Unit Exchanges

Your employee role must have the Exchange Unit permission to perform an exchange. See "Roles & Permissions" for more information.

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

If a customer wants to use a different unit than the one he or she was originally given, use the Exchange Unit button on the side panel of an agreement.

How To ...

  1. Find and view the agreement, if necessary. See "View and edit an agreement" for more information.
  2. Click Exchange Unit on the side panel.
  3. Process the returning unit as follows:
    1. Update the Miles In and Fuel Level In, if necessary. See "Glossary of terms" for more information about these fields and how they may be affected by integrations.
    2. (Optional.) Perform a unit inspection. Closed Inspect the unit and add any damage or photos of its current condition, if necessary. See "Unit Inspections" for more information.
    3. Click CONTINUE.
  4. Select dates. 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 CONTINUE.
  5. Assign a replacement unit as follows:

    6. 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 (to Free a Unit During Open)" 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.

    1. Type the full Unit Number, or enter part of the Unit Number and/or select a Model to filter and select from the list.
    2. Update the Miles Out and Fuel Level Out, if necessary. See "Glossary of terms" for more information about these fields and how they may be affected by integrations.
    3. (Optional.) Perform a unit inspection. Closed  Inspect the unit and add any damage or photos of its current condition, if necessary. See "Unit Inspections" for more information.
    4. Click CONTINUE.
  1. Review the unit exchange information and click SAVE.
  2. 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.
  1. After the exchange process is complete, in the Agreement Signature section of the View Agreement screen, click SIGN AGREEMENT, available if your location has signature capture.

  2. 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 CANCEL) 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 Yes to proceed without saving the signature or NO 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 ACCEPT  and CLEAR buttons.
    • If an additional driver is present on the agreement, a signature area is available for the driver to sign.
  3. When all required fields are signed or acknowledged, click PRINTto 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 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).

Checkout Date and Return Date rulesClosed

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.

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: Alerts Panel & Email 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. Closed
    • When assigning a unit during open agreement or exchange, a unit's Current Miles is for reference only and unavailable for editing.
    • When editing a unit, an alert is displayed if you edit this field and the new mileage value is less than the previously-saved mileage.
    • 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."
  • Using TSD Telematics Integration? This information may be retrieved from the device and automatically filled in. Read more. 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.

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. Closed
    • 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. Read more.Closed
    • 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. Read more. Closed
    • 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. Read more.Closed
    • 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 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:Closed

  • 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.

Checkout Date and Return Date rules for agreements and exchangesClosed

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.

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 "Charges on Appointments & Agreements" for more information about what factors impact rate calculations.