How to process Geotab orders

Order Placement

The Geotab customer places an order via Geotab's MyAdmin platform.

Geotab confirm the purchase order with Matrix via email from purchasing@geotab.com. That email converts to a HubSpot Ticket in the Supply Chain pipeline.

When the order is approved by Geotab, a packing slip is sent to Matrix via email from ar@geotab.com. That email converts to a HubSpot Ticket in the 'Archive' Pipeline.

HubSpot Preparation

Merge Tickets

Merge the packing slip ticket with the purchase order ticket in the Supply Chain Pipeline:

• In the purchase order ticket, copy the 'Sales No' from the GeotabPurchaseOrderConfirmation attachment
• In the purchase order ticket, click 'Actions' then 'Merge'
• Paste the copied Sales No into 'Select a record'
• Select the returned record
• Click 'Merge'

Associate Records

Associate and label Company records affiliated to the order:

• Open the Packing Slip email in the Ticket and retrieve Company Name from "Customer Info"
• Click 'Add' in the Companies tab
• Search for the Company to associate an existing Company record

  • If record exists:

    • Select Company and click 'Next'
    • Click the option to replace Geotab as the primary Company
    • Click 'Add association label'
    • Select 'End User'
    • Click 'Save'

  • If no record exists:

    • Message Phil Powell and ask for a relevant Company record on HubSpot
    • When the record is confirmed by Phil, follow the steps above to associate the record.

Business Central Preparation

Review Ticket details, including Comments in the Packing Slip email before creating the SOR in Business Central.

SKU, quantity and values are sourced from the Purchase Order attachment on the Ticket.

Hardware Preparation

Importing

An IMEI needs an associated Geotab Serial Number. This is retrieved via the import procedure in V6.

Only one unit type can be imported at one time. For example, an order for tag iQ cards and rugged tag iq units must be imported separately.

• Check that a Group exists for the Geotab customer in V6

  • If no Group exists:

    • Confirm with Company owner or Phil Powell the hierarchy needed for the Company
    • Add Group

  • If Group exists:

    • Admin > Vehicles > Hierarchy
    • Click Import
    • Sales Dealer - "Matrix Channel Partners"
    • HubSpot Reference - HubSpot Supply Chain Ticket "Record ID"
    • Account Code - "GEOTABUS"
    • Tariff - "FIBIA"
    • Rate - 1.25 for Tag iQs, 2.50 for Magtrack Pro. (Hertz are billed 1 for Tag iQs)
    • Renewal Period - "1"
    • Device Type - select from drop-down.
    • Matrix Sim - (default) "Yes" for Magtrack Pro. "No" for Tag iQ
    • Mobile Network - (default) "M2M" for Magtrack Pro. "Unknown" for Tag iQ
    • External Device Type - "None"
    • External Device Type Mobile Network - (default) M2M
    • Icon Type:
      • - "Custom" for Tag iQ:
        • Tag iQ Card - Tag iQ card symbol
        • Rugged iQ - wifi symbol
      • "Car" for Magtrack Pro:
        • Any vehicle type
    • Policy Number - (default) empty
    • Policy Contact Name - (default) empty
    • Policy Contact Phone - (default) empty
    • ERP No - enter the account number sourced from the Packing Slip email
    • Recovery Required - (default) No
    • Select File - click 'Download Example File'
      • Scan unit IMEI(s) into Columns A and C
      • For Tag iQ units, scan IMEI in column D
      • For Magtrack Pro, scan SIM (as text format) into column D
      • Save file
    • Select File - upload your saved IMEI list
    • Click 'Import'
    • Click 'Download File'
      • Format Column A into Number, with zero decimal places
      • Attach the file to the Supply Chain Ticket
    • Copy data into a Note on the Supply Chain Ticket
    • Return to V6 and click 'Complete' on import screen

App Update

Data exported from the V6 import and saved on the Supply Chain Ticket must be uploaded to the phone to label devices:

• Open Outlook and draft an email to chrismatrixiq@gmail.com
• Download and attach to the email, the V6 download file attached to the Supply Chain Ticket
• Send the email
• Open the GMail app on the mobile phone
• Download the file sent on the email
• Open the favicon.ico labelling app
• Click 'Import CSV'
• Select the file you have downloaded
• Connect the phone to the printer in use
• Select the relevant label size

Hardware Preparation

• Using the 'Scan' button the phone, scan the QR code on the unit to generate a Geotab QR code label from the printer
• Remove the original QR code sticker from the unit and replace with the label
• Return hardware to it's original packaging
• Review Ticket instructions for guidance on additional labels
• Review Ticket instructions for guidance on device activation (default units remain powered off for shipping)

Shipping

Packages need the following included in the box:

1. The completed Geotab packing slip
2. One TagiQ installation guide
3. One returns label

Geotab orders must be shipped under Delivery Duty Paid (DDP) Terms.

MyAdmin Update

When a Geotab order is dispatched, the associated record on MyAdmin must be fufiled.

Updates can be done manually and via bulk import; using the downloadable template and guidance from the platform.

• Open the GeotabMyAdmin platform.
• Login using your email and password.
• Click 'Store' > Shipping > Partner Fulfilment.
• Double-click on the order you are fulfilling (confirm using Shipping Reference Number or PO Number).
• Update the 'Shipping carrier' and 'Tracking number' fields
• Click the blue-pen icon (bottom-right of the screen).
• Update 'Serial Number' and 'IMEI' fields.
• Click 'Mark as fulfilled'