Agreement Hub

Navigation from your Home screen:   Agreement

The Agreement Hub, accessible from your 'Home' page, is your one-stop-shop to search for, open, view, continue, close, reopen, and void agreements.

To view a tutorial for this topic from the web application, click the Tutorials icon ( ), or TUTORIALS to view a list of available tutorials.

Opening an Agreement

  1. Begin the open agreement process.
    • Open from an existing customer record or appointment. Read more:Closed Search for the customer or appointment and click NEW AGREEMENT. Choose the type of agreement (e.g., Loaner), if applicable.
    • Open a walkup agreement from scratch. Read more:Closed Click the New icon () in the bottom-right corner of your screen and select New Agreement. Choose the type of agreement (e.g., Loaner), if applicable.
  2. (Optional.) Search for a customer. Click Customer Search at the top of the customer section to search by any combination of full First Name, Last Name, Phone, Email, and/or License Number, based on exact field matches. You can then select the customer record you want to use on the agreement. See "Customer Searches" for more information.
  3. Enter or verify the required customer information. This includes contact information, driver's license, and additional drivers, if applicable. See "Customer Criteria and Alerts" for information on customer eligibility requirements.


    4. Hover to view the full-sized image.

  4. (If applicable) Add delivery and collection information. See "Delivery and Collection".
  5. Add insurance information. See "Add Customer Insurance Information or Upload an Insurance Card Photo".
  6. Select or add a customer automobile for service. See "Customer Automobiles / Customer VIN".
  7. Enter repair details. See "Add Repair Order".
  8. Select dates. The Checkout Date / Time is set to now, by default. Select a Return Date (the Time defaults to the current time). The Total Days is displayed.
  9. Select a rate, if applicable. If applicable for this type of agreement and your rates setup, select a Rate Code and Model Group to apply the applicable rate. ClosedRead more.

    10. If Enable Rates Charges is turned on for this type of agreement in the Agreement Types setting and your location has rates set up for this type of agreement (see "Rates, Charges, Fees & Taxes Setup"), you can select a Rate Code and Model Group, if necessary, to view the rate that will be applied, based on the agreement length. See "Rates, Charges, Fees, and Taxes on Appointments & Agreements" for more information.

  10. Review charges. A Charges grid is displayed with applicable charges (rates, fuel charges, mileage charges), fees (auto-applied), surcharges, taxes, and the total. You have the following options, with respect to managing agreement charges:
    • Split invoice. Add a company (e.g., an insurance company) to the bill via the ADD SPLIT INVOICE button to split rate charges and taxes on those rate charges. This produces two invoices. See "Create a split invoice (add a billing company to cover charges)" for more information.
    • Edit charge amounts. Click the Edit icon () to edit individual rate or fuel charge amounts. Subject to the Allow Modify Agreement Rate permission.
    • Add or remove fees. Click the Add icon () to add an additional fee, or edit () to edit the amount of an applied fee. Subject to the Allow Modify Agreement Rate permission.
    • Capture a credit card (and other credit card processing options). If you use Credit Card Processing, depending on your specific setup and requirement settings, you can capture a credit card (Capture Credit Card), have a pre-authorization taken at agreement open (Pre-Authorize), and save the credit card to the customer profile. See "Credit Card Processing" for more information.

      • Note: For locations with the Credit Card Capture Required at Open Agreement management setting turned on, capturing a credit card is required to complete the open agreement process. For employee roles with the Allow Override Credit Card Capture permission, capturing a card is optional.

    • Bill for toll violations. See "TSD Toll Connect: Toll Processing" for more information.

      • For locations with automated Toll Processing, you can have your customer's credit card automatically billed for any toll charges incurred on the agreement (Bill Violation Charges or Charge Violations to Customer on mobile), or leave this option cleared to have them billed to your location.

      If your location has pre-authorizations enabled via the Credit Card Required at Open Agreement setting, and the Pre-Authorize option is also selected, then the card will be pre-authorized an additional amount for possible future toll charges. See "Take a Pre-Authorization" for more information.

  11. (Optional.) Add any agreement notes and upload any relevant agreement attachments.
  12. Assign a unit, or choose to pend the agreement and assign one later. Click Select unit to assign a unit now, or click PEND AGREEMENT if you plan to assign one later (e.g., if it is being cleaned now).

    13. Note: After you assign a unit, your Rate Code and Model Group selections are unchanged, even if the unit is not within the selected Model Group.

  13. Verify unit information and perform a unit inspection. Make sure the Miles Out and Fuel Level Out / Battery Out is accurate. Perform an inspection of the assigned unit and add any damage or log its current condition. See "Unit Inspections".
  14. Collect an agreement signature. Select an agreement form from the list, then collect a signature to complete the open agreement process:
    • Collect a contactless signature through email or text. Make sure the customer's phone is filled in and Text Allowed is enabled (for texting), or that the customer's email address is filled in (for emailing). Click TEXT or EMAIL. See "Contactless Agreements: Remote Signatures" for more information.

    • Capture an electronic signature. Click OPEN AND SIGN.
      • If using the Easy Sign feature (Easy Customer Signature), a Sign Contract dialog is displayed, where the customer only needs to tap a single toggle and sign once to acknowledge all terms and conditions of the agreement. See "Agreement Hub".
      • If using the full electronic signature capture method, you can request a digital signature or acknowledgment (if applicable) in each required signing area on the form. See "Agreement Hub".

      When signed, save the signed form to the agreement by clicking SAVE (to save without printing) or SAVE & PRINT (to save and open a PDF of the form to print). The signed agreement is available in the Agreement Files section of the agreement for emailing, printing, and downloading.

      If your location uses automatic texts or emails, a copy of the signed agreement form PDF is texted or emailed to the customer, as long as the customer has opted to receive texts or emails, respectively.

    • Print a hard copy and collect a signature. Select the "Open Agreement without electronic signature" check box, then click OPEN AND PRINT. Print the agreement form and capture the signature on the hard copy. If your location uses automatic texts or emails, a copy of the unsigned agreement form PDF is texted or emailed to the customer, as long as the customer has opted to receive texts or emails, respectively.

    • Send the agreement to your Delivery and Collection provider's app for signature. If using Delivery and Collection integration with a third party partner, you can click SEND DELIVERY AGREEMENT to send the agreement form to your provider's driver app to update the fuel and mileage, as applicable, and obtain a customer signature. The agreement will have a status of Incomplete until the provider returns the signed agreement form. See "Delivery and Collection With a Partner" for more information.
  15. After the agreement is opened, you are returned to the View Agreement screen. See "View and edit an agreement" for options on what actions you can take when viewing an open agreement.
  • Units are checked for overlaps in availability and other criteria, such as Hard Hold status and recalls. See "Unit Availability & Alerts" for more information.
  • After you assign a unit, your Rate Code and Model Group selections are unchanged, even if the unit is not within the selected Model Group.
  1. On the agreement, click Select Unit to pull up a list of available units.
  2. Type the full Unit Number, or enter part of the Unit Number and/or select a Model to filter and select from the list. You can sort the grid of units, as necessary.

    3. If you type the Unit Number of a unit that is assigned to another agreement at your location, you may be able to perform a Quick Return for that agreement, See "Perform a Quick Return" for more information.

  3. After you assign a unit, a CHANGE UNIT button becomes available for you to assign a different unit before opening the agreement.

