How DealerWorks works with your DMS

If your dealership is integrated, your repair orders and invoices come from your DMS (dealer management system) and DealerWorks reads them. Corrections you make in DealerWorks, like fixing an amount or an RO number, don’t go back to your DMS.

What comes across

Repair orders and invoices synced from your DMS appear in Process Transactions with the customer and the amount already filled in, so a cashier picks the record rather than typing it. (This is different from the Open Orders menu on the left, which is where split payments and payment requests live.) See Start a payment on an order.

Searching for an order pulls a fresh copy, which is worth doing if an amount looks out of date.

When the amount changes

If the amount due has moved since the order was written, you may see a note before you take the payment that names the old figure and the new one. Freight, special-order parts and other charges added later are the usual reasons.

The updated figure is the one that will be charged. Always check the amount shown against your DMS, and correct it before you take the payment if it’s wrong.

What does not go back to your DMS

If an order is not there yet

You do not have to wait for it. You can take the payment against the order number by hand and it is still recorded against that number — see Take a payment when the order is not there.

If orders stop appearing

Check the sync status shown with the order list, which tells you when data was last pulled and when it will refresh next. If that looks wrong, or orders are missing for longer than a refresh cycle, contact DealerWorks Support.

Related: What your dealership can change, and what we change for you · Words you will see in DealerWorks · Setup and settings — start here