit Inquiry... 12 View Holdbacks and Rebates in Major Unit Inquiry... 12 B00000 Jul 2015 CDK Global, LLC 3 of 14
UNIT INFO WITHOUT PACK AVAILABLE IN SALES RECAP... 12 FORMS ENHANCEMENTS... 12 Default Values Preset for Form Prompts... 12 SALES FIXES... 13 Option with Miscellaneous Part Not Reversing Misc Item... 13 Sold Units Showing Up on Inquiry as In-Stock... 13 Cost for Option with Standard Job Not Showing in Sales Recap... 13 Null Pointer Error when Accessing a Deal... 13 RENTAL... 14 CLICK ON METER READINGS TO GO TO RESERVATION... 14 ACCOUNTING... 14 QUICK LINKS TO DRILL DOWN FROM VENDOR INQUIRY... 14 ACCOUNTING FIXES... 14 Pay Invoices was Slow Processing Checks... 14 Vendor Street Address Added to Vendor Lookup... 14 Vendor Selection List Displays Upon Entry... 14 4 of 14 Jul 2015 CDK Global, LLC B00000
GENERAL Multi-Store Single Log-in You can now switch between stores where your login is valid without re-entering your login credentials. To switch stores, go to the Application Switch Store menu or press the F8 key. This displays a dialog for you to select the store and workstation profile to use. Click OK to go to the selected store. Copy and Paste It had not been possible to highlight entries on many screens to copy the contents. You can now do so on detail screens. Highlight the content to copy and then use Ctrl+Insert or Ctrl+C to copy and Shift+Insert or Ctrl+V to paste. Unit Sharing and Locking in RO, Quotes, and Deals Updated In the past, any function that involved a unit would lock out other users. For example, you could not have a repair order and deal open for the same unit. Nor could you invoice parts to a unit while the deal was open. The system now uses a shared locking system. If the same unit is open in Service and in a deal the changes from the deal that don t affect service functions can be saved. Users are notified of other changes upon Save. Some actions however are not allowed. Opening the unit record in Major Unit Inventory locks access from all other functions. A unit open in a repair order can be open in a deal as well, but if a conflict arises the user in the deal is prompted to wait and cannot save changes until the service user exits the repair order. Parts can be invoiced to a unit in a deal while the deal is open. After invoicing the unit is updated in the deal and the deal user can review the changes. A unit open in a repair order does not allow parts invoice access. Tip: When a wait prompt is posted due to a unit access conflict the prompt includes a chat button that allows you to request the other user exit. System Fixes Model Name on Customer Units, Deal, MU Inquiry, and RO The Model Name field had not been displayed in the Customer Unit file. It is now present. It is also shown in the deal, unit inquiry, and on the RO and RO printout. The Model Name from the major unit file had been showing up as the Unit Name in the customer unit file for units sold to the customer by the dealership. The model name is now carried over correctly to the model name field in the customer unit. Email Issue Locked System If email was set up incorrectly or there was an issue accessing the email server the send email dialog could come up and remain active without a way to close it or return to the program. Two safeguards have now been set in place: The email will timeout if the email server has not established a connection within one minute, or if the email fails to transmit within five minutes. While the email dialog is active you can now click back to the program to continue working. B00000 Jul 2015 CDK Global, LLC 5 of 14
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. Parts Part Invoice Analysis Enables access to the invoice analysis functions. See page 8. Parts Parts Invoice View Part Cost in Parts List Allows the user to see the part cost column on the parts invoice. See page 7. Parts Inventory Updating Change Part Categories Allows access to the new Change Part Categories function. See page 9. Parts Lists Web Commerce Methods of Payment The method of payment setup has been moved from Preferences to the Parts Lists menu. It also includes four additional lines for payment mapping. See page 8. Sales Quotes and Deals Access Sales Recap View Unit Without Pack Allows the user to view the cost without adjustment for Pack. See page 12. Sales Major Unit Inquiry Rebates and Discounts Allows the user to view holdbacks, rebates, and discounts for units on the Major Unit Inquiry screen. See page 12. New Fields in Custom Reporting Many fields were added to custom reporting in all departments. You will need to enable user security to view the newly available data on reports. 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 unselected, potentially 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. Note also that the users will need to log out and then log back in for security changes to take effect. 6 of 14 Jul 2015 CDK Global, LLC B00000
