VGM Release January 2020

January 31, 2020 10:00

Companion App, New Design, few VGM Enhancements and Bug-fixes.

Check out the previous release notes as well!

Enhancements

VGM

New design

Many windows have gone through a visual update to make them look more appealing and easier to read.

Slot Types on Sales Invoices

Adding Slot Types to Invoices can now be done similarly to how it works in Quotations.

Editable payment allocation dates

It is now possible to edit payment allocation dates when allocating a payment to a document.

Editable sales and purchase documents dates

It also possible to edit dates on existing sales and purchase documents.

Advisories on documents

New 'Advisories' tab on Bookings, Jobsheets and Sales Invoices. There also is a counter which makes it clear if there are any advisories on the document without the need to go into that tab.

Editing tracking data on an Invoiced Jobsheet

Admins can now edit tracking data on a jobsheet even if it's in a read-only mode.

New Jobsheet column

The Technician columns has been added to the Jobsheet Configurator.

Message Types explained

When selecting a Message Type, there now is a button which can lead you to a knowledge base article which provides a bit more information on which tags are available for each Message Type.

Improved loading times on Sales Documents

A new method for fetching large amount of data has been implemented which will benefit the users who were experiencing slow load times when accessing sales documents. This also comes with a couple of new filters which will become available for all users at a later date.

Additional filters in purchase documents

Purchase Invoices and Purchase Credits can now be sorted by their posted status and whether they have any outstanding payments.

More User Permissions for Diaries

The Diary permissions are now a lot more granular, allowing restrictions to actions such as moving or deleting bookings.

Tyre Van Runs

New configuration screen for Tyre Van Runs has been implemented and added to the Tyre Config. There also is a new tab for managing Tyreshop Sites.

Events grid in the planner

The Events grid, previously only visible in the Diary, is now also available in the Planner.

Move and Delete multiple line items

It is now possible to select and drag-and-drop multiple line items in Sales Documents and Jobsheets as well as delete multiple line items at once.

Website field for Suppliers

A new field has been added to the Suppliers window, allowing for keeping a note of the suppliers website.

Viewing line items on closed jobsheets

Similarly to the way it already works on Sales Documents, previewing line items on a closed jobsheet is now possible.

Clearing Xero ID form customer record

When Xero Integration is enabled, the Xero ID can be removed from a customer.

Company Portal

Anti Fraud Headers

Anti fraud headers have been added to the VAT Return.

Bug fixes

VGM

  • Bug: If a Purchase Invoice was empty, an error would prevent that Invoice from being converted into a Credit.
    Fix: The code responsible for conversion was adjusted to allow for cases when Invoices are empty.
  • Bug: The Save buttons in the footer of Search Tyres window would not fade out when they should, resulting in errors if clicked on.
    Fix: Additional logic was added to ensure the buttons are correctly disabled when nothing in the grid is selected.
  • Bug: Sorting Reminder Messages by date is not working correctly.
    Fix: The date was incorrectly being read as raw text, this has now been corrected.
  • Bug: Trying to email reports to customers with an apostrophe in their name would cause an error.
    Fix: Apostrophes in customer names should no longer interfere with logic around emailing documents.
  • Bug: Using the 'Insert R' button in the Diary would not change the MOT Type to 'RET'.
    Fix: The correct MOT Type is now selected when inserting a retest in the Diary.
  • Bug: If Booking window was accessed through a sales document which had no customer record, the window would be configured incorrectly.
    Fix: Additional logic was added to ensure the correct elements of the booking window are displayed when accessing it through sales documents.
  • Bug: The 'Processed Date' on Pending tab of the Outbound Message Queue would disappear when a page was changed.
    Fix: Unnecessary bit of code that would hide the tab was removed to fix this.
  • Bug: The 'Select Job Template' window would incorrectly display '1' as an item count when the template was empty.
    Fix: A corrected calculation was applied to ensure the item count was always accurate.
  • Bug: While editing a jobsheet, the Save button would not refresh the jobsheet.
    Fix: The missing method responsible for refreshing the jobsheet was added.
  • Bug: When saving a Booking with existing Customer (with altered details) but a new Vehicle or vice-versa, an error would prevent users from saving that Booking.
    Fix: Additional logic was implemented to validate all possible combinations of new and updated customer and vehicle details.
  • Bug: When Jobsheets are being converted to Sales Invoices, a duplicate clock-out record is being created.
    Fix: The code responsible for determining whether a technician was clocked out was returning wrong results, this has been corrected.
  • Bug: When Technician Tracking is enabled, editing a labour item would incorrectly show both the quantity and estimated hours text boxes.
    Fix: This has been corrected to only display the text box with estimated hours.

Company Portal

  • Bug: Xero Integration - "Include Previous Documents" would incorrectly include the first day of import period.
    Fix: This has now been corrected to exclude the first day from previous documents.
  • Bug: Purchase Transactions / Sales Transactions exports are slow.
    Fix: Performance of the query was improved to prevent timeouts on bigger data sets.

Booking Systems

  • Bug: Umbraco - Some valid landline numbers were being incorrectly flagged as invalid due to their non-standard digit length.
    Fix: The validation for landline numbers was corrected to better handle cases like this.
  • Bug: Umbraco - Adding multiple special offers would remove duplicate slot types from other offers in the basket causing prices to calculate incorrectly.
    Fix: The code previously used to prevent unwanted duplicates was altered to allow for special offers.

