Smart Notifications are designed to provide service and parts users a simple way to view user configured system generated notifications related to a wide variety of dealership workflows. Think of a virtual communication employee who never leaves the dealership.


This tool provides:


*Real time call to action notifications

*Automation

*Improved navigation

*Improved communication in the dealership


Below you will find details on these Smart Notifications for Parts:


1) Parts S/O - Partially Received

2) Parts S/O - Completely Received

3) Parts S/O - Backordered Parts

4) Parts S/O - Cancelled Parts

4) Parts - E-Payment

5) Returned or Deleted Parts from Service Invoices

6) Returned or Deleted Parts from Major Units Invoices

7) Parts - Force Sale

8) Parts - S/O Parts Not Picked Up after 30 days From Received Date

9) Parts - Low Inventory

10) Parts - DSP Price Change Label List (Coming Summer 2023)

11) Parts -Part Aging Notification

12) Parts "X" Day on Hold Notification 


Video Instructions:



In this help document we will cover the following topics:


1) How to view Smart Notifications to Parts

2) Smart notification configuration and behavior details

3) That's it and Support


Special Notification Notes:


If you find yourself with thousands of notifications, there is a good chance they are related to two particular notifications.

 

The first will be the On-Hold for X Days notification. Many dealers do not groom this list and depending on how long you have been using DX1 there could be thousands. In this case what you can do is go to dealership settings, Smart Notifications, and set the X days to be something like 90 days. Do the applications reset and should find a lot fewer notifications. This will make pruning the list much easier to deal with. When you get all of them done with the invoices over 90 days you can change the setting to 60 days and do the same thing, then 30, 15, and so on. Eventually, you will have the list caught up and you can pick a date range that suits the invoice amounts your dealership handles on a daily, weekly, or monthly basis.


The second notification that produces a high number of notifications is Special Orders parts that have been received for 30 days and not picked up. You may be tempted to delete these notifications, but I suggest you do not. In many cases, the parts have left the dealership and the invoice was simply not completed properly. That means your reporting is inaccurate and still shows these invoices as having deposits and your parts on location, don't forget that impacts inventory as well. If you are a dealer who does not notify customers until all their parts have arrived, then go to dealership settings and change the notification setting to "Completely Received". Do the application reset and watch the number of notifications drop. Either way make sure to Spend the time to go through and watch your numbers dramatically change overnight. Do not cheat yourself of the numbers you deserve.


1) How to view Smart Notifications to Parts


  • To view the Smart Notifications from the dashboard, go to the Parts section and click the Smart Notification tile.
    • You can tell if notifications exist because there will be a small number in the bottom right of the tile. If no number exists there are no new notifications to be dealt with.

  • The other option is to access Smart Notifications from the Parts Sales left navigation menu. You will see the option located as the second option in the Management section.


2) Smart Notifications Configuration, Types, and Behavior

  • In the top right portion of your screen click your initials in the orange box
  • In the left navigation menu click the "Smart Notifications" option
  • Available notification types:

