Fleet Updates (June 2024)

Upcoming USPS Seasonal Rental Period – October 1st-January 31st

  • Please begin preparing for the upcoming season
  • Site Request Forms will be sent the first week of July
  • We will ask sites to return their request forms by July 31
  • Dealers can begin quoting as soon as the request is received from TMH

2023/2024 Fulfillment Results

2024 T360 Training

T360 Training has resumed for FY24. Below is the tentative schedule for these trainings. More details will be available in the coming months.

  • August 16
  • September 20
  • November 15

2024 Town Hall Dates

Join us on the specified dates for updates on all things related to Fleet. We will cover a range of topics, including Account Specifics, PM Management, Fleet Metrics, MyInsights, MyToyota Customer Portal, eCommerce, and other miscellaneous items. These meetings present a fantastic opportunity for learning and engagement.  

  • August 20
  • October 22
  • December 17

Fleet Analytics for Dealer Insights

  • Report Dictionary in Progress: A report dictionary outlining key users and info is available in each report to simplify navigation.
  • Power BI Training Videos Coming Soon: Concise training videos for basic Power BI skills and effective use.
  • Can’t get access to Power BI? Email Yannick Fernando at Yannick.Fernando@toyotatmh.com. Include your email and parent dealer code.

2024 Pricing Updates

REMINDER – Please check the Dealer Portal for 2024 pricing for national short-term rentals, planned maintenance, and dealer labor rates. You can locate these in the path below.

Lift Trucks > Sales Support > NPP/LDNA/NA > Rates

IVR Elapsed Time Tool

Fleet Metrics – Reports – IVR Usage

When using the IVR Elapsed Tool on the Dealer Portal, please make sure you use the 9-digit Service Channel PO number for the work order number.

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 created based on prior service 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  Dealer Portal​
    • T & M PMs require invoice submission via the Dealer Portal​
    • TMH will notify the dealer when PMs are due (first of the month upcoming PMs, 7th of the month missed PM reports, 15th of the month PM scorecard)
    • Home Depot PM POs​ are requested and sent on the first of the month
      • Home Depot PMs need to be completed the month they are due
  • 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 reports sent by TMH​
    • Dealer fails to close FM PM’s – This is completed on the Portal​
    • The dealer gets out of alignment – Follow the reports we send on the 1st, the 2nd, and 3rd week of each month​
    • Customer rejects PM – Enter a fleet support ticket​
    • Unserviceable units – Enter a fleet support ticket​

Home Depot US – Service Channel IVR Cheat Cards

As previously communicated, our team was working to develop Service Channel IVR cheat cards that your technicians and dealership associates can reference when working on The Home Depot work orders. Please find the Service Channel IVR Cheat Cards that you may distribute to your teams. The cheat cards can also be found on the solution center in the Toyota Dealer Portal. Below is the path:

Solution Center – Fleet – Home Depot – United States

Key Updates Included in the Cheat Cards

  • To set return ETA’s on the Service Channel Provider Mobile App on the login screen, your technicians can now  toggle on the “USER ID” and log on with the username and password that we provide you with:

    • Password: Toyota1
  • No longer move the toggle to “PIN CODE” when logging on to the Service Channel Provider Mobile App
  • You may still use the store phone to check in and out of the IVR system, but you will not be able to set return ETA’s. Your Toyota PIN number will remain the same:
    • Toyota PIN: 4381686
  • If you are not IVR compliant, your invoice will be short-paid to what is shown on the Service Channel IVR system
  • The IVR system must be within 14 minutes of what is being requested on your Home Depot invoice
  • Dealers do not have access to the desktop version of the Service Channel to update and view work orders
    • All work orders can be viewed on the Service Channel Provider Mobile App, but ETA’s cannot be updated

If you have any questions, please reach out to Jessica Hall at Jessica.hall@toyotatmh.com.  

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 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 in 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 #)​

Helpful Links

FLEET SUPPORT

Fleet Support is available through the DealerPortal. 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.”