VGM Release December 2019

December 27, 2019 10:00

This release includes a complete redesign of VGM User Permissions, Addons for Tyres and a lot of bug fixes.

Enhancements

VGM

Re-designed User Permissions

The user permissions screen is now a lot easier to use and allows for more granular control of individual users.

Auto logout setting

A new configuration option in the users tab allows to set a delay before a user gets automatically logged out.

Prompt to update local stock when ordering tyres

When ordering tyres, if the local price is different, a popup will ask if you want to update the price.

Confirmation window when moving a booking

To avoid accidental misplacement of the bookings there now is a confirmation window which also allows you to view other available slots.

Tyre Addons

A Tyre Product Group can have Tyre Addon Templates linked with it. This can make adding Tyres to Jobsheets and sales documents quicker by automatically adding addons at the same time.

History window now shows outstanding documents

Viewing Customer details will show if that customer has any outstanding balance. The Vehicle History window has been improved to provide more information. And both customer and vehicle history windows have been updated to provide more refined filtering.

Drag and drop functionality in jobsheets and sales documents

Dragging and dropping items in jobsheets and sales documents is now possible.

DVLA MOT History

New tab in vehicle details - MOT History - gives users detailed history of every MOT test, including notes from those tests.

Jobsheets have a new column: Gross

This column will show the Total Gross of the jobsheet allowing users to get a quick glance at the cost, without having to open the jobsheet.

Temporary Parts enhancement

Temporary part number will now try to match an existing part number as the text-box is being filled in. If it finds a match, rest of the fields will try to automatically fill themselves in if possible.

More fields in the planner preview configuration

Short and Long slot type description is now available for custom booking preview.

New Reports

VGM now offers the following new reports:

  • Supplier Statement Report
  • Jobsheet template with Technician, QA and Service Adviser

And the following reports have been updated:

  • Vehicle Invoices Itemised report now uses a Vehicle search-box rather than a Customer search-box.

Bug fixes

VGM

  • Bug: Various Display Issues.
    Fix: We continue to monitor and address any display issues as we update the rest of VGM to this new standard we introduced in the last update. If you notice any glitches - please report them to our support team with a version number of your browser and / or a screenshot.
  • Bug: Message types not loading in correctly.
    Fix: In some cases a vehicle attached to a document was not taken into account when loading message types. This has now been fixed for Jobsheets, Sales Invoices and the Planner.
  • Bug: Adding a Carbon Copy email recipient through customers window is not working.
    Fix: An outdated function used for this has been updated and works correctly now.
  • Bug: When editing the customer in a sales quotation document, the vehicle information would be wiped.
    Fix: Now the vehicle information will only be wiped if the customer is changed.
  • Bug: The date fields, in the planners custom appointment descriptions, were not formatted correctly.
    Fix: The dates now display in the correct day/month/year format.
  • Bug: The planner tool-tip was not reflecting the custom appointments description.
    Fix: The tool-tip is will now be dynamically updated based on the default or custom description.
  • Bug: Shift-tabbing when going through tyre attributes could confuse the auto-focus and cause it to select a wrong field.
    Fix: You can now safely shift-tab through the tyres attribute fields to go to a previous field.
  • Bug: In some very specific cases, searching for tyres would not give any results even when it should.
    Fix: This was solved by slightly changing the query responsible for fetching the data.
  • Bug: Adding slot types to quotations was extremely slow.
    Fix: The loading times for this window have been greatly improved.
  • Bug: When a technician in the planner is set as the default, the unassigned column was still showing.
    Fix: The Default Unassigned column will now be automatically hidden as soon as another technician is set as default.
  • Bug: There was no validation checking for which technicians can be disabled.
    Fix: It is now impossible to disable a technician if that technician is currently assigned to a slot.
  • Bug: Save/Add button should be disabled if no item is selected.
    Fix: This has been fixed now by adding additional logic that disables the buttons if user performs an action that would normally deselect a selected item.
  • Bug: Ordering Jobsheets by date is not working.
    Fix: The Date was read in the wrong format which caused wrong ordering, this has now been corrected.
  • Bug: Vehicle History screen allowed for editing and deleting documents after they were posted.
    Fix: The documents are correctly locked down when applicable.

Booking Systems

  • Bug: Cancellation offset was not being respected.
    Fix: Customers can no longer cancel bookings if they are past the allowed cancellation period.

Company Portal

  • Bug: Exporting data would sometimes fail.
    Fix: The error responsible for this is now being handled correctly.
  • Bug: There was a problem with Xero Integration in Company Portal.
    Fix: The Invoice Number fields are now being correctly matched with whats in VGM.
  • Bug: Line item order was not being imported into Xero.
    Fix: Changing item order of items in documents within VGM will now be respected in Xero.
  • Bug: Sage Account Reference was being incorrectly generated.
    Fix: The reference generated is now compatible with Sage.

VGM Release September 2019

September 18, 2019 16:00

This release includes Xero Integration in the Company Portal, Implementation of Van Runs in Booking Systems, Planner improvements in VGM and more.

Enhancements

VGM

Better use of the “All Day” header in the Planner

A configuration option which allows users to toggle the use of "All Day" header for Jobsheets has been added.