To use this feature, you must have Third Party Service turned on at your location (within the Agreement Types management setting) as well as Agreement Third Party Providers set up.

If your location uses a Third Party service and a third party is providing a unit to the customer, instead of your fleet, click Third Party. See "Third Party Agreements" for more information.

When opening an agreement or performing an exchange, if you want to assign a unit that is In Use on another agreement, you can use the Quick Return option to close the agreement and assign the unit.

  1. When selecting a unit to assign to an agreement, if you've typed the Unit Number of a unit that is In Use on another agreement, click the Quick Return of [Unit Number] on Agreement [Number] link to perform a "quick return" of the agreement.

    2. Note: During a Quick Return, you cannot edit the Return Date.

  2. Proceed with closing or close pending the agreement. (See "Close an agreement" or "Close Pend an agreement" in this topic for instructions on closing an agreement.)

    3. Note: If your location uses credit card processing, you can add or update a card, bill toll charges, and process a payment on a Quick Return. See "Credit Card Processing" for more information.

  3. After the agreement is closed or close pended, you are returned to the original tab with the current agreement. The released unit from the newly-closed agreement is now assigned.
  4. Proceed with the open agreement process. See "Open an agreement".

Managing Existing Agreements

When searching for records that include a special character (such as a colon or hyphen), use quotation marks for an exact search or do a partial search. For example, to find a record with an associated Unit Number of TSD1-4, try searching TSD1 for a partial search, or entering "TSD1-4" for an exact search.

Note: Your search results contain records from all locations to which you have viewership. If you select a record from another location, a message is displayed letting you know that the record exists at another location and you're provided the option to automatically switch to that location to view the record.

Use the Search Open tab for the quickest way to view a list of open agreements, or click a status tile on the Agreement Operations dashboard.

  1. Enter search criteria on the Agreement Hub. For example, you can search by any of the following: Agreement Number, assigned unit, RO Number, or a customer's name, driver's license number, or Customer VIN  (partial or full) of a customer automobile on file.
  2. (Optional.) Select from the Filters list to narrow your search by category: Agreement Number, Repair Order, Unit Number, License Plate, VIN, or Customer Phone Number. By default, all categories are included. So, if you want to search for an agreement associated with Unit 'U007', enter U007 in the search bar, then select Unit Number from the list.
  3. Click Search. Up to 100 results are shown, by default, but you can choose to display 10, 25, or 50 entries, as well as navigate to the next page of results. Results are sorted by the most recent open agreements, followed by other groups of agreement statuses, sorted in descending order by Checkout Date.
  4. (Optional.) Use search filters to narrow results. Click the check boxes in the following search filters to narrow results:

ClosedWhat can I do from search results?

Depending on the agreement's status, you can do the following from your Agreement Hub search results:

  1. On the Agreement Hub, enter search criteria and/or use the filters on the left to narrow your results. For example, if you want to export a list of closed agreements, select Closed from the list of Status search filters.

    2. If exporting a list of closed agreements, narrow your results by date range by selecting only the Closed status filter and entering a Closed Between date range, based on the Actual Return Date. Exported results will be sorted in descending order by Actual Return Date. If the agreement's actual Return Date falls at or after your location's End of Day (EOD) management setting, it will be included in results that contain the following day. For example, if you enter a Closed Between Start Date of 4/23/2019 and End Date of 4/23/2019, and the Location In's EOD is 6:00PM, any agreements closed on 4/22/2019 at or after 6:00PM will be included in results.

  2. To export results to a CSV spreadsheet, click the CSV button tab (). See "Key Columns in CSV Export" for a list of columns included in your exported results.
  3. To export results to a PDF, switch to Table view () and click the PDF button (). Exported results contain the same columns as displayed in the application.
ClosedKey Columns in CSV Export

When viewing an In Use unit record, you can view the associated agreement via the View Agreement button.

  1. Search for the agreement record, if necessary. Click the record from your search results to view it.
  2. Edit an agreement. View the agreement record, and click the edit icon () next to the section you want to edit. Make your changes, and click Save.

ClosedWhat can I do on the View Agreement screen?

Depending on the agreement's status, you can do the following when viewing an agreement:

Business Case: Why would I void an agreement? ClosedYou may void an open agreement if the client changes his or her mind about the agreement, if the agreement was opened by mistake, or if the repair order (RO) can no longer be accepted. In this instance, the agreement is cancelled, and the unit is made available for assignment.

  1. Find and view the agreement record.
  2. Click Void Agreement on the side panel.
  3. Click YES, VOID to confirm the void or Cancel to cancel the void. An event is created in the agreement's history.

Note: You cannot unvoid an agreement if the unit is assigned to another agreement within the same date range, or if the unit assigned has since been removed from the fleet. Attempting to do so prompts the following message: "Unit ['Unit Number'] has been removed from the fleet and must be re-added before this agreement can be unvoided."or is assigned to another agreement within the same date range.

  1. Find and view the agreement record.
  2. Click Unvoid Agreement on the side panel.
  3. Click OK to confirm the unvoid and update the agreement to its previous status. An event is created in the agreement's history.

Closing Agreements

Note: Inspecting a unit at open and/or close agreement (including close pend) may be required, based on the Require Unit Inspection management setting.

  1. Find the agreement, and click Close. If already viewing the agreement, click Close Agreement.

    2. Note: If your location also uses TSD Telematics, data from the KAI Key Reader is used on the agreement instead of the Connected Car telematics device, as long as the Prioritize Key Reader Data option is selected in your BMW Key Reader Management setting in Admin Setup.

  2. Update the Miles In and Fuel Level In / Battery Level In, if necessary, and any other required information, marked by red asterisks (*).

    3. Additional options:

    Note: If TSD Toll Connect (toll processing) is enabled for the location, an email address is also required to close the agreement.

  3. Click Close. The following occurs:
    • If your location uses automatic texts or emails, a copy of the most recent signed or unsigned agreement form PDF is texted or emailed to the customer, as long as the customer has opted to receive texts or emails, respectively. See "Automatic Texting and Emailing on Appointments & Agreements" for more information.
    • If your location is set up with the Signed Return Agreement feature, a final, signed version of the closed agreement is automatically generated after close or quick return, with the final return information filled in. Both this final version, along with the previously existing signed form are available under the Agreement Files section when viewing a closed agreement. See "Signed Return Agreement Files at Close" for more information.
    • If maintenance is scheduled for the unit, an alert is displayed. See "Unit Maintenance" for more information.
    • The signed agreement form PDF is available for printing. On the Agreement Hub, search for the closed agreement and click PRINT to open the signed agreement form PDF in a separate browser tab for you to print.

The availability of Close Pend is based on the Enable Close Pending Agreements management setting.

Notes:

  • You cannot Close Pend shuttle agreements.

  • If a unit is associated with a Close Pend agreement, it cannot be removed from the fleet until the agreement is officially closed.

Close pending an agreement prevents any furthercharges from accruing and returns the unit to its default status (such as Ready).

ClosedBusiness Case: Why would I "Close Pend" an agreement?

  1. Find the agreement, and click CLOSE PEND. If already viewing the agreement, click Close Pend on the side panel. If performing a quick return to release an In Use unit for assignment, fill in all required fields and click CLOSE PEND.
  2. Verify the Return Date and enter a Reason.
  3. (Optional.) Update Miles and Fuel Level, if necessary.
    • You can update the miles and fuel level when the agreement is closed.
    • TSD Telematics (Connected Car integration): ClosedIf your location uses TSD Telematics (Connected Car Integration), the latest miles and fuel level of a Connected Car unit are filled in based on information received from the telematics device. See "TSD Telematics" for more information.
  4. Click CLOSE PEND.

