Setting up a Fleet Account (AZ)

Setting up a House Account.

• The following is the process for setting up a house account for Cobblestone.

• The account 0002-TEST House Account has been setup in the database with some examples you can use when creating an account.

1) Create a new folder in the Fleet & House Account folder on the NETSERVER for the new account,

• A) \\NETSERVER\IT-Department\Projects\Fleet & House Accounts\

• B) Format: Account#-Account Name

• C) Ex: 5013-America's Motors

2) Send the fleet template and account application and have the new account fill it out.

• A) \\NETSERVER\IT-Department\Projects\Fleet & House Accounts\

• B) File name: Fleet-Template.xlsx

• C) Fine name: Fleet Account Application.pdf

• 3) Save the completed template and application to the account's new folder.

1) Open Site Manager

• 2) Create the new report category for this account.

• ~Setup -> Sales Items, Categories & Reports -> Categories

• ~Categories -> Fleet -> Account#-Account Name

A) If it's Maricopa related, put in Categories -> Fleet -> Maricopa County -> Accounts#-Account name

• B) Create sub-categories for...

• a) Account#-Wash

• b) Account#-Club Plan

• c) Account#-CP-Sold

• d) Account#-CP-Redeem Pack

3) Create the new Club Plan related to this account.

• ~Setup -> Customers & Loyalty Promotion -> Prepaid & Club Plans

• ~Filter for Type: Cust. Club Plan

• ~Duplicate from the most recent account club plan in the 5000 range.

4) Create the group for the Fleet Account

• A) Setup -> Sales Items, Categories & Reports -> Groups

• B) Find another account group in the 5000 range to duplicate from.

• C) Right click, duplicate, change the name and description to match the new account.

• D) When creating items in the following steps, remove all groups and assign this new group.

5) Create the related items for the new club plan.

• ~ Setup -> Sales Items, Categories & Reports -> Items & Barcodes

• ~ Categories -> Fleet -> Account#-Account Name -> Club Plans

• ~Navigate to another account's club plans folder and...

A) Duplicate from a seller

• Change the name

• Change the club plan type.

• Move it to the newly created account report catefory.

B) Duplicate from a redeem pack

• Change the name

• Change the club plan type

• Move it to the newly created account report category.

• Check the fleet application and change the inner wash to the lowest tier full-service wash approved for the account, if none is listed, use lowest tier express wash.

• Chant the inner House Account Mssg to a more appropriate message if necessary.

~Include the redeem pack in the Wash Term Promo Pkg.

• When editing the pack, make sure to sort by sequence and set sequence to the largest unique number available.

6) Create the new Auto Items package.

• A) Setup -> Sales Items, Categories & Reports -> Items & Barcodes

• B) Categories -> Fleet -> Account#-Account name

• C) Find an account that is like the one you are creating and duplicate their Auto and XPT Auto packages

• D) Move them into the new category you created.

E) Auto Package Edits

• a) Change the name

• b) Change the club plan seller to the new one you just created

• c) Remove any discounts

• d) Create and add any discounts applicable for this account.

F) XPT Auto Package Edits

• a) Change the name.

• b) Change the club plan seller to the new one you just created.

• c) Add the appropriate wash to the pack. NOTE: By default, everyone gets Polish & Shine unless they don't have it approved and then do the Basic Express.

• d) Remove any discounts

• e) Create and add any discounts applicable to the included wash for this account.

7) Create the new House Account using the info from the application

• A) Setup -> Customers & Loyalty Promotion -> House Account

• B) Duplicate from the most recent account in the 5000 range

C) Set Name

• a) Format: Account#-Account Name

• b) Ex: 5013-America's Motors

• d) Set Lookup Number Ex:5013

• e) Set company and contact info

• f) Set Automatic Items to the Auto Pack you created

• g) Set XPT Auto Items to the XPT Auto Pack you created.

1) Open the import file with the account vehicle information and add...

• Fastpass # for each vehicle, if they have not been assigned, get tags from Fleet department for assignment

2) Save the file and then save it again as a csv in the account's folder.

