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Fixed Ops Deposit Rework Setups - Prompts
KB 3001, Release Note, Parts Development, 4/3/2025
Pour accéder à la version française, cliquez le lien ci-dessous:
KB 3010 Configurations des modifications aux dépôts des Ops fixes
We are excited to unveil several enhancements to the revamped Fixed Ops Deposits feature in our upcoming 10.22 release.
The updates will allow Users to take deposits on all Parts, Labour, and other charges, while enhancing deposit enforcement, visibility, and transferability. To support these new capabilities, some setup modifications may be required in the software to ensure seamless integration with the upcoming features.
MASTER Users will likely encounter a new prompt when logging in for the first time after updating to a 10.19.8 or 10.20.3 version. The prompt will describe what we have found in your setups that require some modification.
This document provides a detailed explanation of these prompts and guides you through the necessary modifications and setups.
Login Prompting
Prompt #1 - Does your Dealership use v10 SOP Deposits?
-
If your answer is
Yes
, we will validate and convert existing settings upon update to the feature release. Once your setups are validated, you will be able to continue to use our new Fixed Ops Deposits feature.
-
If your answer is
No
, Fixed Ops Deposits will be deactivated when updating to the feature release. Effectively, we will clear out the deposit account in the Cash Control File as well as the Fixed Ops Control File. This will allow you to update without issue, regardless of your current setups. If you choose to start using Ops Deposits in the future, we will then guide you through the proper setups.
-
If your answer is
Uncertain
, we will continue to prompt all Master Users upon login until a
Yes
or
No
response is submitted. At least 1 Master User will be required to submit a Yes or No answer.
Note:
Any Yes or No answer will remove the prompt for all Users; please respond as accurately as possible as this could affect future updates and the ability to collect deposits.
Prompt #2 - Chart of Account (COA) and Control File Setting Requirements
Once the first question is answered, the User will receive a second prompt to assist with navigating through one or more settings now required for the new features to function as designed.
Specific Chart of Account (COA) and Control File settings will be reviewed in the background with each login when a
Yes
response has been received.
Note:
The Fixed Ops Deposit accounts are required to be liability accounts.
You should only receive a prompt for the setups that require attention prior to the feature update. Please read through the following prior to making changes to ensure you understand how these setups interact and impact each other.
Click on
Open KB
if you need further assistance setting up this feature.
However, if the setups were bypassed by the User who selected
Yes
in the first prompt, all other Master Users will see the window below, prompting them to complete the setups. This window will show the
name
of the User who selected
Yes
and the
date
. Once the setups are finalized, the prompt will no longer appear.
Deposit Questionnaire Window - Ability to Change Answers Across Divisions
We have enhanced the
Fixed Ops Deposit Setups,
introducing a new
Deposit Questionnaire window
. This feature allows
Master Users
ONLY to reset the questionnaire prompt and modify the answers for any associated division, if needed.
This utility gives Master Users greater control over setting up this Fixed Ops Deposits feature and make any changes to the
Yes/No prompt
answer, if applicable.
The displayed columns show details including the names of the
Division
stores,
Serial Number
,
Maps to cash/accounting division
, the
Answer(s)
provided by the
User(s),
Date and Time
and checkboxes indicating whether the Dealership belongs to
Fixed Ops, Cash Control,
or the
Accounting
division.
To access, this feature, follow the path:
System > Tools > Deposit Questionnaire
The
Answer
column shows the responses provided by the Master User for
all divisions
. By clicking the
drop-down arrow
next to the
Yes/No
answer that needs updating, the User can modify the answer for that specific division as follows:
-
If
currently unanswered,
the options to select
Yes
or
No
will be shown
-
If the
current
answer is
Yes,
, the options will be to set
No
or
Reset
(the prompt will be triggered upon logging in again and will appear as
No Answer
under the
Answer column
)
-
If the
current
answer is
No
, the options to select to
Yes
or
Reset
will be displayed.
The example below illustrates a
Yes
answer provided by
Master User PBS1
for division
PBS French Translations.
To modify this, the
Master User
clicks the drop-down arrow next to the
Yes
answer, and the options to change it to
No
or
Reset
will appear.
When
Reset
is selected, the information is immediately updated on the Deposit Questionnaire window, displaying the new
Answer,
along with the
User
who made the change, and the
Date and Time
. This change will trigger the
Fixed Ops Deposit prompt
upon logging in.
Warning Icon - Shared Accounting Division
If
multiple stores
are mapped to the same
accounting division,
a
warning icon
will display next to them when different answers have been provided.
Once the stores have provided the
same answer
to the prompt, the
warning icon
will
disappear.
Any division that is
not associated
with a
Fixed Ops
division does not require
Fixed Ops Deposits
. Therefore the answer to the prompt should be
No
or left
unanswered,
as these setups are not needed. The header on the
Deposit Questionnaire window
will reflect this.
Preview - Deposit Question and Validation Text
The
Deposit Question button
lets you preview the prompt that will appear to the Master User upon logging into the division,
The
Validation Text button
opens a window where the User can access to the Knowledge Base article containing essential information on how to use the Fixed Ops Deposit feature.
Note:
This window will
not
allow you to complete the setups; it only provides information on what will be displayed.
Chart of Account (COA) - Setups
We added a
Fixed Ops Deposit (D) control-type
to the
COA
setups that will help you better manage the money taken through the new Fixed Ops Deposit functionality. This setting will be mandatory for all Dealerships going forward to use Fixed Ops Deposits as we will only recognize deposits posted to this account type. This
(D) control type
will behave the same as
O-type
until the update to 10.21. Going forward, the new type will protect synchronization of deposit information between Accounting and Fixed Ops to ensure data integrity as deposits are taken, moved, and applied throughout the Parts and Service departments.
Users can either set an existing account to this new control type or add a new account if required.
To modify the Fixed Ops Deposit Account Control Type, follow the path:
Chart of Accounts > Select Account > Control Type drop-down menu: Fixed Ops Deposit
Fixed Ops Control File and Cash Control File - Setups
The
GL SOP Dep Account
in the
Fixed Ops Control File
AND the corresponding
Deposit
account in
Cash Control File
must match each other.
Note:
Starting from 10.21, we will be consolidating this into one setup, so they must match for the update conversion.
To access the Fixed Ops Control File, follow the path:
System > Maintenance > Fixed Ops Control File > Fixed Ops Accounting > GL SOP Dep Account
To access Cash Control File, follow the path:
Cash Control > Maintenance > Control File
The
Fixed Ops Deposit Account must be unique
. The two SOP Deposit accounts mentioned above
cannot match any Cash Sale Clearing accounts
in Fixed Ops Control File and Cash Control File, including Parts and Service Clearing, Misc Clearing, or any Sales Deposit Accounts. They also cannot match any account used for other Deposits, such as the Deal Deposit account. The new
Fixed Ops Deposit (D)
controlled account will be used
exclusively
for
Fixed Ops Deposits.
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