You can email an agreement form or a signed agreement file from the closed agreement, as long as the customer has opted to receive emails.

  1. View the closed agreement, if necessary.
  2. Click Email Agreement on the side panel.
  3. The Email Agreement to Customer dialog contains two SEND options:
    • Send the agreement form, to send a version of your selected form with the most recent saved information (existing today).
    • Send a signed agreement file, to send a copy of a signed agreement file saved to the closed agreement; this list contains each signed original agreement at checkout and its return agreement counterpart, with date / times for each.

You can generate an invoice for charges billed to a customer and/or charges billed to a company (for split invoices) after an agreement is closed, in the Charges section of the agreement.

  1. Click PRINT INVOICE or EMAIL INVOICE.
  2. If this is a split invoice, select the customer or company invoice, or choose Print All / Email All to print / email each invoice on its own page.
  3. If emailing, verify the email address, if different than the one used on the agreement.
  4. Click PRINT (if printing) or SEND (if emailing).


Hover to view the full-sized image.

ClosedWhat is included on an invoice?

  • Important agreement and driver information, including Agreement Number, Checkout Date, Return Date, Driver, and Agreement Days.
  • Repair and insurance information, including Insurance Policy #, Repair Order #, Service Advisor, and Claim #, if an invoice was split between a customer and company and a Claim Number was added.
  • Most recently-assigned unit information, including VIN, plate, year, make, model, and distance driven.
  • (Customer invoice only) All rate, fuel, mileage, and fee charges applied to the entire agreement's bill and the dates the charges were applied.
  • (Company invoice, on a split invoice) Charges billed to a company and the dates the charges were applied.
  • A line for customer write offs, where the customer invoice will contain the actual amount written off the bill.
  • Taxes applied to the entire agreement's bill (on a customer invoice) or taxes on the company's portion of rate charges (on a company invoice). Note that, on a customer invoice, a company may be responsible for some rate charges and taxes on its portion of the charges; the total amount covered by the billing company is subtracted from the total charges due from the customer, as shown on the customer's invoice.
  • Total charges, equaling the sum of charges and taxes billed to the customer (on a customer invoice) or to the company (on a company invoice).
  • (Locations with credit card processing) Key card information for the card on which a payment was processed.

Sample customer invoice

Sample company invoice

While reopening a closed agreement is not ideal, you might need to do in order to edit information, or because the unit was never actually returned (e.g., in situations where an employee mistakenly closed the wrong agreement).

Notes about reopen restrictions: You cannot reopen a closed agreement if its assigned unit is no longer available during the new date range (e.g., due to being in use on another agreement, or removed from the fleet).

If the unit has been added to another agreement after the first one was closed, the correct action would be to open a new agreement.

If the unit is no longer in the fleet, the correct action, if allowed, would be to add the unit back to the fleet.

  1. Find and view the agreement record.
  2. Click Reopen Agreement from the side panel.
  3. Make and save any edits, as necessary.

    4. Note: Depending upon your program and/or insurance rules, you may need to text or email the corrected agreement form to the customer to sign. (An email is not automatically sent to the customer when reopening agreements.) Click Email Customer to email the customer a copy of the agreement.

Agreement Features

Various features may be available during one or more states of the agreement.

Customer Searches

You can search for a customer profile while opening a new agreement.

  1. Begin the open agreement process (i.e., from scratch, from an appointment or customer record).
  2. On the New Agreement screen, click Customer Search at the top of the customer section.
  3. Search by any combination of full First Name, Last Name, Phone, Email, and/or License Number, based on exact field matches. (If you've already typed in any of this information on the agreement screen before initiating the search, the search criteria is filled out, by default, and results are displayed.) Results are sorted primarily by Driver's License Number, then Email, then Phone.



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After searching, you can select the customer record you want to use on the agreement. The name, phone, email, driver's license number, state, country, and date of birth will be filled in, as well as the address, automobile and insurance information, if present on the record. (Note that any fields filled in on the agreement prior to searching will be overwritten.)

Delivery and Collection

For locations with Delivery and Collection with TSD or with a partner, a Delivery and Collection section is available on appointments booked through your web scheduler and agreements opened from such appointments. If using the feature without a partner integration, you can turn on the Enable toggle to make the Delivery and Collection section available on all appointments and agreements. See "Delivery and Collection: an Overview".

Add Customer Insurance Information or Upload an Insurance Card Photo

Insurance information, except for the Full Insurance Coverage field, if displayed at your location, may be required on an agreement based on the Require Insurance Information management setting. To meet this requirement, you can fill in the insurance fields, upload a photo of the insurance card, or both. Additionally, an Expiration Date for an uploaded insurance card may be required on an appointment or agreement based on the Insurance Card Expiration Required management setting.

Note: Even if insurance information is on file for a customer or on an appointment, insurance information may be cleared on every new agreement, by default, based on the Require New Insurance Information management setting.

On a customer record, appointment, or agreement, you can fill in the customer's automobile insurance information (consisting of the Insurance Company, Policy Number, and Expiration Date) or add photos of an insurance card. You can also use Insurance Notes to keep track of significant insurance developments.

To add an insurance card photo:

  1. In the Insurance Information section, click the Insurance Card option.
  2. Click to upload front and back photos of the card, or Use Camera to take front and back photos of the card with your iPad or other mobile device (unavailable with Internet Explorer 11).
  3. After a photo is uploaded, REPLACE and DELETE buttons are available. Your photos are on the appointment or agreement, until you delete them.

When viewing a customer record, appointment, or agreement, insurance card photos, if present, are available to view; click or tap a photo to enlarge it.

Add Repair Order

Repair Order information may be required to complete an appointment or agreement, based on the Require Repair Information and Require Customer VIN management settings.

On an appointment or agreement, fill in repair details to track repairs on the customer's vehicle. Repair information consists of:

Additional Drivers

Add one or more additional drivers to an agreement if you want to authorize additional individuals to drive the unit. See "Additional Drivers" for more information.

Customer Automobiles / Customer VIN

A customer automobile, including its VIN, may be required during the Loaner and/or Rental open agreement process, based on the Require Customer VIN management setting.

You can add a customer's personal vehicle, so you can associate a service repair with an appointment or agreement. You can also make an automobile the customer's primary vehicle, as well as remove customer automobiles, on the customer's record.

ClosedAdd a new customer automobile:

A customer automobile may be required during the Loaner and/or Rental open agreement process, based on the Require Customer VIN management setting.

  1. On a new customer record, appointment, or agreement, click Add AUTOMOBILE. Or, if viewing an existing appointment or agreement, click edit () in the Repair Details section to manage customer automobile information.
  2. Enter the customer VIN, as well as any other required fields (*).
  3. Some unit information, such as the Year, Make, and Model, may be filled in based on its VIN by the integrated VIN validation service, ChromeData. In this case, if the VIN is decoded to be invalid, a message is displayed: "Customer VIN is not recognized, please confirm the VIN is accurate."

    4. Note: Some validations may be applied to these fields. For example, the Make may need to be approved by your manufacturer or you may need to enter the full, 17-character alphanumeric customer VIN, based on the Require 17-Character for the Customer VIN management setting.