• If it's the first-time importing vehicles for this account.... Format: Account#-Initial-Import-YYYY-MMMDD.csv

• If it's an update to the account.... Format: Account#-Update-YYYY-MMMDD.csv

• EX: 5013-Initial-Import-2020-Aug20.csv

4) Open the file in Notepad++

• I recommend using Notepad++ so that you can record a macro to do these steps.

• Remove any rows without data

• Make sure there are no spaces between quotes. Ex: "Company","fname","lname" etc. If you DON'T do this, the import will mess up.

• Save file

6) Transfer the txt file to queryserver

• Path: D:\ImportCCT\batches

7) Run ImportCCT

• D:\ImportCCT\ImportCCT.exe

12) On the next page, for any rows that do not have a green SiteWatch Target Field, select a matching field in SiteWatch for our columns data.

• 1)Source Field Name: Vehicle ~SiteWatch Target Field: Note

• 2)Source Field Name: VYear ~SiteWatch Target Field: Year (Vehicle)

• 3)Source Field Name: VMake ~SiteWatch Target Field: Make (Vehicle)

• 4)Source Field Name: Vmodel ~SiteWatch Target Field: Model (Vehicle)

• 5)Source Field Name: VLICENSEPLATE ~SiteWatch Target Field: Customer Code- LP/PC/FP

• 6)Source Field Name: RFID Sticker ~SiteWatch Target Field: Customer Code- LP/PC/FP

15) If you mapped import fields for make model, you may get a message here, click next.

• It will attempt to validate make model data, but ultimately it can be corrected at the site level at a later time.

Received on Account

• Sometimes if a fleet customer wants to get a single charge on a specified date, they can leave their credit card on file with us, and at the beginning of every month, we will charge them a flat rate * the number of the vehicles they have for unlimited washes during the month.

To receive these funds on the account...

• 1) Open up the terminal controller

• 2) Clock in and assign yourself current user

• 3) Navigate to the Fleet tab

• 4) Select Received on Account

• 5) Choose the account

• 6) Enter the amount to charge the account.

• 7) Process the fleet customer's credit card

If an account wishes to restrict the services that are allowed to be charged to the account, it will be notated on the fleet account application.

• 1) Open Site Manager

• 2) Navigate to Setup -> Sales Items, Categories & Reports -> Items & Barcodes

• 3) Categories -> Fleet -> Account#-Account name

• 4) Find another Fleet Item Restricts package and right click -> duplicate ~Remove all groups and leave as a note.

• 5) Change the name of the item to Account#-Item Restricts

• 6) Change the Authorized items to the group. NOTE- all should start with the account's #

• 8) Move the item to your account's root folder. ~Categories -> Fleet -> Account#-Account Name

• 9) Navigate to Setup -> Customers and Promotions -> House Accounts.

• 10) Find the account that you're working on by looking up the number.

• 11) Under item restrictions, choose the item restricts package you created.

Example Detail Additional Item

• Because of limitations in our invoicing platform, every item assigned to a house account must be uniquely identifiable. If our 002-Test Account wanted to have an offering for a Large SUV Hand Wash, Here is how.

3) Find the currently active Large SUV Hand Wash

• At the time of this writing, it was under Categories -> Detail -> D-Hand Wash

4) Right click and duplicate the item, renaming it to Account#-Service type or 0002-Hand Wash

• Don't forget to remove groups and assign your account's group

6) Create new categories under the fleet account's folder that mimic the path in the consumer priced items.

• In our case that would be the following categories= 0002-Test Account -> 0002-Detail -> 0002-D-Hand Wash

3) Find the current active FS Lube Pkg

• Right now, it can be found in Categories -> Lube -> L-Packages

8) Duplicate all our items we selected and rename Account#-FS Lube XXXX

• Where XXXX is the specific part like FS Parts or FS Lube Labor

3) Click Add Filter

• Criteria: Email

• Relationship: Matches

• Value: Enter in the value of the fleet account's main contact's email.

4) Click Add Filter

• Criteria: Company

• Relationship: Matches

• Value: Enter in the value of the fleet account's company

10) Pull that same account up again and this time it should come with the automatic items

• Double check the items that entered the sale to make sure it's coming out right.