Drag and Drop for Jobsheets and Bookings in the planner

Editing Jobsheets and Bookings in the planner is now a lot easier. An individual Jobsheet or Booking can be expanded or shrunk to increase or decrease the time allocation. They can also be dragged from one place and dropped in another to change the date, time or resource.

Hide / Show Not Assigned column in the planner

Configuration option for hiding and showing the “Not Assigned” column in the planner has been added. When the “Not Assigned” column is hidden, another resource has to be set as the “Default Not Assigned”.

Show / Hide Opened / Closed Jobsheets in planner

A new option in the Display drop-down menu allows the visibility of Open and Closed Jobsheets to be configured.

More fields in the planner preview configuration

Jobsheet - Date/Time In/Required, Technician Name, Bay Name, QA, Adviser.

Booking - Booking Date/Time, Modified Date, Technician Name, Bay Name, Online / Offline Booking, User name, Invoice Status.

Default booking date

If the planner is in Week or Month View, and the current date falls within that date range, the booking date will be set to the current date upon opening the New Booking window.

Tyre Van Runs

There is a new tab in the Tyre Configuration screen for Van Runs, and a new tab for configuring Tyreshop Sites.

Vehicle History screen has been improved

The Vehicle History screen now offers a hierarchical grid which details all items on each document.

Reports Tab in the Customer and Vehicle screens

A new tab - Reports - in the Customer and in the Vehicle screen, allows for easier access to customer or vehicle related reports respectively.

Tyre Attribute Search - Auto focus next box

When inputting attributes, next box will be automatically focused without the need to tab or select the box manually.

Save button on Price Band screen

Price Band screen now has both “Save” as well as “Save and Close” buttons.

Compulsory mileage revamp

If compulsory mileage is enabled, it will now only enforce mileage when creating or saving an invoice, or changing the status of a Jobsheet to complete / closed.

Product Group check-boxes adjustment

The "New Parts & Tyres Default" check-box is now split into two separate check-boxes and rest of the check-boxes are shown or hidden based on whether the "Tyre" checkbox is ticked.

Printing multiple documents

Printing multiple Sales Documents and Jobsheets at once is now possible.

Invoice column in the Diary

A new column - Invoiced - has been added to the diary.

Document line items can be opened when posted

You can now inspect each line item even when the document is in read-only mode.

Popup informing of local price difference when ordering tyres

When you order a tyre the system will check the price of your local stock and ask if you want to update it before ordering.

Booking Systems

Implementation of Van Runs

Available dates and times for tyre fitting are now calculated using van run data, allowing booking systems to offer same or next day fitting for tyres stocked locally.

Company Portal

Direct Xero Integration

In our new Xero integration, you can now send your Purchase and Sales financial documents over to Xero without the need to export and import spreadsheets. The direct Xero integration in the Company Portal sends the documents directly to Xero, including any payments you might have recorded against them.

New Reports

VGM now offers the following new report:

  • VAT breakdown on takings by date range.

And the following reports have been updated:

  • Nominal Ledger Summary and Nominal Ledger Itemised reports now have a Quantity column.

Bug fixes

VGM

  • Bug: Various Display Issues.
    Fix: Fix: We have implemented a dynamic and more efficient way of laying out elements on the screen which introduced a few visual inconsistencies on some browsers. These should be solved now but we are in the process of upgrading other areas of our software to this new standard. When fully implemented, it should improve compatibility and performance across all browsers. In the meantime - If you notice any glitches, please report them to our support team with a version number of your browser and / or a screenshot.
  • Bug: In the Sales Invoice details window, by clicking on the “More Details” button a popup window appears which keeps opening when you switch tabs, even after you click on the “Close” button.
    Fix: The “Close” button now correctly closes the popup and keeps it closed until “More Details” is clicked again.
  • Bug: Ticking the “Trade customer” check-box in a Booking, does not update the price if the customer is not an existing customer.
    Fix: Ticking the check-box will now correctly update the price regardless of the booking having a new or existing customer.
  • Bug: Customer record can be changed when a sales receipt is allocated to a document.
    Fix: Editing customer record is now disabled if that document has a sales receipt allocated to it.
  • Bug: Jobsheet End Time can be incorrectly set to be earlier than Start Time.
    Fix: If the default End Time is before the Start Time, move the End Time to next day.
  • Bug: Message Totals are incorrect.
    Fix: Message count is now consistent with the number of messages in the list.
  • Bug: Parts can be deleted even if they are attached to Purchase Returns or Job Templates.
    Fix: There is a check that informs if a part belongs to a Purchase Return or Job Template when attempting to delete it.
  • Bug: Reminders tab doesn't show messaging status if legitimate interest is selected.
    Fix: Reminders tab will now correctly show messaging status if legitimate interested is selected.
  • Bug: In various places, where users could change the position of items on the grid, clicking the up or down arrow too quickly would break it.
    Fix: The affected places now have a safeguard in place which will prevent users from clicking the arrow button again before the data in the grid has fully updated.
  • Bug: Purchase Orders show incorrect quantities fulfilled.
    Fix: The calculation now correctly excludes the Purchase Orders which have been deleted.
  • Bug: Converting Purchase Documents could be duplicated if the Save button was pressed multiple times.
    Fix: Save button is now disabled after it has been clicked on once.
  • Bug: Edit button in the drop-down menu of Nominal and Vat Defaults window is not working.
    Fix: An outdated method was being used, this has been fixed now.
  • Bug: Delete button in the drop-down menu of Stock Adjustment window is not working.
    Fix: An outdated method was being used, this has been fixed now.
  • Bug: Some Emails fail to send.
    Fix: There now is additional logic which handles email addresses better.

