Release Notes LightspeedNXT Version 3.9.7 Alert: Windows 2000 Not Supported Windows 2000 Server or client is no longer a valid operating system on which to host or run the Lightspeed application. Installation of the 3.9.7 version of Lightspeed on any server or client machine running Windows 2000 is not supported. If you upgrade your server remember that 64 bit operating systems are not supported. Contact Us: For comments or suggestions regarding these release notes, send email to Lightspeeddocs@adp.com or call 1-800-521-0339. The ADP logo is a registered trademark of ADP of North America, Inc. Lightspeed is a trademark of ADP, Inc. Microsoft Windows and Internet Explorer are either registered trademarks or trademarks of Microsoft in the United States and/or other countries. B 25785 May, 2013 ADP, Inc. Printed in U.S.A. 1 of 11 * 402327*
What s New in Version 3.9.7? Tip: Are you collecting email addresses for all of your customers? More important than ever! Price Books Recently Added Wrench Rabbit Mica Sports Customer Loyalty Rewards Points Program (Pg. 5) Customers can earn points on every purchase from your store. They redeem points at your dealership when they choose. Loyalty programs bring your customers back, build a sense of ownership, and provide you a measured method of discounting. Using a loyalty program provides a far more accurate and targeted perk than just setting up some customer discounts for preferred customers. Enhanced Database Security To make your Lightspeed system more secure, protect your information, and to ensure that your system is tamper-proof the database security has been upgraded. This is completely transparent to your users. If you have third-party vendors that access your data you will need them to call Lightspeed to regain access to your data. Potential Action Required If you use third-party services that require access to your Lightspeed data you will need to have the provider contact us. See page 7 for details. New Look The top icon bar has been updated with a fresh new look. Hosted System Enhancements The nature of the hosted server configuration allows us to provide some additional enhancements and services to hosted dealers. Service Connect A Better Way to Get Info and Support (Pg. 5) Dealers using our ASP Hosted Server model now have a new way to get support and find information fast. With Service Connect you don t need to interrupt what you are doing to make a phone call. Information, chat, and setting up a support case are all at your fingertips. 2 of 11 May, 2013 ADP, Inc. B25785
Please Read This Entire Document Before Loading the Update Warning: You cannot load this release on non-turbo systems. Note: You must be on Lightspeed version 3.7.8 or later before loading this update to 3.9.7. If you are still running version 3.6.16 of the software or older, you MUST contact support for assistance with the update! This update may run for several hours on some databases. Do not interrupt the update. Do not be alarmed if the progress bar seems to halt during the database update, it will continue. Dealers with large databases or multiple databases may expect the upgrade to take two to three hours or more.. B25785 May, 2013 ADP, Inc. 3 of 11
TABLE OF CONTENTS GENERAL... 5 CUSTOMER LOYALTY POINTS PROGRAM... 5 SERVICE CONNECT A NEW WAY TO GET SUPPORT... 5 Service Connect Quick Ref... 6 SYSTEM... 7 ENHANCED DATABASE SECURITY ACCESS RESTRICTED... 7 SYSTEM FIXES... 7 Error Running Profit & Loss Report... 7 Customer List Slow to Open... 7 Error Invalid Alias Name when Switching Locations... 7 Credit Card AVS Verification Available for Magtek IPAD Device... 7 NEW SECURITY SETTINGS... 7 PARTS... 8 PARTS LOCATOR ENHANCEMENTS... 8 ENHANCED ESCALATOR REPORT FOR AUTO-UPDATES... 8 ARI ACCESSORYSMART INTEGRATION... 8 PARTS FIXES... 8 Special Order Invoice Attachment Not Sent with SO Email... 8 PO to AP Had Not Allowed Entering the Invoice Date... 8 Variable Update for Parts Inventory Did Not Access Some Items... 9 Manually Entered Supersession Erased if Not in Price Book... 9 Variable Report on Price Books Produced an Error Message... 9 SERVICE... 9 MILES IN / MILES OUT... 9 SALES... 10 SALES FIXES... 10 Miscellaneous Lines Not Pulled from CEM... 10 Commission Not Updated after Unit Cost Change... 10 Changes in Deal Totals could Remove Freight Commission... 10 License Fee Cost Not Retained... 10 Deal Profitability Did Not Automatically Calculate Financing Commission... 10 Total Cash Price Not Refreshed when Deal Zeroed Out... 10 Override Monthly Payment Not Back-calculating Finance Charge and Totals... 10 Financing Price, Cost and Margin Sometimes Inconsistent... 10 Changed Trade Group Function to Distribute Taxes... 10 RENTAL... 11 RENTAL FIXES... 11 Access Violation when Running Rental Variable Reports... 11 ACCOUNTING... 11 FINANCIAL STATEMENTS HAVE INCLUDE ZERO BALANCES SELECTION... 11 ACCOUNTING FIXES... 11 Access Violation Error Using Schedule Button on AP Invoice... 11 PO to AP Had Not Allowed Entering the Invoice Date... 11 No Department Option for Transaction Journal Report... 11 4 of 11 May, 2013 ADP, Inc. B25785
