Out of town Transport flow, process and tracking Basic Outline

• Transport requested by a buyer or sold unit requiring transport. Alternatively following up on purchases in Trade Rev that require transport and confirming with the buyer.
• Log and track transport requests on smartsheets
• Request and order from 3rd party company
• Track ETA and expected arrivals
• Note all activity with vehicles on tracking sheets - pick ups, drop offs, any other pertinent info about the movement of the vehicle or keys
• Communicate with all stakeholders on status of transport if and when required

Details Transport request - or sold vehicle to be transported

• Transport requests will either come in by email from the buyer, or from accounting as a sold unit to be transported or redirected to the buying dealership.
• We must be aware of the current location and location that it needs to be shipped to.
• If at an auction, a release will be required to pick up the vehicle. If it is in arbitration or post sale inspection this will need to be completed first. Check Adesa daily for gate passes.
• If purchased on trade rev or e-block, we will require a release to pick up at the selling dealership. Check out the vehicles on trade-rev to get the vehicle release form and designate the Trade Rev-direct shipments.
• If it’s a sold unit that we own being transported to the buyer, no release is needed. We will be providing accounting with a price list to our stores that they can use, if it is different than that price we should provide that amount to accounting.

Log and track transport requests

• Add all information to the “Out of Town Transport sheet” (OOTTS) - leave status and ETA blank until order is confirmed.
• Once order is complete and we’ve been provided an ETA, update the OOTTS to “in-transit” and ensure we add the ETA and price. Also update the “Central W/S tracking sheet” (CWSTS) with an ETA and update the status to “in-transit”

Requesting transport from 3rd party transport company

• Order transport in groups of inventory based on location. Ideally spread the volume based on truckloads to the multiple companies we use so we do not overload any one company.
• Communicate regularly with our transport companies so we are aware of the availability of space on any given week.
• Email the Vin number, year, make and model along with the location to request transport. There is an outline you can use.
• They will provide a quote and an ETA.
• We will need to provide the quote information to accounting using a daily spreadsheet. Copy the VIN, stock # and price over to this sheet, then send it to Beth to be applied to the cost of the vehicle.

Tracking ETA’s and arrivals

• Review expected ETA’s daily and throughout the day to ensure we are receiving vehicles when promised. We will decide on a “days past due” for you to forward to Josh to investigate. This is to be determined. Update actual arrival dates on the OOTTS so that we can track results by transport company. Update status on OOTTS as well as the CWSTS when vehicles arrive. Currently Lisa is updating this, we may change the process back to transport coordinator, this is TBD.

Noting all pick up and drop offs

• When ordering transport to be picked up, update the OOTTS with all required info. This is an Outbound transport. Please update once picked up and complete once we confirmed arrival at destination. Currently we are updating the OOTTS as completed once it leaves the lot and noting the date on the CWSTS. We may change this to have quicker posting of deals or send that list daily and post in 3 days.

Communication with buyers on info about transport delays and arrivals

• Ensure that we communicate with all stakeholders regarding delays or issues for transport. That could be the buyers, Kyle, Lisa or accounting if necessary.

General notes

• We should be requesting transport 2 or 3 times/day so that we are acting quickly on moving the inventory - time is of the essence.
• Try and divide the work into areas of source to the transport companies so that we can fill trucks on orders. This should help get the vehicles here faster. You will be provided with a list of preferred transporters based on the location of the vehicle.
• Review the following items throughout the day
• Expected arrivals - check ins
• Update sheet with actual arrivals
• Past due ETA’s
• Communication with local transport (Lisa and Mo)
• Out of town sources
• Adesa
• Trade Rev
• EBlock
• Broker/dealers
• Regal auctions
• Other Go Auto dealers
• Any other out of town source

List of transport companies and contact info

ACC

Go Dispatch

BradLeigh Solutions

Transport Car-Fre

Ship My Cars

ADESA (Vancouver local)

Rollin’ Auction (Red Deer)