VGM Release June 2019

June 27, 2019 10:00

This release includes some new features and bug fixes in VGM. New features include a new Customer History window, an option to view Document Items in Full-Screen, and new configuration options in the Planner.

Enhancements

VGM

Customer History

Bookings window, detailing the booking history of a specific customer, has been expanded to now also include all Jobsheets and Sales Documents associated with that customer.

Add a vehicle to a quotation without a customer

Creating a quotation no longer requires a customer to be attached to the document.

Assign Parts and Tyres Default Group

Parts and Tyres can now have a Default Group assigned to them.

Warning about overwriting vehicle details

There is a warning now when user is about to overwrite vehicle details (Make/Model/Reg). A popup window will display information about this and allow the user to create a new vehicle or continue with updating the existing one.

Update Vehicle Mileage from documents

New checkbox “Update Vehicle”. When ticked while you save a document, the Mileage stored against the Vehicle will update with the mileage from that document .

Quality Assurance and Service Adviser on Jobsheets

Quality Assurance (Technician) and a Service Adviser (User) can now be assigned to a Jobsheet.

Remember Planner search and display settings

The search criteria and display filters in the Planner are now saved to the individual user. Any changes made will be remembered, and will no longer reset the Planner view whenever you reopen it.

Configurable Jobsheets grid

The Jobsheets grid is now configurable and has additional columns (Make, Model and Registration).

Searching customers by account reference when adding a vehicle owner

New column - “Reference” - has been added to the customer lookup screen, making it easier to find the correct customer.

Vehicle mileage in the vehicle history screen

Vehicle Mileage column has been added to the Vehicle History screen to provide a more detailed overview of the vehicles work history.

Search function in Job Templates

There is now a search function in Job Templates, allowing users to quickly locate the template they are looking for.

Supplier keyboard input

Adding/Editing Supplier through Purchase Invoices or Credits now switches focus to the “Save” button when selecting an existing Supplier, allowing users to more quickly add Purchase Invoices and Credits.

Configurable planner appointment previews

Planner Bookings/Jobsheets previews are now configurable via a new tab in the Planner Settings - “Previews Templates”. The process here is similar to how the Message Templates are created.

Horizontal setting in planner

Planner resources can now be grouped horizontally, and the colours of bookings match the colours of technicians.

Stock level filter when adding parts to documents

Users can now filter parts by stock level when adding parts to a document.

Engine Code from VRM

VRM now also retrieves Engine Code and saves it to the vehicle details. This field can be manually edited.

Full Screen document items

Users can now view sales document items (Jobsheets, Quotations, Sales Invoices, Sales Credits) in full-screen mode, improving item visibility on larger documents.

Change status of multiple Jobsheets at once

Users can now bulk-update the Completion Status and Open/Closed Status of multiple Jobsheets at once.

Scrollable Right-Click “Booking Status” menu in the Planner and in the Diary

The Booking Status right-click sub-menu is now scrollable and will no longer expand outside of the borders of the window.

Configuration setting to switch off approx collection times completely

There is now an option in the Web Settings tab in VGM (Config > Settings > Web) which allows users to toggle visibility of approximate collection times in Umbraco booking systems.

New Reports

VGM now offers the following new reports:

  • Purchase Documents not posted
  • Vehicle Service History
  • Aged Creditors

And the following reports have been updated:

  • Jobsheet Summary and Jobsheet Summary Itemised:
  • These reports have more details and it is possible to filter them them between open and closed Jobsheets
  • Sales Invoices Not Posted Report:
  • This report been renamed to Sales Documents Not Posted as it now also includes Sales Credits
  • Sales Receipt Summary Report
  • Added Net and Vat fields

Bug fixes

VGM

  • Bug: Selecting multiple rows in sales documents and deleting them only removes the first item.
    Fix: The “Delete” button is now correctly disabled if more than one Sales Document is selected.
  • Bug: Emailing documents only allows customer template types.
    Fix: If a vehicle is attached to a document, the vehicle email templates will now also be available when emailing that document.
  • Bug: Incorrect vehicle mileage is used when converting bookings.
    Fix: This has been fixed to always use the document mileage when converting a booking.
  • Bug: “Create Sales Invoice” in Right-Click Menu of a Shopping Basket item has an incorrect icon.
    Fix: Correct icon for this option is now being used.
  • Bug: “Merge Duplicates” throws an error if too many records are selected.
    Fix: Updated implementation to support large numbers of records.
  • Bug: “Save” and “Close” buttons do not display on iPhones when adding a custom work item.
    Fix: The buttons now appear correctly on iPhones.
  • Bug: Postcode lookup on suppliers cuts off the top of the search results, and the “Close” button is not working.
    Fix: Repositioned the postcode lookup popup window and fixed the “Close” button.
  • Bug: While adding Customer Reminder, not all controls get updated when a vehicle is selected.
    Fix: “Slot Type” and “Due Date” fields are correctly refreshed (and enabled) when new vehicle is added.
  • Bug: Parts are loading in slowly.
    Fix: Parts query was amended to improve performance.
  • Bug: Changing the technician font colour is not reflected in the Diary.
    Fix: The technician font colour set in the technician settings will now correctly be used in the Diary.

