Go to Settings (gear icon) > Client Setup. Click "New" and choose "Vendor". Enter the vendor name on line 1, along with any other contact details you may have.

Under the "Misc. Information" tab, choose "Reconditioning" for the vendor type on line 1.

In most cases, 51024 (Flooring Interest - Fees) can be used for the default expense account on line 2, and 2155 (Flooring Payables) can be used for the default liability account on line 3.

On line 17, select "Yes" for Flooring Vendor. This should open up lines 26-29. Set the desired default term, interest rate, and setup fee for this vendor on lines 26-28, and choose 51024 for the "Fees/Int. Expense Account" on line 29. Then click "Save" on the top right to finish adding the vendor to your system.

To Add a Purchase Vendor:

In Inventory > View/Edit Inventory, click "Add a New Car". Click the blue arrow on line 2 of the New Car Invoice popup to add a new purchase vendor name. 

To Edit or Delete a Purchase Vendor:

Go to Settings (gear icon) > Client Setup. Choose Acct Type - Vendor and load the vendor you wish to make changes to. Vendor information can be edited on this screen. If you wish to delete the vendor, use the "delete" button on the top-right corner. Note: A vendor can only be deleted if it does not have any associated accounting transactions. 

All changes are saved automatically. 

To change the amount of idle time allowed before an employee is automatically logged out of the program, go to Settings (gear icon) > Client Setup. Load the employee in question and change the Auto Log-Out Idle Time on line 21. Changes are saved automatically. 

If you want to be able to change an employee's password without entering their old password first, you need to change your security settings.

Go to Settings > Security. Load your name in the "Employee" field and locate security item #648 "Change PW without Old One". Select the item and select "Full Access" (green checkmark) for the Security Option. Changes will be saved automatically; log out and back in for them to take effect. 

To change the company-wide email footer:

Go to Settings (gear icon) > Defaults > Misc Defaults. Click the blue arrow on line 28 to open the Default Email setup. 

Manually change the information in the "Default Email Body" section, or use the "Generate for Me" button to generate a default signature based on your company information. Then click "Save Settings".

Note: Text added in this section will be used for ALL emails sent by any user in the system, unless a user has a personal email set up in the Client Setup screen. Do not put an individual employee's name or phone number in this section. 

To change a personal email footer:

Go to Settings (gear icon) > Client Setup. Choose "Employee" as the account type and load the employee whose email footer you'd like to change. Click the blue arrow on line 23 to open the employee's email setup. 

Manually change the information in the "Default Email Body" section, or use the "Generate for Me" button to generate a default signature based on the employee's name and your company information. Then click "Save Settings".

Go to Settings > Client Setup. Choose "Vendor" as the Account Type and load the service contract vendor in question. 

Open the "Miscellaneous Information" tab. Click the blue arrow next to line 17 (Shop VSC Account). Choose an account and click "Select". Note: You can also choose to post to an expense account instead of a receivable account. Changes will be saved automatically. 

In Settings > Client Setup, load the vendor. The Vendor Name (DBA) can be changed on line 1, and the Print Check As name can be changed on line 3. 

If lines 1 and 3 are greyed out, this means your security settings are restricting you from making these changes. This can be adjusted by going to Settings > Security. Load your name and assign a green checkmark to security #878 (Vendor Name / Check Name). Log out and back in for changes to take effect. 

Go to Settings (gear icon) > Client Setup. Load the vendor and click "Delete" on the top-right. 

Note: Only vendors without a payment history can be deleted.

Go to Settings (gear icon) > Client Setup. Choose "New", and select "Vendor". 

Enter the credit card vendor's name on line 1, and fill out any other vendor information as needed on lines 2-28. 

Under "Misc. Information", choose "Credit Card" as the Vendor Type on line 1. The system will prompt you to choose a default expense account for this vendor. In most cases, you can set this to 6640 "Interest Expense" or 6700 "Other Expense". Then, click the blue arrow on line 3 to select the default liability account. We recommend using account 2110 "Accounts Payable - Trade Creditors". Or, you can create a new liability account for this purpose. 

Enter any additional information as needed on this screen, and then click the "Save" button on the top-right to save your changes. 

Go to Settings > Client Setup. Click the "New" button on the top-right and choose "Employee".

Enter the employee's details in the fields below (at minimum you will need first and last name), and give the employee a title on line 20. The title will be used to determine the employee's default security settings. Use the "Enter Password" button to assign the employee a password for logging into the system. Click the "Save" button on the top-right when done. 

Note: The employee will be able to log into the DMS immediately, but will not be able to access the DealerZone or CRM until the following day. Once the employee has been added, you may need to adjust their security access from within the Security tab. CRM security can be adjusted within the CRM. 