PARTS Price Books Recently Added Husqvarna Motorcycle Canada Automatically Escalate Inventory when Price Book Loads You can now check a box in the supplier record to set automatic updating of the inventory records when the price book updates. You no longer have to manually run the escalator to apply the updates. Set Up Auto-Escalation 1. Go to the Parts Lists Suppliers menu and open a supplier for which you have a price book subscription. 2. In the Escalator section check the Auto Escalate checkbox. (Also ensure that the Enable Escalations box is checked and that an escalator selection is present.) 3. Select the label option that you wish to apply upon escalation. 4. Repeat for each supplier for which you have a price book subscription. Note: The Last Time Auto Escalated field is updated each time the auto escalation runs. New Auto Escalator Report: When the auto-escalation takes place the escalation reports are generated. To see the reports go to the Parts Reports Auto Escalator Reports menu. Quick Key Ordering and Receiving To enhance the efficiency of the ordering and receiving process the action of the Enter key has been adapted. It now sequences from typing a part number to receive in the Key/Scan field to the Qty field, then back to Key/Scan. This allows you to quickly order parts from a list or receive parts from a packing list using the keyboard or 10-key pad. To use the quick-key sequence with the Enter key Type the part number in the Key/Scan field and then press Enter. The cursor moves to the Qty field. In ordering a default entry of 1 is automatically entered. In the receiving function the cursor goes to the Qty Received and the default is zero, so you must specify the quantity. Type the quantity and then press Enter. The cursor returns to the Key/Scan field for the next entry. Notes: In receiving, if the part is found both on special order and for stock the cursor goes to any special orders first. If using a bar code scanner the scan enters the part and the cursor jumps directly to the Qty field without requiring a press of the Enter key. Simply scan the part and type the quantity. After typing the quantity press Enter to return to the Key/Scan field for the next scan. At ordering if there are supersessions you will need to complete the selection in the supersession dialog. You can use the arrow keys to select a line and Alt-O to activate the OK button. B00000 Jul 2015 CDK Global, LLC 7 of 14
Part Invoice Analysis There is new function that displays statistics on your parts invoicing for a selected period of time. It shows a breakdown of the totals with the number of invoices, total dollars, average dollars per invoice, number of line items, average number of line items, discounts, and margins. In addition, you can click to select detail report views by cashier, sales person, customer, zip code, or by hour or day. This can be useful for performance monitoring and review, such as in morning meetings or monthly reviews. For example, checking the Customer view gives a quick check on how effectively your parts counter people are gathering customer names at invoicing. The discounting column is always a good check on the Salesperson view as well. To run the invoice analysis: 1. Go to the Parts Part Invoice Analysis menu. 2. Select the Month and Year, and then click the Gather Data button. Totals are shown at the bottom of the screen. To display report content select one of the report types. Tips: You can check or deselect the Include Internal Invoices box to include or exclude sales to service and deals. After gathering data for a time period you can click through each of the report types to display the details for each type for the same period. On the report screens you can click the headings to sort by any column. You can also click between headings to resize the columns. Security access is required. See page 6. Note that while Databack has some similar reports there may be differences due to certain filters or exclusions that are applied. Web Order Updates Fix an Incorrectly Mapped Web Order Customer For dealerships with web orders enabled the web order customer to local customer mapping may occasionally result in an incorrect customer match. You can now clear the customer mapping. To clear an incorrect Web Order customer link: 1. Go to the System Customers menu and open the customer record you want to delink. 2. In the customer record detail click the General tab. 3. At the bottom of the General tab in the Web Commerce section the Web Commerce Host Customer ID is shown when a link is present. Click the Clear button to remove this link. When you import the web order for the formerly linked customer the customer linking process is reinitiated so you can make a correct entry. Web Order Button Remains Active The Web Orders button is available when new orders is zero (0) so that you can click to initiate showing a recent order between the normal updating intervals in your preferences for web orders. Additional Web Order Method of Payment Mappings Four additional method of payment mapping lines have been added (OTHER 2-5). The method of payment mapping has also been moved from Preferences to the Parts Lists menu. Users requiring access would need to have their security updated to include this menu. See page 6. 8 of 14 Jul 2015 CDK Global, LLC B00000