Websites & Booking Systems

  • Bug: Possible to book duplicate services if two or more browser tabs are open.
    Fix: Websites & Booking Systems now prevent duplicates from being added to the basket.

VGM Release April 2019

April 10, 2019 11:15

This release includes some minor new features and bug fixes in VGM but is primarily focused around the Company Portal and MTD (making tax digital) compliance. New features include exports to Xero and Quickbooks as well as a direct integration with the HMRC allowing you to submit your VAT Returns.

Enhancements

VGM

Amend Labour Rate Description

Previously when adding a labour rate to a document there was no way of amending the description unless the user went back and edited it, this has now been changed so that the labour rate can be amended when adding a new line to a document.

Self Serve Credits

Users can now add credits themselves from the home screen, this functionality is switched off by default but if you're interested in trying this feature out please contact Motasoft support.

Bin Locations

Bin locations are now available as an additional field in both parts and tyres and can be viewed on the main grid.

Compulsory Mileage Option

There is now a setting to force users to enter a vehicle mileage when saving documents.

Slot Type Priority Configuration

You can now configure the priority of slot types in their edit screen which will determine the order of which they display in your online booking system.

Nominal Codes against Extras

Nominal codes can now be assigned to extras.

Purchase Payments and Refunds Screens

There are now screens in VGM that allow you to manage your purchase payments and refunds. You can also amend the date the payment was received to match your bank account for cash accounting.

Sales Receipts and Refunds Screens

These screens have been enhanced to allow amendment of payment allocation dates to match your bank account for cash accounting.

Add Multiple Temp Parts

Users can now add multiple temp parts in one go to a document without having to open the window again each time.

Duplicate Job Templates

Job Templates can now be duplicated to save time.

Include temp parts option in reporting

There is now a checkbox in the report criteria which allows you to determine whether temp parts are shown in stock reports.

Assign Bay to Jobsheets

There is now a dropdown within the Jobsheet that allows users to assign a bay. This is reflected in the planner too.

Events in Purchase Returns

Purchase returns now log events such as printing, emailing and crediting to align them with other purchase documents.

New Reports

VGM now offers the following new reports:

  • MOT Due Date Report
  • Parts and Tyres on Jobsheets
  • Parts and Tyres Stock over time
  • Sales Invoices not Posted
  • Nominal Codes by Sales Invoices

Customer Credit Limits

There is now a setting against the customer record to enforce a credit limit, the customer record will also show their current account balance.

Purchase Document Incremental Numbers

There is now a setting to switch on incremental document numbering in purchases. This works in the same way as sales documents.

VGM Company Portal

Xero and Quickbooks Exports

The Company Portal now supports exporting your data in a format compatible with Xero and Quickbooks.

Submitting VAT Returns to HMRC

We now have a direct integration with the HMRC through the Company Portal. This will automatically calculate your VAT return, show you a break down of the transactions in each section of the return and finally allow you to submit it to HMRC.

Bug fixes

VGM

  • Bug: Saving a Jobsheet could cause an exception writing to the event log.
    Fix: Additional logic in the save method to avoid this exception being thrown.
  • Bug: The planner is not refreshing when new bookings are created through the booking systems.
    Fix: The planner now refreshes inline with the diary screen meaning all new bookings will show immediately.
  • Bug: When a technician is marked as inactive the incorrect technician is showing against the booking.
    Fix: The reason for this is that the technician was no longer being loaded, since they were inactive. This has been changed so they will still show if previously allocated to a booking to retain historical data.
  • Bug: Calc max net button in parts is confusing.
    Fix: This has been changed to now be called ‘Find Max Price’ which is more representative of its functionality.
  • Bug: Double clicking technician tracking could cause duplicate entries.
    Fix: There is now logic to stop this from happening.
  • Bug: Creating a jobsheet from a shopping basket was causing an error.
    Fix: The logic behind this procedure is now fixed.

VGM Release March 2019

March 5, 2019 10:52

This release includes a large number of bug fixes throughout VGM and the booking systems, alongside several smaller new features requested by our users. It also includes our new Purchase Payments functionality, allowing users to record Payments and Refunds against their Purchase Invoices and Credits.