  4. (Optional.) Add any notes, and indicate whether this is the customer's Primary Automobile.
  5. Click SAVE (or SAVE AUTOMOBILE, if adding during the appointment or agreement process).

Edit customer automobile details on an appointment or agreement: Closed On the appointment or agreement, after you've selected a customer automobile, you can click EDIT CUSTOMER AUTOMOBILE  to bring up the Edit Customer Vehicle dialog, so you can view or edit its information.

Make an automobile the customer's primary vehicle: Closed When adding a new customer or viewing the customer record, select the check box next to the automobile's VIN to indicate that it is the primary automobile. A Primary tag is added next to the entry.

Remove an automobile from the customer's record: Closed When adding a new customer or viewing the customer record, click Remove to remove the automobile from the customer's file.

ClosedSelect a customer automobile on an appointment or agreement:

Note: If viewing an existing appointment or agreement, you must edit () the Repair Details section to manage customer automobile information.

On the appointment or agreement, when editing repair information, select the customer automobile from the from the Automobile On File list. You can also add a new customer automobile using the Add AUTOMOBILE button. See "Customer Automobiles / Customer VIN".

Upload Agreement Attachments

Add important communications or documents to agreements with agreement attachments. At the bottom of every agreement, you'll find an Agreement Attachment section, where you can drag and drop a file to upload or click UPLOAD A FILE to select one. The following file extensions are accepted: pdf, docx, png, jpeg, jpg, csv, xlsx, txt.

After your attachment is uploaded, you can replace the file, DELETE it from the agreement, or DOWNLOAD it.

Agreement Attachment events are recorded in the agreement's history log, accessible via the History button on the agreement. See "Unit History (Event Logging)" for more information.


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Open Pend the Agreement

The Pend Agreement function is only available based on the Enable Open Pending Agreements management setting.

You can "Open Pend" an agreement to save it with a Unit Pending status and postpone assigning a unit until later. That way, you can complete most of the open agreement process and then assign an actual unit as soon as one becomes available.

ClosedBusiness case: why pend an agreement?

To postpone assigning unit and save the agreement with a Unit Pending status, fill in all required information (*) and click PEND AGREEMENT.

If you have selected a date range, the agreement receives the status of Unit Pending; otherwise, it receives the status of Incomplete. Either way, you can search for and continue the agreement using the Unit Pending status filters on the Agreement Hub. See "Search for an agreement".

Rates, Fuel Charges, Fees, and Taxes

If rates are enabled for loaner or rental agreements within the Agreement Type management setting, a Select Rate section is available on the appointment or agreement for you to apply a rate.

After a rate is selected, the Charges grid is displayed, containing the applicable rate, as well as fuel charges, fees, and taxes. See "Rates, Charges, Fees, and Taxes on Appointments & Agreements" for more information.

Split Invoicing

On an agreement, you can split the rate charges and produce two invoices, for cases when a third party company (e.g., an insurance company), is responsible for at least some of the agreement's rate charges. See "Create a split invoice (add a billing company to cover charges)" for more information.

Write Off from Customer Bill (at Close)

At close agreement, you can waive an amount due from the customer's bill with write-offs. See "Write Offs" for more information about rules regarding Write Offs.

Your employee role must have the Add Write Offs permission to add write offs.

  1. In the Customer Write Offs section of the Charges grid, click the Add icon
    ().
  2. Add the amount to write off, up to the customer amount due, and enter a reason for the write off, up to 50 characters.


    3. Hover to view the full-sized image.

  3. Click SAVE.

    4. The Write Off (as a negative value) is included in the Charges grid. While the Total Charges will still show the total amount in charges on the bill, the Customer Total Due will be adjusted to reflect the subtracted amount on Charges grid and on the invoice.


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Signed Return Agreement Files at Close

This feature must be made available by TSD.

Your location may be set up to have a final, signed version of the closed agreement automatically generated after close or quick return. See "Generate Signed Return Agreement Files at Close".

This Return Agreement file will be a signed copy of the existing signed agreement, with the return details filled out on the form (e.g., Return Date/Time, Miles In, Fuel / Battery In, return inspection, charges, credit card, RO, Customer VIN). (The original signed form will remain unchanged.)

This final version is available for texting, emailing, printing, or downloading within the Agreement Files section of the closed agreement, along with the previously existing signed form.


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Signature Capture

TSD DEALER's agreement Signature Capture features give you flexible, convenient options for collecting customer signatures, both in person or remote. See "Signature Capture" for more information.

  • Contactless Signature: Send the agreement by text or email so customers can review and sign securely from their own device. No in-person contact required.
  • Electronic Signature: Capture signatures directly on a tablet or device using a finger or stylus for a fast, paper-free experience.
  • Easy Sign: Simplify the process even further, so that customers only need to sign once (contactless or electronic) to acknowledge all terms and conditions, reducing time and clicks.
  • Print and Sign: Prefer a physical signature? Print the agreement and capture a handwritten signature for your records.
  • Delivery and Collection with a partner: Send the agreement to your provider's driver app for a signature. See "Delivery and Collection With a Partner" for more information.

Agreement Metrics and History

On the Search Open or Agreement tabs on the Home page, open the operations and performance dashboard () to access instant agreement statistics and metrics for your current location. See "Agreement Operations and Performance Dashboard" for more information.

On the agreement, click History. See "Unit History (Event Logging)" for more information.

Glossary of terms

Agreement Number

The agreement's identification number (e.g: A352), automatically assigned by the system when an agreement is created. You can view an Agreement Number at the top of an agreement record, as well as when viewing an In Use unit.

Agreement Type search filters

Agreement Type search filters are available on the Agreement Hub for you to locate agreement records for specific types of agreements, depending on the Agreement Types set up for your location. Options available may be: Loaner, Shuttle, Third Party, Internal Use, Rental, Loyalty, Subscription, and Test Drive.

In your search results, agreements have an additional tag next to the status (e.g., Rental), to make it easy to visually identify the type of agreement.

Appointment Number

This is the appointment's identification number (e.g: R352), automatically assigned when an appointment is created. During the process of opening an agreement from an appointment, the Appointment Number is displayed at the top of the agreement until the agreement is opened.

Agreement Notes

Use notes when creating or viewing appointments and agreements to record specific information for reference, up to 200 characters. Notes entered on an appointment carry over to the agreement.

Note: To protect customers’ sensitive data and ensure it is properly encrypted, you cannot save credit card numbers in notes and other text fields.

Battery Level (Current Battery Level (%) / Battery Level Out (%) / Battery Level In (%))

Note: These fields are only displayed for electric vehicles (units with a Fuel Type of Electric). Gas vehicles use Fuel Level.

For electric vehicles in your fleet, the Battery Level (%) represents the percentage measurement of the electric charge remaining in the vehicle's battery (e.g., 80%).

You may see this referenced on unit records, agreements, and reports throughout the application:

  • Current Battery Level (%): The current battery level percentage recorded in the unit's record; when assigning a unit to an open agreement, this field is displayed for reference only and cannot be edited.
  • Battery Level Out (%): The current battery level percentage recorded at the time the unit is assigned to an open agreement; at return during an exchange or close agreement, this field is displayed for reference only and cannot be edited.
  • Battery Level In (%): The current battery level percentage recorded at the time the unit is returned during an exchange or close agreement.

