Fleet Updates (February 2024)

2024 Town Hall Dates

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

• April 16
• June 11
• August 13
• October 15
• December 10

USPS Seasonal Rental Wrap Up

The USPS Peak season is coming to an end on 1/31/24. We would like to thank you and your dealership’s support of this year’s peak season rentals. We implemented a new process this year to load all rentals into the fleet system. Although there are kinks in any new process, we are pleased with the results, and we appreciate your support. We have 99% confidence in our data and feel we can provide valuable insights to the USPS and our dealer network from this improved process. Nikolette will be sharing the results of the dealer network’s fulfillment in the next month.

As we wrap up, there are a few key things we need your support on. If you have received additional emails from our team about loading and invoicing that still needs to be done, please address this as soon as possible. It is imperative you take the necessary actions to get paid for all of your rentals.

• If you have not already arranged to pick up your rental units, please reach out to your site contacts to schedule pick up. The sites can keep these rentals if they choose to do so.

• The last day to submit your seasonal rental invoices is 3/1/24.
           – We will not accept any seasonal rental invoices after 3/1/24.

• All seasonal rentals will be deactivated on 3/4/24.

• All units with a rental start date of 2/1/24 or after will be coded by TMH as Long-Term Rentals after the units are deactivated on 3/4/24.

• If a USPS site keeps its seasonal rentals after 1/31/24, you will need to submit a Fleet Support Ticket to have the unit reactivated as a “General/Long Term Rental”.

Please create a ticket with any questions or concerns here: https://support.toyotaforklift.com/hc/en-us

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 those at the path below.

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

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.

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 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 Month Upcoming PMs, 7^th of Month Missed PM Report, 15^th 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 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 Dealer Portal​
  • The dealer gets out of alignment – Follow the reports we send 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 here. 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 techs will now leave the toggle on “USER ID” and log on with the username and password that we provide you with:
  • Username: Service.channel2@toyotatmh.com
  • 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 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)​
  • A 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

• Equipment Load Request Help – https://tmhu.zendesk.com/hc/en-us/articles/17670928234011-Equipment-Load-Request-Instructions
• Fleet Support Help Center – https://support.toyotaforklift.com/hc/en-us

Fleet Support

Fleet Support is available through the TMHU 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.”

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