Common Problems

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Common Problems

Quick Solutions To The Most Frequent Questions And Operational Issues

Even well-designed systems occasionally experience:

•User mistakes

•Configuration concerns

•Workflow confusion

•Hardware problems

•Network interruptions

Most issues can be resolved quickly once the cause is understood.

This section provides fast answers to the most common operational problems encountered in MLS 2026.

Workorders

Problem: My labor or parts disappeared from the workorder

Possible Causes

•The entry was never saved

•The Add button was not pressed first

•The operator exited without selecting OK/Save

•The item remains in Estimate status

Solution

•Re-enter the item

•Always press Add before entering information

•Always press OK/Save after editing

•Verify whether the item is still flagged as Estimate (E)

Problem: The totals are incorrect

Possible Causes

•Totals were not recalculated

•Tax rates changed

•Discounts altered totals

•Manual overrides were entered

Solution

•Open the Totals tab

•Press Re-Sum

•Verify tax settings

•Review discount adjustments

Problem: Parts were not removed from inventory

Possible Causes

•The workorder was never converted from Estimate to Invoice

•Parts remain flagged as Estimate items

Solution

•Use the Convert utility properly

•Do NOT simply change the Type radio button

•Verify parts show Invoice status (I)

Problem: The workorder will not close

Possible Causes

•Payment information incomplete

•Workorder not marked completed

•Required data missing

•Network/file locking issue

Solution

•Verify payment posting

•Verify Close Today is checked if appropriate

•Exit all other copies of the workorder

•Re-Sum totals

•Try again

Problem: I accidentally created a workorder

Solution

Do NOT delete it.

Instead:

•Reassign it to the correct client or vehicle

or

•Mark it Declined if unused

Deleting workorders breaks numbering continuity and creates audit concerns.

Problem: A customer declined the work

Solution

•Print the estimate

•Write “Declined”

•Obtain the client signature

•Retain the estimate for records

Printing

Problem: The invoice will not print

Possible Causes

•Printer offline

•Windows printer issue

•Wrong printer selected

•Network printer disconnected

Solution

•Verify printer power

•Verify Online status

•Check Windows printer settings

•Try View mode first

Problem: The printout formatting looks wrong

Possible Causes

•Incorrect printer driver

•Wrong paper size

•Margins changed

•Duplex/printer settings altered

Solution

•Verify printer driver

•Check printer properties

•Confirm correct form selection

Problem: Emailing invoices does not work

Possible Causes

•Email system not configured

•Internet unavailable

•Security software blocking transmission

Solution

•Verify email setup

•Check internet connection

•Review antivirus/firewall settings

Inventory

Problem: Inventory quantities are incorrect

Possible Causes

•Items never billed

•Manual quantity adjustments

•Duplicate entries

•Incorrect conversions

Solution

•Review inventory history

•Verify workorder billing

•Run inventory reports

•Audit adjustments

Problem: Parts cannot be found in stock

Possible Causes

•Incorrect location codes

•Inventory not updated

•Parts misplaced physically

Solution

•Review location codes

•Reorganize inventory

•Perform physical inventory checks

Problem: Special order items keep appearing repeatedly

Solution

Review the Parts Sales report.

Frequently ordered non-stock items may justify:

