QT Fleet: Account Maintenance

From the Main Menu, choose Fleet Account Management then choose Fleet Account Maintenance.

You will be prompted with a list of your fleets. Choose a fleet account.

Note the “Add” button on this screen that will allow you to add a new fleet to the list.

Also note the “Page 1 of X” indicator. If there is more than one page of fleets, you can use the “Forward” and “Back” buttons to scroll through the screens.

If you wish to delete a fleet, press the green DELETE button at the top of the screen.

Press OK to save any changes or CANCEL to quit without saving changes.

Fleet Name Required.

Account # Required. This needs to be unique for each fleet account. It can consist of letters or numbers.

Address, Zip Code, City, State Not required, but you want to fill this in accurately for all accounts.

Contact This is the “Attention:” field on the printed statements if bills need to be sent to a specific person or department.

Phone One Not required, but you want to fill this in for all accounts.

Phone Two, Fax, Modem, E-Mail These fields are all optional.

Fleet Type Local or National. This allows you to easily identify the fleet as Local or National but has no other effect in QuickTouch. The % Surcharge field currently has no functionality.

Ask For Reminder Period Usually NO here, as fleet accounts are generally not sent reminder cards. When you select NO, you are asked which reminder period to default to. If you leave this as YES, it will ask for a reminder period during the sale.

Allow Fleet Charge / Credit Limit This allows the fleet account to be extended credit up to the limit.

Charge Interest Generally No. This would allow you to charge interest for past due accounts, usually 1.5% per month.

Statement Type Open Items or Balance Forward.
Open Items means that each payment received will be paid against an individual invoice or multiple invoices. This option allows you to easily find an invoice that was not paid.

Balance Forward simply allows you to apply a payment to an open balance, and the balance will then be reduced. The advantage to this is that it is quicker, the disadvantage is that you cannot determine whether a particular invoice has been paid or not.

Interest/Due Date Based on Number of Days
Open Items - each invoice is payable by X number of days after the invoice date.

Balance Forward - a statement is sent at the end of the month, for which the entire amount is due by X number of days from the statement date.

See the Payments/Credits/Debits section to view examples.

Pricing Category Fleet accounts can be assigned to one of two pricing methods. Standard pricing will charge the fleet accounts the regular price for services. Category pricing allows four categories of fleet accounts, A, B, C and Custom %. The A, B, C categories work off predefined dollar amounts or percentages that are setup in Service Maintenance. The Custom % option gives a straight discount across the board for any Service or Part that is sold to an account.

Taxable Yes or No.

Loyalty Rewards Specify whether the Loyalty Reward system should include services performed on vehicles that are attached to this fleet account.

Pop-Up Notes You can configure a note to pop up at check-in, check-out, or both. Notes are useful to let the technicians know general information about the account vehicles, such as particular procedures to follow or services to perform or can be used as “Warning” messages to alert the shop to only allow certain vehicles to charge to the account.

General Ledger Accounts These fields are used for accounting interfaces and can be left blank.

Statement Delivery Format Select how statements are delivered.

Include Reprinted Invoices Yes/No.

Email Address Multiple recipients can be added.

Email Invoices when Vehicle is Serviced Yes/No.

Email Address Multiple recipients can be added.

Pages 5-7 allow up to 24 “Vehicle Information” fields to be collected for the fleet vehicle at the time of service. The vehicle information fields will be printed on the Invoice.

NOTE THAT ONLY SIX LINES CAN BE PRINTED ON ANY SINGLE INVOICE. QuickTouch allows 24 fields to be configured because different fleets may have different requirements, but on any single invoice, only the first six enabled information fields will be printed. (A field is considered “Enabled” if any of the buttons are set to Yes).

Thus, it is important to conserve lines for fleets that require a lot of information – in the screenshot example, note that City, State, and Zip Code are configured to be on three different lines, but it would be just as easy to consolidate these into one “City, State, Zip” line and conserve two lines for other uses.

The vehicle information may be collected at check-in or check-out or both.

The information may also be “Required”, meaning that the cashier cannot print an invoice without supplying the required information.

The information can also be remembered, or defaulted, from the last visit.

In the screenshot example, the fleet account requires that the Company Name and the Driver Name be recorded at each service. Thus, we have the Pop-up on Check-in and Pop-up on Check Out buttons set to Yes. These are also required values, and this is set to Yes. Now, the company name will always be the same for that vehicle, so this is Default from Last Visit, but there may be different drivers, so the Drivers Name field is not defaulted from last visit.

Collecting this information is important because many national fleet accounts and some local accounts may require information such as a Purchase Order or Authorization number before the vehicle is serviced. These types of information will be different for each visit by the vehicle. Many fleets will not pay the invoice if the required information is not printed directly on the invoice.