Fleet Updates (February 2025)

2024 Dealer Invoice Submission Cutoff

Please have all invoices for repairs made in 2024 submitted no later than Friday, February 28,, 2025. This applies to all customers besides Home Depot.

2025 Town Hall Dates

Please join us on the specified dates for updates on all things related to Fleet in 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.

  • March 25

2025 Dealer Onsite Training

REGISTRATION NOW OPEN for our 2025 Fleet Dealer Onsite training, which will be held on Tuesday, April 15, and Wednesday, April 16, in Columbus, Indiana. Register now by clicking here. Registration is required by 2/28/25 to guarantee our preferred hotel. Please contact Robin Gill at Robin.Gill@ToyotaTMH.com with any questions. 

USPS Seasonal Rental Period – October 1-January 31

USPS Peak Season has officially ended. If you still have pending requests, please complete the dealer quote form as soon as possible and return the Excel file to USPS Peak Rentals USPSPeakRentals@toyotatmh.com. All seasonal rental invoices need to be submitted by March 1.

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 a manager-level approval submitted with the invoice. The 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 has to have the dollar amount clearly stated 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 continue to communicate with the TMH Fleet Team regarding any matters 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 this report or no longer wish to, email the XPO Team at XPOTeam@toyotatmh.com to have the distribution list updated.

2025 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.

  • Future 2025 dates are to be determined; please watch for upcoming announcements.

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 Reminder

Please check the Dealer Portal for 2024 national short-term rental pricing, planned maintenance, and dealer labor rates. You can locate those 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 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 Toyota Dealer Portal​
    • T & M PMs require invoice submission via the Toyota Dealer Portal​
    • TMH does notify the dealer when PMs are due (First of the month Upcoming PMs, 7th of the month missed PM report, and the 15th of the month PM scorecard)
    • Home Depot PM PO’s​ 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:
    • The dealer uses a business system instead of the reports sent by TMH​
    • The dealer fails to close FM PMs – This is completed on the Dealer Portal
    • The dealer gets out of alignment – Follow the reports we send on the 1st, 2nd, and 3rd week of each month​
    • The customer rejects the PM – Enter Fleet Support Ticket​
    • Unserviceable units – Enter Fleet Support Ticket​

Home Depot US – Service Channel IVR Cheat Cards

Our team has developed Service Channel IVR cheat cards that technicians and dealership associates can reference when working on Home Depot work orders. Please find the attached Service Channel IVR Cheat Cards here. The cheat cards can also be found on the solution center in the Toyota Dealer Portal on the path below.

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 cannot set return ETA’s. Your Toyota PIN 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

If you have any questions, please contact 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 that the equipment is 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 TMH Dealer Portal end customer #)​

Helpful Links

FLEET SUPPORT

Fleet Support is available through the Dealer Portal. For any fleet inquiries, please create a ticket through the Dealer 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.”