•Regular stocking

Accounts Receivable

Problem: A balance did not post to A/R

Possible Causes

•Client has no A/R account

•Posting incomplete

•Account not authorized

Solution

•Create the client A/R account

•Repost the payment

•Review Receivables Transaction File

Problem: Statements look incorrect

Possible Causes

•Billing cycle issue

•Transactions not closed

•Old dates entered incorrectly

Solution

•Verify billing cycle assignments

•Run Period Close

•Review transaction dates

Problem: A/R does not balance

Possible Causes

•Incorrect posting dates

•Missing closing routines

•Unposted transactions

Solution

•Review transaction reports

•Verify closing procedures

•Run reconciliation reports

Accounts Payable

Problem: Vendor balances are wrong

Possible Causes

•Duplicate invoice entry

•Payment not posted

•Incorrect vendor selected

Solution

•Review vendor transaction history

•Verify invoice numbers

•Reconcile statements carefully

Problem: Open items remain after payment

Possible Causes

•Payment not applied correctly

•Incorrect invoice selected

Solution

•Review payment application

•Verify vendor ledger detail

General Ledger

Problem: Financial reports do not balance

Possible Causes

•Incorrect account assignment

•Missing posting

•Manual adjustment error

Solution

•Review journal postings

•Verify account mappings

•Audit recent entries

Problem: Reports show unexpected totals

Possible Causes

•Incorrect date ranges

•Posting date confusion

•Duplicate transactions

Solution

•Verify report date ranges

•Review payment dates carefully

•Audit transaction entries

Payroll

Problem: Technician totals appear incorrect

Possible Causes

•Labor entries missing technician names

•Incorrect Actual Time

•Units entered incorrectly

Solution

•Verify technician assignment

•Review labor audit

•Check labor units carefully

Problem: Productivity reports seem inaccurate

Possible Causes

•Actual Time not tracked

•Downtime missing

•Labor units inconsistent

Solution

•Use Actual Time tracking consistently

•Review timeclock usage

•Verify labor entries

Networking

Problem: MLS runs slowly

Possible Causes

•Weak network

•Wi-Fi usage

•Failing hardware

•Low RAM

•Antivirus interference

Solution

•Use hardwired Ethernet

•Upgrade hardware if necessary

•Check network cables

•Review antivirus settings

Problem: Workstations freeze randomly

Possible Causes

•Network interruptions

•Bad switch/router

•Weak Wi-Fi

•Faulty network card

Solution

•Run network diagnostics

•Replace questionable hardware

•Avoid Wi-Fi on servers

Problem: Records appear locked

Possible Causes

•Another user still has the workorder open

•Workstation crashed while editing

Solution

•Exit MLS on all workstations

•Reopen the program

•Rebuild indexes if necessary

Updates

Problem: Updates are not downloading

Possible Causes

•Internet unavailable

•Support authorization expired

•Firewall blocking access

Solution

•Verify internet access

•Confirm support/update status

•Check firewall/security settings

Problem: Workstations show different versions

Possible Causes

•Failed workstation update

•Network interruption

Solution

•Restart MLS

•Verify server updated correctly

•Confirm workstation connectivity

Error Messages

Problem: An error dialog appeared

Solution

Immediately:

•Use the Email Support button

•Describe exactly what occurred

•Include steps leading to the error

Problem: MLS suddenly closes

Possible Causes

•Windows issue

•Network interruption

•Corrupted workstation session

•Hardware instability

Solution

•Restart MLS

•Check networking

•Review error logs

•Report the issue immediately

Performance

Problem: Reports take too long to run

Possible Causes

•Large databases

•Weak hardware

•Multiple users active

•Network congestion

Solution

•Run reports individually

•Upgrade hardware if necessary

•Perform maintenance regularly

Problem: The system feels unstable

Possible Causes

•Weak networking

•Old hardware

•Lack of maintenance

•Poor operational procedures

Solution

•Review networking carefully

•Rebuild indexes regularly

•Maintain backups

•Follow proper workflow procedures

Backup And Recovery

Problem: Backup restoration fails

Possible Causes

•Corrupted backup

•Incomplete copy

•Hardware failure

Solution

•Test backups regularly

•Maintain multiple backup generations

•Store backups separately

Problem: Data appears missing

Possible Causes

•Wrong date range

•Incorrect search criteria

•Failed update/posting

•File corruption

Solution

•Search carefully

•Review reports

•Restore backup if necessary

•Contact support immediately

User Mistakes

Problem: Information was entered incorrectly

Solution

Correct the entry immediately whenever possible.

If accounting or closing already occurred:

•Enter correcting transactions

Rather than:

•Deleting history

Problem: Employees are confused by procedures

Solution

Use:

•Quick Answers

•Checklists

•Embedded tutorials

•Workflow documentation

Consistent training improves:

•Accuracy

•Productivity

•Confidence

Most Important Rule

What is the single most important troubleshooting principle?

When problems occur:

DO NOT IGNORE THEM.

Small issues often become:

•Serious corruption

•Lost data

•Major downtime

Prompt reporting and careful investigation prevent most major problems.