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
Dealer is responsible for running the PM Detail Report

Timeframe – Complete and submit invoices within 7 days of PM service

CUSTOMER NOTES

USPS

Peak Season Rental Billing
- USPS Seasonal rental period ended on 1/31/23.
- Equipment should have been picked up or changed to a general rental as of 1/31/23.
- Submit all rental invoices within 30 days of the rental period.
- Use the weekly rental rate where it makes economic sense for the customer regarding the rental period and pick-up date.
NTE’s
- Any repair over $2,000 requires a USPS Manager’s approval prior to the work being completed.
  - USPS Manager’s Name, Title, and signature are required.
- Repairs $5,000 and over require TMH Fleet Approval after the site manager approves.
  - 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.
  - Repair will be approved or declined via Fleet Ticket.
- Repairs should not be completed without proper approval from Fleet Support

Kraft Heinz

NTE’s
- Increased to $2,500 effective January 1, 2023
- Service Approvals. The KHC site manager will approve all repairs; however, a secondary approval is required for ANY repair identified as misuse/abuse or has a repair cost exceeding $2,500 . Please email the contact for the appropriate region for all avoidable repairs and any service that exceeds the $2,500 threshold.

Adams – Georgia Masonry

Make sure you are checking your PM Detail report every month and completing those PMs
- Most Adams Products units are on 30 or 60-day PM cycles
End Lease Repairs
- It is preferred that repairs are made when found, not at the end of the lease
- Submit end-of-lease repairs to the TMH fleet

GXO

POs are not required for services under $2,000
Services over $2,000 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 for obtaining a REQ (PO) from the customer in order for TMH to process the invoice for payment.
Please ensure all equipment is loaded prior to 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 being responsible for obtaining approval from the corporate customer in order for TMH to process the invoice for payment.
- Please include your ticket number in your invoice when submitting it for payment.
Please identify the ticket number from the quote submission for all returned invoices due to no quote approval.
Customer requires itemized quotes
When servicing all makes of Material Handling Equipment at your location, please do so for ALL, not only Toyota

Menards

T360- Most units are now falling off the T360 free PM schedule
- Menards continues to want these units on the same PM scheduled and billed through the fleet
Data Plate Project
- 312 data plates installed as of 2/15
- 403 More Data Plates to be installed
- Please check if your Dealership received any plates in error. Send any plates for units not in your APR back to TMH.
- 5559 Inwood Drive, Columbus, IN 47201 ATTN: Lesley Caudill

Home Depot

Tractor Supply Company

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 in your territory
Submit your invoice to the Toyota Portal immediately
- 1 hour of labor
- Travel charge
- Do not include the rain cover
- Miscellaneous – Rain Guard

Fleet Reminders

General
- 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 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
Equipment Load Requests
- Verify equipment to see if it’s already loaded by using the equipment search tile.
- Only use the required fields in the load request form (use the macro template to help you find that it is located on the Portal equipment tile)
- Frame-serial is required in the frame-serial field for Toyotas.
- Use a valid Toyota end customer number (use the location table to help you find the TMHU end customer #)

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 Updates