Note that, when an agreement is closed, a unit's returning information is saved as a snapshot, so that if the agreement is re-opened in the future, even if the Fuel Type of that unit has changed to gas, the agreement still displays the battery level at the time the agreement was opened.

Bill Violation Charges toggle (Charge Violations to Customer on mobile)

TSD DEALER's toll processing integration is sold separately. Contact your TSD Sales Representative at sales@tsdweb.com for more information.

For locations Toll Processing, the Bill Violation Charges toggle is available under the Charges grid. It is selected by default; keep this selected to have the customer's credit card automatically charged for any toll violations incurred on the agreement. If is cleared, the tolls will be paid for by the dealership.

If your location is set up to take a pre-authorization for toll charges, a pre-authorization will be taken along with the main pre-authorization for agreement charges, as long as Pre-Authorize and Bill Violation Charges are both selected when a credit card is added (if viewing or closing an agreement) or at save (if opening an agreement). See "Credit Card Processing" for more information.

Note: Toll violations incurred on the agreement may take up to two (2) weeks after the agreement is closed to display.

Business Source

Business Sources, including the default Business Source, are based on the following Admin Hub management setting: Available Repair Business Sources.

In the Repair Details section of appointments and agreements (excluding Test Drive), you can use the Business Source list on appointments and agreements to indicate the reason for the customer’s need for a unit, such as a Service Repair Order (Service RO).

Note: For locations using TSD's Delivery and Collection module, the Delivery & Collection source is automatically selected by default whenever you mark an appointment or agreement for Delivery and/or Collection (therefore overriding your general default Business Source selection). See "Delivery and Collection with TSD" for more information.

Charges grid

If your location has set up daily rates, fuel charges, fees, and taxes, a Charges grid is displayed on agreements with a list of charges and fees that have been applied, as well as taxes on those charges and fees, as applicable. See "Rates, Charges, Fees, and Taxes on Appointments & Agreements" for more information.

Checked-In By

On a closed agreement, this is the employee who was logged in and returned the agreement.

Checkout Date

Also known as an agreement's Date Out, this is the date on which an appointment is scheduled for pickup (appointments) or the customer was provided with a unit (agreements) or original unit (exchanges).

In any date field, press T on your keyboard for today's date, and use your keyboard arrows for the next and previous days.

Backdating or predating an agreement: You can only select a past Checkout Date if there is no overlap between two agreements with the same unit. You can only select a future Checkout Date if you assign a Unit Pending status to the agreement by clicking SAVE UNIT PENDING, which displays after selecting a future date. See "Checkout Date and Return Date rules" for the full list of rules regarding agreement date ranges.

Note: When editing an agreement, if you're updating the Checkout or Return Date, you can select a Reason (for example, Parts Availability, Awaiting Customer Authorization, or Work in Progress).

ClosedCheckout Date and Return Date rules

Because units cannot be assigned to agreements with overlapping dates, the following rules apply to the Checkout Date and Return Date (or Expected Return Date) throughout the agreement process.

When opening an agreement:

  • the Checkout Date:
    • must be no later than now, the current date and time.
    • must be on or later than the Service Start Date of the assigned unit.
    • must be later than the most recent Return Date for the assigned unit and before the Checkout Date of the most recent agreement for the unit, if applicable.

    For example, if today is 3/10/2021 and a unit was assigned to agreements from 2/25/2021 - 2/26/2021, then 3/1/2021 - 3/3/2021, then an agreement can be opened between these agreements, if it starts on, say, 02/27/2021, as long as the expected Return Date and time is prior to 3/1/2021.

  • the Expected Return Date:
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When editing an agreement:

  • the Checkout Date:
    • must be no later than now, the current date and time.
    • must be on or later than the Service Start Date of the assigned unit.
    • must be later than the most recent Return Date for the assigned unit.
  • the Expected Return Date:
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When closing an agreement:

Note: The Checkout Date and Return Date are unavailable when performing a quick return.

  • the Return Date:
    • must be now (today's date) or prior to today's date
    • must be later than the Checkout Date
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When reopening an agreement:

  • the Checkout Date:
    • remains the same as it was the last time it was updated.
    • must follow the same rules as when editing an agreement.
  • the Expected Return Date:
    • remains the same as it was the last time it was updated.
    • must follow the same rules as when editing an agreement.

When returning a unit during a unit exchange:

  • the Checkout Date cannot be edited.
  • the Return Date:
    • must be no later than now, the current date and time.
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When assigning a replacement unit during a unit exchange:

  • the Checkout Date must be the same as the Return Date of the unit being returned during the exchange.
  • the Expected Return Date:
    • must be no later than now, the current date and time.
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When unvoiding an agreement:

  • the Checkout Date:
    • remains the same as it was the last time it was updated.
    • must not conflict with the Checkout Date of another agreement; if so, a message is displayed: "Un-voiding agreement XXXXXX conflicts with agreement YYYYYYY. Agreement XXXXXX cannot be UN-voided".
  • the Expected Return Date:
    • remains the same as it was the last time it was updated.
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

Classification (or Agreement Classification)

Agreement Classifications help track a wide range of unit uses on agreements. If classifications are set up for your system, you can select one from the Classification list at the top of an agreement.

Closed Between search filter

Note: You must select only the Closed status filter check box for this search field to be available. It is unavailable when using the Tolls and Violations Filter.

Use this search field on the Agreement Hub to locate agreements closed on or within a certain date range.

  1. Select Closed from the search criteria panel on the left.
  2. Enter a Closed Between date range to limit results to agreements with actual Return Dates falling on or within the range.

    3. How does my location's End of Day (EOD) affect Closed Between search results? Closed If the agreement's actual Return date falls at or after your location's End of Day management setting, it will be included in results that contain the following day. For example, if you enter a Closed Between Start Date of 9/23/2019 and End Date of 9/23/2019, and the Location In's EOD is 6:00PM, any agreements closed on 9/22/2019 at or after 6:00PM will be included in results.

Country

The customer's country of residence. For new agreements with no Country selected on the customer record, this defaults to the country of the current location.

The Country of your location in Admin Setup is used as the default country (address and driver's license) for all new customer, additional driver, and employer records. It is also used to determine the states or provinces that are available for selection when you assign a Plate State to a vehicle that is owned by the location.

Customer Automobile

A customer automobile, including its VIN, may be required during the Loaner and/or Rental open agreement process, based on the Require Customer VIN management setting.

You can add a customer's personal vehicle, so you can associate a service repair with an appointment or agreement. You can also make an automobile the customer's primary vehicle, as well as remove customer automobiles, on the customer's record.

ClosedAdd a new customer automobile:

A customer automobile may be required during the Loaner and/or Rental open agreement process, based on the Require Customer VIN management setting.

  1. On a new customer record, appointment, or agreement, click Add AUTOMOBILE. Or, if viewing an existing appointment or agreement, click edit () in the Repair Details section to manage customer automobile information.
  2. Enter the customer VIN, as well as any other required fields (*).
  3. Some unit information, such as the Year, Make, and Model, may be filled in based on its VIN by the integrated VIN validation service, ChromeData. In this case, if the VIN is decoded to be invalid, a message is displayed: "Customer VIN is not recognized, please confirm the VIN is accurate."

    4. Note: Some validations may be applied to these fields. For example, the Make may need to be approved by your manufacturer or you may need to enter the full, 17-character alphanumeric customer VIN, based on the Require 17-Character for the Customer VIN management setting.