GENERAL Customer Loyalty Points Program You can now sign up to use Lightspeed Loyalty Rewards, an integrated web-based customer loyalty points program. Once enrolled, every time a customer with an email address in your customer record makes a purchase their points are automatically recorded. An email or text message is also sent to the customer with their updated points and a link to a website that has their customer history and redemption information. When enough points are accumulated the customer can print a physical coupon or bring up a phone-image coupon to make purchases at the dealership. To redeem the reward points, the customer goes to their customer rewards site and prints the coupon, or they can look it up on their smart phone at the dealership. The dealership goes to the loyalty website and scans the coupon code from a printed coupon or directly from the customer s smart-phone for instant verification. After verification, apply the coupon amount to the invoice as a method of payment. Call your Lightspeed sales rep to get started. Service Connect A New Way to Get Support Dealers running Lightspeed through our Hosted service have an additional new way to get support. The Service Connect button in the upper-right corner opens a screen where you can click to open an immediate support case without interrupting your work or picking up a phone. Information about you and your dealership as well as where you are in the Lightspeed program is automatically transferred. Setup Notes: Windows 7 users will see a prompt to allow installation. Accept the install. Upon first installation, wait a few minutes before accessing the SC button to allow the install to complete. Upon install it will put an icon on the desktop called Emergency SC. This is for use only if the system is down and you cannot access Service Connect normally from Lightspeed. A dedicated browser will open on your desktop. Service Connect will open and display in this browser outside of Lightspeed each time it is accessed. A Return button on the Service Connect window brings you back to Lightspeed. Overview When you click Need Assistance on the Service Connect screen resources such as knowledgebase articles and help files are listed. With a couple of clicks you can start a chat or request follow-up without ever leaving the computer or picking up the phone. You can also continue working while using chat and when you have open cases being researched. A yellow indicator flashes when there is an update or response. See the Quick Ref on the following page. To learn more about using Service Connect, click the SC button to open the screen. Then on the Service Connect window click the Click to Learn about Service Connect button. B25785 May, 2013 ADP, Inc. 5 of 11
Service Connect Quick Ref (Full Service Connect help is accessed from the Click to Learn button on the opening screen.) Get Help and Find Information The shortest path to find information and start your inquiry after entering Service Connect is to click the Need Assistance? button. When you click Need Assistance your position in the program is automatically transferred to service connect. From this screen you can use the lookup resources or click No on the Did this answer your question prompt to start a web chat or an ecase. Resources Related documents, help topics, and case-base articles related to the function you are using are automatically displayed. You can click to view any listed item. ecase or Web Chat If you don t see what you need in the resources list, there is a Did this answer your question? prompt at the bottom of the screen (you may need to use the scroll bar at the right side of the Service Connect window to see this prompt). For chat or ecase click No. If you click No a case entry screen is presented with buttons to either start an ecase or a chat session. Fill in all of the required fields on the screen and then: To file an ecase click the ecase button. To start a chat session click the Web Chat button. Service Connect Tips The Service Connect screen has two sections; the right side contains alerts, case information, and the buttons and fields you use to access the service connect information. The left section is a web browser where the information pages are displayed. The left (web browser display page) has tabs to display active windows. If you have accessed training, a case, and a search then all three are active and you can click the tabs to switch views between them. You can expand the left browser view to cover the right side controls using the arrow controls on the border of that frame. You may need to scroll to see the bottom of the screen. 6 of 11 May, 2013 ADP, Inc. B25785
