Fleet Updates (October 2024)

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 an opportunity to learn and engage by asking questions.

  • December 17
  • 2025 dates yet to be determined

USPS Seasonal Rental Period – October 1-January 31

USPS Peak Season officially began on October 1. If you still have requests pending, please complete the dealer quote form as soon as possible and send the Excel file back to USPS Peak Rentals at USPSPeakRentals@toyotatmh.com as soon as possible.

If you have quoted rentals to sites already, please communicate with the local contacts on delivery arrangements. Keep USPS Peak Rentals USPSPeakRentals@toyotatmh.com in copy so we have visibility.

  • Any rental delivered for the seasonal rental period should be loaded and invoiced as a “Seasonal Rental”
    • If units were delivered before October 1, they still need to be loaded as a seasonal rental
    • To load the equipment for a seasonal rental, submit a Fleet Support Ticket here: Dealer Portal > Fleet Metrics > Fleet Support
  • Include Seasonal Rental in the subject of your ticket
  • Fleet Support Ticket should include the USPS Seasonal Rental Equipment Load Form (attached)
  • Invoices must be submitted against the model-serial
  • Invoices must be submitted monthly
  • Cartage for seasonal month one invoice must include the customer agreed upon charges for both delivery and pick-up. This must be broken down per rental piece of equipment and invoiced as separate line items from the rental.

All USPS Rentals

  • All rentals must be set to 5 MPH
  • Must be invoiced within 30 days of the rental period
  • Do not invoice the site directly for any rentals
  • Do not accept local payment for any rentals
  • Have rental units loaded to the correct USPS address
  • A fleet support ticket should be submitted if the equipment is moved to an alternate location to keep the active unit’s location updated and correct.
  • All rental damage must be invoiced directly to the site per USPS Policy
  • Rental invoicing must be discontinued and no longer invoiced for months/weeks beyond the rental pick-up date. Use the weekly rental rate when appropriate.

USPS Parts Invoices NTE

USPS has an NTE of $2,000 for all invoices. All parts invoices $2,000 and over must have manager-level approval submitted with the invoice. A best practice is to have the manager sign the quote at the time of order. The name must be legible, and the title of the person must be included. The second option is to gain approval through email at the time the order is placed. The email will need to have the dollar amount clearly stated and the customer approving that total. The email will need to have the title of the approver clearly stated.

XPO Logistics – Open and Completed Work Order Report

Invoice Submission: We have launched an automated communication that will include an Excel spreadsheet showing all work orders that are listed as ‘open’ or ‘completed’ in our system but don’t have an associated invoice.​

Customer PO Issues: Please continue to communicate with TMH Fleet regarding any issues obtaining POs for this customer. We are working on addressing this with XPO and developing an action plan.

 Example of the Report:

If you have not received this report or no longer wish to, please email the XPO Team at XPOTeam@toyotatmh.com to have the distribution list updated.

2024 T360 Training

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

  • September 20
  • November 15

Fleet Analytics for Dealer Insights

  • Report Dictionary in Progress: A report dictionary outlining key users and info in each report to simplify navigation.
  • Power BI Training Videos Coming Soon: Concise training videos for basic Power BI skills and effective use of every report that is in the app.
  • 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 rental, planned maintenance, and dealer labor rates. You can locate those at 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 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 the 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 Toyota Portal​
    • T & M PMs require invoice submission via the Toyota Portal​
    • TMH does notify the dealer when PMs are due (First of Month Upcoming PMs, 7th of month missed PM Report, 15th of month PM scorecard)
    • Home Depot PM POs​ 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 the 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 PMs – This is completed on the Dealer Portal
    • Dealer gets out of alignment – Follow the reports we send 1st, 2nd, and 3rd week of each month​
    • Customer rejects PM – Enter Fleet Support Ticket​
    • Unserviceable units – Enter 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 your technicians and dealership associates could reference when working on The Home Depot work orders. Please see 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 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 techs will now leave the toggle on “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 the 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 in Staff Master
  • Equipment Load Requests
    • Verify the 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 Dealer 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.”