CUSTOMER NOTES
USPS
- Seasonal Rentals
- Requests are coming in now from USPS locations for seasonal rentals.
- Will forward the new PDF form to quote to the appropriate dealer as they come in.
- Peak Season begins October 1, 2023, and ends January 31, 2024
- Respond to me with the completed PDF no later than 4 weeks before the requested date, but as soon as possible is preferred.
- The PDF quote is your commitment to fulfilling the request.
- If there is equipment that the servicing dealer cannot fulfill, the USPS will look at outside suppliers.
- NTE’s
- Any repair over $2,000 requires a USPS Manager’s approval prior to the work being completed.
- The USPS Manager’s Name, Title, and signature are required.
- Repairs $5,000 and over require TMH Fleet Approval after site manager approves.
- Create a Fleet Support Ticket with the 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
- Any repair over $2,000 requires a USPS Manager’s approval prior to the work being completed.
Kraft Heinz
- NTE’s
- Competitive equipment billing via Fleet
- A New Labor Rate of $132
- Increased NTE to $2,500 effective now
- 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.
XPO Logistics
- Annual Inspection & Engine Tune-up Labor Hours
- PM & Engine Tune-up (ETU) Not to Exceed 1.5 Hours (Labor time)
- PM & Annual Inspection (AI) Not to Exceed 5.0 Hours
- PM & AI & ETU Not to Exceed 5.5 Hours
- AI Only (or 2,000 hr. service) Not to Exceed 4.5 Hours
- ETU should not be billed without being a part of a scheduled PM
- Please submit invoices within 7 days of work being completed or within 7 days of receiving the work order after work is completed.
- Aged Work Order Report
- Follow up on open work orders that have not had service completed after 30 days
- Follow up on W/O that have not been invoiced after 30 days of service being completed
Menards
- T360 PM’s
- Expiring on Most Units
- Follow the PM Schedule Put in Place
- Continue Servicing Equipment and Bill Through Fleet
- $1,000 NTE
Matheson
- Became an LDNA through Shoppa’s
- Shoppa’s will be reaching out with any questions on quotes, repairs, etc..
- Continue submitting quotes and invoices through the TMH fleet. We will loop in Shoppa’s team.
- Account Manager: Matt Racak (Email: mracak@shoppas.com)
- $2000 NTE
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 for obtaining 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 to no payment if equipment is not loaded
- Please attempt to submit invoices to Fleet for payment within 7 days of service completion
- Updated Support Manual posted in Solution Center
- Portal –>Solution Center–>Fleet–>GXO Logistics–>US
- Please be sure to update your system with new rates if you haven’t already
- New rates are for services/rentals provided after 4/1/23
- Toyota will not be reversing any invoices submitted without updated rates
- Rentals provided before 4/1/23 will be required to keep existing rates
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 being responsible for obtaining approval from the corporate customer for TMH to process the invoice for payment.
- Please include your ticket number in your invoice when submitting 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
Home Depot
- Service Channel
- Service Channel IVR system must be used correctly
- You will be short-paid on your invoices if used incorrectly
- Service Channel PO cancelation requests
- Email HDSupport@TMHU.com
- Provide details of the cancellation reason
- Cancelling POs will prevent the ability to invoice for dry run
- Dealer Alert Coming Soon
- Required Home Depot town hall
- New changes coming to the service channel
- For ANY Issues with Checking IN / OUT – Contact HDSupport@TMHU.com
- Do not open a ticket with the service channel
- Service Channel IVR system must be used correctly
Tractor Supply Company
- 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 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
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 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 notifies 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
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 #)
Announcements
- August Town Hall – August 16 at 2 PM EST
- Dealer Onsite Training – January 8 – 10
- Toyota Week – September 24 – 29
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”.
