ON-SITE DEALER TRAINING

fmPilot to Service Channel Transition

Effective Monday, January 30, 2023: The Home Depot US Stores and Contractor Warehouse locations will transition from utilizing fmPilot to Service Channel. All repair, rental, and preventative maintenance service calls will no longer be created in fmPilot and will start being created in Service Channel on the effective date.

Please see the key dates for the transition:

1/30/2023 – Service Channel Go Live Date
1/30/2023 – fmPilot disabled
2/3/2023 – fmPilot repair and preventative maintenance calls (WEB- and PO- Numbers) need to be completed, and statuses in Pending Vendor Invoice
2/10/2023 – All completed fmPilot repair, rental, and preventative maintenance calls need invoices submitted to the Toyota Portal

All completed repair, rental, and preventative maintenance service calls need to have a valid fmPilot PO number associated with it (WEB- or PM-). A valid PO number consists of an IVR check-in/out, status in Pending Vendor Invoice, and not expired. Any invoice for a completed service call that is submitted after Friday, February 10 may result in no payment. However, any service call that is not completed, which cannot be submitted into the Toyota Portal by February 10, will be reviewed on a case-by-case basis and will be the exception.

Each dealership is required to register and attend one of four training sessions that will be offered. Please click on the link below to register. Once registered, you will receive the invite for the training you selected.

Registration Link: https://forms.office.com/r/5Nmk0xr63U

If you have any questions or concerns, please reach out to Fleet Account Manager, Jessica Hall at Jessica.Hall@toyotatmh.com

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 PMs 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
- Dealers are responsible for running the PM Detail Report
Timeframe – Complete and submit invoices within 7 days of PM service

CUSTOMER NOTES

USPS

Peak Season Rental Billing
- Bill monthly against the correct location on the Portal.
  - “Bill to address” noted on the customer rental form that you received needs to match the location ID used to bill against in the Portal.
  - Load invoice as Seasonal Rental, not general.
  - Do not hold rental invoices until the end of the peak season.
    - We will be running reporting to identify what sites have been invoiced.
    - The only guarantee of payment to the dealership will be for rentals billed within 30 days.
  - Rental Billing must end when the customer request pick-up.
    - Use the weekly or monthly rate where appropriate.
  - Do not submit an Equipment Load Request for seasonal rentals.
  - Enter the correct model and serial number into the Portal when invoicing.
  - All cartage should be billed on the first month’s invoice
  - Rental Damage is billed directly to the site.
    - We recommend documenting the damage with photographs.
    - Get acknowledgment from the site before removing the truck for repairs
    - We can escalate if you have issues getting payment.
NTE’s
- Any repair over $2,000 requires a Fleet Support Ticket for approval
  - USPS Manager’s Name, Title, and signature are required.
- Repairs $5,000 and over require TMH Fleet Approval.
  - Create a Fleet Support Ticket with the USPS manager’s Name, Title, and signature attached to the quote.
  - A repair vs replacement decision will be made.
  - The repair will be approved or declined via Fleet Ticket.
- Repairs should not be completed without proper approval from Fleet Support

GXO

PO’s are not required for services under $2,000
Services over $2,000 require corporate approval prior to completing
- Please Submit quotes through Fleet Support located in the Portal
- Failure to complete this step before service completion results 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

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 results 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 it 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

Menards

Data Plate Notification
- An issue with plate shipments, about 1/3 were sent to the wrong dealerships
  - Verify your dealership received accurate plates
  - Please mail back any inaccurate plates to TMH with Attn: Leslie Caudill
- Reminders
  - Menards is paying for the plates upfront
  - Only submit invoices for Labor and Travel (if applicable)
  - Couple this up with PMs or other services when possible
- Questions or concerns reach me at: Caleb.Wright@toyotatmh.com

Home Depot

Service Channel Transition
- Date: 1/30/23 US Store and CW Expansion
- Currently piloting PAC Stores
- Mandatory training and dealer communication in the coming weeks
- Complete WEBs and PMs timely
- Invoices need submitted ASAP
Light Package and Seatbelt Interlock
- Kickoff Meeting: 11/22/22
- First group of dealers:
  - Southern States
  - The Lilly Company
  - Nationwide
  - Southeast Industrial
  - Kenco
  - Toyotalift Northeast
  - Toyota Material Handling Midsouth
  - Toyota Material Handling Systems
- Installs will be on select leased lifts
- PO numbers will be issued for each lift and each install
  - PRO number
  - IVR check-in/out is still required
  - Will not be included in KPI performance
- Stores must allow 5.5 hours to complete installs and tests
- Invoices will be submitted through Toyota Portal

Tractor Supply Company

Rain Cover Fields Installs
- Dealer Alert – August 22 & September 20
  - Rain Cover kits should be installed on all TSC lifts
  - Current Lifts
  - New Lifts (before delivery)
  - Do not install on lifts being replaced
- Pull equipment and customer tables to find the list of stores and lifts in your territory
- Submit your invoice to the Toyota Portal immediately
  - 1 hour of labor
  - Travel charge
  - Miscellaneous – Rain Guard

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

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”

Fleet Department Updates