Unit Exchanges
Your employee role must have the Exchange Unit permission to perform an exchange. See "Roles & Permissions" for more information.
If a customer wants to use a different unit than the one your location originally assigned, use the Exchange Unit button on an agreement to check in the returning unit and check out the replacement unit.
Setup Requirements for Exchanges
- Unit exchanges on agreements must be made available by your manufacturer.
How To ...
- Find and view the agreement. See "View and edit an agreement" for more information.
- Click Exchange Unit on the side panel.
- Process the returning unit as follows:
- Update the Miles In and Fuel Level In, if necessary. Data may be automatically filled in, depending on your integrations (e.g., Telematics). See "Glossary of terms" for more information about these fields and how they may be affected by integrations.
- If inspections are available on agreements based on your location settings, perform a unit inspection and add any damage, if found. See "Unit Inspections" for more information about inspections.
- Click .
- Verify the Exchange Date and select a Return Date. If the returning unit is coming from a different location, the current location of the unit will be updated to the location at which the exchange is taking place. Click .
- Assign a replacement unit as follows:
- Type the full Unit Number, or enter part of the Unit Number and/or select a Model to filter and select from the list.
- Update the Miles Out and Fuel Level Out, if necessary. Data may be automatically filled in, depending on your integrations (e.g., Telematics). See "Glossary of terms" for more information about these fields and how they may be affected by integrations.
- If inspections are available on agreements based on your location settings, perform a unit inspection and add any damage, if found. See "Unit Inspections" for more information about inspections. Note that inspections are not saved until the exchange is completed.
- Click .
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.
Note: Units are checked for overlaps in availability and other criteria, such as Hard Hold status and recalls. See "Unit Availability & Alerts" for more information.
- Review the unit exchange information, and click .
- You are directed to the View Agreement screen, where you can view and edit rate information from the agreement, select an form and capture a signature, and more. See "View and edit an agreement" for options on what actions you can take when viewing an agreement.
Hover to view the full-sized image.
- After the exchange process is complete, in the Agreement Signature section of the View Agreement screen, click , available if your location has signature capture.
-
On the agreement form, request a digital signature or acknowledgment (if applicable) from the customer in each required signing area.
Note: Abandoning the digital signature capture process (by tapping ) displays the following message: "You are attempting to leave the agreement signature, any captured signatures will not be saved. Do you want to continue?" Click to proceed without saving the signature or to remain on the signature form screen.
- If your form is set up with signature check boxes, tapping
or adds a check mark (
) in place of a signature. The acknowledgment is displayed on the email and printed versions of the form.
- If your form requires the customer to sign on-screen, tapping
or displays an enlarged signature box with and buttons.
- If an additional driver is present on the agreement, a signature area is available for the driver to sign.
- If your form is set up with signature check boxes, tapping
- When all required fields are signed or acknowledged, click to open a PDF of the form to print.
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.
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 , 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).
Checkout Date and Return Date rules
Fuel Level
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.
Current Miles
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 Current Miles on a unit record reflects the current odometer reading of the unit.
Other odometer-related fields:
- Miles In: The unit's odometer reader at the time of return from an agreement or exchange. Depending on your manufacturer, this may be Customer Miles In and Dealer Miles In on Delivery and Collection agreements.
- 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.
Read more. - Using TSD Telematics Integration? This information may be retrieved from the device and automatically filled in.
Exchange Date
The date on which a unit exchange is performed.
In any date field, press T on your keyboard for today's date, and use your keyboard arrows for the next and previous days.
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.
Read more. - 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.
Read more.
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.
Read more. - 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.
Read more.
Open Agreement 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.
Return Date
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).
Business Cases regarding the Return Date:
Checkout Date and Return Date rules for agreements and exchanges
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.
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