To Add a New Finance Company/Lender:

Go to Settings (gear icon) > Client Setup. Click "New" on the top-right and choose "Finance Company".

Add the details for the new lender in the corresponding fields and click "Save" when done. 

To Edit an Existing Finance Company/Lender:

Go to Settings (gear icon) > Client Setup. Under "Account Type", choose "Finance/Lienholder" and locate the company you'd like to make changes to. Add/edit information on this screen as needed. Changes are saved automatically. 

To Add/Edit a Finance Company/Lender from the Deal Screen:

Go to Sales > Deal. Click the blue arrow on line 14 to open the "Choose Finance" window. Select the "Add" button at the top to add a new finance company/lender, OR select an existing one from the list and click the "Edit" button to make changes. Note: This method only allows you to input basic information including name, address, and contact information. Use the Client Setup screen (as instructed above) to add or edit more extensive information like loan fees, bank fees, etc.

Go to Settings (gear icon) > Client Setup. Click "New" and choose "Vendor". Enter the details of the GAP vendor in the corresponding fields. 

In the "Misc Information" tab, choose "GAP" as the Vendor Type on line 1 and select a default expense account on line 2 (typically 51016 - Vehicle Gap Contract Cost). Make sure the third column on line 15 is set to "Yes" if you want the GAP cost to post to accounting automatically when a deal with GAP insurance is tripped. Click "Save" on the top-right of the screen to save the new vendor. 

To set the default GAP price for this new vendor, see this FAQ.

To Add a New Lienholder from the Client Setup Screen:

Go to Settings (gear icon) > Client Setup. Click "New" on the top-right and choose "Finance Company".

Add the details for the new lienholder in the corresponding fields, and choose "lienholder" for the type on line 33. Click "Save" when done. 

To Edit an Existing Lienholder in the Client Setup screen:

Go to Settings (gear icon) > Client Setup. Under "Account Type", choose "Finance/Lienholder" and locate the company you'd like to make changes to. Add/edit information on this screen as needed. Changes are saved automatically. 

To Add/Edit a Lienholder from the Trade Screen:

In the Sales section, load a deal with a trade and open the "Trade" tab. Click the blue arrow on line 9 to open the "Choose Finance" window. Select the "Add" button at the top to add a new lienholder, OR select an existing one from the list and click the "Edit" button to make changes. Note: This method only allows you to input basic information including name, address, and contact information. Use the Client Setup screen (as instructed above) to add or edit more extensive information like loan fees, bank fees, etc.

If adding a lienholder, make sure to mark it as such on line 13 of the popup. Click the "save" button to save your changes. 

First, add a new Service Contract vendor. Go to Settings (gear icon), Client Setup. Click "New" and choose "Vendor". 

Fill out the fields under Contact Information and Miscellaneous Information. Under Misc. Information on line 1, make sure you select "Service Contract" for the Vendor Type. For line 2 (Default Expense Account) we typically recommend 51014 - Vehicle Service Contract Cost. Once all the information has been entered, click "Save". 

Return to the Deal screen. Click the arrow on line 6 to open the "Choose Service Contract" popup. Select "Co" as the Company on line 1. Then, click the arrow on line 2 to add a plan and match it to the vendor you created. 

Click "Add", and type in the name of the service contract plan. Then, click the arrow on line 2 to open the popup again. 

From the dropdown, select the service contract vendor you created and click "Save Match". Close the popup.

You will now be able to select the vendor on line 1 and the plan on line 2. The system will also automatically create a payable to the vendor when the service contract is sold. 

Add the accessory vendor to your system if you have not done so already. Go to Settings (gear icon) > Client Setup. Click "New" and choose "Vendor". Add the vendor information in the corresponding fields.

Click over to the "Misc Information" tab. Mark "Yes" for "Is Acc" in the middle column of line 15 to mark the vendor as an accessory vendor. Click the "Save" button on the top right to save your changes. 

Next, go to Sales > Deal and load a sale. Click the arrow on line 4 to open the Accessories window. 

In the Accessory Repository, click "Add New" to create a new accessory, or select an existing accessory and click "Edit". Make sure all of the Accessory Details are added; on line 5, select the accessory vendor you created in the previous steps. On line 6, choose which expense account you would like the cost of the accessory to post to. Then click "Save to List".

Any time the accessory is added to a deal and the deal is tripped, you will now see a payable to the vendor for the cost of the accessory in Bookkeeping > Write Checks. 

