Fleet Updates – Toyota Newslift

USPS Rates and Seasonal Rental Process Updates

USPS rates will be increasing beginning on Monday, September 11
There will be an update to the Seasonal Rental Process
A dealer alert will be going out to provide details on these updates in the week of September 11, so be on the lookout for that.

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 PM’s 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
Top Root Causes for Poor PM Completion Performance
- Dealer uses business system instead of the Portal “PM Detail” report
- Dealer fails to close FM PM’s – This is completed on the Portal
- The dealer gets out of alignment – Follow the reports we send the 1st, 2nd, and 3rd week of each month
- Customer rejects PM – Enter Fleet support ticket
- Unserviceable units – Enter Fleet support ticket

CUSTOMER NOTES

USPS

Seasonal Rentals
- Requests are coming in now from USPS locations for seasonal rentals.
  - Requests will be forwarded to the appropriate dealer as they come in.
- All USPS Seasonal Requests are being tracked for fulfillment.
  - If you receive a request directly from the customer, please copy or forward the request to Nikolette Clark. (Nikolette.clark@toyotatmh.com)
  - Also, copy Nikolette on any changes in customer requests or what you can provide so fulfillment can be updated.
  - If you do not have the equipment the site has requested , but you have a possible substitution, you should offer the option to the site, and they can decide if the substitution will work
- Respond to the customer and cc Nikolette Clark with a quote no later than 4 weeks before the requested date.
  - The quote is your commitment to fulfill the request.
  - The customer needs the quote to secure their funding for what you can provide or have the opportunity to look for an outside supplier for equipment you cannot provide.
  - Pick-up and delivery cartage must be included in the quote.
- New rates are provided in the email containing the customer’s request. Please use these rates in your quote.
  - These rates are not effective currently. You will be notified when the rates go into effect. At that time, all rental billing can be updated to the new rates.

NTE
- Any repair over $2,000 requires a USPS Manager’s approval before the work can be completed.
  - The 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 the USPS manager’s Name, Title, and signature and attach 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

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.
Please reach out to Caleb Wright (Caleb.Wright@toyotatmh.com) if you have any issues obtaining POs for this customer.

Costco

PM Checklists
- Please ensure that checking the PSI of any cascade attachment is done during PMs

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 TMH Fleet. We will loop in Shoppa’s team.
Account Manager: Matt Racak (Email: mracak@shoppas.com)
$2000 NTE

Keuhne & Nagel

K+N has recently requested ALL their locations to direct all billing through the Toyota Portal for payment
- The site may mention “Tradeshift” or Raymond’s iTrack system
K+N is a shared account with Raymond
- Toyota processes dealer invoices
- Routed to Raymond’s iTrack system
- Raymond consolidates invoices
- Sends out monthly bills to each site
If you are billing directly, please update your systems to bill Toyota Portal for payment
Please direct any questions about the changes to Fleet Support
Policy & Procedure Manual in Solution Center

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 in no payment if the 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 IVR system must be used and used correctly
- No less than 10 minutes and no more than 24 hours for a single IVR check-in
- Mobile App or Store Phone
- You will be short-paid on your invoices if used incorrectly
Return ETA’s
- Comments and ETA’s must be updated at all times- ETA’S EMAILED TO HDSUPPORT
- The systems team is working on correcting the return ETA issue
Rentals for lifts that are inoperable for longer than 24 hours
- Must be provided to the store by next business day
Work Order descriptions missing model-serial
- The systems team is working on removing the option to bypass the requirement
Work Order Summary on Mobile App
- Indicate in the work order summary if repairs were done off-site, tire replacements, and OT calls
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

Tractor Supply Company

Replacement lifts are directly shipped to the TSC store
Remain on site until 3rd party picks up the lift
Service calls/invoices for the old lift should go against the location, not the model-serial
Download active equipment inventory report to keep dealer system up to date

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 repairs 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 Toyota equipment.
- Use a valid Toyota end customer number (use the location table to help you find the TMHU end customer #)

Announcements

Dealer On-site Training – January 8 – 10
Toyota Week – September 24 – 29

Helpful Links

Equipment Load Request Help – https://tmhu.zendesk.com/hc/en-us/articles/17670928234011-Equipment-Load-Request-Instructions
Fleet Support Help Center – https://support.toyotaforklift.com/hc/en-us

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”.