SYSTEM Enhanced Database Security Access Restricted The Lightspeed database has been locked down to provide better security and protect your sensitive data. This is transparent to your dealership users, but for some dealerships that have arrangements with certain third party services action may be required. If you have in the past signed a data access agreement with a third party service and registered it with Lightspeed, that data access is no longer available to them. You will need to have the third-party contact us to set up a new data access method. Please notify your third party service that they must contact Lightspeed. After the third-party is enabled you can renew your agreement with them through the Lightspeed Subscriptions menu. If you are running a local server (non-hosted) configuration and your internal IT department or a third party service had created custom software tools that accessed your data directly those tools can no longer do so. You will need to provide the data to those programs with files that you generate using the Lightspeed Variable Reports function. Third-party developers requesting Lightspeed data should call 801-519-7609. Dealers with questions regarding database access should contact Lightspeed Support. System Fixes Error Running Profit & Loss Report It was possible under certain conditions to receive an access violation or invalid pointer error when running the Profit & Loss statement. This has been corrected. Customer List Slow to Open The customer list had been slow to open up on first access. The response time has been improved. Error Invalid Alias Name when Switching Locations It was possible when selecting a different location (store database) to receive an error saying Invalid alias name. This has been corrected. Credit Card AVS Verification Available for Magtek IPAD Device AVS verification had not been working for dealers using MPS credit card processing and a Magtek IPAD device. Now it does. New Security Settings The following security settings may need to be modified on individual user s security access settings. Go to the System Lists Security / Passwords menu to edit user security detail. Parts Receiving Modify Date: This allows you to specify the invoice date for the AP invoice that is auto generated when the parts are received. The date entered becomes the Invoice Date and Received Date for the Accounts Payable invoice and should match the date on the packing slip. Parts Reports Parts Price Updates: Enables access to the parts price escalator report. B25785 May, 2013 ADP, Inc. 7 of 11
PARTS Parts Locator Enhancements A new display layout shows sections for your multi-store locations (if applicable), other dealers, and warehouse information. Below the Warehouse Information section there is a new button labeled Extended Information that is active only for participating vendors. When available this accesses additional information about the stock and delivery expectation for the warehouse. Enhanced Escalator Report for Auto-Updates Escalator reports are now retained. You can access the price escalator report at any time, and you can access it for auto-updates as well. Note: You will need to set security access to enable seeing this report. In the Parts Lists Security / Passwords function go to Parts Reports Parts Price Updates and then click the Unlock button to activate. The escalator report is found on the Parts Reports Parts Price Updates menu (after activating in the user security). The report shows the latest update, but you can use the dropdown menu to select other updates. Since the reports are now retained, you have the option to delete the report that is displayed, and there is a new Housekeeping function to delete old reports. ARI AccessorySmart Integration Integration to AccessorySmart from ARI is now available. Contact your Lightspeed sales representative for more information. Parts Fixes Special Order Invoice Attachment Not Sent with SO Email The special order received notification email did not attach the special order invoice if the S/O and Layaway Printer selection was set to the strip printer and/or the number of copies to print was set to zero. This has been corrected. PO to AP Had Not Allowed Entering the Invoice Date When using the automated PO to AP function the current date had been used for the entry rather than allowing user entry of the date. There is now a date entry field available in the Receiving screen if the PO to AP function is active so the receiving clerk can enter the date from the packing slip. Note: The security settings for the person doing the receiving in the parts department need to be updated to include the Modify Date selection. An administrator user can set the receiving invoice date access as follows: 1. Go to the System Lists Security/Passwords menu. 2. On the Security/Passwords tree menu go to Parts Receiving and unlock the Modify Date option. 8 of 11 May, 2013 ADP, Inc. B25785