  4. (Optional.) Add any notes, and indicate whether this is the customer's Primary Automobile.
  5. Click SAVE (or SAVE AUTOMOBILE, if adding during the appointment or agreement process).

Edit customer automobile details on an appointment or agreement: Closed On the appointment or agreement, after you've selected a customer automobile, you can click EDIT CUSTOMER AUTOMOBILE  to bring up the Edit Customer Vehicle dialog, so you can view or edit its information.

Make an automobile the customer's primary vehicle: Closed When adding a new customer or viewing the customer record, select the check box next to the automobile's VIN to indicate that it is the primary automobile. A Primary tag is added next to the entry.

Remove an automobile from the customer's record: Closed When adding a new customer or viewing the customer record, click Remove to remove the automobile from the customer's file.

ClosedSelect a customer automobile on an appointment or agreement:

Note: If viewing an existing appointment or agreement, you must edit () the Repair Details section to manage customer automobile information.

On the appointment or agreement, when editing repair information, select the customer automobile from the from the Automobile On File list. You can also add a new customer automobile using the Add AUTOMOBILE button. See "Customer Automobiles / Customer VIN".

Customer Notes

You can use Customer Notes to keep track of customer conversations and significant developments; these notes carry over on appointments and agreements and are highlighted when notes are present. For example, you may want to note when a customer was informed of a specific policy or vehicle preferences for a future visit.

Note: To protect customers’ sensitive data and ensure it is properly encrypted, you cannot save credit card numbers in notes and other text fields.

Customer Tag Number

A Customer Tag Number may be required on Loaner or Rental appointments or when opening or closing web and mobile Loaner or Rental agreements, based on the Require Customer Tag Number management setting.

If your location uses service tags on the customer's key, windshield, rear-view mirror, etc., enter a Customer Tag Number in the Repair Details section of an appointment or agreementto help further identify the service being performed on the customer's vehicle.

Date of Birth

The customer's age must meet the minimum age set in your location's Customer Minimum Age management setting in Admin Setup. If the current location has the Allow Override of Customer Minimum Age on Agreements management setting turned on, employee roles with the Override Minimum Age Restriction permission can click OVERRIDE and confirm his or her user name and password credentials to override the customer minimum age requirement.

When adding a new customer record, this field is required.

Customer’s date of birth, as listed on a valid driver's license.

Note: Duplicate driver's license checks: Every time you enter or update a Driver's License Number, State or region, and Date of Birth on a new appointment or agreement, the application checks to make sure a customer with matching information doesn't already exist in the system. If a record is found, a message is displayed with the existing customer's name and the option to USE EXISTING CUSTOMER, or CANCEL to clear the driver's license number and enter a new one.

Delivery and Collection (Delivery Address, Collection Address, Collection Time)

For locations with Delivery and Collection with TSD or with a partner, a Delivery and Collection section is available on appointments booked through your web scheduler and agreements opened from such appointments. If using the feature without a partner integration, you can turn on the Enable toggle to make the Delivery and Collection section available on all appointments and agreements. See "Delivery and Collection with TSD" for more information.

The Delivery and Collection section contains the following information:

  • Delivery address. You can select the Home Address check box to use the customer's address from the appointment.
  • Collection address. You can select the Home Address check box to use the customer's address from the appointment, or the Delivery Address check box to use the same address as the Delivery Address.
  • Collection date and time, available on an agreement.

Driver's License

Our mobile app offers driver's license scanning for a quick and accurate open process. See "Opening Agreements on the Mobile App" for more information.

The customer’s driver’s license information consists of the following:

  • Driver's License Number (e.g., 987987987).
  • Expiration Date (e.g., 09/16/2025). When a new agreement is created, the driver's license expiration date is not carried over from the customer's record or appointment, unless the agreement is being opened from an Expedited Appointment in which a customer has submitted this information.
  • Country (e.g., U.S.). By default, the Country of your location in the Admin Hub is used as the default country.
  • State or region (e.g., Massachusetts).
  • Check for suspended or revoked license: Depending on your manufacturer, you must choose the Yes or No option on agreements confirm the driver's license is not suspended or revoked: "Has Customer Confirmed That License Is Not Suspended Or Revoked?"

    • TSD Internal Note: This question is displayed for locations with OEM Groups listed in the DriverLicenseCheckOEM appsetting.

Note: Duplicate driver's license checks: Every time you enter or update a Driver's License Number, State or region, and Date of Birth on a new appointment or agreement, the application checks to make sure a customer with matching information doesn't already exist in the system. If a record is found, a message is displayed with the existing customer's name and the option to USE EXISTING CUSTOMER, or CANCEL to clear the driver's license number and enter a new one.

Email Address

When adding a new customer record, this field is required.

An Email Address field is available on customer records, appointments, and agreements for you to enter a valid email address for the customer.

When opening an agreement, an Opt Out of Emails option is available for locations not using Toll Processing if the customer agrees to receive emails, including as automated emails from TSD DEALER when an appointment is booked or an agreement is opened or closed.

Note: If using Toll Processing, you cannot opt out of emails; an email address is required to save a customer record, appointment, or agreement. (At close agreement, a separate Customer Email Required field is available.)

Employer Name

Name of the customer's employer.

Fuel Level (Current Fuel Level, Fuel Level Out, Fuel Level In)

Note: These fields are only displayed for gas vehicles (units with a Fuel Type of Gas). Electric vehicles use Battery Level.

For gas vehicles in your fleet, the Fuel Level represents the amount of fuel in the unit's tank in eighths or sixteenths, depending on your system settings.

You may see this referenced on unit records, agreements, and reports throughout the application:

Other fuel-related fields:

  • Current Fuel Level: The current amount of fuel in the unit's tank; when assigning a unit to an open agreement, this field is displayed for reference only and cannot be edited.
  • Fuel Level Out: The current fuel level amount recorded at the time the unit is assigned to an open agreement; during an exchange (for the returning unit) or close agreement, this field is displayed for reference only and cannot be edited.
  • Fuel Level In: The current fuel level amount recorded at the time the unit is returned during an exchange or close agreement.

Turn on a Low Fuel or Missing Fuel alert, so you can be notified when the fuel level of a unit is less than 1/4, when a unit is returned with less fuel than the Fuel Level Out. See "Alerts" for more information.

Note: Fuel and mileage may be automatically retrieved from a vehicle (for example, though an integration with TSD Telematics). In some cases, you may manually edit these values, but refer to the Help topic on your integration for more information.

Full Insurance Coverage

This field may be displayed based on your manufacturer. If present, it is required to save every agreement.

Depending on your manufacturer, the Full Insurance Coverage field with Yes or No options may be present and required on agreements for you to confirm whether the customer has full automobile insurance coverage, including liability and physical damage (comprehensive & collision) coverage. Verbally confirm with the customer that they have these coverages before selecting the Yes or No options.

Insurance Information (Insurance Card, Insurance Company, Policy Number, Expiration Date, Insurance Notes)

Insurance information, except for the Full Insurance Coverage field, if displayed at your location, may be required on an agreement based on the Require Insurance Information management setting. To meet this requirement, you can fill in the insurance fields, upload a photo of the insurance card, or both. Additionally, an Expiration Date for an uploaded insurance card may be required on an appointment or agreement based on the Insurance Card Expiration Required management setting.

Note: Even if insurance information is on file for a customer or on an appointment, insurance information may be cleared on every new agreement, by default, based on the Require New Insurance Information management setting.

