TRANSPORTATION PICKUPS
*picking up units/vehicles from dealerships
1.) Update printed Sheet
reference printed dealership spreadsheet, write Pick Up Charge amount on left
hand side, lower portion of UVIS Merged NVRS Pick Up Order Report ("Sheet"),
below NVRS Comment ($ amount can be found on alphabetical dealership
spreadsheet, first column to right of name).
handwrite updated dealership contact name/number, if applicable.
write today's date on lower portion of Sheet, below typing.
If it is known contact has day off, note this next to date on lower portion below
typing.
Ford/Lincoln may change number
2.) Enter info into AMS software for Reps with day off
Function>Vehicle>In-Transit Vehicles> opens pop-up window, titled Vehicle
Search - In Transit Vehicles
Enter last 6 of vin# and click Search option (on top banner, on left). Opens pop-
up window In Transit Vehicle Maintenance
o Proof vin# and dealership info
o Scroll down to NVRS Outgoing Comment Code (located right column of
scrollable section)
- Click drop down, scroll down to select PC-104
on left side of column, enter outgoing comment.
e.g. "contact has Fridays off, will call Monday"
- Write PC-104 on Sheet next to "has off" comment
- Click Save
- Draw checkmark on Sheet next to PC-104, one checkmark per
each vehicle.
eg. for a Pick Up of 3 total vehicles = PC 104 üüü
- Return Sheet to folder
- Click x to close In Transit Vehicle Maintenance
3.) Call sales reps whom are available
*Mondays & Thursday - begin calls after 9:30a.m.
*Tuesdays, Wednesdays and Fridays - begin calls after 9:00a.m.
*they are stressed/busy toward end of the month
*if Ron Mikolajczak of Towne Ford OP,NY is unavailable, leave message
and push through to GTG. only for Ron!
-- mark “pt” (pushed through) on Sheet next to dispatch date.
press 9 to make outside call +1 for out of area number.
State name "calling from Adesa Buffalo to confirm pick-up for a lease turn-in(s)."
Provide make, model, last 6 vin# and first three of customer's last name.
If unit is ready, write GTG (good to go) on Sheet next to today's date
eg. "4/2 GTG"
if no answer/unavailable, leave voicemail or message for rep, including make,
model, last 6 vin and callback number 716-542-8111.
- Note on sheet next to today's date LM (left message) and time
message was left.
- if written message, note name of contact on Sheet
4.) E-mail sales reps
• reps who prefer e-mail can be found listed on printed dealership spreadsheet
5.) GTG - good to go
*reference screenshot printout
CarsArrive Network (website)
http://reports.carsarrive.com/adesa_buffalo/
Under Home tab, "CREATE A TRIP"
To determine owner, check indicators
1. Inspection - yes- Y = FMC/RCT/TPI
2. category code e.g. RCT (Red Carpet Lease)
A0708 - Ford Motor Credit Company LLC - Corporate(SP) (A0708)
*if inspection – no – N =
Origin (pick-up location at dealership)
name = dealer name, will auto fill
proof dealership information/contact name and update, if needed
Carrier Instructions (instructions to drivers)
RCT/Yes inspected:
FMC/RCT/TPI *COMPLETE 3 COLUMN,SIGNED,ATTACH TO BOL~FILL
IN MILES~VERIFY FULL VIN~
RCT/Not inspected:
FMC/RCT/CR~ FILL IN MILES~ VERIFY FULL VIN
Transport type - dropdown to "drive away"
Transaction type - pickup fee - Red Carpet Off Lease
Carriers - ADESA Buffalo - Driver Pool
Unit Information
enter full vin
year/make/model will auto-fill
add in color and first 3 customer's last name
e.g. 2016 Ford Escape/GY/ABC
enter in Customer Price aka Pickup Charge
check "Dispatch Now" box
click Go and confirm Ok
do not generate cover sheet
confirm to not have transport price
dispatch pick-up date: today
dispatch delivery date: count current date, not including weekends, add 2 days.
Update Sheet with delivery date and BOL numbers (BOL from Trips Created Pop-
up)
6.) Print BOL vehicle release authorization
CarsArrive Network Website
Scroll to bottom "Trips" spreadsheet
Find "ASSIGNED" tab, expand cell
click Print BOL link
Proof numbers match from Sheet to screen
Print to Printer36
3 copies
checkmark next to BOL # on Sheet
close window, pickup at printer and put in "Out Folder"
7.) Finish NVRS notes in AMS
*reference screenshot printout
Function>Vehicle>In-Transit Vehicles> opens pop-up window, titled Vehicle
Search - In Transit Vehicles
NVRS finish "In Transit Vehicle Maintenance" window
- GTG :
NVRS Outgoing Comment Code Note:
NVRS Outgoing Comment: dispatched eta [date]
eg. "dispatched eta 4/3"
** *if it takes over three-day period to confirm GTG, once GTG
status is confirmed, choose
NVRS Outgoing Comment Code
NVRS1 – Change Date Avail For Pickup
NVRS Outgoing Comment:
“no return from messages left; will call [next business day of
week].”
(eg. "dispatched eta 4/3")
- LM : NVRS Outgoing Comment Code PC104
NVRS Outgoing Comment:
“no return from messages left; will call [next business day of
week].”
Save top left
write dispatched eta delivery date on Sheet
checkmark delivery date after entered and saved
cross out previous notes removed
eg. PC 104 üüü
