ON-SITE DEALER TRAINING

Our annual on-site Dealer training took place on November 9 and 10. Below are some testimonials from some of the participants of this training. We encourage you to read these statements and consider attending our training next year.

“As a new employee of Winchester Equipment, I had no idea of what I was walking into….. and it was amazing!!! Just starting to work with the Portal and Fleet Management I was completely impressed with this training. The overview and in-depth information that I received has helped me to better understand the process and do my job more efficiently. I am truly excited to see what is yet to come.”

Tammy Nicodemus-Linton
- Service Writer
- Winchester Equipment

“The Onsite Fleet Training answered several challenging questions to help my Dealership move forward with more clarity. Being around so many like-minded fleet professionals was refreshing”.

Conor Ege
- Fleet Manager
- Maintainco Inc.

“Being very new to the Fleet Side, I found this training to be super beneficial and has helped me help my team out even more. I can apply what I learned from the training to my weekly reports and monthly Fleet PM openings. I look forward to receiving even more knowledge in the years to come”

Leah Zak
- Fleet Administrator
- Toyota Material Handling Northern CA

“The TMH on-site Fleet Training is an excellent training program that is beneficial for several roles dealing with Fleet accounts. I have been working with Fleet for over 15 years, and there is always new insight to these training sessions that will have a great impact.”

Veronica DelaRosa
- Fleet Manager
- Doggett – Toyota-lift South Texas and El Paso

ALL CUSTOMER UPDATES

Please submit your invoices with the correct quantity of labor instead of flat-rate labor
Please submit all quotes over the NTE through Fleet Support
Do not perform the 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 on 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 fulfill 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.
    - Get acknowledgment from the site before removing the truck for repairs
    - We can escalate if you have issues getting payment.
- Locations
  - If a location requests is being 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 with the quote.
    - A repair vs replace decision will be made.
    - 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 PRIOR to completing
  - Please submit quotes through Fleet Support located in the Portal
  - Failure to complete this step prior to 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 prior to 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
Home Depot
- Service Channel Transition
  - Date: 1/30/23 US Store and CW Expansion
  - Currently piloting PAC Stores
  - Mandatory training and Dealer communication in the coming weeks
  - Complete WEBs and PMs timely
  - Invoices need to be submitted ASAP
- Light Package and Seatbelt Interlock
  - Kickoff Meeting: 11/22/22
  - The first group of Dealers:
    - Southern States
    - The Lilly Company
    - Nationwide
    - Southeast Industrial
    - Kenco
    - Toyotalift Northeast
    - Toyota Material Handling Midsouth
    - Toyota Material Handling Systems
  - Installs will be on select leased lifts
  - PO numbers will be issued for each lift and each install
    - PRO number
    - IVR check-in/out still required
    - Will not be included in KPI performance
  - Stores must allow 5.5 hours to complete installs and tests
  - Invoices will be submitted through Toyota Portal
Tractor Supply Company
- Dealer Alert – August 22 and September 20
  - Rain Cover kits should be installed on all TSC lifts
    - Current Lifts
    - New Lifts (before 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 to the Toyota Portal immediately
    - 1 hour of labor
    - Travel charge
    - Miscellaneous – Rain Guard

Fleet Support

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” .

Fleet Department Updates

ON-SITE DEALER TRAINING

ALL CUSTOMER UPDATES

PM MANAGEMENT

CUSTOMER NOTES

Fleet Support