Fleet Department Updates – Toyota Newslift

TMH Fleet Onsite Training

We are excited to announce our TMH Fleet Onsite Training. This year, we invite you to join us on Toyota’s campus in Columbus, Indiana.

Where: Toyota Material Handling Corporate Office

5559 Inwood Drive

Columbus, IN

When: November 9 & 10, 2022

The TMH Fleet Onsite Training is designed to be comprehensive and provide valuable insights and understanding of fleet customers and fleet processes. Space is limited and will be accommodated by registration until spots are filled.

Training topics include (but are not limited to):

Fleet Overview
Fleet Success
New Business
Equipment Overview
Portal Management
Credits/Reversals
A/R Management
Fleet Support
T360 Best Practices
Fleet Metrics
Fleet Analytics
Customer Specifics

Please register at:

2022 TMH Fleet Onsite Training 2022

Here are some local hotels to consider for booking:

Courtyard Marriott
Holiday Inn Express
Hotel Indigo
La Quinta

We are looking forward to hosting this training! Please let us know if you have any questions.

All Customers

Please submit your invoices with the correct quantity of labor instead of flat labor rate
Please submit all quotes over the NTE through Fleet Support
Do not perform a repair without Quote approval on repairs over the NTE (for customers requiring DNE)
Please make sure your equipment is loaded in our system before you submit your invoices
Please ensure your titles and emails are updated on Staff Master

PM Management

PM due dates are based off the original maintenance start date
- Every PM due has a “notification” created in our system
- Due Dates are based on the previous due date, not the prior completion date
- PM notifications cannot be closed without performing and billing the PM invoice
- FM PMs need the notification closed by logging the PM information on the Toyota Portal
- T & M PMs require invoice submission via the Toyota Portal
- TMH does notify the dealer when PMs are due (PM Detail report, Monthly PM Reports) Home Depot PM POs
- The Dealer is responsible for running the PM Detail Report
Timeframe – Complete and submit invoices within 7 days of PM service

Customer Notes

USPS
Rentals
- Requests are coming in now from USPS locations for seasonal rentals.
- The Account Manager will forward those rentals to the appropriate Dealer as they come in.
- Respond to the customer and cc Nikolette Clark (nikolette.clark@toyotatmh.com with a quote no later than 4 weeks before the requested date.
  - The quote is your commitment to fulfilling the request.
- DO NOT submit an Equipment Load Request for seasonal rentals.
- Bill monthly against the correct location on the Portal.
  - “Bill to address” noted on the customer rental form that you received needs to match the location ID used to bill against in the Portal.
  - Do not hold rental invoices until the end of the peak season.
    - We will be running reporting to identify what sites have been invoiced in the first month.
    - The only guarantee of payment to the dealership will be for rentals billed within 30 days.
  - Rental Billing must end when the customer request pick-up.
  - Use the weekly or monthly rate where appropriate.
- Rental Damage is billed directly to the site.
  - Document damage with photographs.
  - We can escalate if you have issues getting payment.
Locations
- If a location request is added to Fleet billing, TMH will setup accordingly
- USPS locations on Fleet must be invoiced through the Portal
- Non-fleet locations are invoiced directly to the site
- If a location changes to Fleet billing the Fleet Account Manager will notify the dealer of this change
NTE’s
- Any repair over $2,000 requires a Fleet Support Ticket for approval
  - USPS Manager’s Name, Title, and signature are required.
- Repairs $5,000 and over require TMH Fleet Approval.
  - Create a Fleet Support Ticket with USPS manager’s Name, Title, and signature attached to the quote.
  - A repair vs replacement decision will be made.
  - The repair will be approved or declined via Fleet Ticket.
- Repairs should not be completed without proper approval from Fleet Support

GXO
- POs are not required for services under $2,000
- Services over $2,000 require corporate approval before completing
  - Please Submit quotes through Fleet Support located in the Portal
  - Failure to complete this step before service completion will result in your dealership being responsible to obtain a REQ (PO) from the customer for TMH to process the invoice for payment.
- Please ensure all equipment is loaded before submitting invoices for payment
  - All material handling equipment is required to be loaded (including rentals)
  - Invoice payment will be delayed or could result in no payment if the equipment is not loaded
- Please attempt to submit invoices to Fleet for payment within 7 days of service completion

PRAXAIR (LINDE)
- Services over $2500 require corporate approval before completing
  - Please submit quotes through Fleet Support located in the portal
  - Failure to complete this step before service completion will result in your dealership is responsible to obtain approval from the corporate customer in order for TMH to process the invoice for payment.
- Please identify the ticket number from the quote submission for all returned invoices due to no quote approval.
- The customer requires itemized quotes
- When servicing all makes of Material Handling Equipment at your location, please do so for ALL not only Toyota
Menards
- Services over $1,000 require corporate approval PRIOR to completing
  - Please submit quotes through Fleet Support located in the portal
  - Failure to complete this step before service completion will result in your dealership being responsible to obtain an approval from the corporate customer for TMH to process the invoice for payment.
- Travel is NOT allowed for repairs or service at locations that are less than 50 miles from the dealership. Travel that exceeds 50 miles in each direction CAN be charged based on the following: Up to $50 for locations at least 50 miles from dealerships and one dollar per mile over 50 miles. (Round trip calculations do not apply).
- Upcoming Data Plate Project
  - Data Plates are to be shipped out starting in late October.
  - Install on 900+ units
  - Menards is paying for the plates upfront
  - Only submit invoices for Labor and Travel (if applicable)
  - If possible couple this up with PMs or other services

Union Pacific Railroad
- Contract extended until December 25th
  - POs should return to the 60-day format
- New Contract Negotiations
  - PO Process
  - Timely Billing
  - Equipment Reconciliation
- Services over $2,500 require corporate approval before completing
  - Please Submit quotes through Fleet Support located in the Portal
  - Failure to complete this step before service completion will result in your dealership being responsible to obtain a REQ(PO) from the customer for TMH to process the invoice for payment.
Costco
- Services over $1,000 require corporate approval before completing
  - Please submit quotes through Fleet Support located in the Portal
  - Failure to complete this step before service completion will result in your dealership being responsible to obtain an approval from the corporate customer in order for TMH to process the invoice for payment.
- For new equipment, please include in the repair description whether the service is a repair, avoidable damage, or full maintenance exclusion
- Please ensure attachments are included in PM services
- New Costco equipment should be on 60 PM services

Home Depot
- Effective Now
  - Camso tires must be used for The Home Depot
  - Tire invoices need Camso part numbers entered in the part number field
  - Do not use Starlift tire part numbers, invoices are subject to short payment
  - Markup tires 22% above the Dealer Price, indicated on the Camso Part Number and Dealer Pricing Sheet
  - Continue to submit itemized invoices to Fleet for Camso Solideal service center tire installs

Tractor Supply Company
- Dealer Alert – September 20th
  - Rain Cover kits should be installed on all TSC lifts
    - Current Lifts
    - New Lifts (prior to delivery)
    - Do not install on lifts being replaced
  - Pull equipment and customer tables to find the list of stores and lifts you service
  - Submit your invoice onto the Toyota Portal immediately
    - 1 hour of labor
    - Travel charge
    - Miscellaneous – Rain Guard

Fleet Support is available through the TMHU portal. For any fleet inquiries, please create a ticket through the Portal.

“Log on to Toyota Portal – click on Fleet Metrics – Click on Fleet Support – Click on to Launch Fleet Support”
Please Ensure that you are filling out Fleet Support Tickets completely to ensure a shorter response time
When you access fleet support to initiate a ticket, please ensure you are selecting “Fleet” .