Bug fixes

VGM

  • Bug: Entering an appointment description above maximum length causes an error.
    Fix: Prevent entry of of long descriptions above maximum character length.
  • Bug: Address fields aren’t included on Communication Consent Exports.
    Fix: Added Address 2, Address 3, County to Communication Consent Exports.
  • Bug: “Sales Invoices” window is inappropriately named (displays Invoices, Credits and Quotations).
    Fix: Re-named “Sales Invoices” to “Sales Documents”.
  • Bug: Temporary parts are visible on Stock reports.
    Fix: Stock reports now include a checkbox to determine whether Temporary Parts are included.
  • Bug: Inactive technicians showing up in Jobsheets and Planner configuration.
    Fix: Technician drop-down boxes in Jobsheets and Planner config now check whether technician is active.
  • Bug: “Allocate Sales Refund” throws an error if Xero is enabled.
    Fix: Amended disable “Add New Refund” button when Xero is enabled, to prevent error.
  • Bug: Service prices loading incorrectly in Diary if slot type has no group.
    Fix: Service slot types without a group now load prices correctly.
  • Bug: Unable to add a Vehicle to sales invoices created from scratch.
    Fix: Re-added code (previously removed) adding Vehicle to sales invoice.
  • Bug: Unable to select a message template when sending messages from Jobsheets in the Planner.
    Fix: Visible message templates are now determined by what data is available on the jobsheet (e.g. Customer, Vehicle).
  • Bug: Closing another tab when a Diary tab is selected throws an error.
    Fix: Closing non-diary tabs while a diary tab is open is now handled correctly.
  • Bug: Planner throws an error if bookings exist with a duration > 1 day.
    Fix: Planner now supports bookings with duration > 1 day.
  • Bug: Planner doesn’t display bookings with start/end date & time outside of current visible range.
    Fix: All bookings overlapping current date range will now display, even when start and date dates are both outside of visible range.
  • Bug: Add / Edit Special Offer window “Discount Type” dropdown breaks when changed.
    Fix: This issue was caused by an error when updating the view when a new selection is made. This has now been fixed.
  • Bug: Sales Receipts / Refunds grids were being ordered by date incorrectly (ordering by text rather than date value).
    Fix: The date columns on these grids now order correctly by their date value.
  • Bug: Saving custom items in Jobsheets doesn’t save the selected Nominal code.
    Fix: Custom items on Jobsheets now correctly save their nominal codes.
  • Bug: Add / Edit Special Offer window only allows whole numbers in discount field.
    Fix: Decimal values are now allowed in the Discount field.
  • Bug: Planner Add Booking (into existing slot) displays available slots which are missing Technician and BayIDs.
    Fix: Technician and Bay ID are now required for slots to display in the Available Slots dropdown.

Websites & Booking Systems

  • Bug: Inactive special offers still visible on Umbraco booking systems.
    Fix: Inactive special offers will now be hidden on Umbraco booking systems.
  • Bug: Umbraco New Vehicle IDs not saving to shopping basket.
    Fix: New vehicle IDs created through Umbraco bookings are now saved to shopping baskets.

Enhancements

Implement supplier search in Purchase Invoices

The Search function in Purchase Invoices will now also search the values in the “Supplier” column.

Assign Payments & Refunds to Purchase Invoices & Credits

In preparation for the MTD legislation coming into force this year, VGM users can now record payments and refunds against Purchase Invoices and Purchase Credits. This extends our existing financial features to include the full Purchases workflow.

For full details on assigning Purchase Payments, take a look at our documentation: https://knowledgebase.motasoft.co.uk/index.php/knowledge-base/assign-payments-purchase-invoices/

For full details on assigning Purchase Refunds, take a look at our documentation: https://knowledgebase.motasoft.co.uk/index.php/knowledge-base/assign-refunds-to-purchase-credits/

Updated Reports

Vehicle has been added to the Sales Invoice and Sales Credit Summary reports.

New Reports

VGM now offers the following new reports:

  • Parts & Tyres Stock by Group (Sorted)
  • Parts & Tyres Stock (Sorted)
  • Sales Invoices by Nominal Code

Remember user document quantities

Users can now save the quantities used when adding Custom and Labour items to sales documents. These will be automatically filled when the user next goes to add a Custom or Labour item to a sales document.

Merge Suppliers

Duplicate parts suppliers in VGM can now be merged into a single record, to improve the quality of your data.

For full details on our new Supplier Merge feature, take a look at our documentation: https://knowledgebase.motasoft.co.uk/index.php/knowledge-base/merge-suppliers/

New “Ask Consent” setting

A new option has been added to the “Settings” window, allowing users to decide whether or not they want to ask for communication consent on their booking system.

Email multiple documents to customers

When sending a sales document to a customer, you can now select multiple sales documents for the same customer and send them all in one email.

“Carbon Copy” (CC) other email addresses when sending from VGM

VGM users can now add “Carbon Copy” recipients to emails sent to their customers from VGM. This includes Sales Document emails sent to customers.

Technical Data Service Checklists now display Branch and Vehicle details

Branch and Vehicle details both now display on Service Checklists returned from Technical Data Lookups. These are also included on the print-out versions of these checklists.

Access Technical Data from Jobsheets

You can not access the technical data feature through the Jobsheets window (right click), and the Add / Edit Jobsheet window (icon in the vehicle details panel).

Technical Data Labour Times Multiplier

VGM users can now apply a global multiplier to all labour times returned through technical data, when adding a Labour (technical data) item to a document. This will multiply the technical data "estimated hours" value by whatever your multiplier is set to (e.g. 1.2 would add 20%), allowing you to adjust the labour times if you find them consistently too short or too long.

VGM Release November 2018

November 29, 2018 11:25

This release includes a number of major new features in VGM. These include Purchase Returns, adding Slot Types to a Quote, creating a Quote from a Booking and creating reminders without having to create a Booking.

Bug fixes

VGM

  • Bug: Temp Parts tab order inconsistent
    Fix: Change the tab indexes so that hitting the tab key cycles through controls incrementally.
  • Bug: Vehicle Registration missing from planner appointments
    Fix: Added vehicle details to Bookings and vehicle registration to Jobsheets in the Planner.
  • Bug: Cannot send sms through Jobsheets in the Planner
    Fix: The customer mobile number was not being loaded causing the option to be greyed out. This has been corrected so sms can now be sent.

