Fleet Updates (December 2024)

2024 Town Hall Dates

The 2024 Town Hall webinars have concluded for the year. Please join us on the specified dates for updates on everything related to Fleet for 2025. We will cover various topics, including Account Specifics, PM Management, Fleet Metrics, MyInsights, MyToyota Customer Portal, eCommerce, and other miscellaneous items. These meetings present a fantastic opportunity to learn and engage by asking questions.

  • January 21
  • March 25

2025 Dealer Onsite Training

SAVE THE DATE: 2025 Fleet Dealer Onsite Training will be on Tuesday, April 15, and Wednesday, April 16, in Columbus, Indiana. A registration link and additional details will be communicated by 1/31/25.  

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 quickly 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 copied so we have visibility.

  • Any rental delivered for the seasonal 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
  • If you need to submit a USPS Seasonal Rental but do not have the Load File form, please enter a Zendesk Support ticket with the fleet equipment option as ‘Seasonal Rental.
  • Invoices must be submitted against the model-serial
  • Invoices must be submitted monthly
  • Cartage for Seasonal Month One invoice must include the customer’s agreed-upon charges for 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
  • If the equipment is moved to an alternate location, a fleet support ticket should be submitted 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 a manager-level approval submitted with the invoice. A best practice is to have the manager sign the quote at the time of the order. The name must be legible, and the person’s title must be included. The second option is to gain approval through email when the order is placed. The email must clearly state the dollar amount and the customer approving that total. The email will need to state the approver’s title clearly.

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 listed as ‘open’ or ‘completed’ in our system but don’t have an associated invoice.​

Customer PO issues: Please communicate with TMH Fleet regarding any issues relating to 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 the report above or are receiving it and 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. Additional details will be sent out in the coming months.

  • December 13
  • 2025 dates yet to be determined

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 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 national short-term rental pricing, planned maintenance, and dealer labor rates. Follow 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 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 into the PM information on the Toyota Dealer Portal​
    • T & M PMs require invoice submission via the Toyota Dealer Portal​
    • TMH notifies the dealer when PMs are due (First of the month Upcoming PMs, 7th of the month missed PM Report, 15th of the 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 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
    • A dealer gets out of alignment – Follow the reports we send on the 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 here. You may distribute them to your teams. Cheat cards can also be found in 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 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 cannot 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 cannot access 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 contact Jessica Hall at Jessica.Hall@toyotatmh.com.