On a customer record, appointment, or agreement, you can fill in the customer's automobile insurance information (consisting of the Insurance Company, Policy Number, and Expiration Date) or add photos of an insurance card. You can also use Insurance Notes to keep track of significant insurance developments.

To add an insurance card photo:

  1. In the Insurance Information section, click the Insurance Card option.
  2. Click to upload front and back photos of the card, or Use Camera to take front and back photos of the card with your iPad or other mobile device (unavailable with Internet Explorer 11).
  3. After a photo is uploaded, REPLACE and DELETE buttons are available. Your photos are on the appointment or agreement, until you delete them.

When viewing a customer record, appointment, or agreement, insurance card photos, if present, are available to view; click or tap a photo to enlarge it.

Location In

When closing an agreement or performing an exchange, this is the location to which the unit is being returned. If the Location In differs from the Location Out, the unit's availability will be changed to the new location and the change is reflected in the unit's history.

Location Out

The pickup location of the unit assigned to the agreement, based on your current location.

Miles In

Updates to this field are logged in the unit history, accessible via the History button on the side panel of a unit record. See "Unit History (Event Logging)" for more information.

The Miles In on an agreement reflects the current odometer reading of the unit being returned, at close or during an exchange.

Other odometer-related fields:

  • Current Miles / Odometer: The current number of miles on the unit, as entered on the unit record.
  • Miles Out: The unit's odometer reading, at the time the unit is assigned to an agreement or exchange. Depending on your manufacturer, this may be Dealer Miles Out and Customer Miles Out on Delivery and Collection agreements.

Notes: 

  • Field validations and restrictions may be applied to this field. Closed Read more. 
    • All odometer-related fields accept a maximum of six (6) digits, otherwise a message is displayed and the record cannot be saved: "Unit Miles cannot be greater than 999,999."
    • An alert may be displayed if this value causes your location to exceed its Daily Odometer Limit setting.
  • Fuel and mileage may be automatically retrieved from a vehicle (for example, though an integration with TSD Telematics). In some cases, you may manually edit these values, but refer to the Help topic on your integration for more information.
  • Using Delivery and Collection? Depending on your manufacturer, both Miles In and Miles Out fields may each be split into two separate fields, so you can document miles at the dealership versus at the customer's destination. Closed Read more.
    • Miles In Customer (the initial odometer reading at the customer's destination, when the unit is collected) and Miles In Dealer (the second odometer reading at the time the unit returns to the dealership). Validation still applies, so that Miles In values cannot be less than Miles Out, and Miles In Dealer cannot be less than Miles In Customer.
    • Miles Out Dealer (the initial odometer reading at the dealership, at the time the unit is assigned to the agreement (at open or unit exchange)), and Miles Out Customer (the second odometer reading at the customer's destination, when the unit is delivered). Validation applies, so that Miles Out Dealer cannot be greater than Miles Out Customer.

Miles Out

Updates to this field are logged in the unit history, accessible via the History button on the side panel of a unit record. See "Unit History (Event Logging)" for more information.

The Miles Out on an agreement reflects the odometer reading at the time a unit is assigned to an agreement or exchange.

Other odometer-related fields:

  • Current Miles / Odometer: The current number of miles on the unit, as entered on the unit record.
  • Miles In: The unit's odometer reading, at the time the unit returns from an agreement or exchange. Depending on your manufacturer, this may be Customer Miles In and Dealer Miles In on Delivery and Collection agreements.

Notes: 

  • Field validations and restrictions may be applied to this field. Closed Read more. 
    • This field is unavailable for editing at close.
    • An alert may be displayed if this value causes your location to exceed its Daily Odometer Limit setting, or if, at open or exchange, you edit this field to be less than the Current Miles.
    • All odometer-related fields accept a maximum of six (6) digits, otherwise a message is displayed and the record cannot be saved: "Unit Miles cannot be greater than 999,999."
  • Fuel and mileage may be automatically retrieved from a vehicle (for example, though an integration with TSD Telematics). In some cases, you may manually edit these values, but refer to the Help topic on your integration for more information.
  • Using Delivery and Collection? Both Miles In and Miles Out fields may each be split into two separate fields, depending on your manufacturer, so you can document miles at the dealership versus at the customer's destination. Closed Read more.
    • Miles In Customer (the initial odometer reading at the customer's destination, when the unit is collected) and Miles In Dealer (the second odometer reading at the time the unit returns to the dealership). Validation still applies, so that Miles In values cannot be less than Miles Out, and Miles In Dealer cannot be less than Miles In Customer.
    • Miles Out Dealer (the initial odometer reading at the dealership, at the time the unit is assigned to the agreement (at open or unit exchange)), and Miles Out Customer (the second odometer reading at the customer's destination, when the unit is delivered). Validation applies, so that Miles Out Dealer cannot be greater than Miles Out Customer.

Open Without Electronic Signature

Use this option if you want to open the agreement without collecting an electronic signature, and would rather capture one on a printed hard copy.

Permission to Tow Trailer

This setting is only available for locations with certain manufacturers.

Depending on your manufacturer's form requirements, this toggle may be available on appointments and agreements to provide customers with the option to use the assigned unit as a tow vehicle.

Phone Number

When adding a new customer record, this field is required.

Customer’s phone number (mobile, home, or work). Phone numbers must be 10 characters and must begin with the digits 2 through 9. The country prefix (example: +1 for U.S.) is automatically updated based on the Country selection.

Click Add Phone to add another phone number.

Pre-Authorize (Credit Card Processing)

Pre-authorizations are only available based on the Credit Card Capture Required at Open and Pre-Authorizations Settings management setting (Enable Pre-Authorizations toggle).

For locations that use Credit Card Processing and allow pre-authorizations, the Pre-Authorize option is selected by default on agreements. When selected, the system automatically processes a pre-authorization on the customer's card for agreement charges, as well as for possible future toll charges, if your location uses Toll Processing and you've set a toll pre-authorization amount in your Pre-Authorizations setting.

This process is performed at save (when opening an agreement) or at the time a card is captured (when viewing or closing an agreement). See "Take a Pre-Authorization" for more information about pre-authorizations.

Purchase Order Number

A Purchase Order Number may be required on Loaner or Rental appointments or when opening or closing web and mobile Loaner or Rental agreements, based on the Require Repair Order Number management setting.

In the Repair Details section of appointments and agreements, you can enter a Purchase Order Number of up to 45 characters that is assigned to a purchase order form, if, for example, you get authorization from an insurance company for a claim.

Quick Return

Note: This feature may not be available for your location, per your manufacturer.

When opening an agreement or performing an exchange, if you need to assign a unit that is In Use on another agreement (excluding Shuttle and Internal Use agreements), you can use the Quick Return option to close or close pend the agreement and assign the unit. The Quick Return option is displayed after typing in the Unit Number. See "Perform a Quick Return" for more information.

Rate Code

Rate Codes help differentiate between types of rates that your location offers for agreements. To set up Rate Codes, see "Rates, Charges, Fees & Taxes Setup"

Once you have rates set up for loaner or rental appointments and agreements, a Select Rate section is available for you to select a Rate Code and Model Group to apply a rate. The Rate Code list contains rate codes applicable to the selected Model Group; on rental agreements, an exposed "eye" icon is present next to Rate Codes that have been exposed within the Rental Rates Setup setting.