To map additional web payment types: 1. Go to the Parts Lists Web Commerce Methods of Payment menu. 2. Highlight the line to map and click the Method of Payment dropdown to select a payment type. Change Part Categories Added to Inventory Updating The Inventory Updating menu now includes a Change Part Category selection that allows you to change the sales category on parts in inventory based upon selectable filter criteria (supplier, current category, on-hand quantity, on order quantity, and months no sale). You can also choose to change the reorder method on parts along with the category change. This is particularly useful for setting obsolete part tracking. This would for example allow you to set part records with none on hand, none on order, and a specified number of months with no sale to a category called Obsolete. You could at the same time also set the reorder method to force the suggested order to zero. Changes are recorded in the Adjustments report. To use the Change Part Categories function 1. Go to the Parts Inventory Updating Change Part Category menu. 2. Select a category in the Set Category To field. 3. If you also want to set the reorder method, click that checkbox and select the method to apply. 4. In the Filters section check the box for each filter you wish to apply and enter the criteria. For On Hand or On Order quantities you would generally set zero as the criteria. The Months No Sale should be set to your criteria. 5. You must select at least one supplier and one category to be changed. If you want to apply the changes across all suppliers and part categories you can use the Select All buttons. View Part Cost on Invoice Screen A user with security (pg. 6) enabled to do so can now include a Cost column on the Parts Invoice screen. The user can also choose to show or hide the column using the right-click menu on the column heading. Added Ability to Do a Negative Miscellaneous Receipt In some cases it would be convenient to use a negative miscellaneous receipt to correct for an erroneous method of payment or some other situation. The system will now let you do so. Note that a Loyalty method of payment cannot be applied. Search and View Reprint Part Invoice List by Cashier or Salesperson The Reprint Parts Invoice list now includes Salesperson and Cashier columns, and those fields are included when using search. Drill-down to Inventory from Part on Invoice The part number heading in the detail at the bottom of the invoice is now a link to open the inventory entry to edit the part info. Note that edits other than sales category do not update the invoice. You would need to right-click, delete the line item, and then re-add it to the invoice to pick up changes to price or available quantity. B00000 Jul 2015 CDK Global, LLC 9 of 14
Parts Fixes Special Orders Showing Not Picked Up after Pickup It was possible for special orders to sometimes show as not picked up after the pickup had been done. This has been fixed. Changed Cost on Ordered Part Applied before Receiving If a cost change was entered during ordering the cost update was applied to inventory when the part was ordered rather than at receiving. This has been fixed. Escalator Duplication Notification It had been possible to run overlapping sessions of the parts escalator to update inventory records from price books. They system will now notify a user that tries to run the escalator if another user is already doing so. Handling Entry for Special Order Lost after Hold A handling amount entered for a special order would be lost if the invoice was placed on hold and then recalled. This has been fixed. Notes Entered on Parts in the Supplier Return Function were Lost Notes that were added to parts in the Supplier Return function were not being retained. This has been fixed. Tax Category Validation Error at Cashiering It was possible to receive an error at cashiering saying Validation Error: the tax categories have changed since creating this invoice even though no tax categories had been changed. This has been fixed. Special Order and Layaway on Same Invoice Not Clearing Pickup List When a special order and a layaway were included on the same invoice, and picked up on the same invoice, they would still show in the list of items to pick up under the Special Order button. This has been fixed. Special Order Part Transferred from RO to Deal Caused Out of Balance Management Activity would show an out of balance transaction if a special order part on a repair order for an internal unit was transferred to customer pickup for the purchaser on a deal for the unit. This has been fixed. 10 of 14 Jul 2015 CDK Global, LLC B00000
SERVICE New Fields for Odometer/Hours In and Odometer/Hours Out The RO now has entries on the Unit Info screen for odometer or hours in and out to record the mileage or hours on the customer unit when it comes in and when service is completed. This prints on the RO printout and the tech worksheet. There are also two new settings in Preferences to require the entries for Hours In/Out and Odometer In/Out when servicing customer units. Note that the field for Hours or Odometer that is recorded in the customer unit record is still present and displays any current value as a read-only figure in the RO. It is automatically updated from the In field when the RO is initially saved with an entry. It is also updated again by the Out figure when the RO is saved with that entry. The miles out on the RO must be the same or greater than the miles in, but the system will allow entering a smaller number for miles