About In-Yard Returns in FleetLogic

Describes the purpose of and main scenario uses of in-yard returns in FleetLogic.

Type

Conceptual

Audience

All

Products

FleetLogic web and mobile applications

Body

In yard returns occur when your customer rents a piece(s) of equipment from you that must be loaded from your yard because it is too large to hand over the counter, but the customer does not need you to transport it for them.  The customer intends to either transport the equipment themselves, or hire a third party to pick up and return the equipment.  In the FleetLogic web application, you can view the list of in-yard returns, along with the details of each return.

For example, if your customer rented an excavator from you and they return the excavator themselves, they likely would return the excavator directly to your yard, rather than return it to your counter, where there is not enough physical room available. In this case, a yard worker receives the equipment at the yard, rather than a counter worker. The yard worker initiates the in-yard return using the FleetLogic mobile application and the counter worker can then view the details of the return in the FleetLogic web application. 

In-yard returns help to adapt Fleetlogic’s workflow to the way you and your customers conduct business, enabling you to keep your fleet records up to date without duplicate effort. 

In the mobile application

When the customer returns the equipment to your yard, your counter worker uses the FleetLogic mobile application to check the piece(s) of equipment directly back into the yard.  At the time of the return, the counter uses the app to establish the condition of the equipment by taking photos and adding comments to the equipment’s record, protecting your company in case of any disputes.  

Using the mobile application to perform in yard returns saves valuable time for both the counter and the customer because the counter worker does not have to spend time moving between the yard and the counter.  There is less risk of miscommunication or errors between a yard worker and the counter if there is a single individual doing both the receiving and the paperwork. 

Workflow - mobile application

In the mobile application, the in-yard returns workflow always begins with a customer search.  You can search by keyword such as customer name or number to identify the customer making the in-yard return.  You then select the contract related to the return, and select the piece(s) of equipment being returned to the yard.  At that point, you have a number of options available to you:

  • You can take a photo of the asset to establish its physical condition at the time of rental
  • You can update the quantity of the asset if it was consumable
  • You can mark the asset as damaged and select a pre-set damage code
  • You can add a comment if you need to make a note about the equipment
  • If the equipment is a metered item such as an air compressor, whose value is tied to how many hours it has been run, or is billed based on meter usage, you are prompted to enter the meter information

Once you add any required information, you are prompted to complete the return by obtaining an email address and digital signature from the customer. Once this step is completed, the in yard return is completed.  At this point, a document is automatically created in SRM that states who the customer was, what was returned, when it was returned.  

On-account customers are automatically billed in 30 days. You must direct cash customers to the counter to pay the invoice in person.  Cash customers are indicated by a CASH indicator next to the return in the list of returns.

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