Enhancements

Document Event Logging

When in sales documents, there is now an 'Event Log' tab that shows the history of a document, this includes print and email correspondence.

Net amount markup criteria

Parts and Tyres can now be marked up by a net amount, like in temp parts.


This can also be set as the default markup criteria in financial settings.

Notes in Planner

Notes have been added to the preview in the Planner.

Get the latest status information about your tyre order

In Purchase Orders you can now check the status of a tyre order directly with the wholesaler.


The status will show as Success, Pending or Failure and update the purchase order status accordingly.

Add Slot Types or Create a Quote directly from a Booking

Quotes can now be created from a booking using the right click context menu.


You can also add Slot Types directly to a Quote which can then be converted to a Booking.

Temp Parts can now be added to a Quote

Until now Temp Parts could only be added to invoices and credits, now you can add them to quotes too.

Clone a Quote

You can now duplicate the details of a Quote using the 'Clone Quotation' option in the right click context menu.

Search the Customer Vehicles screen

There is now a search bar in the customer vehicles screen to make it easier to find certain vehicles if there are many results.

Create Reminders without a Booking

You can now create reminders for customers without having to create a booking.



Notes column has been added to the Diary screen

The Booking notes column has now been added to the main Diary.

Add Custom Payment Types

You can now add custom payment types to VGM allowing you to extend the system defaults.


Purchase Returns

VGM now allows you to manage your Purchase Returns; Parts are marked for return in your stock management screen.


You can then log details about the item and create the return.


VGM Release September 2018

September 25, 2018 11:50

This release includes a number of major new features in VGM. These include detecting and merging duplicate parts, deleting sales documents and tracking technicians through Jobsheets.

Bug fixes

VGM

  • Bug: Changing grouping resource in the settings doesn't order them correctly.
    Fix: Reload the resources when the grouping type is changed.

Enhancements

Special Offer Configuration

Under the config options, you can now add, edit and delete special offers.

Alert shows when converting Sales Invoice to Sales Credit

When converting a Sales Invoice to a Sales Credit, an alert now shows to enable you to cancel if clicked by mistake.

New Reports

New parts below minimum stock level, Jobsheet Summary, Jobsheet Summary Itemised, Jobsheet efficiency and Technician efficiency reports have been added.

Filter Parts and Tyres by stock level

Parts and Tyres can now be filtered by below, above or all stock levels.

Jobsheet can be accessed from Sales Invoice

Sales invoices now have a link back to their corresponding Jobsheet.

Jobsheet Items can now be allocated to a Technician with either a start and end time or estimated hours

For bookings, labour and custom Jobsheet items, and technical data you can now assign a technician with a start and end time. If Technician tracking is enabled, you can instead assign an estimated amount of hours for the Jobsheet Item.

When technician tracking is disabled:

When technician tracking is enabled:

Search Customers By Vehicle Registration

When searching for a customer record, you can now use the vehicle registration number to find the customer.

Duplicate parts can now be merged

From the Parts or Tyres screen, you can now select duplicate Parts and Tyres to merge into a single Part or Tyre.



Administrators can now delete Sales Documents

Sales documents can now be deleted by VGM users with administrator privileges.

Guarantee Period Months added to temp parts

There is now a Guarantee Period Months field in the temp parts screen. This screen will also load the default parts markup from the financial settings.

Forgotten Password at login

There is now forgotten password functionality at login within VGM. Enter your username and a single use login link will be sent to the email account associated with the user. Clicking on this link will automatically log you into VGM where you can reset your password.

Technician Tracking

For administrators, there is now the ability to track Technician time against a Jobsheet. This is enabled in the settings screen, then from within a Job sheet, using the new tabs you can allocate individual Jobsheet items to a Technician. You can then begin tracking their time, which will calculate their hours worked and efficiency rating which will update in real-time as they work.


VGM Release July 2018

August 8, 2018 13:50

This release includes a number of quality-of-life improvements to VGM. New features include the ability to select alternative templates when printing documents, and view the full history of a vehicle (rather than just its booking history).

Bug fixes

VGM

  • Bug: Browsers auto-fill email in add customer screen.
    Fix: Browser will now only populate email if user has specified this to be saved in the browser.
  • Bug: Customer Search doesn’t return results if customer has no vehicles.
    Fix: Customer search query now supports customers without vehicles.
  • Bug: VAT codes window displaying auto-generated columns.
    Fix: VAT codes window now displays correct columns.
  • Bug: Communication consent doesn’t pass customer name into the Add consent window.
    Fix: Add consent window now populates title with customer name correctly.
  • Bug: First name of customer not displaying on planner items.
    Fix: Modified query for planner items to correctly display the customer’s full name.
  • Bug: When deleting a slot type, not all references are removed in the database.
    Fix: Deleting a slot type now removes references to the slot type from all tables which reference the slot type.
  • Bug: Changing Vehicle Owner gets overwritten if the vehicles window is immediately saved.
    Fix: Vehicle owner is now unaffected when saving vehicle after assigning a new owner.
  • Bug: Purchase orders grid does not display empty purchase orders.
    Fix: Purchase orders grid now displays purchase orders with no items.

Enhancements

Barcode Search for Parts

The parts screen now supports searching via a part’s barcode. This means that parts can be found in VGM by scanning their associated barcode, rather than searching by stock code or description.

