Lynchpin resolves Kettlewell Commercials headache
North Yorkshire-based Kettlewell Commercials Limited has streamlined its dealer management system (DMS) with help from the Lynchpin software package from Database Software Solutions.
Currently employing eight IRTEC accredited technicians, the authorised DAF truck service and parts dealer, which is headquartered at Melmerby, near Ripon, looks after its own vehicles and those belonging to a diverse range of operators, both within and outside the county.
Kevin Bostock, Kettlewell Commercials’ dealer principal, says the firm’s biggest disadvantage is being based in the countryside, meaning HGV traffic is limited – though the firm has easy access to the A1.
The company runs a five-bay workshop equipped with the latest diagnostic tools, and a well-stocked and extremely busy parts department. This allows them to carry out safety and maintenance inspections, MOT preparations, R&M, warranty, and all levels of service packages and accident work for DAF and non-DAF trucks and trailers.
Although it does not have its own MOT lane, a service is provided following MOT inspections whereby vehicles and trailers can be taken to the nearest MOT centre.
Midway through 2021, the owners learned that support for their existing workshop software would cease this June. Rather than waiting closer to the deadline date, the search began to find a solution that would meet DAF standards, underpin their ISO 14001:2015 and update their Dataflow accounting package.
An added worry was how they would transfer ten years’ worth of the previous software’s jobs, parts, technicians and vehicle history from the current system. However, a discussion with another DAF service partner who had made the leap to Lynchpin three years previously, as well as a presentation by Database Software Solutions, made the decision easier.
Kevin Bostock, having worked with a number of larger DAF workshops, wanted to incorporate functions found in larger workshop software, including the facility to invoice individual tasks on a job card to different customers. Rather than getting involved with multiple jobs and invoices covering warranty and R&M, administration is simplified by having the one job. Apart from creating less paperwork, such a feature makes information access easy and fast.
Paul Metcalf, service and parts manager, said there were a number of features the previous parts software did not provide.
Once again, Lynchpin was adapted to simplify, track and manage service van parts control. With the previous package, the team had to rely upon multiple spreadsheets for managing warranties and customer parts credit – but all of these have been incorporated with Lynchpin.
Said Paul: “it makes finding parts and reconciliations so much easier, also, having the ability to generate customer quotes from the enquiry through to invoice all in one system means everything. This means everyone, can see the full picture, rather than different pieces of the jigsaw.”
Kettlewell Commercials accounts manager Mandy Gray added: “Lynchpin has eliminated the time involved checking and double checking. Before Lynchpin, in accounts we had to check and reconcile the job card before an invoice could be produced. Lynchpin has now taken away this process, allowing us to focus on more productive tasks.”
Director Angela Kettlewell said Lynchpin had been tailored to suit the company’s workshop efficiency requirements, while the ability to import ten years’ worth of historical data from the previous software and link into the one Dataflow accounting system: “has convinced everyone in Kettlewells we made the right choice.”
Of working with Database Software Solutions, Angela said: “Alex and John have gone over and above when it comes to service, and have been easy to do business with.
“We can thoroughly recommend Lynchpin to any DAF repair centre.”