If your location only has a single Rate Code set up, it is selected, by default. See "Rates, Charges, Fees, and Taxes on Appointments & Agreements" for information on managing rates on appointments and agreements.

Reason

When editing an agreement, if you're updating the Checkout or Return Date, you can select a Reason (for example, Parts Availability, Awaiting Customer Authorization, or Work in Progress).

Repair Order Number

A Repair Order number may be required on certain types of appointments or when opening or closing certain types of agreements, based on the Require Repair Order Number management setting.

In the Repair Details section of appointments and agreements, you can enter a Repair Order (RO) number to track repairs on the customer's vehicle.

Repair Order Status / RO Status

This field, for reference only, is only displayed at locations with Reynolds Integration, on appointments (and agreements) originating from the Reynolds and Reynolds DMS. See "Reynolds and Reynolds Integration" for more information.

With TSD DEALER's integration with Reynolds and Reynolds, the DMS sends TSD DEALER customer repair orders (ROs) of various statuses: such as Open, Invoiced, Paid, Closed, or Void.

This status is displayed for reference on appointments and associated agreements originating from Reynolds and Reynolds, including on search results (labeled "RO Status" in both grid and list views).

Search results (list view):


Hover to view the full-sized image.

Viewing an appointment or agreement:


Hover to view the full-sized image.

Return Date & Time

The expected Return Date is the date and time the customer is expected to return the assigned unit. When the unit is returned and the agreement is being closed, this becomes the actual Return Date and time. You can view this date on appointments, open agreements, unit exchanges, and unit records of In Use units.

When opening or editing an agreement, you cannot select a Return Date that is more than 29 days from the Checkout Date.

Note: When editing an agreement, if you're updating the Checkout or Return Date, you can select a Reason (for example, Parts Availability, Awaiting Customer Authorization, or Work in Progress).

ClosedBusiness Cases regarding the Return Date:

  • Backdating a return: When closing an agreement or returning a unit during an exchange, you can backdate the Return Date, if needed, as long as it falls after the Checkout Date. See "Checkout Date and Return Date rules" for the full list of rules regarding agreement date ranges.
  • Extending an agreement: When editing the Return Date to extend an agreement (say, if the customer's vehicle isn't ready yet), if the unit has already been assigned to a conflicting future appointment, the application notifies you of the conflict. Tap OK if you want to continue with the agreement extension, which will remove the unit from the conflicting pending appointment.
  • MDL autoMation integration:  For locations using MDL autoMation integration, the Return Date displays the date and time that a returning unit was detected by MDL. See "MDL autoMation Integration" for more information.

ClosedCheckout Date and Return Date rules for agreements and exchanges

Because units cannot be assigned to agreements with overlapping dates, the following rules apply to the Checkout Date and Return Date (or Expected Return Date) throughout the agreement process.

When opening an agreement:

  • the Checkout Date:
    • must be no later than now, the current date and time.
    • must be on or later than the Service Start Date of the assigned unit.
    • must be later than the most recent Return Date for the assigned unit and before the Checkout Date of the most recent agreement for the unit, if applicable.

    For example, if today is 3/10/2021 and a unit was assigned to agreements from 2/25/2021 - 2/26/2021, then 3/1/2021 - 3/3/2021, then an agreement can be opened between these agreements, if it starts on, say, 02/27/2021, as long as the expected Return Date and time is prior to 3/1/2021.

  • the Expected Return Date:
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When editing an agreement:

  • the Checkout Date:
    • must be no later than now, the current date and time.
    • must be on or later than the Service Start Date of the assigned unit.
    • must be later than the most recent Return Date for the assigned unit.
  • the Expected Return Date:
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When closing an agreement:

Note: The Checkout Date and Return Date are unavailable when performing a quick return.

  • the Return Date:
    • must be now (today's date) or prior to today's date
    • must be later than the Checkout Date
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When reopening an agreement:

  • the Checkout Date:
    • remains the same as it was the last time it was updated.
    • must follow the same rules as when editing an agreement.
  • the Expected Return Date:
    • remains the same as it was the last time it was updated.
    • must follow the same rules as when editing an agreement.

When returning a unit during a unit exchange:

  • the Checkout Date cannot be edited.
  • the Return Date:
    • must be no later than now, the current date and time.
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When assigning a replacement unit during a unit exchange:

  • the Checkout Date must be the same as the Return Date of the unit being returned during the exchange.
  • the Expected Return Date:
    • must be no later than now, the current date and time.
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When unvoiding an agreement:

  • the Checkout Date:
    • remains the same as it was the last time it was updated.
    • must not conflict with the Checkout Date of another agreement; if so, a message is displayed: "Un-voiding agreement XXXXXX conflicts with agreement YYYYYYY. Agreement XXXXXX cannot be UN-voided".
  • the Expected Return Date:
    • remains the same as it was the last time it was updated.
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

Save Credit Card to Customer Profile

This option is only displayed for locations with Credit Card Processing integration, for employee roles with the Allow Save Credit Card to Customer Profile permission.

For locations with Credit Card Processing, select the Save Credit Card to Customer Profile option after adding a credit card if you want the card to be on file for future appointments and agreements opened for the customer. See "Capture a Credit Card" for more information.

Service Advisor

A Service Advisor is the employee responsible for assisting the customer during his or her visit.

On an employee record: The Service Advisor check box on an employee record includes the employee in Service Advisor lists on appointments and agreements.

On an agreement:  On an agreement (excluding Test Drive), the list of Service Advisors is available to select an employee; the list includes all employees with the Service Advisor check box selected in the employee record. On new appointments and agreements, the selected Service Advisor, by default, is the employee currently logged into the application, as long as the employee is designated as a Service Advisor in his or her employee record.

Split Invoice (Add Split Invoice)

When only a daily rate is applied to agreement charges, an ADD SPLIT INVOICE button is available for cases when a third party company, such as an insurance company, is responsible for some or all of the agreement's daily rate charges, and, if you choose, taxes on its portion of the rate charges. That way, you can generate two invoices: one to send to a billing company, and to provide to the customer (driver). See "Split Invoices with Billing Companies" for more information.

Status search filters

Status search filter check boxes are available on the left panel of the hubs for you to narrow search results by status. See "Agreement Statuses", "Appointment Statuses", and "Fleet Statuses" for more information on the available filters and statuses.

Tolls and Violation Filter (Violation Date & Plate)

Note: The Tolls and Violation Filter is unavailable if using the Closed Between date range search fields.

Use the Tolls and Violation Filter on the left panel of the Agreement Hub to search for tolls and violations (e.g., parking tickets) on agreements. Enter a Violation Date, Plate, or both, and click SEARCH. Agreements in the search results (Open, Closed, and Close Pending) are filtered by date (when the agreement was open) or license plate of the unit assigned to the agreement, based on the search criteria you have entered.

Total Days

Total Days is displayed after selecting a Checkout Date and Return Date on an appointment or agreement, to show you the actual length of the contract.

Note: If your location uses rates, remember that rates may apply for a different number of days than the Total Days shown, depending on the Billing Type of the Rate Code selected on the appointment or agreement. For example, if you choose a Checkout Date of 8/12/2020 and Return Date of 8/14/2020, the Total Days is 2. In the Charges grid, however, a daily rate may be applied for 3 days, if the Billing Type of the Rate Code is Calendar, which means rates are incremented each day at midnight. See "Rates and Charges" for more information about what factors impact rate calculations.