Variable Update for Parts Inventory Did Not Access Some Items When applying filters for fields to select items to update in the Variable updating function, the filter selection ignored part records where there had never been any entries in those fields. This has been corrected. Manually Entered Supersession Erased if Not in Price Book Supersessions manually entered by the dealership had been erased upon price book update if the supersession was not also present in the price book. Any manually entered supersessions will now be retained if the price book has no supersession entry. If the price book does include a supersession entry the price book supersession will replace a manual entry if different. Variable Report on Price Books Produced an Error Message When trying to run a variable report on the price books data, an error would display and the report would not complete. This has been fixed. SERVICE Miles In / Miles Out The repair order now has fields for both Miles In and Miles Out. Both can be included on forms and reports, and are also included on the standard service printout. B25785 May, 2013 ADP, Inc. 9 of 11
SALES Sales Fixes Miscellaneous Lines Not Pulled from CEM The miscellaneous extra lines in the sales deal were not integrated with the CEM module. They are now mapping and posting from the CEM module to the deal. Commission Not Updated after Unit Cost Change If the cost of a unit was updated after the unit was placed on a deal the salesperson commission was not recalculated. This has been fixed. Changes in Deal Totals could Remove Freight Commission For sales persons receiving commission on freight charges in the deal it was possible that the freight commission could show as zero when a freight charge was present. This happened if figures on the Deal Totals screen were changed twice without saving between changes. This has been fixed. License Fee Cost Not Retained A license fee cost manually entered in deal profitability was not retained when the tab was re-accessed. It is now retained if no automatic calculation is specified in preferences. Deal Profitability Did Not Automatically Calculate Financing Commission After setting up a deal with financing the sales person commission was not automatically displayed in the deal profitability when checked from the deal list. Users would need to manually enter the commission percentage. This has been fixed. Total Cash Price Not Refreshed when Deal Zeroed Out If figures on the pricing tab in a deal were taken to zero the total cash price was not recalculated until another non-zero entry was made. It now recalculates when you zero the deal. Override Monthly Payment Not Back-calculating Finance Charge and Totals When an override figure was entered for the monthly payment the finance charge and payment totals had not automatically recalculated. They now do. Financing Price, Cost and Margin Sometimes Inconsistent There were times where financing price, cost, and margin were not consistent. These have been fixed. Changed Trade Group Function to Distribute Taxes The Trade Group function which is used to distribute tax reductions for a trade on a multi-unit deal now uses an updated calculation method to distribute that reduction among the units in a more appropriate manner. 10 of 11 May, 2013 ADP, Inc. B25785
Lightspeed NXT RENTAL Rental Fixes Access Violation when Running Rental Variable Reports An Access Violation error would occur when running some rental variable reports with rental payment or rental item detail. This has been fixed. ACCOUNTING Financial Statements Have Include Zero Balances Selection In the past the financial statements had included accounts with zero balance. Include zero balances is now a selectable option. The default setting is to not show the zero balances. Accounting Fixes Access Violation Error Using Schedule Button on AP Invoice After selecting a unit for a schedule account in the AP invoice, clicking the Schedule button caused an Access violation error to appear. This has been fixed. PO to AP Had Not Allowed Entering the Invoice Date When using the automated PO to AP function the current date had been used for the entry rather than allowing entry of the statement date. There is now a date entry field available in the Receiving screen if the PO to AP function is active. Note: The security settings for the person doing the receiving in the parts department need to be updated to include the Modify Date selection. An administrator user can set the receiving invoice date access as follows: 1. Go to the System Lists Security/Passwords menu. 2. On the Security/Passwords tree menu go to Parts Receiving and unlock the Modify Date option. No Department Option for Transaction Journal Report The option to run the transaction journal report for a specific department had become inactive. This option is now available again. B25785 May. 2013 ADP, Inc. 11 of 11