    • Parts S/O - Partially Received
      • How can this help?
        • Improve communication to your customers or internal departments when parts are arriving at the dealership
      • When will it send?
        • This notification will send when each part on a special-ordered invoice has been received, in real-time. 
      • How will the notification be removed?
        • You can pick up the part from the special-order invoice, this will automatically remove the notification in real-time.
        • You can leave the notification there and when all parts on the invoice have been received the notification will update from partially received to completely received, in real-time.
        • You can check the box next to the notification and click the Delete Selected button.
    • Parts S/O - Completely Received 
      • How can this help?
        • Improve communication to your customers or internal departments when parts are arriving at the dealership
      • When will it send?
        • This notification will send when all parts on a special-order invoice has been received, in real-time. 
      • How will the notification be removed?
        • You can pick up all the parts from the special-order invoice, this will automatically remove the notification in real-time.
        • You can check the box next to the notification and click the Delete Selected button.
    • Parts S/O - Backordered Parts 
      • How can this help?
        • Letting your customer or internal departments know when a part is back ordered is paramount for continued customer satisfaction and repair order cycle times. This notification will let you know when a part has been marked as backordered on the parts receiving page, allowing the dealer to make other arrangements.
      • When will it send?
        • This notification will send when a part has been marked as backordered in the parts receiving page, in real time.
      • How will the notification be removed?
        • You can cancel or refund the part in the special-order order invoice.
        • You can leave the notification there and when the backorder quantity is set equal to zero, the notification will remove itself in real time.
        • You can check the box next to the notification and click the Delete Selected button.
    • Parts S/O - Canceled Parts 
      • How can this help?
        • Letting your customer or internal departments know when a part is canceled is paramount for continued customer satisfaction and repair order cycle times. This notification will let you know when a part has been marked as canceled on the parts receiving page, allowing the dealer to make other arrangements.
      • When will it send?
        • This notification will send when a part has been marked as backordered in the parts receiving page, in real time.
      • How will the notification be removed?
        • You can cancel or refund the part in the special-order order invoice.
        • You can check the box next to the notification and click the Delete Selected button.
    • Invoicing - Returned/Deleted Parts from Service
      • How can this help?
        • We often hear from dealers that they need a way to be notified when parts are removed from a Service invoice, so that they can make sure that the parts are returned to the parts department and by who. If this process is not done it can lead to inaccurate inventory counts and ultimately loss of revenue.
      • When will it send?
        • This notification will send anytime a part that has been removed from inventory has been removed from a parts invoice attached to a Service invoice.
      • How will the notification be removed?
        • The notification will be removed when a returning user and the quantity of parts removed from the invoice are entered into the "Confirm Returned Parts" window
          • If the confirmed QTY is not equal to the returned quantity from the invoice, the notification will remain.
          • If parts are found after the initial notification, a user can click the Confirm Returned Parts icon in the related invoice. Once the confirmed quantity equals all the returned quantities, the notification will be removed.     
        • You can check the box next to the notification and click the Delete Selected button.
    • Invoicing - Returned/Deleted Parts from Major Units
      • How can this help?
        • We often hear from dealers that they need a way to be notified when parts are removed from a Major Unit invoice, so that they can make sure that the parts are returned to the parts department and by who. If this process is not done it can lead to inaccurate inventory counts and ultimately loss of revenue.
      • When will it send?
        • This notification will send anytime a part that has been removed from inventory has been removed from a parts invoice attached to a Major Unit invoice.
      • How will the notification be removed?
        • The notification will be removed when a returning user and the quantity of parts removed from the invoice are entered into the "Confirm Returned Parts" window
          • If the confirmed QTY is not equal to the returned quantity from the invoice, the notification will remain.
          • If parts are found after the initial notification, a user can click the Confirm Returned Parts icon in the related invoice. Once the confirmed quantity equals all the returned quantities, the notification will be removed.     
        • You can check the box next to the notification and click the Delete Selected button.
    • Invoicing - E-Payment Received
      • How can this help?
        • When requesting an E-Payment in DX1 it is always important to know when that payment has been received and applied to the requesting invoice so that you can complete the invoice properly. 
      • When will it send?
        • This notification will send when a customer has paid for an E-Payment request, in real time.
      • How will the notification be removed?
        • The notification will be removed once the invoice that is related to the E-Payment has been completed.