If you have more than one lot and your computer's location is set to the wrong lot, this can cause some usability issues, such as sales contracts printing the wrong location info, or limited access to shop features. For this reason, it's important to be logging in at the correct location. 

Note: You must be an administrator in order to access the DMS settings in the instructions below.

There are two ways to control log in location. One option is to set the location based on the user, and the other is to set the location based on the computer.

To set the location by user:

Go to Settings > Client Setup. Choose "Employee" in the "Acct Type" dropdown, and then load the employee whose location you would like to adjust. If "computer location" is selected on line 36, the employee's location will change based on the computer they log into. If a specific lot is selected on line 36, the employee will be logged into that lot no matter which computer they use. The employee will need to log out and back in for these changes to take effect.

To set the location by computer:

Using the computer in question, go to Settings > Defaults > Miscellaneous Defaults. Select the correct computer location on line 26. The selected lot will be used any time an employee whose default profile is set to "computer location" logs in on this computer. You will need to exit out of the program entirely (not just log out) for these changes to take effect. 

Go to Settings > Client Setup. Choose "Employee" for the Account Type and select the employee whose access you want to change. 

Change line 38 (DZ: Alter Website) to "Yes". Changes will be saved automatically but will take effect overnight. 

Once the employee has access and has waited overnight, they can go to the DealerZone and click on Web > Website Manager to make changes to your website. 

In Settings (gear icon) > Client Setup, load the employee who was previously terminated. You can search by name in the search box or use the blue arrow to see a list of all inactive employees. 

Click the "Re-Hire" button below line 33. Enter the date of re-hire and reason, and click "re-hire". Changes are saved automatically. 

Certain activities in the DMS will prompt confirmation messages. One example of this is the message that prompts you to print a receipt after receiving money. If you click "Do not show this message again", the system will no longer generate that prompt when you are logged in.

To reset ALL such messages and begin receiving ALL confirmation messages again, go to Settings (gear icon), and choose "Employee" as the account type. Select the employee whose messages you want to reset. 

Click the arrow on line 33 and click "Yes" when prompted.

Go to Settings (gear icon) > Client Setup. Click "New" at the top right and select "Vendor". Enter the payroll company name on line 1 and add the remaining company information in the corresponding fields. 

Click over to the "Misc. Information" tab. On line 1, choose "Payroll" as the vendor type. Select a default expense account on line 2. Click "save" to save the new vendor. 

To select the new payroll vendor in the payroll screen:

Go to Accounting > Payroll. Open the "Setup" tab. If checks are issue by the payroll company (selected on line 12), you can select the new payroll vendor on line 13. Click "Save Paycheck Setup" to save your changes.

To set up a company-wide email: Go to Settings (gear icon)  > Defaults > Miscellaneous Defaults. Click the blue arrow on line 28.

To set up email for an individual employee: Go to Settings (gear icon) > Client Setup. Load the employee in question. Click the blue arrow on line 23. 

Fill out the email account information in fields 1-6, and set the email signature as desired in the "Default E-Mail Body" section. Click "Save Settings" to save your changes. You can also use the "Send Test Email" button to make sure the email has been set up correctly. 

Note: To determine the SMTP Server and Port, google "SMTP setup + (Your Email Provider)". If you don't know who hosts your email, you can look it up by the domain name (the part after the "@" sign) here. You may also need to enable SMTP in your email settings on the email provider's website. Gmail requires you to enable less secure apps as well. If you need assistance with this, consult with your IT administrator or contact ASN Tech Support. 

Go to Settings > Client Setup. Choose "Employee" from the "Acct Type" dropdown and select the employee who you want to terminate.

Click "Terminate" to open the "Terminate Employee" popup. Enter the date and reason for termination and then click the "Terminate" button on the popup to finalize.

Note: Immediately upon termination, the employee will no longer be able to log into the DMS. Access to apps and the web-based CRM will be terminated overnight. 

Owners should use "F0000000" as their license number for the purposes of setting up Fairfax.  This can be entered in Settings (gear icon) > Client Setup > Line 21 (under your name). Changes are saved automatically. 

Please contact an admin to get assistance with this, as someone with access to your DMS settings who can currently log in will need to complete these steps:

Go to Settings > Client Setup. Choose "Employee" for the Account Type and select the employee whose password you want to change. 

Click the "Change Password" button. Type the new password into lines 1 and 2 and click "Save Password". Please Note: If an employee's password is changed, it will take effect immediately for the DMS but overnight for mobile apps (Valuator and CRM). 

If the system prompts you to enter the old password first, you can use the password for any person with the title of Owner or Admin in your DMS. Alternatively, you can change your security settings to allow you to create a new password without entering the old password.