"Send Automatically" setting on new Slot Types now set to branch default

New message templates created for slot types now have automated messages turned on by default, if your branch has Automated Messaging turned on (visible by the tick or cross at the bottom of the VGM window).

Vehicle Bookings replaced with Vehicle History

We have replaced the "Vehicle Bookings" window (displaying all bookings for a specific vehicle) with a new "Vehicle History" window, which displays all Bookings, Jobsheets, Sales Invoices, Quotations and Sales Credits against that vehicle.

Customers can now be removed as a vehicle owner without setting a new owner

You can now remove the current owner of a vehicle without setting another customer as the new owner.

Default nominal codes for slot types

You can now specify a default nominal code for Slot Types, which will be populated automatically when a new slot type is created.

Future Printer Reminders can now be processed

VGM previously only allowed the processing of current or historic Printer Reminders from the reminders screen. You can now process future Printer Reminders, processed Printer reminders will now display in the outbound message queue.

Adding notes to a customer record

You can now add notes to customers from the "Add / Edit Customer" window.

Email Customer Statements to customers

You can now email customer statements to customers through the Reports screen.

Select alternative document templates when printing

In Jobsheets, Quotations, Sales Invoices and Sales Credits, you can now print with alternative document templates (templates other than the one currently selected in the financial settings).

Save Technician filters in Jobsheets Grid

VGM will now save your selected technician filters in the Jobsheets grid.

VGM Release June 2018

June 19, 2018 17:04

This release of VGM includes major time-saving features requested by our users, and minor adjustments to our new GDPR functionality. New features like Job Templates will help you to more quickly build up quotes, jobsheets and sales invoices, while the new “Find Duplicates” and “Merge” functionality will make it easier than ever to maintain the quality of your customer database.

Bug fixes

VGM

  • Bug: Converting a Booking to a Jobsheet doesn’t check that the Customer and Vehicle have been correctly completed.
    Fix: Converting a booking to a jobsheet will now validate both the customer and the vehicle.
  • Bug: Purchase credits cannot be unlocked after posting (while all other documents can).
    Fix: Purchase credits can now be unlocked by admin users.
  • Bug: In the edit user screen, when checking or unchecking the administrator box unsaved values could be lost.
    Fix: The issue was caused by showing and hiding the user privileges tab, this is now enabled and disabled instead.
  • Bug: Each time a VRM lookup is executed the vehicle fuel type dropdown duplicates its contents.
    Fix: The fuel types need to be reloaded each time a VRM lookup is executed, so the data source is now being cleared each time to avoid duplicate contents.
  • Bug: In the Outbound Messages screen, the message preview is being overlapped by search controls.
    Fix: Adjusted the control priority on the page allowing the message preview to appear on top of the search controls.
  • Bug: The customer consent management screen could run slowly on large customer databases.
    Fix: Optimised database queries for large data sets.
  • Bug: Jobsheets grid sometimes fails to refresh when creating a sales invoice or changing the jobsheet status.
    Fix: There was an error being thrown when there were no rows left in the list, there is now a check to resolve this.
  • Bug: Jobsheets don’t enforce validation on customer and vehicle details when going to convert to a sales invoice.
    Fix: Validation is now enforced, meaning these details must be entered to create a jobsheet.
  • Bug:Inserting a booking in the diary creates a slot for one minute later than the time selected.
    Fix: This was the result of a time conversion issue between the client and server. This has now been rectified.

Enhancements

Move bookings without a destination slot

This new feature allows you to move any existing booking to any new time, regardless of whether you have an existing slot to move the booking into or not. This means that users who primarily work by inserting bookings (rather than using a default slot profile) can now move bookings without having to insert a new slot first.

Remember Search Type

VGM will now remember the Search Types (e.g. Starts With, Contains etc…) that you use for each Search bar within the system. VGM will pre-select your last used search type for that search box, allowing you to more quickly search your data in whichever way you prefer.

Find Duplicates

One of our biggest new features is the new “Find Duplicates” option within Customers. This screen allows you to select duplicate criteria (e.g. Full Name, Email Address or Phone Number etc...) and find duplicates of that criteria in your customer database. These can then be merged using our new Merge functionality.

New Customer Merge

Alongside our new “Find Duplicates” functionality, we have also overhauled the merge functionality for customers. Now when merging customers through the “Find Duplicates” menu, you can pick and choose which data you wish to retain in the merged customer. This will allow you to more easily consolidate duplicate customer records who may have different data that you wish to retain.

Job Templates

One of our most commonly requested features, Job Templates allow users to store pre-made templates of common Quotation, Jobsheet or Sales Invoice items and easily add them to sales documents.

Global setting to switch on message unsubscribe links

There is now a global setting to switch on message unsubscribe links. This means that every message that is sent out will have a shortcode appended to the end, allowing customers to manage their communication preferences. Beforehand the only way to do this would have been to enforce reminder or marketing consent.

Legitimate Interest message type

VGM now has an additional message type that you can assign to your message templates. This message type will allow you to send messages that do not require customer consent, such as same day reminders. You can still switch these off using the automated message status against the customer record, which will default to "Yes" for new customers (meaning they will receive all messages, as long as you have the correct consent if required).

Restructure of Financial Reporting screen

The financial reporting screen has now been refactored into report types for sales, purchases and stock, making it easier to read.