        • You can check the box next to the notification and click the Delete Selected button.
    • Parts - Force Sale
      • How can this help?
        • Dealers often force sale parts when a customer is at the counter being sold a part that is physically in the dealership but has a quantity available of zero. The force sale is done to get the customer out the door with the intention of backtracking to understand why inventory was off. This notification will help you manage this problem if it exists within your dealership. 
      • When will it send?
        • This notification will send when any parts on an invoice has an adjustment that moves the part to a negative on hand value. It will also send for each additional for sale until the inventory on the part has been corrected.
      • How will the notification be removed?
        • The notification is removed when the inventory quantity for the particular parts has been updated to equal or greater than zero.
        • You can check the box next to the notification and click the Delete Selected button.
    • S/O Parts Not Picked Up after 30 days From Received Date
      • How can this help?
        • Many dealers have to spend the last days of a month going through a report or list of special orders where the parts have left the dealership but for one reason or another the special order invoice was not completed. This has a negative impact on inventory and retail reporting accuracy. This notification will keep notifications rolling to you in real time helping the dealer deal with them quickly and without a huge monthly pile to look through.
      • Notification Settings
        • Individual Part - When this setting is selected the user will get a notification for each part on the SO invoice 30 days after being received.
        • All Parts Received - When this setting is selected the user will only get the notification after all parts have been received and not picked up for 30 days.
      • When will it send?
        • This notification will send when, depending on your setting, when a part or parts have been received for 30 days without being picked up and the invoice completed.
      • How will the notification be removed?
        • The notification is removed when the part or parts have been picked up, refunded, or voided.
        • You can check the box next to the notification and click the Delete Selected button.
    • Parts - Low Inventory
      • How can this help?
        • Many dealers decide for one reason or another to not use a Min/Max system for automatic part reordering but still need a way to know when a part has hit a minimum amount. This notification will let you set at the part detail level, a minimum value to receive a notification, and this does include BULK parts.
      • Notification Setting
        • Part Detail Value
          • Once the notification is on the Low Inventory QTY Notification field will become active in the part detail general view. Simply set the on hand qty you want to trigger the notification.
      • When will it send?
        • This notification will send when any part on-hand quantity reaches the value that was set in the individual part detail.
      • How will the notification be removed?
        • The notification is removed when the part from the notification has an on order value greater than the value set in the part detail.
        • You can check the box next to the notification and click the Delete Selected button.
    • Parts - DSP Price Change Label 
      • How can this help?
        • Dealers are always trying to keep up with the fury of price changes from manufactures that seem to changing more and more rapidly if not daily. Rather than trying to deal with this on a one on one costly basis, this notification will keep you up to date with parts you have in inventory, with a DSP price change, where a label has not been reprinted, nightly.
      • When will it send?
        • This notification sends nightly.
      • How will the notification be removed?
        • The notification is removed when there are no parts left remaining in the list of parts with DSP price changes.
        • To do this you can click the View and Print hyperlink in the notification or navigate to the ordering screen where you can manually place an order quantity.
        • You can check the box next to the notification and click the Delete Selected button.
    • Parts - Obsolete Part Notification
      • How can this help?
        • Keeping up with parts that need attention by an age range is important in a dealership. This could be obsolescence parts, discounting, or regular inventory maintenance. This feature lets you decide part by part when you would like to be notified so you can make quick decision that will ultimately help the dealership.
      • When will it send?
        • This notification sends nightly.
      • How will the notification be removed?
        • The notification is removed when the Part Inventory by Age Range hyperlink is clicked.
        • The notification is removed if the part is received resetting the notification.
        • You can check the box next to the notification and click the Delete Selected button.
    • "X" Day on Hold Notification
      • How can this help?
        • Managing quotes can be an uphill process, in particular for dealers who allow users to remove parts from inventory on parts quotes. This notification will let you know daily if invoices have met your "X" day criteria, with no payments attached.
      • When will it send?
        • This notification will nightly. 
      • How will the notification be removed?
        • You can remove the notification by clicking the quick void icon or by clicking the invoice hyperlink where you can go look at invoice details and void the invoice from there.
        • You can check the box next to the notification and click the Delete Selected button.


3)  That’s it and Support

  • That's it you are good to go!
  • If you need further assistance reach out to our support team in any of the numbers of ways listed below. Good Luck!
  • dx1support@dx1app.com