in than was previously recorded in the unit record. Service Fixes Overwriting Part Entry on RO Could Create Inconsistent Entries When typing a different part number over an existing entry on a part line in the repair order it was possible for the line to retain some information from the previous part, or to post duplicate entries if the typed part number already existed on the RO. This has been fixed. Service Scheduler Monthly Calendar was Slow to Display The monthly calendar on the Service Scheduler could take up to three minutes to display, especially upon first access. This has been reduced to a few seconds. Tax-Exempt Customer Charged Tax for Miscellaneous Charges on RO On a repair order for a tax-exempt customer the sale type on the miscellaneous charges was not changed to tax exempt and the charges were taxed. This has been fixed. Future Date Error on RO with Sublet Dealers who are not using the accounting module could receive an error message saying they can t post more than 1 fiscal year in the future when trying to close out a repair order that included sublet labor. This has been fixed. B00000 Jul 2015 CDK Global, LLC 11 of 14
SALES New Fields Available in Unit, Deal, and Inquiry Screens Model Name Available on Deal General Screen You can add Model Name to the columns in the unit list on the deal general screen. To add the Model Name column, right-click the column headings and then check the Model Name box. This adds the column at the right edge of the list. You can then click-and-drag to place it where you like. Search by Model Name in Major Unit Inquiry Model Name has been added as a search parameter in the Major Unit Inquiry function. Tip: The search works even if the Model Name column is not displayed. Remember that you can right-click the column headings to select columns to display. You can also click-and-drag the heading to rearrange columns. Color Available on Unit Inventory List and Unit Inquiry List and for Search There is now a Color column available on the Major Unit Inventory and Major Unit Inquiry List screens. You can right-click the column headings to select columns to display. You can also click-and-drag the heading to rearrange columns. Odometer Added to Major Unit Inquiry The Odometer column is also now available on the inquiry screen. View Holdbacks and Rebates in Major Unit Inquiry Users with security access to do so (pg. 6) can now view discount, holdback, and rebate information for a unit in the Major Unit Inquiry screen. Users who do not have access can click a Show Rebates button to allow a user who does have access to enable their display. The detail for the highlighted unit is shown at the bottom of the screen. Unit Info without Pack Available in Sales Recap Users with security (pg. 6) set to allow the view will see an additional line in the Sales Recap screen that shows the unit figures without the Pack entry applied. Note that if unit without pack is shown that value is used in calculating the unit totals in that column. Forms Enhancements Default Values Preset for Form Prompts A form prompt can now include a default value. With a default value set no entry is needed in the form prompt unless the value needs to be changed. 12 of 14 Jul 2015 CDK Global, LLC B00000
Sales Fixes Option with Miscellaneous Part Not Reversing Misc Item When reversing an option from a unit a miscellaneous part that was included would remain. This has been fixed. Sold Units Showing Up on Inquiry as In-Stock There was an issue where a unit that had been used for rental inventory would show up in the Major Unit Inquiry as in-stock after the unit had been sold and then cleared from rental. This has been fixed. Cost for Option with Standard Job Not Showing in Sales Recap When an option that included a standard job was added to the deal the option cost would be displayed in the option, but showed zero on the sales recap. This has been corrected. Null Pointer Error when Accessing a Deal It had been possible to receive a Null pointer Exception error when accessing a deal in which a trade had been taken, purchased by the dealership, serviced, and then returned to the deal and deleted. This has been fixed. B00000 Jul 2015 CDK Global, LLC 13 of 14
RENTAL Click on Meter Readings to Go to Reservation In the rental item detail meter readings tab you can now click on a meter reading to go to the reservation where the reading was entered. ACCOUNTING Quick Links to Drill Down from Vendor Inquiry The Vendor Inquiry detail now allows you to click the Vendor # to go directly to the vendor record. From within the vendor record clicking the Current Balance figure takes you to the vendor inquiry detail. Accounting Fixes Pay Invoices was Slow Processing Checks When there were a large number of invoices to pay the check run could take a very long time. It is significantly faster now. Vendor Street Address Added to Vendor Lookup The Vendor Lookup had not included the vendor street address. It does so now so that different locations for the same vendor can be more readily recognized. Vendor Selection List Displays Upon Entry The vendor selection list had to be opened to make a selection after accessing the invoicing function. It now opens upon entering the function. 14 of 14 Jul 2015 CDK Global, LLC B00000